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Submission Template for Registration as a
Non Self-Accrediting Higher Education Institution
in Queensland
Before completing your submission, refer to the following:
National Protocols for Higher Education Approval Processes - Protocols A and B (the National
Protocols)
National Guidelines for Higher Education Approval Processes – Guidelines for the registration of
non self-accrediting higher education institutions and the accreditation of their course/s (relating to
National Protocols A and B) (the National Guidelines)
This submission template aligns with Section 17 of the National Guidelines – each numbered section of
the submission aligns with the corresponding number in Section 17 (eg Section 2.2 in the submission
aligns with 17.2.2 in the National Guidelines).
Note:
1. Non self-accrediting higher education institutions must seek registration as a higher education
institution and course accreditation for each of the higher education courses offered. These two
processes may be undertaken concurrently or separately, with each requiring different criteria to be
met. An institution may not operate without both registration and course accreditation. In
Queensland, initial registration and course accreditation must be submitted at the same time.
2. Course accreditation may be undertaken separately from registration when an institution is already
registered and is seeking accreditation of one or more additional courses.
When preparing your application for Queensland as your primary jurisdiction:
1. A separate application form is required that covers all courses and/or registration. Please use the
Application Form for Higher Education Approval in Queensland and attach the completed form
to your submission.
2. One submission template must be completed.
a) Please note special instructions highlighted throughout the submission document. (Qld
instructions are a recommended option only). In such instances text is greyed out and
alternative instructions have been inserted to accommodate the needs of the Government
Accreditation Authority in Queensland as it is a separate work unit from the CRICOS unit.
Queensland templates are identified with a „q‟.
b) Responses within the template should be concise and address each requirement. Further
details may be provided by way of an optional alphanumerical attachment, numbered as
listed. If more than one attachment is provided per requirement, please use additional
numbering for sub-appendices (e.g. 2.3a-i, 2.3b-ii, 2.3c-iii etc).
3. Use the headings and sub-headings contained in the template. (Note: the boxes will expand to
accommodate responses).
4. If an additional attachment is included in the submission, or if an attachment is relevant to more
than one requirement, please include reference to it in the body of the submission and in the
attachment checklist at the end of the submission. Please note: it is not necessary to duplicate
attachments that are relevant to more than one requirement.
5. Prepare the submission and relevant attachments ensuring they are both paginated, sequentially
and clearly labelled (using exposed tabs) so that information may be readily located and
referenced by members of the assessment panel. Please do not use plastic sleeves.
6. Complete/update the Attachments Checklist at the end of each submission.
7. Select and update the Table of Contents before printing the final document.
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 1
You are strongly urged to contact the Office of Higher Education with questions when preparing
your submission.
Office of Higher Education
Telephone: (07) 3237 0390
Email: Accred.OFFICEHE@deta.qld.gov.au
Timelines for Submission
As a general rule, initial applicants should allow at least six months between the time of making a
complete and satisfactory application to the Government Accreditation Authority and a decision being
made by the responsible decision-maker. Timelines may be extended by a number of factors,
including the complexity of the application, incomplete applications, panel requests for additional
information and the time taken by the applicant to provide additional or revised information.
For renewal of registration or renewal of course accreditation by a non self-accrediting higher
education institution, Queensland requires under legislation, that applications are submitted between
9 and 18 months in advance of the expiry date.
Submitting your application
1. Attach the Application Form for Higher Education Approval in Queensland (one form for
registration and/or accreditation of all courses).
2. Provide one original copy of the completed submission including all required attachments (one
submission for registration and accreditation of all courses in hard copy and one soft copy on CD).
3. Check that the submission is complete and has all attachments. Incomplete submissions will be
returned, thus delaying the assessment of your application.
4. Attach a cheque made payable to the Office of Higher Education for the applicable fees – refer to
the Higher Education (General Provisions) Regulation 2008. If you would prefer to use another
method of payment (eg electronic funds transfer or credit card), please contact the Office for details.
Note: If the institution intends to offer the courses in more than one State or Territory please refer to the
submission template for Mutual recognition of a non self-accrediting higher education institution and its
courses in a secondary jurisdiction.
Please forward your completed submission to:
(by mail) (in person)
DECIPHA Office of Higher Education
2 DUNCAN STREET Level 18, Education House
WEST END QLD 4104 30 Mary Street
For on-forwarding to BRISBANE QLD 4000
Manager Accreditation
Office of Higher Education Note: You are required to
Level 18, Education House advise the Office of Higher
30 Mary Street Education prior to your
BRISBANE QLD 4000 delivery time – a requirement
of the Security Unit of
Education House.
