TLC Checklist (School of Management)
Process Required for Introducing a New Course 2012/13
The following guide explains the process, step-by-step, according to which the Teaching and Learning Committee (TLC) in the School of Management introduces new courses. There is a separate guide for those of you amending existing courses and programmes. Please note that the role of originator of new courses carries on throughout many of these steps. As originator, you should in all cases discuss your proposals with other members of your teaching team and subject group to ensure that they are acceptable.
You should inform the appropriate visiting examiner of your new course as early as possible, using the official form, as visiting examiner views are taken strongly into account.
The College sets deadlines for submission of course and programme amendments to the Academic Development Office (ADO) ()for all new courses to take effect from the new academic year in September.
The introduction of a new core course (rather than an elective/ option) will normally have an impact on the structure of a programme and a Programme Amendment form will therefore probably be required. If you are proposing a new course, please discuss this with the Chair of the TLC for advice in this regard.
This year (2012/13), the Registry must be notified by 3rd May 2013, so it is essential for originators of new courses to ensure that they submit proposals to the TLC in time to proceed through all steps (TLC, Board of Studies, Programme Amendment Panel etc.).
Early on in the process, the TLC Secretary will also consult the originator over the course code(s) to be applied, as well as the JACS code (the Joint Academic Coding System which is used to describe the content of university courses in the UK).
MN1234 prop v1 Original paperwork submitted by originator to TLC
If no changes required by TLC then TLC submits MN1234 prop v1 to BOS as MN1234 BOS v1
If minor changes required by TLC then originator submits MN1234 prop v2 to TLC Chair to be signed off by Chair’s Action. TLC then submits MN1234 prop v2 to BOS as MN1234 BOS v1
If major changes are required by TLC then originator amends and submits MN1234 prop v2 to next TLC
MN1234 prop v2 Paperwork returned to TLC by originator with TLC amendments if required
MN1234 BOS v1 Paperwork as agreed by TLC for submission to Board of Studies
If no changes required by BOS, TLC submits MN1234 BOS v1 to ADO for PAP as MN1234 PAP v1
If minor changes required by BOS, TLC submits MN1234 BOS v2 to BOS Chair to be signed off by Chair’s Action. If it has amendments to doc originally passed to BOS which was BOS v1 it needs to be BOS v2 to differentiate first and second pass. TLC then submits it to ADO for PAP as MN1234 PAP v1
If major changes are required by BOS, originator submits MN1234 BOS v2 to the next TLC
Then:
If no changes required by TLC then TLC submits MN1234 BOS v2 to Board of Studies as MN1234 BOS v2
If minor changes required by TLC then originator submits MN1234 prop v3 to TLC Chair to be signed off by Chair’s Action. TLC then submits MN1234 BOS v2 to BOS as MN1234 BOS v3
If major changes are required by TLC then originator amends and submits MN1234 BOS v3 to next TLC or Board of Studies as deemed appropriate by TLC Chair
MN1234 BOS v2 Paperwork returned to TLC by originator with BOS amendments if required
Once approved by BOS, TLC submits MN1234 BOS v2 to ADO as MN1234 PAP v1
MN1234 PAP v1 Paperwork as submitted to ADO (Academic Development Office) for validation by PAP (Programme Amendment Panel).
ADO or Assistant Registrar (for PAP) may return paperwork to originator and TLC for amendment
MN1234 PAP v2 Paperwork as resubmitted by originator to ADO following amendment as required for final approval by PAP
MN1234 FIN Proposal as finally accepted by College
Checklist for originators of new courses
Having got to grips – more or less – with the broad processes involved in introducing new courses at Royal Holloway, you now need the following checklist to make sure you’ve done everything required to promote a smooth passage for your proposal.
Originator stage:
Please note that it is your responsibility to check the timetabling of your proposals, to ensure that there is enough time between all the stages involved to allow final College approval for their introduction
Have I discussed these proposals with my subject group? With my programme team? Have I consulted our visiting examiner? What were his/her views? Have I taken them into account?
Have I written up my amendments on the correct form, and attached the Visiting Examiner’s Statement form?
You can get all appropriate forms at this web site http://www.rhul.ac.uk/forstaff/handbook/academicqualityassurance/home.aspx
under the Programme validation process and Course validation process links to the left of the page.
Have I submitted correct paperwork to the TLC Secretary at least one week before the scheduled meeting (preferably longer)?
Am I able to attend the TLC meeting to talk to my agenda item? If not, who can I ask to go in my place?
TLC stage:
Has the TLC Chair informed me of the results of the TLC?
Has the TLC required any amendments to my paperwork? (If not, paperwork goes direct to Board of Studies)
If so, have I carried them out?
And have I resubmitted the amended paperwork to the Chair of TLC and to the TLC Secretary?
Board of Studies stage:
All paperwork, having passed through the TLC, now goes to the Board of Studies
Am I able to attend the Board of Studies to talk to my agenda item? If not, who can I ask to go in my place?
Has the TLC Chair informed me of the results of the Board of Studies?
Has the Board of Studies required any amendments? (If not, amendments go to Academic Development Office)
If so, have I carried them out?
Have I resubmitted the amended paperwork to the TLC Chair and TLC Secretary?
Has my new course been allocated an appropriate course code? Has it been allocated a JACS code?
TLC stage (2) (dependent on Board of Studies requirements):
In case of amendments by the Board of Studies, has the TLC Chair taken relevant action? Depending on the scope of the changes, s/he will:
- submit amended paperwork to the next TLC for approval; or
- submit it to the next Board of Studies for approval; or
- (in exceptional cases) request Chair’s action from the Board of Studies to approve the changes
College stage:
Has the TLC Chair forwarded all correct and amended programme and course validation paperwork to the Academic Development Office (ADO) for checking?
If it is not all complete, has the ADO informed the TLC Chair and Secretary for remedial action and resubmission?
Has the ADO on behalf of the Associate Dean (Education) asked you as originator to make further amendments at this stage?
Have you carried out the amendments required?
Have you informed the TLC Chair and Secretary of the TLC that you have done so?
Have you resubmitted the amended paperwork to the ADO?
Has the ADO confirmed approval by the Associate Dean (Education) and returned a copy of the approved paperwork to the Originator and Chair of TLC, with a copy to the TLC Secretary?
If so, congratulations, the process is complete!
Personae dramatis:
TLC Chair: Michael Gold
TLC Secretary: Moya Watson
ADO: Academic Development Office
PAP: Derrick Chong (Associate Dean); Gail Turner (Assistant Registrar – Faculty of Management and Economics)
MG 25/09/12
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