Proposing a postgraduate course in Sydney Medical School

This resource has been developed by Student Services with the aim of clarifying the process required to propose a new course (Doctorate, Masters, Graduate Diploma or Graduate Certificate) for potential course proponents.
The process of creating a new course is complex and time consuming and proponents are encouraged to begin the process of development at least 2 years prior to the intended commencement date of the course. Below we have included a list of resources provided by the University and Medical School, a step by step description of the process, a flowchart of the process, a list of important deadlines and relevant contact details.

1. Resources
2. Process
3. Important Deadlines
4. Contacts
5. Flowchart of Proposal Process (JPG)

1. Resources

You will need to refer to and complete the following University policies and documents available at Academic Board: Course Proposals:
- New and Amended Course Proposal Template
- Courses and Fees process management toolkit
- Creation, Variation and Deletion of Award Courses and Units of Study Policy

Please also consult website for the Curriculum and Course Planning Committee

Note: please use the resolutions template below, not that on the Academic Board Website. The template below is based on the templates on the Academic Board website but has been modified for Sydney Medical School standard programs.

And these:

• Budget Template (XLSx)
• Creation and Variation of Units of Study Form (.DOC)
• EOI Template(PDF)

2. Process

Click for full size

2.1 Read Course Proposal Information
Read the Creation, Variation and Deletion of Award Courses and Units of Study Policy and the New and Amended Course Proposal Template.

2.2 Initial Consultation
2.2.1 Associate Dean (Postgraduate Coursework)
The purpose of the initial consultation is to allow the Associate Dean (Postgraduate Coursework) to review the academic merit of the course and to provide preliminary feedback. Proponents should contact the Associate Dean and provide a brief description of the course.

2.3 Preparation of an Expression of Interest (EOI)

After the initial consultation with the Associate Dean, the proponent should prepare a 1-2 page EOI (PDF).

2.4 Approval of the EOI
2.4.1 Sydney Medical School and Division of Health Faculties Approval
The EOI and a brief summary paragraph should be sent to the Secretary of the Coursework Subcommittee of the Combined Board of Postgraduate Studies.
The paragraph will be included in the School’s Newsletter.
The EOI will be submitted to the Coursework Subcommittee, the Dean’s Advisory Committee, and the Divisional Board for approval.

2.4.2 Senior Executive Group (SEG) Approval
Once the EOI has been approved it will be endorsed by the Board and forwarded to the Curriculum and Course Planning Committee and SEG for approval.

Please note that each of the above groups may request modifications be made to the EOI and these will need to be made before submission of the EOI to the next committee or board.

2.5 Preparation of Course Proposal
Begin the preparation of the course proposal using the New and Amended Course Proposal Template. The Creation and Variation of Units of Study Form will need to be included in the New and Amended Course Proposal Template.

2.6 Consultation
You will be required to consult with the following Units before submitting your proposal for approval:

2.6.1 Sydney Medical School
The Associate Dean (Postgraduate Coursework) and the Postgraduate Manager will assess the proposal to ensure that it meets all University and Medical School administrative requirements.

The Director, Research and Education Business Development will help with the development of resolutions for the degree, the creation of units of study for the course proposal and once the proposal is approved, will ensure inclusion of the degree within the Sydney Medical School Handbook.
The Finance Director should be consulted for the preparation of the budget proposal.


2.6.2 Student Centre
The Student Centre will assess the proposal to determine if there will be any difficulties setting up the course on the University's central database.

2.6.3 Strategic Planning Office
The University requires advanced knowledge of any possible increase in student numbers and therefore must be notified of the proposal in advance. This Office can advise on the market research and costing and pricing requirements.

2.6.4 Medical Library
The Medical School Liaison Librarian from the Medical Library must supply a Library Impact Statement, which takes at least one week. See the relevant library website for information and a link to the current Medical School Liaison Librarian.