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 2
Government Accreditation Authorities:
Australian Capital Territory http://www.det.act.gov.au/vhe
New South Wales https://www.det.nsw.edu.au/communityed/higheredu/index.htm
Northern Territory http://www.deet.nt.gov.au/education/higher_education/
Queensland http://www.education.qld.gov.au/office/higher-education/
South Australia http://www.training.sa.gov.au/OVETorgs/
Tasmania http://www.tqa.tas.gov.au/1746
Victoria http://www.vrqa.vic.gov.au/reg/registration_procedures/higher.htm
Western Australia http://www.des.wa.gov.au/pages/higher_ed.php
Commonwealth Department of http://www.dest.gov.au/sectors/higher_education/default2.htm
Education, Employment and (for those seeking to operate in Australia‟s external territories)
Workplace Relations
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 3
Table of Contents
REQUIREMENT 1: FITNESS AND LEGALITY .................................................................................... 7
1.1 The institution is a legally constituted entity established and/or recognised by or under an
Australian legislative instrument.......................................................................................................... 7
1.2 The applicant and the senior officers of the institution demonstrate that they are „fit and
proper‟ persons. .................................................................................................................................. 7
1.3 The applicant discloses all details of the history of the entity, its predecessors and related
entities, and its history of prior applications for approval to deliver education; and any prior
involvement in education delivery indicates a track record of compliance and quality
education provision. ............................................................................................................................ 8
a) Has the institution previously made an application for approval to deliver education in
Australia or overseas?......................................................................................................................... 8
1.4 The applicant undertakes to comply with relevant State/Territory and Commonwealth laws
and regulatory requirements. .............................................................................................................. 8
REQUIREMENT 2: GOALS AND CULTURE OF THE INSTITUTION ........................................................ 9
2.1 Legal and public documentation of the institution clearly articulates a purpose focused
towards higher education delivery even if this is not the only focus of the institution. ........................ 9
2.2 The mission and goals of the institution and its programs can be mapped broadly against the
goals of Australian higher education as stated in Part 1 (Introduction) of the National
Protocols for Higher Education Approval Processes and no goal of the institution is
incompatible with the goals of Australian higher education. ............................................................... 9
2.3 The institution has policies, procedures and practices in place which encourage academic
integrity and honesty as well as free intellectual inquiry in the teaching, research (if relevant)
and scholarship activities of the institution. ......................................................................................... 9
REQUIREMENT 3: CORPORATE GOVERNANCE ............................................................................ 10
3.1 The institution has a legally constituted governing body which has responsibility for oversight
of all of the institution‟s activities including conferral of its higher education awards and the
delegation of academic governance to an appropriate body. ........................................................... 10
3.2 The governing body has access to the range of expertise required for effective governance
of the institution, including financial expertise, through its membership and/or through
external advisors. .............................................................................................................................. 10
3.3 The institution has an organisational structure whose reporting arrangements, delegations
and inter-relationships are clearly described and which has the necessary positions,
structures and arrangements in place to manage all key aspects of a quality higher
education institution........................................................................................................................... 10
3.4 The governing body ensures that all the institution‟s operations, including its governance, are
systematically reviewed and that strategies are implemented to improve institutional
performance. ..................................................................................................................................... 11
REQUIREMENT 4: FINANCES AND MANAGEMENT ......................................................................... 12
4.1 The institution has a current strategic plan which is approved by the governing body, is well-
understood by stakeholders and indicates that the institution has clarity about its future
directions. .......................................................................................................................................... 12
4.2 There are management and administrative systems, policies, procedures and practices in
place to ensure that adequate records are maintained and kept secure, and that reporting
requirements are met. ....................................................................................................................... 12
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 4
4.3 The institution has systems and processes which ensure that potential risks are identified
and prevented or minimised and that strategies are in place to deal with risks which
eventuate. .......................................................................................................................................... 12
4.5 The institution demonstrates its financial viability and its capacity to sustain quality higher
education operations into the future through a range of financial indicators, such as credit
rating, cash flow, current ratio (equal to or greater than 1) and debt ratio (equal to or less
than 1) or, if necessary, the institution has a financial guarantor with capacity to service the
guarantee. ......................................................................................................................................... 13
REQUIREMENT 5: PROTECTION OF STUDENTS ............................................................................ 14
5.1 The institution has financial and tuition safeguards in place for students, such as
membership of an approved Tuition Assurance Scheme, financial underwriting and written
course assurance agreements with another institution, should the institution cease to be able
to provide a course or cease to operate as a higher education institution. ....................................... 14
5.2 Students are informed about their contractual arrangements with the institution and have
access to information about all charges, conditions, refunds and tuition assurance
arrangements. ................................................................................................................................... 14
5.3 Students have access to effective grievance procedures which enable them to make
complaints about any aspect of the institution‟s operations without fear of reprisal and which
provide access to an independent third party if internal processes fail to resolve the
grievance. .......................................................................................................................................... 15
REQUIREMENT 6: ACADEMIC GOVERNANCE AND QUALITY ASSURANCE ........................................ 16
6.1 The institution has academic governance arrangements, such as a properly constituted
academic board and/or course advisory committees, which provide the institution with
access to expertise to ensure that standards are comparable with Australian universities. ............. 16
6.2 The academic board and/or course advisory committees consider and act on relevant data
such as teaching evaluations, student feedback, student attrition, progress rates, grade
distributions, course completions and graduate satisfaction. ........................................................... 16
6.3 The academic governance arrangements provide for the development, dissemination and
monitoring of academic policies related to academic standards. ..................................................... 16
6.4 The institution has effective mechanisms to collect regular, valid and reliable feedback from
stakeholders, such as students, graduates, staff and employers of graduates, and effective
mechanisms are in place to ensure that the feedback is acted upon to bring about
improvements. ................................................................................................................................... 17
6.5 The institution has mechanisms for benchmarking its academic performance against other
appropriate higher education institutions to identify and act upon areas requiring
improvement...................................................................................................................................... 17
