PROGRAMME APPROVAL

The Academic Office is responsible for standards assurance arrangements in respect of the initial approval and revalidation of the University's award-bearing programmes of study. Evaluation procedures have been developed to ensure that courses and undergraduate Honours subjects are of a type and quality consistent with the University's overall objectives and that their aims, organisation, content, teaching, learning and assessment methods, and the resources available to support them are appropriate. New proposals are formally validated by evaluation panels, comprising internal and external members. The Academic Office supports this activity through:

• establishment and servicing of evaluation panels

• scrutiny of documentation

• provision of reports

• monitoring of the implementation of conditions of approval

Staff Development and the Centre for Higher Education Practice offer support to teams in preparing for evaluation and revalidation.

At the end of the period of approval, courses and subjects are revalidated, generally in groupings of cognate provision (Revalidation).  

The 2009/10 schedule of evaluations and revalidations is available here.  

The 2010/11 schedule of revalidations is available here.

Special arrangements may be made to streamline the evaluation of courses which carry professional, statutory or regulatory body recognition or approval.  A joint meeting is held wherever possible. 

University Provision

The Faculty submits an outline proposal for a new course or undergraduate subject strand using form CA1 to the Academic Planning Sub-Committee (APSC) of the Academic Development and Enhancement Committee.  If endorsed, arrangements for evaluation are made.  The purpose of the evaluation is to ensure that for each award-bearing course or undergraduate Honours subject strand contributing to a degree award:

 ·                  it accords with the University’s purpose and core strategic aims; 

·                    the academic structure and content are appropriate; 

·                    the proposed award is in accordance with the University’s scheme of qualifications, and that the programme conforms to the modular structure and credit framework of the University, and the University’s general regulations for the award in question; 

·                    the standard and student workload are comparable with those of other programmes leading to the same award nationally;

 ·                  the available resources are sufficient to enable its aims and objectives to be met;

 ·                  there is evidence of reasonable employment and progression opportunities.

Proposals for short course modules are approved and recorded by the Faculty.  Approval of short course modules at Level 3 or 4 which may contribute to the Certificate of Personal and Professional Development should be notified through the CA3 process.  Further information on the approval process for programmes to be offered by the University is contained in section C of the Programme Approval, Management and Review Handbook.  It is illustrated in the flow chart.

External Provision

The University enters into partnership arrangements with other educational institutions for the delivery of courses leading to its awards.  There is a separate institutional approval process managed by the Quality Management and Audit Unit.  An approved institution submits an outline proposal for a new course using form CA2.  This, together with a Faculty Assessment, is considered by the Academic Planning Sub-Committee.  If endorsed, the proposal is formally evaluated and the institution considered for recognition to offer the course under the relevant University Ordinance.  Courses may be offered by networks of partners.  Students are not registered students of the University but have the status of 'Associate Students'.  Further information on the process is given in Part III, Section I of the Partnership Handbook.  The process is illustrated in this flow chart. Procedures for the monitoring of Library and IT resources in partner institutions are available here. 

Joint Provision, Contributions by other Institutions (Outcentre), Articulation

The University may develop, in partnership with other institutions:

In addition, the University may formally recognised the qualification of another institution as meeting part of the requirements of a University course, thus enabling admission with advanced standing.  This is termed 'articulation'.

Further information on procedures and model agreements are contained in Parts IV - VI of the Partnership Handbook.

   a.

Joint Programme

A CA1 proposal is submitted to the Academic Planning Sub-Committee and a formal evaluation undertaken, where possible jointly with the partner institution.  (An institutional-level investigation of the partner may be carried out.)  A formal agreement is signed with the partner institution.  The Guide sets out principles for the processes of student application, admission and registration, appeals and fees.  Students are enrolled in both institutions and a joint board of examiners (including external examiners) agrees their results and progress.  The final award may be an award of either institution or a joint award, the latter with a specially designed parchment.

   b.

Contribution by another institution to a University programme

An outside body may contribute one or more modules to a University programme.  This contribution is made outside the University, at the premises of the institution, which is termed an 'outcentre'.

Arrangements are approved through initial evaluation, the CA3 revision process or revalidation.  An institutional-level investigation may be carried out.  Students are students of the University and staff of the outcentre are accorded Recognised Teacher status, with membership of the University course committee and board of examiners.  Financial arrangements are made to reimburse the institution for its costs.  An agreement is signed with the institution.

  c.

University Programmes delivered by University Staff off-campus

In some cases only the facilities of another institution are used as a University outcentre.  Arrangements are approved through initial evaluation, CA3 revision or revalidation.  Students are students of the University.  An agreement is drawn up with the institution to provide access to resources and pay the institution for the use of its facilities.

Accreditation by Professional, Statutory and Regulatory Bodies

Joint evaluation/revalidation and accreditation arrangements are developed wherever possible.  For separate accreditation visits, the Quality Management and Audit Unit provides central support to Faculties.  The Pro-Vice-Chancellor (Teaching and Learning) is to be informed of such visits as soon as possible.  The report from the visit is sent to the Pro-Vice-Chancellor and subsequently to the Teaching and Learning Committee together with a response and action plan.

The University has agreed that all communications with professional, statutory and regulatory bodies which relate to University matters, ie courses and activities, are to be agreed in advance in conjunction with the Dean or Associate Dean of the Faculty, through the (Associate) Head of School.  On some occasions the Dean may delegate the responsibility to the Head of School.

'Communications' are defined as including letters, e-mails, telephone calls and representing the University at meetings.  'Courses' refer to all pre-registration and post-registration courses, undergraduate and postgraduate courses.  Courses leading to services and individual accreditation of field work educators/clinical supervisors are also included.  'Activities' include, but are not limited to, course provision and accreditation, resources, registration, staffing, annual returns, clinical placements, applications for funding and research activity of staff and postgraduate students.

Communications with relevant professional, statutory and regulatory bodies on issues of a personal nature eg with regard to personal registration, membership, continuing professional development do not require prior approval or discussion with the (Associate) Dean or Head of School.

Withdrawal

Withdrawal of a course or subject is notified using Form CA5.

A Faculty may decide to close a course for a number of reasons, including insufficient demand, limited resources to support delivery or strategic developments in the Faculty’s academic planning.  Where a course has current applicants or students, the Pro-Vice-Chancellor (Academic Development and Student Services) should be consulted.           

Notification of a Faculty decision to withdraw a course or subject is made using Form CA5 and reported to both Course Approval Sub-Committee and Academic Planning Sub-Committee.  The campus coordinating group is notified if applicable.

 The course continues to be part of the University’s ongoing annual monitoring processes, but is not subject to revalidation.  A course which is not presented for revalidation is deemed withdrawn.

 Steps to be taken when a course is withdrawn are: 

• prospective and current students should be informed as soon as practicable;

• applicants should be advised of suitable alternatives in the University or, where these do not exist, of suitable alternatives elsewhere if known.   UCAS procedures should be followed for full-time undergraduate courses;

• the course should continue to be delivered to current students in accordance with the approved curriculum and regulations (including first sit and resit opportunities).  In certain circumstances the range of modules available may be reduced;

• current students should be consulted about any proposed changes to the form of delivery, and the CA3 process used to notify the University;

• requests for leave of absence for first year students, for whom no cohort would exist to rejoin, should not normally be granted;

• publicity and marketing material should be updated.

In certain exceptional circumstances, for example where a strategic decision is made to close a subject area, transfer to another institution may be negotiated or facilitated by the University.

If you have any comments on these webpages, please send them to:
academicoffice@ulster.ac.uk
Copyright and Disclaimer