Appendix B

Deakin University annual planning cycle

This provides an overview of the most significant activities that constitute Deakin's planning, resourcing, accountability and evaluation cycle. Detailed schedules of business for the committees referred to in this document are available from Deakin's website.

January
February
March
April
May
June
July
August
September
October
November
December

January

Committee	Activity	Responsible Officer
Senior Executive Planning Conference	Preparation of Annual Report and Annual Accounts.	Vice-Chancellor, Vice-President and Chief Financial Officer
	Preparation of the University's Report against Operational Plan for previous year.	Vice-Chancellor
	Vice-Chancellor receives Performance Review, Evaluation and Planning (PREP) reports from Faculties, Academic and Information Services, Administrative Support Services, Institute of Koorie Education and DeakinPrime.	Deans, Deputy Vice-Chancellor (Academic), Vice-President, Chief Operating Officer and CEO, DeakinPrime
	Preliminary discussion of University, Faculty and other area PREP reports and Council Performance Indicators Report, progress towards Strategic Plan targets and progress against the AUQA Implementation Strategy. Identification of high-level issues to be addressed in the current year.	Senior Executive

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February

Committee	Activity	Responsible Officer
Finance and Business Affairs Committee	Approve International (on and off-campus) tuition fees for year x + 2.	Vice-Chancellor
Senior Managers' Planning Conference and Planning and Resources Committee Meeting	Consider planning and resources implications from the: Report on University performance against Operational Plan (University PREP report) Council Performance Indicators Report Faculty and other area PREP reports Report on progress towards Strategic Plan targets and Report on progress against the AUQA Implementation Strategy. Consider plans for addressing the high-level issues identified for the current year.	Vice-Chancellor
	Consider the Report on Enrolment Plan outcomes from previous year and preliminary indication of current year enrolment and revenue outcomes.	Vice-President
	Consider the Report on Budget outcomes from previous year.	Chief Financial Officer
	Refine Strategic Plan in light of changes in the external environment. Consider possible amendments to current year's Operational Plan and commence planning for next year's Operational Plan.	Vice-Chancellor
	Receive reports on activities of DUELI and MIBT.	Deputy Vice-Chancellor (Academic)
Academic Board	Receive report on student evaluation of teaching and units from Semester 2, previous year.	Deputy Vice-Chancellor (Academic)
	Receive reports on activities of DUELI, MIBT, TAFE alliances and agreements, exchange partnerships and offshore teaching partnerships.	Deputy Vice-Chancellor (Academic)
	Consider recommendations regarding any course revisions or course accreditations for semester 2 required to be reported under the Higher Education Support Act.	Chair, Academic Board
Council Meeting and Council Planning Conference	Receive the: Report on University performance against Operational Plan (University PREP report) Council Performance Indicators Report Report on progress towards Strategic Plan targets Report on progress against the AUQA Implementation Strategy Report on Enrolment Plan outcomes from previous year and preliminary indication of current year enrolment and revenue outcomes Report on budget outcomes from previous year. Receive report on high-level issued identified as needing to be addressed in the current year.	Vice-Chancellor
	Refine Strategic Plan in light of changes in the external environment.	Vice-Chancellor
	Consider possible amendments to Operational Plan for current year, issued as an Addendum to the Plan.	Vice-Chancellor

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March

Committee	Activity	Responsible Officer
	Visits by Vice-Chancellor, if required, to Faculties, Academic and Information Services, Administrative Support Services, Institute of Koorie Education, and DeakinPrime to discuss Performance Review, Evaluation and Planning reports and identified areas for improvement.	Vice-Chancellor
	Senior Executive and Deans Performance, Planning and Review (PPR) meetings.	Vice-Chancellor
	Call for capital bids from faculties and other budget centres.	Chief Financial Officer
Audit and Risk Committee	Consider the University's annual audited financial statements from previous year for accuracy and compliance with appropriate standards, and, if appropriate, recommend to Council that they be signed for inclusion in the University's Annual Report.	Chief Financial Officer
	Consider a management report from the office of the Victorian Auditor-General in relation to the University's annual financial statements from previous year.	Chief Financial Officer
Planning and Resources Committee	Consider the enrolment planning parameters for the Enrolment Plan for the next three years.	Vice-President
	Receive report on student evaluation of teaching and units from semester 2, previous year.	Vice-President
Council	Approve the University's Annual Report for the previous year.	Vice-Chancellor
Academic Board	Consider recommendations regarding the accreditation of all new undergraduate courses proposed for introduction in the next year for inclusion in the VTAC Guide.	Chair, Academic Board