6.6 The institution takes full responsibility for and ensures consistent standards for all courses
which lead to a qualification it awards, including through specific strategies to monitor
courses delivered offshore and those delivered through agents if relevant...................................... 17
REQUIREMENT 7: STAFFING ...................................................................................................... 18
7.1 The numbers, qualifications, experience, expertise and sessional/full-time mix of academic,
administrative and support staff are appropriate for the mission, nature, size and complexity
of the institution. ................................................................................................................................ 18
7.2 The institution verifies the bona fides of the qualifications of its staff. .............................................. 19
7.3 The institution ensures that the teaching of its courses is normally carried out by academics
with relevant qualifications at least one AQF qualification level higher than the level of the
course being taught. .......................................................................................................................... 19
7.4 There are appropriately experienced academic staff available and clearly identified to
provide leadership for key academic tasks such as course development, course co-
ordination and course review. ........................................................................................................... 20
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 5
7.5 The institution ensures that academic staff are available for students seeking academic
assistance. ........................................................................................................................................ 20
7.6 The institution has strategies for enhancing teaching quality and other aspects of staff
performance, including for sessional staff, such as through staff development and other
professional development opportunities............................................................................................ 20
7.7 The institution‟s policies and practices encapsulate a commitment to the scholarship of
teaching and learning including through promotion and appointment processes which reflect
an expectation that academic staff are active in scholarship which informs their teaching in
all fields in which courses are offered. .............................................................................................. 20
7.8 Academic staff of the institution, including sessional staff, are actively engaged in
scholarship and/or professional practice relevant to the fields in which they teach and at an
appropriate level reflecting their seniority and responsibilities. ......................................................... 20
7.9 Academic staff who are principal supervisors of research higher degree students are active
in research. ........................................................................................................................................ 21
REQUIREMENT 8: FACILITIES AND STUDENT SERVICES ................................................................ 22
8.1 The physical presence of the institution, as a minimum, provides a point of contact for
students during normal office hours and is appropriate to the size, nature, mode of delivery
and higher education purpose of the institution. ............................................................................... 22
8.2 The institution has arrangements to maintain contact with and support students who are
remote from the campus, such as through a website, telephone, print and on-line resources,
and email. .......................................................................................................................................... 22
8.3 The institution has facilities, including classrooms, library/information resource centre,
laboratories, administrative areas and staff office accommodation, appropriate in scope and
quality for the size, mode of delivery and nature of the institution. ................................................... 22
8.4 The institution provides an appropriate range and quality of student services, such as
counselling, academic and career advice, IT support, and student learning assistance. ................. 22
8.5 The institution has measures in place to prevent and detect cheating and plagiarism
amongst its students and to deal appropriately with any instances of these practices. ................... 23
8.6 The institution has effective mechanisms to identify students „at risk‟ in terms of their
academic progress and provides support for such students. ........................................................... 23
8.7 The range and quality of the learning and information resources provided to students by the
institution support effective student learning and are appropriate for the size and nature of
the institution. .................................................................................................................................... 23
TEMPLATES ...................................................................................................................... 24
Template 7.3aq – Qualifications and Experience of Current Staff (Academic, Support and
Management) .................................................................................................................................... 25
Template 7.3aq-ii – Workforce Plan for Proposed Staff (Academic, Support and Management) ............... 26
Template 7.3aq-iii - Position descriptions and selection criteria used to advertise and select staff. .......... 27
ATTACHMENTS CHECKLIST......................................................................................................... 29
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 6
REQUIREMENT 1: FITNESS AND LEGALITY
Expected Outcome: There is a legally accountable and reputable entity responsible for all higher
education courses and delivery.
1.1 The institution is a legally constituted entity established and/or recognised by or under an
Australian legislative instrument.
a) Indicate if the institution is:
A company registered under the Corporations Act 2001 or,
Other form of Australian legal entity.
If other (eg statutory body, trust), please indicate the basis under which the legal entity was
established (eg legislation, Royal Charter).
Attach to the appendices section as 1.1a, a copy of the certificate of incorporation and/or other
documentation related to legal entity status.
b) Provide the Australian Company Number (ACN) below, if relevant.
ACN
c) Provide the Australian Business Number (ABN) below.
ABN
d) If relevant, provide the name/s under which the institution does/will trade.
Trading Name/s
If applicable, attach to the appendices section as attachment 1.1d, a copy of the current
certificate/s of registration of business name/s issued by the relevant government business name
registration authority.
e) Indicate below, who owns the institution (eg individual(s), shareholders, trustees, members).
If applicable, indicate if foreign owned and include the relevant foreign ownership details.
Attach to the appendices section as 1.1e, details of the owner, shareholders (and their
proportional shareholdings), members or directors, including names, qualifications and experience.
If foreign owned, include the relevant foreign ownership documentation.
f) Attach to the appendices section as 1.1f, a copy of the constitution or equivalent of the
legal entity.
g) If relevant, attach to the appendices section as 1.1g (i, ii, iii etc) copies of contracts with
agents and/or other organisations involved in the delivery of the applicant‟s services in the
primary jurisdiction and/or offshore (as relevant).
1.2 The applicant and the senior officers of the institution demonstrate that they are ‘fit and
proper’ persons.
Note for Queensland institutions: This declaration is contained in the Application Form
accompanying this submission.
a) Attach to the Appendices section as 1.2a, the ‘Fit and Proper Persons’ Declaration. (The
declaration template can be downloaded from the website of the Government Accreditation
Authority.)
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 7
1.3 The applicant discloses all details of the history of the entity, its predecessors and related
entities, and its history of prior applications for approval to deliver education; and any prior
involvement in education delivery indicates a track record of compliance and quality
education provision.
a) Has the institution previously made an application for higher education registration and/or
accreditation in any State or Territory in Australia?
Yes (provide the details as indicated below) No
Year of Type of Application State or Application Outcome
application (higher education Territory (i.e. approved, not approved) -
registration and/or where include where relevant reasons for
accreditation) application rejection)
was made
b) Has the institution ever operated as an education institution (eg a registered training
organisation)?
Yes No
If yes, provide below a brief statement of the institution‟s history as an education institution.
As per the National Guidelines requirements:
a) Has the institution previously made an application for approval to deliver education in
Australia or overseas?
