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Full IPM Team

Full IPM Teams carry primary responsibility for managing the project in its academic, financial and service provision dimensions.

Each Full IPM team is also responsible for conducting an annual review and presenting the results to the Director of English Language and International Services (D, ELIS) via the Team Leader.

Role of the IPM Team Leader

The Team Leader manages the activities of the IPM Team.  The Team Leader's responsibilities include:

  • Being responsible to the relevant Head of School for the conduct and effectiveness of the Project;
  • Being the first point of contact with the Partner;
  • Managing UNE's academic responsibilities including, but not limited to all aspects of quality assurance;
  • Managing UNE's compliance with regulatory requirements including, where applicable National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students, the relevant sections of  National Protocols for Higher Education Approval Processes, Universities Australia Code: Provision of Education to International Students  and the  UNESCO Code of Good Practice in the Provision of Transnational Education
  • Managing Project expenditure;
  • Managing issue escalation;
  • Managing production and submission of the IPM Annual Review to Entrepreneurial Committee via the Director of ELIS;
  • Maintaining the Joint Procedures Manual;
  • Organising, chairing, recording minutes and following up on IPM Team meetings and others as necessary;
  • Developing proposals for submission to relevant academic and administrative committees;
  • Liaising with administrative and other academic units as necessary to maintain the quality and effectiveness of the Project;
  • Delegating tasks to Team Members to resolve issues;
  • Participating in commercial and academic negotiations with the Partner;
  • Ensuring that renewal, non-renewal or termination of Agreement processes are initiated and conducted in accordance with the timelines and procedures specified in the relevant Agreement and/or JPM; and  
  • Ensuring that, before distribution, all marketing and promotional material produced by UNE or the Partner is approved by:

    (i) The Director, International Marketing & Pathways for compliance with National Code; and

     (ii) The Director, Marketing and Public Affairs for compliance with UNE brand policy.

    All new Team Leaders are required to make contact with the Director, English Language and International Services to obtain a detailed briefing on their roles and responsibilities.

Roles of the IPM Team

Faculty/School Project Manager

 
  • Ensures interests of the Pro Vice-Chancellor/Dean are represented on the IPM Team
  • Conduit for communications between the relevant Pro Vice-Chancellor/ Dean and the Project Team
  • Application of Faculty/School rules and regulations
Course coordinator

 

Advises on:

  • academic quality assurance
  • pedagogical issues
  • Provision of academic services
Director of International Marketing and Pathways (D, IMP) or nominee (international projects only)

 

Advises on:

  • Policy and procedures relating to international recruitment and marketing
  • Policy and operations relating to international admissions
  • Commercial Negotiations with Partner
Director of English Language and International Services (D, ELIS) or nominee

 

Advises on:

  • Application of Entrepreneurial Policy and IPM procedures and communicates changes to the Team
  • Project Proposals to Faculty Committees

Ensures:

  • Communication to the Partner
  • Communication between the IPM Team and the PVCEII
  • Student services
  • Coordination and advice on annual IPM report submissions
  • Compliance with relevant internal policy and external legislative requirements
Financial Services Directorate nominee

 

Advises on:

  • Policy and procedures relating to financial administration
  • Financial issues

Ensures:

  • Six monthly financial reporting for the Project
  • Smooth operation of invoicing and payment in relation to the Project. Resolution of financial administration issues
  • Provision of relevant data and information to the Project Team
  • IPM Inputs and Outputs relevant to FSD are managed
  • Communication between FSD and the Project Team
Student Administration Services Directorate (SASD) nominee

 
  • Advises on policy and procedures relating to Student Administration
  • Ensures smooth operation of Student Administration in relation to the Project and resolves Student Administration issues
  • Provides relevant data and information to the Project Team
  • Ensures IPM Inputs and Outputs relevant to the Student Centre are managed
  • Conduit for communication between the Student Centre and the Project Team
Marketing and Public Affairs (MaPA) nominee

Advises on:

  • Policy and procedures relating to domestic recruitment and marketing
  • Policy relating to brand and logo
  • Ensures smooth operation of MaPA procedures in relation to the Project
Information Technology Directorate (ITD) nominee

 
  • Advises on policy and operations relating to administration and access to on-line administrative and teaching and learning technologies
Library nominee

 
  • Advises on policy and operations relating to the provision of physical and on-line library services
Partner nominee (optional)

 
  • Represents the interests of the Partner
  • Engages in bi-partisan problem resolution

Marketing Material

Prior to production, the IPM Team is to submit all marketing and communications materials from the UNE partner containing any UNE logo or UNE content for approval. The materials should be submitted to either the Director, Marketing and Public Affairs (domestic partnerships) or the Director, International Marketing and Pathways (international partnerships) as appropriate.

This includes, but is not limited to, advertisements marketing brochures, prospectus documents, display materials, signage, advertising and web pages. The approval process may be conducted electronically.

Reporting

 Financial Reporting

  • Six-monthly financial statements will be produced by the Financial Services Directorate in consultation with relevant Faculty resource coordinators.  One set of financial statements is to be prepared for each project.  A copy of the relevant report will be supplied to the Team.  All such financial statements are confidential to the Team, to Heads of Schools, and to Executive Deans.

  • Reports for the period 1 January-30 June are due on the third Friday of July; reports for the period 1 July-31 December are due on the third Friday of January.

Annual Reporting

Annual reports are due on the third Friday of February, and are to be provided to the Director of ELIS. Teams and units are strongly encouraged to commence work on the Annual report in October-November, rather than waiting until the end of the review period.

A template for the Annual Report is available for download and is designed to demonstrate compliance with:

The report must also advise on:  

  • Significant administrative, financial and academic issues;
  • Educational outcomes;
  • Business & financial plan;
  • Current and future resource requirements;
  • Risk assessment, using UNE's standard Risk Assessment processes; 
  •  Any other relevant matters.

The submission process for the annual report is as follows:

  1. Annual reports are to be prepared by the Project Team and administrative units and sent to the Director of ELIS.
  2. The Director of ELIS will prepare a summary of the final report, plus a summary of all projects, for consideration by the Entrepreneurial Committee.

Joint Procedures Manual

Each Full-IPM Project must develop a Joint Procedures Manual (JPM)

 A JPM is a document that:

  • records solutions to problems and resolutions that arise in working in a Partnership;
  • can specify particular UNE procedures that are believed by the IPM Team to need attention drawn to them;
  • should always include key contacts and escalation procedures;
  • must be shared on a regular basis with the Partner (thus the term ‘Joint').

The JPM is a living document (or ‘diary') for the Project that is updated every time solutions to issues or improvements to the partnership operations are implemented.  Solutions or improvements need to be shared and agreed with the Partner each time the JPM is updated.  For this reason, it is important that the content is understandable to the Partner and that it includes only matters that are relevant to them and that cannot be found easily elsewhere (on the UNE website, for example).  To avoid confusion, the JPM should not include instructions/procedures that are only applicable internally at UNE, nor should it refer the Partner to internal communication processes at UNE. 

To ensure consistency across all projects a JPM template is available from the Director of ELIS.  To ensure that all information is current the JPM must be approved by the Director of each Directorate and the appropriate Heads of School before going 'live' for agreement with the Partners.