Programme and Course Approval

David A Watt

www.gla.ac.uk/services/senateoffice/qea/progdesignapproval/progapproval

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Background (1)

QAA requires the University to ensure that all programme proposals are thoroughly scrutinised.

Senate has ultimate responsibility for all academic matters including programme and course approval.

The programme and course approval process is managed by the Academic Standards Committee (ASC) supported by the Senate Office.

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Background (2)

Senate has delegated responsibility as follows:

College scrutiny

ASC audit

new programmes √ √

major changes to programmes √ √

minor changes to programmes √

new courses √

changes to courses √

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PIP

PIP is a database of programmes and courses.

– A course is “a self-contained unit of study on a particular topic ...”. 

– A programme is “a set of compulsory and elective courses leading to a defined award ...”.

PIP contains programme specifications, course specifications, and proposal-related documents.

– When a programme or course is proposed, its specification must be uploaded into PIP.

– PIP records the status of each proposal as it proceeds through the process.

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New programmes: School (1)

Suppose that a School wishes to propose a new programme.

A working group develops the proposal and documents it:

– proposal support document (rationale)

– programme specification

– course specifications (for any new courses).

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New programmes: School (2)

The School consults on the proposal:

– School Learning & Teaching Committee

– students

– external examiners

– employers

– university services (e.g., CRB, LTC, RIO).

The School must address all criticisms.

– If a criticism is rejected, the reasons must be documented.

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New programmes: School (3)

The School uploads the proposal into PIP:

– proposal support document

– programme specification

– any course specifications

– records of consultations.

For a new PGT programme, the School also submits a budget plan to the College.

– A PGT costing model is currently being piloted by Finance Office.

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New programmes: College

The College Board of Studies (BoS) has authority to approve programme proposals on behalf of the College.

The BoS considers the proposal and budget plan.

The BoS must scrutinise all aspects of the proposal:

– Does the proposal have academic merit?

– Have consultations been properly conducted?

– Is the budget plan sound?

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New programmes: PAG (1)

Academic Standards Committee (ASC) has delegated authority to approve programme proposals on behalf of Senate.

ASC has established four Programme Approval Groups (PAGs).

– There is one PAG for each College.

– This is composed of three senior academics from the other Colleges, assisted by a Senate Office clerk.

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New programmes: PAG (2)

The BoS submits to the Senate Office:

– proposal support document

– programme specification

– relevant BoS minutes

– new regulations (if required).

The PAG audits the work of the BoS:

– Is all documentation in order?

– Does the programme specification comply with University guidelines and the SCQF?

– Have consultations been properly conducted?

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Suites of programmes

Suppose that a School wishes to propose a suite of programmes with similar structure.

In the proposal support document, list all the programmes and explain their relationship to one another.

Submit the proposal support document and one representative programme specification for consultations, College BoS approval, and PAG approval.

Then submit all remaining programme specifications, for approval by the BoS convener.

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Changed programmes (1)

Suppose that a School wishes to propose changes to an existing programme (or suite of programmes).

If the changes are minor, they can be approved by the College BoS alone.

If the changes are major, they must be approved by the College BoS and the PAG.

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Changed programmes (2)

Examples of changes to a PGT programme:

Major change Minor change

Title — title change

Contents major changes to component courses totalling ≥30 credits

major changes to <30 credits, or minor changes to all

Structure shift of ≥30 credits between core, electives, and dissertation

shift of <30 credits

Assessment shift of weight between core and electives affecting ≥30 credits

shift of weight affecting <30 credits

Delivery introduction of distance learning to existing programme

introduction of part-time delivery

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Timetable for programme proposals

Proposal stage Semester 1 Semester 2 Fast-track

Documentation into PIP summer Oct – Jan

Consideration by College Sep – Oct Nov – Feb

Submission to Senate Office

late Oct mid Mar at least 6 wks before launch

PAG meeting early Nov late Mar at least 4 wks before launch

PAG report to ASC mid Nov early Apr immediate

ASC report to Senate early Dec mid May mid Oct

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Marketing

Start marketing as soon as the proposal is developed (as long as possible before launch).

Initially market proposed new programmes with the caveat “subject to Senate approval”.

Remove the caveat as soon as ASC approval is confirmed.

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Summary

The programme and course approval process is robust but flexible to user needs.

– The fast-track cycle caters for late but genuinely urgent proposals (where authorised by the Clerk of Senate and ASC convener).

– The Semester 1 cycle was established recently in response to one Faculty’s rapid PGT developments.

– This session, the Semester 1 timetable has been adapted to cater for the expected upsurge in PGT proposals.