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Regulation 6 - Program Approval and Amendment


1. Introduction
I. The following sets out the procedure for the approval of new programs and the amendment of existing programs. The document is relevant to all taught programs leading to an award of the University, excepting certain programs offered by collaborating institutions where the proposed program shall lead to an award of the University, which are approved under separate procedures. The purpose of the procedure is to ensure that all current programs match the quality framework related to programs of the University. A program may not be published and candidates must not be enroled unless proper authorisation under this Regulation has been granted by the Academic Board.

2. New Program Approval
II. The procedure intends to provide a method of examination of a new program proposal to ensure that a) it matches the University's program strategy, b) proper and adequate resources exist and may be allocated, and c) the program's academic content is acceptable.
II.1 The approving body is the Academic Board.
II.2. The proposed new program is reviewed by a Review Panel, comprising of faculty appointed by the Academic Board.
II.3 Review takes place in the following stages:

III. The Review Panel will receive the new program outline from the Academic Board, as supplied by the program designers. On this basis, Preliminary Review is undertaken, leading to either a) Preliminary Approval, or b) proposal for changes to be made to the outline.

IV. Publicising and enrolment for the program may commence after Preliminary Approval has been given.

V. When Preliminary Approval has been received, the program designers will proceed to supply the curriculum for the program for review. The review of the curriculum will lead to either a) Final Approval, or b) proposal for changes to be made.

3. Documentation
VI. The following documentation must be related to each new program proposed and reviewed:
a) Full program specification (outline, curriculum, assignments, reading lists)
b) Additional documentation as relevant in each case may include but is not limited to:
i) proposal rationale - e.g. why is the program desirable, what is the market niche, how does the program fit with existing programs and overall strategy;
ii) resource considerations and concerns;
iii) expected student numbers (identified by type where both distance learning and residential provision is planned);
iv) details of contact with external parties, such as relevant professional bodies, employers and any other party with an expected interest in the program;
v) views on the contents of the program contents (curriculum, assignments etc.) by external parties;

4. Procedure
VII.1 When preparing a new program proposal, designers should consult with Departments of the University, either directly or via the Academic Board, in order to establish whether these have an interest in the subject.

VII.2 When confident that internal options for collaboration and risks of conflict have been fully charted, the program designers may formally propose the new program to the Academic Board, proposal to be addressed to the Chairman.

VII.3 The Academic Board will then appoint a Review Panel with which the program designers will communicate.

VII.4 The Review Panel will where possible identify and seek the comments of at least one and not more than two external experts who have had no previous involvement with the design or development of the program.

VII.5 The Review Panel is responsible for examining the program proposal with a view to ensure that a) it matches the University's program strategy, b) proper and adequate resources exist and may be allocated, and c) the program's academic content is acceptable. The examination is to include samples of teaching materials such as selected titles from the reading list and any other such materials. Samples should be indicative of the quality of the course materials relevant to the program.

VII.6 Upon examination, the Review Panel will submit the documentation together with its comments - and those of the external experts - to the Academic Board. The Academic Board will consider the documentation as received and recommendations of the Review Panel. The Review Panel must not submit the proposal to the Academic Board before such a time that the Review Panel is prepared to do so with Recommendation to Approve.

VII.7 The Academic Board will consider the proposal documentation and if in support will grant approval.

5. Amending Existing Programs
VIII.1. Three sub-headings exist:
i) Major amendments: These are relevant to the overall planning of the provision of the program, and examples include changing the award designation, title of program, mode of attendance and similar. Amendments of this nature must be approved by the Academic Board. A Review Panel is not required.
ii) Substantive amendments: These are relevant to the rationale, content or structure of the program. Examples include changes to the aims and objectives of the program, the structure of the program, the replacement of blocks of modules with other blocks of modules and similar. Amendments of this nature must be approved by the Academic Board. A Review Panel is not required.
iii) Minor amendments: These are relevant to program content. Examples include the exchange of individual modules with other individual modules, change in reading lists and similar. Amendments of this nature may be approved within the Department.

VIII.2 When planning an amendment, the following documentation should be submitted to the Academic Board:
a) program documentation with amendments incorporated
b) Covering letter with identification and explanation of the amendments

VIII.3 Changes may not be implemented until approval is to hand.

6. Programs Proposed by Collaborating Institutions
IX. For collaborative programs it is a requirement that all regulations related to affiliation are satisfied (see also Regulation 7 - Collaborating Institutions).

7. Research Awards with a Significant Taught Element
X.1 Research awards with a significant taught element originate within Departments and will be considered in the first place by the standing Review Panel of that Department. The taught element must have approval from the Academic Board, following the steps indicated above.

X.2 Although a Postgraduate Research Review Panel may be appointed in each case, the final approval of the program rests with the Academic Board.

8. General Requirements for New and Amended Programs
XI.1 All programs must be designed and presented in accordance with the approved modular scheme.

XI.2 Best possible instruction for any program is pursued via the following guidelines:
i) primary responsibility for candidates undertaking the program rests with the organising Department;
ii) subject matter clearly not a primary activity of the organising Department should be taught by faculty related to the Department under which the subject matter belongs;
iii) subject matter less clearly identified as not a primary activity, but which lends itself to speculation as to whether it can be identified as clearly belonging to the organising Department, should be discussed with other Departments with a potential interest and identifiably better teaching capability;

XI.3 Modules contributed to a Department other than the organising Department must be submitted for approval by the originating Department.

XI.4 In order to treat candidates fairly, any candidates already on the program should be consulted if a change is to be introduced. This is particularly important where the change could be deemed to be disadvantageous to the candidate. There may be cases where it will be not appropriate to introduce changes for candidates who have already accepted a program place on the basis of information offered prior to the change, but not yet commenced the program. In order to introduce a change deemed disadvantageous to the candidate, it is necessary to gain the approval of the candidate, via a statement of consent.

9. Deadlines
XII.1 New programs may be proposed and approved at any time of the calendar year.

XII.2 Program amendments may be proposed and approved at any time of the calendar year.

XII.3 Amendments take effect from the subsequent occasion on which the module is conducted.

XII.4 Advice and guidance on the procedures described may be obtained from the Academic Board.