Course Coordinator Role Guideline

Document Number000626
Date Approved17 August 2005
Date Last Amended2 December 2009


This guideline has been superseded by Section 9. Course – Coordination of the Course Management and Assessment Procedure Manual [000996] from 1 January 2013. 

 

1.      Introduction

Course Coordination occurs where a staff member designated by a Head of School as a Course Coordinator is responsible for planning and coordinating the delivery of the Course and for ensuring its appropriate assessment, in consultation with the Program Convenor and with the Head of School, who has the final responsibility.

2.      Appointment of Coordinators

2.1.     Course Coordinators may be appointed from permanent, casual or fixed term staff, or from among conjoint appointees, provided those appointed are experienced in the content and delivery of the course and the relevant procedures of the University.

2.2.     A single Course Coordinator will normally be appointed to oversee the delivery of a course whether this is offered in different terms of the same year or on different campuses. However, the Head of School may appoint different Course Coordinators across the year if the course is delivered in multiple locations and on multiple occasions, provided those occasions do not overlap significantly.

3.      Coordination Responsibilities

3.1.     Course Coordinators are responsible for overseeing the following functions, with the assistance of University, Faculty and School administrative staff. Allocation of responsibility for these functions will be undertaken prior to the scheduled teaching period; it will be done in consultation with the Head of School and based on class size.

  1. Ensuring that any changes to the CTS, are approved by the Faculty prior to their implementation in any teaching period.
  2. operationalisation of the Course Coordinators Checklist;
  3. arranging for the use of physical facilities or resources and for inputs from other staff;
  4. organisation of text books and library reference materials;
  5. allocation of students to tutorial and laboratory classes;
  6. student guidance and consultation, responding to student enquiries within a reasonable and appropriate timeframe; two working days is recommended;
  7. ensuring returnable assessment items are returned to students within three weeks (for Semester run Courses) and two weeks (for Trimester run Courses) of submission date with appropriate feedback. Course Coordinators are to identify any non-returnable assessment items to students in the Course Outline;
  8. ensuring that all reasonable accommodations and adjustments are provided for any students that have indicated that they have a disability, and ensure that all teaching practices are inclusive of the needs of students with a disability;
  9. taking action in accordance with University policy on applications for:
    1. extensions of time for assessment items;
    2. deferred assessment, and
    3. special consideration for assessment items and formal written examinations;
  10. overseeing the initial determination of student results and any  re-marking or moderating of results;
  11. the maintenance, collation and transmission of student records;
  12. the timely preparation and distribution of course materials including assessment items;
  13. the planning of tutorial, practical and other sessions;
  14. the development of  the Course Outline in a way that is consistent with the CTS entry for the course and with the University’s requirements for Course Outlines detailed in the Course Outlines Policy 000937;
  15. ensuring that students receive the Course Outline as approved by the Head of School by the first day of term for every course being offered that term.
  16. providing for those students with print disabilities who request a Course Outline in an appropriate format and timeframe.
  17. consultation with, and obtaining approval of the Head of School if there are changes to the assessment weightings from the previous offering;
  18. the development and implementation of course assessment;
  19. the training of clinical supervisors (if appropriate);
  20. the coordination of all teaching staff involved in the course;
  21. the mentoring of casual appointees;
  22. providing the Course Assessment Return (CAR) to the School Assessment body in line with the requirements set down for all CARs.
  23. conducting Student Feedback on Courses (SFC) surveys on courses after every  second delivery of a course;
  24. review of courses at least every five years; and
  25. other appropriate administrative tasks.

Depending on the size of the classes and the nature of the duties, Course Coordinators may not carry out all coordinating functions listed above.

4.      Attachments

Attachment 1: Course Coordinator Checklist

Approval AuthorityAcademic Senate
Date Approved17 August 2005
Date Last Amended2 December 2009
Policy SponsorDeputy Vice-Chancellor (Academic)
Policy OwnerDirector, Centre for Teaching and Learning
Policy ContactHeads of Schools
Amendment History

Note added that this guideline has been superseded from 1 January 2013, The Secretariat, 15 May 2013.

Minor amendment - Change of Policy Sponsor to Deputy Vice-Chancellor (Academic) to reflect structural changes from 1 January 2013, The Secretariat, 9 May 2013.

Minor amendment to Clause 3.1. xxiii. to change Student Evaluation of Courses (SEC) to Student Feedback on Courses (SFC), effected by Governance and Policy Unit 3 April 2012.

Minor amendment to Clause 3.1. xv. to be consistent with the Course Outline Policy [000937], effected by Governance and Policy Unit, 8 March 2012.

Minor update to Attachment 1: Checklist for Course Outlines (approved 8 June 2011) to align with the new Course Outline Policy and Procedure implemented from 1 January 2012, effected by Governance and Policy Unit, 17 February 2012.

Link changed from rescinded Course Outlines Policy 000587 to new Course Outlines Policy 000937 effective 1 January 2012, effected by Governance and Policy Unit, 10 January 2012.

Amended Academic Senate 2 December 2009 (09:148) inclusion of cross-institutional requirements at point 4.

Amended Academic Senate December 2008 to include revised Checklist and other changes.

Checklist approved by Academic Senate 17 August 2008.

Amended Academic Senate 25 June 2008 re appointment of conjoints.