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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

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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.

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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 to the FBC.

Faculty Business Committees

Responsibility for considering proposals submitted by the School Teaching Committees, lies with the Deans.  The Deans through their respective FBCs, 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 (Learning and Teaching) and Deans are responsible for the formulation of University policy in relation to curriculum development and provide guidance to Schools in these areas.

TLAC

TLAC delegates much of the responsibility for curriculum approval to the Deans and therefore simply takes note of new modules and amendments to modules and programmes.  It recommends to Academic Council the approval of new, and withdrawal of current, degree programmes.

Academic Council

Academic Council has ultimate authority for the approval of new programmes and for the withdrawal of existing programmes.  It receives, for information, notification of all other curriculum developments.

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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 FBC and, where appropriate, TLAC and 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.

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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 FBC.

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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 FBC.

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 FBC.

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. 

Once both forms have been completed, they should be emailed to the Deans’ Policy Support Officer, College Gate (email nam6@st-andrews.ac.uk).   Following approval of the Business Case by the Master, the Deans’ Office will submit the Programme Approval form to the relevant FBC for academic approval.  The Programme Approval form will not be considered by the FBC until the Business Case has been approved.

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.

The appropriate FBC will consider every proposal and reach one of the following decisions:-

• approval;
• referred back for further information;
• rejection.

In the event of a referral or rejection, further guidance will be provided to the School. If appropriate a revised proposal for reconsideration at the next available meeting of FBC will be requested.   At the Dean’s discretion, a School representative may be asked to attend the FBC meeting to present the proposal.

If accepted, the decision of FBC will be reported at the next meeting of the TLAC before submission to Academic Council for final approval.

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 FBC.

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 FBC, and must be checked by Registry and Student Recruitment 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 Student Recruitment 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.

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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.

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13.1.7 Collaborative degrees / exchanges

Where the new programme involves Collaboration with one or more external partners, approval for the collaborative partnership must first be obtained through the TLAC Collaborations Working Group.  For further information about the approvals process, contact the Director of Exchanges & Study Abroad.

Likewise, for programmes involving Work Placements abroad or Study Abroad, proposers must consult with the Director of Exchanges & Study Abroad.   All proposals for new exchange or study abroad agreements with overseas institutions must be approved by the relevant FBC and TLAC Admissions & Exchanges Sub Committee.  Further information is available at https://www.st-andrews.ac.uk/studyabroad/staff/

Schools wishing to submit proposals for Co-tutelle and Joint PhD Agreements must again contact the Director of Exchanges & Study Abroad in the first instance.  Further information is available at: www.st-andrews.ac.uk/collaborations.

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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 the relevant FBC.   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.

Amendments to existing modules

These are required to be submitted to FBC in all cases of:-

• withdrawal of a module;
• change in the lead School;
• changes in credit weighting;
• changes in co-, pre- or anti-requisites for the module;
• major changes in content such that the module descriptor requires amendment;
• changes in module descriptor (other than grammatical/typographical amendments, or rephrasing to improve clarity);
• changes in mode of teaching;
• changes in class hour or semester at Sub-Honours;
• changes in balance between continuous assessment and examination for assessment or reassessment;
• significant changes to module assessment;
• changes in the total student workload.

Other changes to modules do not require FBC approval but do require notification to Publications and Registry:-

• Module Co-ordinator (please notify Registry);
• funding allocation (please notify Registry);
• module title;
• module code;
• changes in class hour or semester at Honours;
• grammatical or typographical changes ;
• examination duration.

Certain changes can be made within the School:-

• minor changes in content and structure or in module assessment;
• changes in balance of student workload between types of contact/private study;
• changes in staff contributing to the module;
• changes in reading lists or IT requirements (please notify Library and IT helpdesk).

Module reinstatement

In order to maintain both continuity and relevance in the content of individual modules, it is necessary to seek re-approval for any module that has had no enrolments for an extended period of time before that module may be taught again.  If any module at either the sub-honours, honours, or taught postgraduate level has not been taught for five or more years, it may not be taught again until it has been submitted to the relevant FBC. 

Requests for reinstatement can be made through the submission of a module amendment form to the FBC.  If the module is not approved, it will be deleted from the Course Catalogue and made unavailable through the online Advising system.

Registry produces an annual report to the Deans on enrolments in all modules at the end of each academic year and reminders will be issued to Schools after four years advising Schools of modules for which there have been no student enrolments.   Any module that has no enrolments for five consecutive years shall be flagged as not in use unless and until it is subjected to the above approval process.  Schools will be given details of the modules to be withdrawn and the proposed timescale.  (For these purposes, withdrawal means keeping details of the modules in SITS for student record purposes but not admitting students to those modules).

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13.1.9 Further information

• Introductory sections of the current Course Catalogues
• Undergraduate Senate Regulations
• Postgraduate Senate Regulations
• Scottish Credit and Qualifications Framework
• QAA guidelines: Masters' Degrees
• QAA code of practice: Programme design, approval, monitoring and review