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April

Committee	Activity	Responsible Officer
	Meetings with Deans to provide input on load to the planning and budgeting processes.	Vice-President
	Development of the Enrolment Plan for the next triennium.	Vice-President
Council	Receive internal financial statement for previous year and reports of performance against business plans from University controlled commercial entities.	Vice-Chancellor
	Receive the annual report from the Institute of Koorie Education from the previous year.	Vice-Chancellor
Planning and Resources Committee	Consider any necessary funding adjustments in light of performance against Enrolment Plan targets.	Vice-President and Chief Financial Officer
	Recommend Commonwealth Supported student contribution rates and domestic fee-paying student tuition fees for next year.	Vice-President and Pro Vice-Chancellor (Development)
	Consideration of budget parameters for the Budget for the next year and the Financial Plan for the triennium.	Chief Financial Officer
	Submission of capital bids due. (End of April)	Senior Executive and Deans

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May

Committee	Activity	Responsible Officer
	Call for bids for Taking Deakin University Forward funding.	Vice-Chancellor
	Preparation of Deakin's Institution Assessment Framework submission to the Department of Education, Science and Training.	Vice-President
	Development of Budget for next year and Business Plan for the triennium.	Chief Financial Officer
Academic Board	Consider annual course review compliance report from each faculty.	Deans
	Consider recommendations for changes to Faculty domestic student selection rules and changes to middle band statements for inclusion in the relevant VTAC publications.	Chair, Academic Board
Finance and Business Affairs Committee	Consider the fees and charges policy and schedule for next year.	Vice-President
	Consider the budget parameters including those for the operating budget and for capital expenditure for next year. Recommend allocations for operating budget and capital expenditure for next year.	Chief Financial Officer
	Receive the DUSA financial statements for previous year.	Vice-President
Planning and Resources Committee	Consider draft of University Operational Plan for next year.	Vice-Chancellor
	Consider the University's internal financial statements for the most recent period, including review of Faculty, IKE and administrative area performance against budget.	Chief Financial Officer
	Consider a report on the status of risk registers including consideration of the University Risk Register.	Chief Financial Officer
	Receive the Academic Staff Plan for next year.	Deputy Vice-Chancellor (Academic)
	Recommend international tuition fees for offshore courses for next year.	Deputy Vice-Chancellor (Academic)
	Receive report on student evaluation of teaching and units from summer semester.	Vice-President

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June

Committee	Activity	Responsible Officer
Council	Approve allocation for operating budget and capital expenditure for next year.	Vice-Chancellor
	Consider draft University Operational Plan for next year.	Vice-Chancellor
	Receive a summary of the University's fees and charges policy for next year.	Vice-Chancellor
	Receive the University's internal financial statements for the most recent period and reports of performance against business plans from University controlled commercial entities.	Vice-Chancellor
	Receive a report on University compliance.	Vice-Chancellor
Planning and Resources Committee	Consider Deakin's Institution Assessment Framework submission to the Department of Education, Science and Training.	Vice-President
	Receive reports on the GDS and CEQ outcomes for the most recent year.	Vice-President
Academic Board	Consider reports on Faculties' compliance in student selection for semester 1.	Chair, Academic Board
	Consider reports on the: annual review of research and research training from each Faculty annual survey of higher degree by research students outcomes of the most recent PREQ.	Deans and Chair, Academic Board
	Consider Faculties' responses to the outcome of the student evaluation of teaching and units for semester 2, previous year.	Chair, Academic Board
	Consider recommendations for the accreditation of new postgraduate courses proposed for introduction in the next year.	Chair, Academic Board
	Submission of draft operational plans from Faculties, IKE and other areas and reports on mid-year performance against current year's operational plans. (30 June)	Deans, Deputy Vice-Chancellor (Academic), Vice-President, Chief Operating Officer
	Submission of bids for Taking Deakin University Forward funding.	Senior Executive and Deans

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July

Committee	Activity	Responsible Officer
Planning and Resources Committee (PRC) Performance Review and Planning Conference and PRC meeting	Consider the University's internal financial statements for the period ended 30 June, including review of Faculty, IKE, administrative area and DeakinPrime performance against budget.	Chief Financial Officer
	Report on mid year performance of Faculties, IKE and other areas against Operational Plans for current year.	Senior Executive, Deans
	Consider a mid-year report on performance against the Enrolment Plan and implications for the next Enrolment and Business Plan.	Vice-President
	Consider a report on the performance against the budget for the Scholarship Fund and a proposal for the following year's Fund.	Vice-President
	Consider plans and resource implications (operating and capital allocations) for new targets proposed for inclusion in next year's University, Faculty and other area Operational Plans.	Vice-Chancellor
	Determine outcome of Taking Deakin University Forward funding bids.	Vice-Chancellor
Audit and Risk Committee	Consider a report on the status of risk registers, including the University risk register.	Chief Financial Officer
Academic Board	Consider Faculties' responses to the outcome of the student evaluation of teaching and units for the most recent summer semester period.	Chair, Academic Board