2.6.5 Medical School Members
Proponents will need to demonstrate and provide evidence (such as letters or emails of support) of consultation with Medical School members who may be affected or hold an interest in the course.

2.6.6 Other Faculties
Proponents will need to demonstrate and provide evidence (such as letters or emails of support) of consultation with other faculties who may be affected or hold an interest in the course.

2.6.7 Professional Bodies or Industry Partners
Proponents will need to demonstrate and provide evidence (such as letters or emails of support) of consultation with professional bodies or industry partners who hold an interest in the course.

2.7 Approval of the Course Proposal
Once all consultation has been completed the proposal will need to be taken through the Medical School and University approval processes.

2.7.1 Coursework Subcommittee of the Board of Postgraduate Studies for the Medical School Approval
The final proposal should be sent to the Postgraduate Manager for submissions to the Coursework Subcommittee of the Combined Board of Postgraduate Studies. Course proponents will be asked to attend the meeting to discuss the proposal. Changes may be required.

2.7.2 Dean’s Advisory Committee(DAC)
The amended proposal will then be sent by the Postgraduate Manager to the Dean’s Advisory Committee which will give approval on behalf of the Medical School. Changes may be required.

2.7.3 Division of Health Faculties Board
The amended proposal will then be sent by the Faculty Manager to the Division of Health Faculties Board which will give approval on behalf of the Division. Changes may be required.

2.7.4 Senior Executive Group and the Curriculum and Course Planning Committee
The amended proposal will then be sent with the Dean’s approval to the Curriculum and Course Planning Committee which will assess the proposal for viability. Changes may be required and the amended proposal will then be sent to the Senior Executive Groups (SEG) for approval.

2.7.5 Academic Board and Senate
Once SEG has been given the proposal approval it will need to be sent to the Secretary of the the Graduate Studies Committee of the Academic Board. Course proponents may be expected to attend the meeting to discuss the proposal and answer any questions. The proposal will then be considered by the Academic Board and final approval is given by the Senate. Changes may be required at each stage.

2.8 Development
2.8.1 Administrative Development
The final proposal, approved by Academic Board, should be forwarded to the Postgraduate Manager who will coordinate the creation of the courses on University and Sydney Medical School Databases. The Postgraduate Manager will also arrange for Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) registration if required (which will allow international students to obtain a student visa).
The Director Research and Education Business Development should be consulted regarding the inclusion of the courses in the handbook and the creation of individual units of study.

The Director Communications and Marketing should be consulted for inclusion in all marketing materials including websites and brochures.
The Head of Discipline will need to nominate an academic Course Coordinator to take responsibility for the students in the course and to sit on the Coursework Subcommittee of the Board of Postgraduate Studies. A general staff member may also be appointed to handle administrative matters and enquiries.


2.8.2 Academic and IT Development
The academic content and IT development is currently the responsibility of the Course Coordinator, Discipline and School.

3. Important Deadlines

(Please note the dates below are indicative for courses to be introduced in 2012, specific dates may vary from year to year.)

4. Contacts

Below is a list of useful contacts in the course proposal process:

Sydney Medical School
Postgraduate Manager - Dr Sarah Brecknock
Faculty Manager - Ms Ria Deamer
Director, Research and Education Business Development – Dr Vera Terry
Finance Director – Mr Dominic Curtin
Director Communications and Marketing – Ms Beth Quinlivan


Coursework Sub-Committee
Chair - Professor Robert Cumming
Secretary - Dr Sarah Brecknock


4.4 Medical School Dean's Academic Committee (DAC)
Chair - Professor Bruce Robinson (Dean)
Secretary - Ms Ria Deamer


Division of Health Faculties Board
Chair - Professor Bruce Robinson
Secretary - Mr Tom Rubin


Curriculum and Course Planning Committee


Graduate Studies Committee


Student Centre
Director - Mr David Bowan
Manager, Student Records and Student Systems – Mr Steve McQuilty


International Office
Associate Director - Ms Michelle Clarke


Strategic Planning Office


Medical Library