13.1 Policy for module and programme approval
This Policy applies to all programme and module changes in the University of St Andrews.
- 13.1.1 Introduction
- 13.1.2 Responsibilities
- 13.1.3 Schedule for approvals
- 13.1.4 Externality in approvals process
- 13.1.5 Programme approval and withdrawal
- 13.1.6 Distance learning programmes
- 13.1.7 Collaborative degrees / exchanges
- 13.1.8 Module approval and withdrawal
- 13.1.9 Further information
- Audience: This policy is for the attention of:- Heads of Schools, Directors of Teaching, Module Co-ordinators, Directors of Postgraduate Studies; Registry, Publications, Admissions.
- Scope: This policy applies to all undergraduate and taught postgraduate modules taught in the University.
- Responsibilities: Policy author: Vice-Principal (Learning & Teaching), Deans Policy Support Officer. Responsibility for the implementation of the policy lies with the Deans.
- Relationship with existing policies: This policy supersedes the policy Module Enrolment Review and Withdrawal approved by TLAC on 2 September 2009.
- Contact details: For advice and support on any aspect of this policy please contact the Deans.
- FINAL Policy: Module and Programme Approval
- Authors: Vice-Principal (L&T), Deans Policy Support Officer
- Considered by: Enhancement Sub Committee on 9 November 2010
- Approved: TLAC on 15 December 2010
- Implementation date: Immediate following Academic Council approval in January 2011
- Review date: November 2011
13.1.1 Introduction
All proposals for new Modules or new Programmes must be in line with the University’s overall strategy for Teaching, Learning and Assessment, and with the academic plans as presented in the strategic plans of the School or Schools making the proposal.
Proposals must comply with University Regulations relating to module structures, credits, and academic levels, and to the educational strategies for supporting students’ learning outcomes and personal development.
Proposals must be designed so that they meet the academic standards of the University of St Andrews, and of the QAA Quality Enhancement Framework.
They must also be in accord with the Scottish Credit and Qualifications Framework (SCQF) and/or European Qualifications framework (EQF), with QAA subject benchmarks where these exist and, where relevant, with appropriate professional, statutory or regulatory accreditation bodies. They should also take account of comments from External Examiners.
The proposal must take account of any identifiable impact on academic resources, administrative services, and estate or IT infrastructure.
Proposers must also ensure that the validation processes are in place (for example External Examiners and an appropriate module board) so that the programme meets the necessary requirements for quality assurance.
13.1.2 Responsibilities
School Teaching Committees
Responsibility for the initiation of new modules and programmes lies with the School Teaching Committees. Directors of Teaching, (or Directors of Postgraduate Studies), on behalf of the School Teaching Committees, are responsible for submitting module and programme proposals for consideration by the Deans who will take advice from their respective Faculty Executive Groups.
Deans
Responsibility for considering proposals submitted by the School Teaching Committees, lies with the Deans. The Deans through their respective Faculty Executive Groups, have delegated authority to approve new modules and any significant changes to existing modules and/or programmes.
Only Academic Council can authorise the approval of a new programme or withdrawal of an existing programme.
The Vice-Principal (Proctor) and Deans are responsible for the formulation of University policy in relation to curriculum development and provide guidance to Schools in these areas.
Academic Council
Academic Council has ultimate authority for the approval of new programmes and for the withdrawal of existing programmes.
13.1.3 Schedule for approvals
Proposals for new programmes and modules and/or changes to modules and programmes may be submitted at any time of year. However, for changes to become effective for the following academic year, Schools must note the constraints in the lead-times necessary for the programme and/or module to be included in the Prospectus and Course Catalogue (for further advice on timescales, contact Publications). As a general rule, for modules and programmes to begin in the following academic year, proposals must normally be approved by the appropriate Dean and, where appropriate, Academic Council no later than the end of May.
Only in cases where there are exceptional grounds may proposals be considered for approval during the summer vacation eg appointment of new staff.