Yes No
b) Provide below, a statement of previous history of the entity, its predecessors and related
entities, and its history as any type of education institution, including all successful and
unsuccessful applications for approval, both within Australia and overseas.
1.4 The applicant undertakes to comply with relevant State/Territory and Commonwealth laws
and regulatory requirements.
a) Attach to the Appendices section as 1.4a, the Applicant Declaration that must accompany
this application for registration.
Note for Queensland institutions: This declaration is contained in the Application Form
accompanying this submission.
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 8
REQUIREMENT 2: GOALS AND CULTURE OF THE INSTITUTION
Expected Outcome: The institution contributes to higher education outcomes in Australia and has a
commitment to free intellectual inquiry.
2.1 Legal and public documentation of the institution clearly articulates a purpose focused
towards higher education delivery even if this is not the only focus of the institution.
a) Indicate below the mission and goals of the institution.
Attach to the appendices section as 2.1a, a copy of the relevant documentation that records the
approval of the mission and goals statement by the relevant governing body.
b) Attach to the appendices section as 2.1b (i, ii, iii etc) copies of proposed public
documentation (eg website, prospectus and advertising material) that articulates the
institution‟s mission, purpose and programs.
2.2 The mission and goals of the institution and its programs can be mapped broadly against
the goals of Australian higher education as stated in Part 1 (Introduction) of the National
Protocols for Higher Education Approval Processes and no goal of the institution is
incompatible with the goals of Australian higher education.
a) Indicate below how the mission and goals of the institution and its programs map against the
goals of Australian higher education (refer to page 2 of the National Protocols for Higher
Education Approval Processes).
2.3 The institution has policies, procedures and practices in place which encourage academic
integrity and honesty as well as free intellectual inquiry in the teaching, research (if
relevant) and scholarship activities of the institution.
a) Attach to the appendices section as 2.3a (i, ii, iii etc) copies of academic policies and
procedures which relate to academic integrity and honesty, and free intellectual inquiry.
b) Provide below, examples of how these policies and procedures will be implemented and
communicated to students and staff.
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 9
REQUIREMENT 3: CORPORATE GOVERNANCE
Expected Outcome: The institution is well-governed.
3.1 The institution has a legally constituted governing body which has responsibility for
oversight of all of the institution’s activities including conferral of its higher education
awards and the delegation of academic governance to an appropriate body.
a) Indicate below, the name of the body (eg corporate board) that has primary responsibility for
governing the institution and will confer higher education awards.
Attach to the appendices section as 3.1a, a copy of the proposed academic testamur.
b) Attach to the appendices section as 3.1b, information relating to the governing body
including its relationship to the owner(s) or financial sponsor(s), its terms of reference, its
process for appointing members, duties of members, lines of responsibility, delegations and
meeting frequency.
3.2 The governing body has access to the range of expertise required for effective governance
of the institution, including financial expertise, through its membership and/or through
external advisors.
a) Provide as indicated below, details of the membership of the governing body.
Membership Purpose Full Name Details of Background Indicate Financial
(eg to provide financial and Expertise position Interest
management expertise) held – eg
Owner/
Director/
Other
Y/N
Y/N
b) If relevant, provide below details of the background and expertise of external advisors to the
institution.
Full Name Occupation/Employer Expertise
3.3 The institution has an organisational structure whose reporting arrangements, delegations
and inter-relationships are clearly described and which has the necessary positions,
structures and arrangements in place to manage all key aspects of a quality higher
education institution.
a) Attach to the appendices section as 3.3a an organisational chart and explanation of the
relationships and reporting lines among key positions and structures which relate to the
major institutional governance, management and academic responsibilities.
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 10
b) Provide below, an explanation of the relationship between the governing body and the
academic governance arrangements (see also requirement 6 below).
3.4 The governing body ensures that all the institution’s operations, including its governance,
are systematically reviewed and that strategies are implemented to improve institutional
performance.
a) Attach to the appendices section as 3.4a (i, ii, iii etc) the institution‟s policies, plans and
outcomes for reviews of institutional performance, including an indication of the role of the
governing body in these processes.
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 11
REQUIREMENT 4: FINANCES AND MANAGEMENT
Expected Outcome: Quality student learning outcomes are achieved by a well-managed institution
with sufficient resources.
4.1 The institution has a current strategic plan which is approved by the governing body, is
well-understood by stakeholders and indicates that the institution has clarity about its
future directions.
a) Attach to the appendices section as 4.1a, a copy of the institution‟s strategic plan,
covering at least the next three years.
b) Provide below, details of the planning, dissemination, monitoring and reporting processes
associated with the strategic plan.
4.2 There are management and administrative systems, policies, procedures and practices in
place to ensure that adequate records are maintained and kept secure, and that reporting
requirements are met.
a) Provide below, information about the institution‟s financial management system/s, including
systems for managing student fee payments, and the student records management system,
including contingency arrangements that are in place to manage student records in the event
that the institution ceases to offer courses, or in the event of fire, outage etc.
b) Attach to the appendices section as 4.2b (i, ii, iii etc) copies of policies and procedures
related to records management and security of information.
4.3 The institution has systems and processes which ensure that potential risks are identified
and prevented or minimised and that strategies are in place to deal with risks which
eventuate.
a) Attach to the appendices section as 4.3a, a copy of the institution‟s detailed business
plan, incorporating a three year profit and loss projection, sources of funding, capital and
asset plan, student enrolments.
b) Attach to the appendices section as 4.3b, a copy of the institution‟s risk assessment plan.
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 12
Note for Queensland institutions: Please provide 4.4, 4.5 and related attachments in a separate
folder (ie. not part of the submission).
