Programme Approval

Proposed new programmes are considered for approval in the light of both academic and planning criteria, including a consideration of the resource implications of any proposal. The responsibility for academic approval is delegated by Academic Board to the Learning, Teaching and Quality Committee, which is in turn, advised by its Programme Scrutiny Sub-Committee (PSSC). Planning and resource approval is ultimately the responsibility of the Senior Management Team (SMT). The procedure is designed to ensure that full consideration is given to all factors which determine whether a programme should be offered.

Aims

• To ensure that the programme is appropriate in terms of its level and content, and in the light of current practice and development in the discipline

• To ensure that it is compatible with other programmes and the College’s aims and mission

• To ensure that there is a market for the programme

• To ensure that the necessary learning resources are available

Outline of the process

The following process should be followed when a department wishes to develop a new programme (see also programme approval flow chart [pdf file]).

• If, as part of its planning process, a department decides it wishes to develop a new programme of study, it should initially discuss this with the Pro-Warden (Academic Development). If it is agreed to start development a detailed resource case must be made, in liaison with the Planning Office, making use of the Programme Development Form. The proposal should be submitted for consideration to SMT within the Departmental Plan. Preparation of any new proposal should therefore begin in the autumn term.

• Clearly, since any proposal will be part of the Departmental Strategic Plan, it should be made within the context of the department’s existing provision. It may be for example that new programmes being proposed replace existing programmes, or lead to amendment of an existing programme. In such cases, the resource implications of discontinuing aspects of programmes need to be taken into account.

• If SMT are satisfied that the proposal is feasible in terms of its fit with the College’s academic strategy, its financial viability and its compliance with current University and College Ordinances, approval will be given for the proposal to be further developed academically.

• At this stage a department may begin to promote the programme, ‘subject to validation’.

• Where a proposal falls outside University and/or College Ordinances, but is seen as important in terms of academic and/or business opportunity, the Director of Quality. Planning and Academic Governance will be asked to explore the potential for amending the relevant Ordinance.

• Once approval to develop a programme has been obtained, the detailed academic case will be made through a submission to PSSC in the form of a Programme Specification and related documentation which should be developed in conjunction with the Quality Assurance Manager. Programme Specifications are the definitive description of a programme and set out the intended learning outcomes that students are expected to achieve and the teaching and learning strategies to enable students to achieve them. They are the key document in programme approval and review, as well as being an important source of information for students (for more information see A Brief Guide to Quality Assurance). Guidance and advice on how to draft programme specifications is provided in the Programme Approval Handbook, available from the Quality Assurance Manager and on the k-drive in the folder: k:\\ QPAG\Programme Approval

• In addition to the Programme Specification and the spreadsheet developed for the initial submission to SMT, the following documentation must also be submitted to PSSC for all new programme proposals

• Details of current courses
• Course proposals for new courses
• Staff details
• Programme Regulations
• Programme Readers’ Reports and Responses
• Programme Approval Covering Template
• Programme Proposal Form

• Please note that the Sub-Committee will only consider proposals with a complete set of documentation. Course and programme proposal forms are available on the k-drive at:
  k:\\ QPAG\Programme Approval

• PSSC meets several times a year at dates published in the committee timetable. In order for a proposal to be considered by the Committee, the department must submit all paperwork at least two weeks before the date of the meeting. A representative from the department proposing the new programme is expected to attend the meeting to speak in support of the proposal and answer any queries raised by the Committee. If PSSC is satisfied with the academic case for a proposal and that the resources required for its delivery are sufficient to ensure the quality of the provision, it will recommend approval to the Learning, Teaching and Quality Committee.

• The timescale for the approval process is shown on the programme approval flow chart [pdf file]. This shows that a programme will normally take eighteen months from inception to enrolment. An eighteen-month lead-time (i.e. from publication to enrolment) also applies to the publication of the undergraduate prospectus. However, there are alternative methods of promoting programmes and, while resorting to such options may have a deleterious effect on recruitment, the opportunity will be taken to expedite programmes where this effect can be avoided. Design of, and consultation about, new prospectus entries should begin well before publication dates to ensure that publicity material is as effective as possible.

Approval of amendments to programmes and courses

• Major amendments to programmes will be considered in the same way as new proposals and should be accompanied by the same documentation. The Quality Assurance Manager can advise you on what constitutes a major or a minor amendment to a programme.
• Minor amendments to programmes should be accompanied by a Programme Amendment Form and to courses by a Course Amendment Form, both are available on the k-drive at k:\\ QPAG\Programme Approval
• If the proposal entails a significant change to the programme learning outcomes (for example a core course is being discontinued or the curriculum is being significantly updated) this should be referred to the appropriate External Examiner for advice before submission to PSSC.

Programme closure

[ Further information ]