Intent:

Christian Heritage College’s (CHC) quality assurance framework ensures a continuous feedback cycle of review and improvement. Therefore, it is important that the discussions which occur at School Boards of Studies meetings and the decisions which proceed from them are recorded in a detailed and accurate manner, in order that any future reference to these discussions and decisions can be made. It is also important that each School Board of Studies be transparent in its processes and open to the committees to which it is accountable in the organisational structure.

Scope:

The Board of Studies of each School of Christian Heritage College (CHC).

Restrictions:      Nil

Exclusions:        Nil

Objectives:

1.     To provide a record of meetings of the School Boards of Studies, including discussions of issues and the decisions which proceed from them, and feedback regarding the outcomes of these decisions.

2.     To ensure the transparency of the processes which pertain to Boards of Studies meetings.

3.     To ensure the accountability of the Boards of Studies to those committees which sit above it in the organisational structure of CHC.

Policy Provisions:

1.     General

1.1.   Each CHC School has a Board of Studies which is concerned with the academic processes of that School. These include but are not limited to:

1.1.1.implementation of CHC policies in relation to courses offered by the School;

1.1.2.consideration and development of new course initiatives, regular review and modification of existing courses, and recommendation to Academic Board on desirable course developments;

1.1.3.development of accreditation and renewal of accreditation draft applications for courses offered by the School for review by Academic Board within the parameters of the relevant policies.

1.1.4. The membership of the Board of Studies includes the full-time academic staff of the School and administrative staff.

1.1.5. Current fractional and sessional academic staff are invited to attend.

1.1.6. The Dean will normally act as the Chair of the Board of Studies.

2.     Regularity of Meeting

2.1.   Boards of Studies will meet at least four times per semester in Semesters 1 and 2, exceptions to the minimum number of meetings require the approval of the Academic Board.

2.2.   The date of the first meeting of the Boards of Studies for each year will be negotiated by the Deans with School staff, with reference to issues such as annual leave, availability (for fractional and sessional staff) and the general CHC Meeting Schedule.

3.     Record of Meeting

3.1.   The role of Secretary will normally be performed by the School Administration Officer.

3.2.   Minutes of meetings will promptly be made available to members of the Board of Studies.

4.     Process of Meeting

4.1.   The Secretary, in consultation with the Dean, will provide an agenda for each meeting of the Board of Studies.

4.2.   The Secretary will keep minutes regarding Board of Studies discussions and outcomes.

4.3.   The minutes of each Board of Studies meeting will be circulated to the members for approval prior to the next meeting.

5.     Outcomes of Meeting

5.1.   Minutes will include an Action List indicating responsibility for meeting business.

5.2.   Reports regarding the implementation of decisions and/or actions which proceed from Boards of Studies meetings are brought to future meetings by the staff member(s) to whom responsibility for the decision and/or action was assigned at the relevant meeting.

5.3.   If such a decision and/or action is within the scope of the duties and responsibilities of the Boards of Studies, the report tabled by the staff member is evaluated by the Boards of Studies and its outcomes are either accepted, or further action is recommended.

5.4.   If such a decision and/or action is outside the scope of the duties and responsibilities of the Boards of Studies, it is referred to Academic Board, in the case of academic issues, or the CHC Executive, in the case of procedural issues.

6.     Reporting

6.1.   Deans will prepare quarterly reports for submission to the Academic Board.

7.     Committees

7.1.   The Boards of Studies will appoint the School Advisory Committee (SAC), Course Development Committee (CDC) and such other Committees or working parties as are considered necessary for the effective discharge of its functions

7.1.1. The Boards of Studies will advise the Academic Board on the membership of all such groups and the provision of reports concerning the advice received by the School from any such Committees.

7.2.   The Board of Studies also sits as the Board of Examiners.