4.4 The financial records for the institution are accurate and independently audited by a
qualified auditor.
a) Does the institution have copies, for the last three years, of independently audited general
purpose accounts?
Yes (attach financial statements for the last three years presented and independently
audited by a qualified auditor in compliance with Australian Accounting Standards
and label as attachment 4.4a).
No (for start-up institutions only) – attach evidence of sufficient capital investment
or source of funds to finance losses in the start-up phase as demonstrated through a
letter of guarantee (such as a letter of credit or overdraft facility) from the applicant‟s
financial institution, or a legally enforceable financial guarantee from the parent body,
a director/s or associated entity/ies along with evidence of the financial capacity of the
guarantor. Label attachment as 4.4a.
4.5 The institution demonstrates its financial viability and its capacity to sustain quality higher
education operations into the future through a range of financial indicators, such as credit
rating, cash flow, current ratio (equal to or greater than 1) and debt ratio (equal to or less
than 1) or, if necessary, the institution has a financial guarantor with capacity to service the
guarantee.
a) Attach to the appendices section as 4.5a, evidence that the institution has a Current Ratio
of 1:1 or better.
AND
b) Attach to the appendices section as 4.5b, evidence that the institution has a Debt Ratio of
1:1 or better.
OR, if unable to meet (a) and (b)
c) Attach to the appendices section as 4.5c, a legally enforceable financial guarantee along
with evidence of the financial capacity of the guarantor.
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 13
REQUIREMENT 5: PROTECTION OF STUDENTS
Expected Outcome: The rights and interests of students are safeguarded.
5.1 The institution has financial and tuition safeguards in place for students, such as
membership of an approved Tuition Assurance Scheme, financial underwriting and written
course assurance agreements with another institution, should the institution cease to be
able to provide a course or cease to operate as a higher education institution.
a) Indicate below, what student financial or tuition safeguard arrangements are in place for
students in the event of closure of course/s or the entity.
Note: this may include a financial guarantee (as in 4.4a-ii), membership of an approved Tuition
Assurance Scheme (TAS), written course assurance agreements from other higher education
institutions, bank guarantee or other form of underwriting.
Attach to the appendices section as 5.1a, a copy of the legal/formal documents containing
details of the financial/tuition arrangements (if not already provided at 4.4a-ii).
Note: If the financial or tuition safeguards are guaranteed by another higher education institution,
the applicant must provide the evidence detailed at 4.5a, 4.5b and 5.1a for the guarantee
institution.
5.2 Students are informed about their contractual arrangements with the institution and have
access to information about all charges, conditions, refunds and tuition assurance
arrangements.
a) Indicate below, how students will be informed of their contractual and other arrangements (eg
information published on website or in student handbook).
Attach to the appendices section as 5.2a (i, ii, iii etc) a copy of the proposed documentation
relating to fees and charges, refunds of fees and tuition assurance arrangements that will be
available for students.
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 14
5.3 Students have access to effective grievance procedures which enable them to make
complaints about any aspect of the institution’s operations without fear of reprisal and
which provide access to an independent third party if internal processes fail to resolve the
grievance.
a) Attach to the appendices section as 5.3a, the student grievance policy and procedures,
including details of any costs to students.
Note: Institutions who intend to offer courses to overseas students should ensure that the
grievance policy and procedures meet the requirements of Standard 8 of the National Code.
b) (for existing institutions) Indicate below, details of any student grievances over the previous
three years which have resulted in legal action – include the nature of the grievance and the
outcome.
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 15
REQUIREMENT 6: ACADEMIC GOVERNANCE AND QUALITY ASSURANCE
Expected Outcome: The institution has a focus on continuous improvement of its teaching and
learning to provide quality outcomes for students and academic standards comparable with
Australian universities.
6.1 The institution has academic governance arrangements, such as a properly constituted
academic board and/or course advisory committees, which provide the institution with
access to expertise to ensure that standards are comparable with Australian universities.
a) Attach to the appendices section as 6.1a (i, ii, iii etc), documents specifying the terms of
reference of the academic governing body and/or course advisory committees highlighting
meeting frequency, sub-committee structure/s, procedures for appointing members,
reporting lines and responsibilities.
b) Provide, as indicated below, information on the membership of the academic governing body
and/or course advisory committee/s.
Name of academic governing body -
Full Name Qualifications Current Position & Experience and Expertise
Employer
Name of course advisory committee -
Responsible for: insert course names
Full Name Qualifications Current Position & Experience and Expertise
Employer
6.2 The academic board and/or course advisory committees consider and act on relevant data
such as teaching evaluations, student feedback, student attrition, progress rates, grade
distributions, course completions and graduate satisfaction.
a) Describe below, the processes used by the academic board and/or course advisory
committees to consider and act on student data.
6.3 The academic governance arrangements provide for the development, dissemination and
monitoring of academic policies related to academic standards.
a) Attach to the appendices section as 6.3a (i, ii, iii etc) copies of key academic policies
endorsed by the academic governing body, including student admissions, recognition of
prior learning (RPL) and credit transfer, student progress and exclusion, assessment,
academic appeals, student conduct, graduation, course approvals and course reviews.
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 16
6.4 The institution has effective mechanisms to collect regular, valid and reliable feedback from
stakeholders, such as students, graduates, staff and employers of graduates, and effective
mechanisms are in place to ensure that the feedback is acted upon to bring about
improvements.
a) Provide below, details of the mechanisms used to collect and act upon feedback from
stakeholders, including frequency of collection.
Attach to the appendices section as 6.4a, copies of questionnaires/survey tools.
b) Provide below, examples of data collected and analysed to enhance quality.