13.1.4 Externality in approvals process
External Examiners are asked to advise and comment on the development of new modules and programmes. Schools should seek the views of its External Examiners on new module or programme proposals and also where there is a significant change to existing modules and/or programmes.
For new programmes, Schools may seek the views of an External subject specialist who is not a current or recent External Examiner. Comments from the External Examiner should be submitted to the Dean.
13.1.5 Programme approval and withdrawal
Principles
Proposals must have been tested for viability by appropriate market research, for example through the Admissions Office, taking into account the need to meet (but not to exceed) agreed home/EU targets and the recruitment strategy of the School and University.
Proposals must define clear and achievable programme specifications, with explicit learning outcomes described in the programme specifications.
Programmes must ensure appropriate progression from one level to the next, and ensure that any required exit points (and qualifications) are achievable and defined.
For programmes involving more than one School, it must be ensured that each Head of School is aware of, and has approved, the programme. Where an Interdisciplinary programme involves many or all Schools this requirement may be relaxed. New Programme proposal forms must be accompanied by a New Module Proposal form for each new module within the new programme, in the same submission to the Dean.
New programme approval - process
Schools interested in setting up a new Taught Postgraduate Masters’ Programme or a new Distance Learning Programme must complete two forms:-
- Financial Business Case – for approval by the Principal’s Office;
- New Programme Approval – for approval by the relevant Dean.
Prior to submission, the proposal must be approved by the relevant School Teaching Committee(s) and reviewed and approved by the External Examiner/Adviser. Email/written approval must be obtained from the External Examiner(s) and the Heads of participating Schools. New programme proposals will not be considered without these approvals.
Heads of Schools are encouraged to take advice from the Provost of St Leonard’s College, Director of Admissions and Director of Finance on the completion of the Business Case. The University Fees Officer should also be consulted to ensure that new programmes comply with the University’s tuition fee structure.
All other Programme proposals do not require a business case and the programme proposal form should be submitted directly to Registry.
Amendments to existing programmes
When any changes are to be made to an existing degree programme, the programme amendment form must be completed and submitted to the relevant Dean.
Withdrawal of programmes
On occasion, programmes may be withdrawn for strategic reasons such as lack of recruitment, or because of changes in the subject discipline which render a specific programme unavailable. Withdrawal of programmes must be approved by the relevant Dean, and must be checked by Registry and Admissions to ensure that no student has been matriculated or accepted a place into that programme. In normal circumstances, a programme must be supported for every student who has matriculated, or accepted a place, into that programme.
Only in the most unusual circumstances may a programme on which students have matriculated be withdrawn. Similarly, in exceptional circumstances, a programme may be withdrawn to which students have been admitted, but who have not yet matriculated. In these circumstances, the student(s) must be informed, and the Dean, Head of School, and Admissions must resolve the situation.
No programme to which students have been admitted or on which they have been matriculated may be withdrawn until the University’s obligations to those students have been reasonably and fairly fulfilled.
13.1.6 Distance learning programmes
Distance Learning poses particular challenges with respect to programme administration, student satisfaction, risk management, and programme reputation. Before undertaking any significant development work staff should consult with the Deans and their Head of School as to how the proposed programme would integrate with the University and School strategic plans. The University will carefully consider the potential benefits and challenges before introducing new distance learning programmes.
Guidelines have been developed which aim to simplify the process of developing and administrating a new fully distance learning programme by highlighting the most common administrative pitfalls.
13.1.7 Collaborative degrees / exchanges
Where the new programme involves study abroad placements or Collaboration with one or more external partners, Schools must first consult with the Registry Manager (Collaborations & Study Abroad).
Further information is available at https://www.st-andrews.ac.uk/studyabroad/staff/
13.1.8 Module approval and withdrawal
New module proposals
When any changes are to be made to an existing module, the module amendment form must be completed and submitted to Registry in the first instance. However, if the proposed new module is intended to replace an existing module, it is not necessary to complete a separate module amendment form to request the withdrawal of the existing module.