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August

Committee	Activity	Responsible Officer
	Visits by Vice-Chancellor to Faculties, Academic and Information Services, Administrative Support Services and the Institute of Koorie Education to discuss Operational Plans for next year in light of budget outcome.	Vice-Chancellor
	Senior Executive and Deans mid-year PPR reviews.	Vice-Chancellor
Planning and Resources Committee	Receive a report setting out the schedule of major capital projects and minor works for the next year.	Chief Operating Officer
	Receive reports on activities of DUELI and MIBT.	Deputy Vice-Chancellor (Academic)
Council	Consider mid year report on the University's performance against current year Operational Plan and on Council Performance Indicator information not available in February.	Vice-Chancellor
	Receive the University's internal financial statements for the most recent period and reports of performance against business plans from University controlled commercial entities.	Vice-Chancellor
	Receive a report on performance against the Enrolment Plan targets for the year.	Vice-Chancellor
	Consider advice regarding the University's compliance with National Governance Protocols.	Vice-Chancellor
	Consider a report of risk assessment associated with commercial ventures.	Vice-Chancellor
	Consider a report on the status of risk registers, including the University risk register.	Vice-Chancellor

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September

Committee	Activity	Responsible Officer
Academic Board	Consider the report on student academic progress from the previous year.	Chair, Academic Board
	Consider a report on oversight and management of academic standards in teaching, assessment and research and of the way in which the University facilitates upholding the academic freedom of staff.	Chair, Academic Board
	Consider recommendations regarding any course revisions or course accreditations for semester 1 next year required to be reported under the Higher Education Support Act.	Chair, Academic Board
PRC Budget Conference	Make final adjustments to Enrolment Plan and Budget for next year and to the Financial Plan for the triennium.	Vice-President and Chief Financial Officer
	Alignment of approved plans and resource allocations for next year's University, Faculty and other area Operational Plans.	Senior Executive and Deans
Planning and Resources Committee	Receive a report on Deakin's enrolment position as at 31 August.	Vice-President
	Approve the Enrolment Plan for the next triennium.	Vice-President
	Recommend Operational Plan for next year and Budget and Capital Expenditure Program for next year.	Vice-Chancellor

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October

Committee	Activity	Responsible Officer
Council	Consider report on steps taken to ensure consistency of the University's culture with its mission and core commitments.	Vice-Chancellor
	Consider report on steps taken by the University regarding the fulfilment of its obligations to students both as regards academic programs and the general University experience.	Vice-Chancellor
	Consider report on implementation of strategies to strengthen links with the wider community.	Vice-Chancellor
	Consider report on steps taken to enhance and protect the University's reputation.	Vice-Chancellor
	Consider report on oversight and management of academic standards from Academic Board.	Chair, Academic Board
	Receive the University's internal financial statements for the most recent period.	Vice-Chancellor
Finance and Business Affairs Committee	Recommends Budget and Capital Expenditure Program for next year and Business Plan for the triennium.	Chief Financial Officer
Planning and Resources Committee	Consider the University's internal financial statements for the most recent period including review of Faculty, IKE and administrative area performance against budget.	Chief Financial Officer
	Receive report on student evaluation of teaching and units from semester 1.	Vice-President
	Consider the Internal Audit Plan for the next year.	Vice-Chancellor
Academic Board	Receive Operational Plan and Budget and Capital Expenditure Program for next year for comment.	Vice-Chancellor
	Consider reports on Faculties' compliance in student selection for semester 2.	Chair, Academic Board
	Consider Faculty domestic student admission and selection rules for the next year and international student admission and selection rules for the year x + 2.	Chair, Academic Board

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November

Committee	Activity	Responsible Officer
	Faculty, IKE and other area Operational Plans for next year approved.	Vice-Chancellor
Council	Approve Operational Plan, Budget and Capital Expenditure Program for next year and receive and approve the Business Plan for the triennium.	Vice-Chancellor
Audit and Risk Committee	Approve the Internal Audit Plan for next year.	Vice-Chancellor
	Consider a report on the management of the University's assets during the year, including the management of key assets in the event of a disaster.	Chief Financial Officer
	Consider a report on the handling of student complaints within the University during the year.	Vice-President
Planning and Resources Committee	Recommend International (on and off-campus) tuition fees for year x + 2.	Deputy Vice-Chancellor (Academic) and Deans
	Receive a report on outcomes against Enrolment Plan targets.	Vice-President
	Receive reports on activities of TAFE alliances and agreements, exchange partnerships and offshore teaching partnerships.	Deputy Vice-Chancellor (Academic)
Academic Board	Consider Faculties' responses to the outcome of the student evaluation of teaching and units for semester 1.	Chair, Academic Board
	Receive report on Exit Surveys of departing Higher Degree by Research candidates.	Chair, Academic Board

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December

Committee	Activity	Responsible Officer
Planning and Resources Committee	Receive report on asset management and utilisation.	Chief Financial Officer
Council	Consider report on steps taken by the University regarding the fulfilment of its obligations to staff both as regards employment practices and their general development.	Vice-Chancellor
	Receive a report on management of University assets for current year.	Vice-Chancellor
	Receive the Internal Audit Plan for next year.	Vice-Chancellor
	Receive the University's internal financial statements for the most recent period and consider reports of performance against business plans from the University controlled commercial entities.	Vice-Chancellor
	Receive a report on the handling of student complaints within the University during the current year.	Vice-Chancellor

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