6.5 The institution has mechanisms for benchmarking its academic performance against other
appropriate higher education institutions to identify and act upon areas requiring
improvement.
a) Provide below, details of the mechanisms used for benchmarking academic performance
(eg, developing relationships with other institutions; assessment moderation; pass/fail rates;
retention rates; graduation rates).
b) Provide below, examples of improvements made as a result of quality assurance processes
(for existing institutions).
6.6 The institution takes full responsibility for and ensures consistent standards for all courses
which lead to a qualification it awards, including through specific strategies to monitor
courses delivered offshore and those delivered through agents if relevant.
a) Attach to the appendices section as 6.6a (i, ii, iii etc) copies of policies and procedures to
assure quality of all courses including those delivered by agents and those delivered
offshore (if relevant), such as policies and procedures relating to course consistency or
equivalence and moderation of assessment.
b) If courses are delivered through an agent/agents, attach to the appendices section as
6.6b (i, ii etc), a copy of the agreement with each agent which establishes, among others,
standards for the employment of staff; monitoring and quality assurance of course delivery
and course standards; facilities and resource provision; protecting the welfare of students;
and advertising.
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 17
REQUIREMENT 7: STAFFING
Expected outcome: Students are taught and supported by staff with academic and professional
expertise to facilitate quality learning outcomes and who contribute to the advancement of
knowledge and understanding.
7.1 The numbers, qualifications, experience, expertise and sessional/full-time mix of academic,
administrative and support staff are appropriate for the mission, nature, size and
complexity of the institution.
a) Provide a summary of the institution‟s higher education staffing profile, as indicated below
(include current and projected staffing and provide separate detail at 7.3).
Management/Administration Staff
Employment category Permanent staff Contract/casual/
(eg principal, administration staff) sessional staff
No. Full No. Part No. Full No. Part
Time Time Time Time
Category Number Number Number Number
Category Number Number Number Number
Category Number Number Number Number
Category Number Number Number Number
TOTAL 0 0 0 0
(right click on each total column and update field)
Academic/Teaching Staff
Employment category Permanent Staff Contract/casual/
(eg tutor, lecturer, course coordinator) sessional staff
No. Full No. Part No. Full No. Part
Time Time Time Time
Category Number Number Number Number
Category Number Number Number Number
Category Number Number Number Number
Category Number Number Number Number
TOTAL 0 0 0 0
(right click on each total column and update field)
Ratio of Effective Full time (EFT) teaching Ratio Ratio Ratio Ratio
staff : projected student numbers
Provide below, details where the academic staff also service non-higher education programs (eg
VET, ELICOS).
Support Staff
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 18
Employment category Permanent Staff Contract/casual staff
(eg librarian, counsellor, computing staff)
No. Full No. Part No. Full No. Part
Time Time Time Time
Category Number Number Number Number
Category Number Number Number Number
Category Number Number Number Number
Category Number Number Number Number
TOTAL 0 0 0 0
(right click on each total column and update field)
7.2 The institution verifies the bona fides of the qualifications of its staff.
a) Provide below, details of procedures used by the institution to verify the bona fides of all
qualifications of staff.
7.3 The institution ensures that the teaching of its courses is normally carried out by
academics with relevant qualifications at least one AQF qualification level higher than the
level of the course being taught.
a) Use Template 7.3aq, and attach to the appendices section as Attachment 7.3aq, a
current staff profile for management/administrative, academic and support staff, combined.
Details are to include employment arrangements, length of service, qualifications,
experience and areas of responsibility (including teaching and leadership, where applicable).
Attach to the appendices section as Attachment 7.3aq-i, details of individual staff
publications, if relevant.
AND / OR
If the staff have not yet been employed, provide details relating to the proposed
management/administrative, academic and support staff positions.
Use Template 7.3aq-ii and attach to the appendices section as Attachment 7.3aq-ii, to
form a combined response of staff details.
Also attach to the appendices section as Attachment 7.3aq-iii copies of the position
descriptions and selection criteria used to advertise and select staff.
b) Provide below, details of the strategies that your institution has in place to ensure that staff
who do not hold qualifications as specified above, are engaged in enhancing their
qualification levels.
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 19
7.4 There are appropriately experienced academic staff available and clearly identified to
provide leadership for key academic tasks such as course development, course co-
ordination and course review.
Note for Queensland institutions: Refer to evidence at Attachment 7.3aq.
a) Attach to the appendices section as 7.4a, details of staff involved in the development,
coordination, quality assurance and delivery of the institution‟s higher education courses.
7.5 The institution ensures that academic staff are available for students seeking academic
assistance.
a) Provide below details of arrangements for ensuring that academic staff will be available for
consultation with students.
b) Attach to the appendices section as 7.5b, copies of policies and procedures relating to
student consultation.
7.6 The institution has strategies for enhancing teaching quality and other aspects of staff
performance, including for sessional staff, such as through staff development and other
professional development opportunities.
a) Attach to the appendices section as 7.6a, copies of staffing policies and procedures,
including those relating to staff recruitment, appointments, induction, promotions and
performance review.
b) Attach to the appendices section as 7.6b a copy of the staff development policy, plans,
budget and expenditure, including for sessional staff.
7.7 The institution’s policies and practices encapsulate a commitment to the scholarship of
teaching and learning including through promotion and appointment processes which
reflect an expectation that academic staff are active in scholarship which informs their
teaching in all fields in which courses are offered.
a) Provide below, an explanation of how policies and practices show a commitment to the
scholarship of teaching and learning, such as through appointments and promotions, the
design of courses, student assessment and the promotion of academic honesty, regular
course review, monitoring student progress and graduate outcomes, staff development and
the recognition of excellence in teaching.
b) Provide below, details of budget allocations and other institutional strategies proposed to
support staff in research (if relevant) and scholarship.
7.8 Academic staff of the institution, including sessional staff, are actively engaged in
scholarship and/or professional practice relevant to the fields in which they teach and at an
appropriate level reflecting their seniority and responsibilities.
a) Provide below, arrangements proposed to facilitate staff involvement in various types of
scholarly activity, such as membership of a discipline journal editorial board, acting as an
anonymous peer reviewer, membership of academic societies, peer recognition (eg
fellowship of an academy or other awards), and presentation of conference papers.
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 20
b) Provide below, details of involvement by academic staff in various types of relevant
professional activity integral to the academic‟s discipline, such as membership of
professional societies, consultancy work and creative endeavour.
c) Note for Queensland institutions: For re-registration only.
Use Template 7.8c and attach to the appendices section as 7.8c a copy of the staff
development table, including all scholarly activities undertaken by staff relevant to the
courses they teach into.
7.9 Academic staff who are principal supervisors of research higher degree students are active
in research.
a) If relevant, attach to the appendices section as 7.9a copies of proposed policies and
procedures for appointing supervisors of research students, demonstrating the requirement
for principal supervisors to be research active (noting that the definition of research active for
this purpose must exclude research student supervision).
b) For staff that will be involved in research student supervision, provide below details of a
record of successful research student supervision and details of research output, such as
research publications and research income.
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 21
REQUIREMENT 8: FACILITIES AND STUDENT SERVICES
Expected outcome: Student learning outcomes are enhanced through access to quality facilities,
learning and information resources and support services.
8.1 The physical presence of the institution, as a minimum, provides a point of contact for
students during normal office hours and is appropriate to the size, nature, mode of delivery
and higher education purpose of the institution.
Refer to evidence at 8.3a.
8.2 The institution has arrangements to maintain contact with and support students who are
remote from the campus, such as through a website, telephone, print and on-line resources,
and email.
Refer to evidence at 8.3a.
8.3 The institution has facilities, including classrooms, library/information resource centre,
laboratories, administrative areas and staff office accommodation, appropriate in scope and
quality for the size, mode of delivery and nature of the institution.
a) Provide below, a description of the physical and IT facilities, contact and support
arrangements, including hours of operation and accessibility for on-site and remote students.
b) Provide below, details of the processes for review and improvement of facilities.
c) If the premises are leased, attach to the appendices section as 8.3c, a copy of the lease
agreement.
d) Does the institution outsource the supply of any facilities (eg library/information resource
services, laboratory equipment) to another organisation/agency?
Yes (attach to the appendices section as 8.3d, a copy of the contracts/agreements)
No
8.4 The institution provides an appropriate range and quality of student services, such as
counselling, academic and career advice, IT support, and student learning assistance.
a) Provide details of all student services, including information about accessibility for all
students.
b) Provide below, details of the processes for review and improvement of student services.
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 22
c) Does the institution outsource the supply of any services to another organisation/agency?
Yes (attach to the appendices section as 8.4c, a copy of the contracts/agreements)
No
8.5 The institution has measures in place to prevent and detect cheating and plagiarism
amongst its students and to deal appropriately with any instances of these practices.
a) Attach to the appendices section as 8.5a copies of policies on student academic
misconduct and plagiarism.
b) Provide below, details about strategies for detecting and dealing with plagiarism.
8.6 The institution has effective mechanisms to identify students ‘at risk’ in terms of their
academic progress and provides support for such students.
a) Provide below, details of how “at risk” students are identified.
b) Describe below, the academic counselling or other learning assistance and support available
to these students.
8.7 The range and quality of the learning and information resources provided to students by the
institution support effective student learning and are appropriate for the size and nature of
the institution.
a) Attach to the appendices section as 8.7a, listings of library holdings, including electronic
databases, and details of access to learning resources for students and staff (such as
location and opening hours).
Note for Queensland institutions: Do not provide a full library catalogue. Only list categories of
holdings and numbers of texts, online journals relevant to the category, including generalised
policy on numbers of set texts and recommended readings held.
b) Provide below, details of the assistance available to students in developing information
literacy and in accessing resources.
c) Attach to the appendices section as 8.7c, policies on the development and review of
learning and information resources, including details of budget available for maintaining and
upgrading such resources.
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 23
TEMPLATES
Template 7.3aq – Qualifications and Experience of Current Staff (Academic, Support and
Management)
Template 7.3aq-ii – Workforce Plan for Proposed Staff (Academic, Support and
Management)
Template 7.3aq-iii - Position descriptions and selection criteria used to advertise and select
staff
Template 7.8c – Staff Development Table
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 24
Template 7.3aq – Qualifications and Experience of Current Staff (Academic, Support and Management)
Note: Use a new table for each delivery location.
Delivery Location
Name Role/Position1 Qualifications Relevant Experience Subjects Taught Employment Status Length Proportion
(eg, coordinator, (full title of the award, (teaching, professional and research) (if relevant) Full time - permanent of of Full
supervisor, lecturer, awarding institution and Full time – contract/sessional Service Time Load
librarian, counsellor, year conferred) Part time – permanent (yrs)
laboratory assistant) Part time – contract/sessional
Total EFT
1
If the course coordinator, supervisor or other relevant staff operate from another jurisdiction, also include the base location.
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 25
Template 7.3aq-ii – Workforce Plan for Proposed Staff (Academic, Support and Management)
Note: Use a new table for each delivery location.
Delivery Location
No of Role/Position2 (eg, Required Qualifications Required Experience Subjects to be Proposed Employment Proportion Proposed
Staff coordinator, (if applicable) taught Status of Full Commencement
supervisor, lecturer, (if relevant) Full time - permanent Time Load Date
librarian, counsellor, Full time – contract/sessional
laboratory assistant) Part time – permanent
Part time – contract/sessional
Total EFT
2
If the course coordinator, supervisor or other relevant staff will operate from another jurisdiction, also include the base location.
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 26
Template 7.3aq-iii - Position descriptions and selection criteria used to advertise and select staff.
(include the qualifications expected for different grades of appointment)
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 27
Template 7.8c - Staff Development Table
Note: This table should include all scholarly activities relevant to the courses that academic staff teach into. If support is provided by your institution,
whether financial or otherwise, this should be documented. If the activity is supported by another organisation/institution this should also be
documented (see examples below).
This table should not include activities that are not scholarly in nature, eg. attendance at OHE Information Session or staff induction.
State Name of Staff Employment Status Professional Development Date Non-financial Financial Total Financial
Member Activity (details in full) support support Support
(ie. Permanent Full-
towards towards
time, casual) (ie. including travel,
scholarly scholarly
accommodation,
activity activity
etc)
(ie. study leave)
Example:
VIC S. Smith Sessional (2 classes Completed Graduate Nov 2009 $2000 $3100
per week) Certificate in Learning &
Teaching (Higher Education) at
Swinburne University of
Technology.
Teaching mode: intensive.
P. Piccolo Permanent Full-time Presented research paper on Aug 2009 Reduced workload
st
21 Century Pedagogy at from 3 classes to 2
AUQF Conference, Gold Coast for 1 Semester
S. Singh Sessional (1 class per Completed a Master of Nov 2009 N/A – supported
week) Theology through the by University of
Australian Catholic University Queensland where
she works full-time
TOTAL FUNDING $ $
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 28
ATTACHMENTS CHECKLIST
Confirm as indicated below that you have attached all requested documentation.
Ensure that each attachment:
has a title
is paginated
is sequentially and clearly labelled (using an exposed tab) so that it may be readily located and
referenced by members of the assessment panel
is included in the attachment list below.
No. Attachment Name Insert
Y - Yes
N – No
NA – not
applicable
Ref – for
another
attachment
1.1a Copy of the certificate of incorporation or similar
1.1d Copy of certificate/s of registration of business name/s
1.1e Details of the institution‟s owner/s
1.1f Copy of the constitution or equivalent
1.1g Copy of contract with agent/s (if relevant)
1.2a Signed ‘Fit and Proper Persons’ Declaration
1.4a Signed applicant declaration to accompany the registration application
2.1a Copy of the relevant documentation that records the approval of the mission and
goals statement by the relevant governing body
2.1b Copy of proposed public documentation that articulates the institution‟s mission,
purpose and programs
2.3a Copy of the academic policies, procedures and practices relating to academic
integrity and honesty, and free intellectual inquiry
3.1a Copy of the proposed academic testamur
3.1b Governing body information including terms of reference
3.3a Organisational chart and explanation of relationships and reporting lines
3.4a Copy of the institutions policies, plans and outcomes for reviews of institutional
performance
4.1a Copy of the institution‟s strategic plan
4.2b Copy of policies and procedures related to records management and security of
information
4.3a Copy of the institution‟s detailed business plan
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 29
No. Attachment Name Insert
Y - Yes
N – No
NA – not
applicable
Ref – for
another
attachment
4.3b Copy of the institution‟s risk assessment plan
4.4a Copy of independently audited general purpose accounts (for existing institutions)
4.4a Financial guarantee (for start-up institutions)
4.5a Current ratio
4.5b Debt ratio
4.5c Financial guarantee (for institutions that have submitted audited financial statements
but cannot provide evidence of the required Current Ratio and Debt Ratio)
5.1a Copy of legal/formal documents relating to financial/tuition safeguard arrangements
5.2a Copy of proposed published documentation relating to student contractual
arrangements
5.3a Copy of the student grievance policy and procedures
6.1a Academic governance arrangements – academic governing body and/or course
advisory committees including terms of reference
6.3a Copies of key academic policies
6.4a Stakeholder questionnaires/survey tools
6.6a Copies of quality assurance policies and procedures
6.6b Copy of the principal-agent agreement/s
7.3aq Qualifications and Experience of Current Staff (Academic, Support and
Management)
7.3aq-i Details of individual staff publications
7.3aq-ii Workforce Plan for Proposed Staff (Academic, Support and Management)
7.3aq-iii Position descriptions and selection criteria used to advertise and select staff
7.4a Staff involved in the development, coordination, quality assurance and delivery of
the institution‟s higher education courses
7.5b Copies of policies and procedures relating to student consultation
7.6a Copy of staffing policy and procedures
7.6b Copy of the staff development policy, plans, budget and expenditure
7.9a Copies of proposed policies and procedures for appointing supervisors of research
students
8.3c Lease agreement - premises
8.3d Copies of the legal/formal contracts/agreements relating to outsourcing of facilities
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 30
No. Attachment Name Insert
Y - Yes
N – No
NA – not
applicable
Ref – for
another
attachment
8.4c Copies of the legal/formal contracts/agreements relating to outsourcing of student
services
8.5a Copy of policies on student academic misconduct and plagiarism
8.7a Listings of library holdings
8.7c Copy of policies on the development and review of learning and information
resources
Registration as a Non Self-Accrediting Higher Education Institution in Queensland – v.5 June 10 Page 31
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