Policy on Changes to Programmes

Policy on Changes to Programmes

POLICY ON CHANGES TO PROGRAMMES /
  1. Purpose and Scope

The purpose of this policy is to set out the principles and process that apply when changes to existing programmes are proposed. The process for the approval of programme changes aims to be an effective mechanism that supports the University’s Programme Approval Policy in maintaining quality-assured provision that:

  • meets the needs of the academic unit, Faculty and University, and is accessible to national and international markets;
  • allows the University to assure itself that the academic standards of those programmes can be safeguarded and maintained and the learning opportunities promised to students can be delivered.

This policy applies to:

  • All existing taught undergraduate and postgraduate programmes leading to a Newcastle University award (including Credit Accumulation and Transfer qualifications);
  • Existing research degrees with a taught component (e.g. Engineering Doctorate, Integrated PhD).

Because of the potentially higher level of risk that may be involved with major changes to programmes that are the subject of an educational partnership, such changes are subject to the University’s Educational Partnerships Policy. The Chair of Faculty Learning, Teaching and Student Experience Committee (FLTSEC) will work with QuILT to determine whether there will be an impact on the existing partner approval arrangements and will take appropriate action.

Any proposals that would lead to the introduction of a new University award are normally subject to the University’s Programme Approval Policy. Exceptions to this rule would be where changes leading to new awards are considered by the Chair of FLTSEC to be very small, e.g. splitting an existing award to allow differentiated outcomes, or where programme changes are proposed in response to a specific University imperative/initiative.

  1. Principles

The following principles underpin the aim of University policy on changes to existing programmes:-

Continuous improvement - The University is committed to the continuous improvement of its provisiongiving due reference to developments in the discipline, responding to feedback and monitoring and review.

Academic rigour - all changes must have a clear and sound rationale and consultation on changes should take place with current students, external examiners, and relevant professional, statutory and regulatory bodies; proposers should ensure that programmes remain academically coherent, and are also responsible for making sure that proposals are drawn up with due reference to:

  • University Regulations;
  • The University’s Qualifications and Credit Framework;
  • The requirements of the Quality and Standards Handbook;
  • The national Framework for Higher Education Qualifications;
  • Relevant subject benchmark statements;
  • The requirements of professional, statutory and regulatory bodies (where relevant);
  • The University’s Coherent Curriculum themes of Assessment and Feedback; Research-informed Teaching; Student Skills and Employability; Student Engagement and Induction;
  • The University’s Societal Challenge themes of Ageing; Sustainability; Social Renewal.

Accountability and transparency - giving notice and approving changes in a timely manner to inform student choice and assist with academic administration; ensuring complete and accurate information on modules and programmes is available.

Proportionality – the process for the approval of changes will reflect the level of risk involved so that itisflexible and responsive to discipline needs. Documentary requirements will also be commensurate with the level of risk.

Support – in its approach to programme changes the University places emphasis on managing the process on behalf of academic staff and guiding proposers through development and approval via tailored support, and signposting to sources of advice and guidance

  1. Types of programme change

Please consult your Faculty Quality Team for guidance on the arrangements for approval, and the support available, when commencing work on a major change proposal.The Chair of FLTSEC is responsible for considering proposals on their own merit and for recommending the necessary paperwork/arrangements for approval. A lighter-touch approach to academic scrutiny or the documentation requirement, proportionate to the level of risk, may be applied in some cases. The Quality in Learning and Teaching service (QuILT) should be notified of the Chair’s intended recommendation to ensure that a consistent approach is applied across the institution. Programmes that are the subject of an educational partnership may carry a higher risk: for these programmes the Educational Partnerships Sub-Committee will make a recommendation to the Chair of FLTSEC with regard to the necessary approval arrangements for the academic scrutiny of any programme.

3.1 Major changes

These can be broadly defined as being strategic in nature and involve fundamental changes to the programme aims (what the programme is intended to do), the learning outcomes, assessment and/or programme structure of an existing award. Whether a programme change is major should be determined by the nature of the changes being proposed. A major change might affect a student’s view about whether to apply for the programme, whereas a minor change would not. Examples include:-

  • major revisions to the structure of a programme such as:-
  • the introduction or removal of a placement year or year abroad;
  • a substantial change to the programme outcomes;
  • a substantial change to the progression requirements (altering the designation of modules from optional/compulsory to core);
  • asubstantial change in the balance between the component subjects;
  • a substantial change to the assessment balance over the programme as a whole;
  • a change to the mode of delivery (change to full-time or part-time, distance learning or work-based or placement learning);

In addition, the following would also constitute a major change:-

  • any change that entails a significant deviation from University Regulations or a quality management policy;
  • any changes which require additional major resources or the duplication of facilities already available within the University.

3.1.1 Process

  1. The Degree Programme Director (DPD) completes a programme major change form having consulted with the Faculty Quality Team.Each Faculty will inform the proposer as to the specific documentation that it requires for the approval of modules.
  2. The Chair of FLTSEC will consider whether the proposed change is significant enough to warrant a full external adviser’s report (as completed for a new programme) or whether informal consultation with an existing external examiner will suffice.
  3. If the proposed changes entail additional or new resourcing requirements (e.g. staffing, teaching space or equipment), the Head of School (HoS) of each academic unit affected must provide confirmation that they can be met.
  4. If the proposed changes affect programmes delivered in an educational partnership, the partners must be consulted. If the proposed changes affect any programmes delivered via the University’s Credit Accumulation and Transfer Scheme, the external stakeholders must be consulted.
  5. If the proposal will affect current students, they must be consulted.
  6. The proposal is considered at the relevant Board of Studies (BoS) and, if supported, the form is signed by both the Chair of the BoS and the HoS. If the proposal affects any joint or combined honours programmes, or involves modules that are taught on programmes outside the host academic unit, then the proposer is required to provide evidence that all affected academic units have been notified and offered the chance to comment. The proposing School is responsible for checking with relevant HoS that they don’t have any reasonable objections.
  7. The form is forwarded to the Faculty Quality Team who passes it to the Chair of FLTSEC.
  8. The Chair of FLTSEC considers the request and decides whether to approve the change. If the proposed change raises an issue of principle on which guidelines do not exist or there is no precedent or raises a matter of contention between schools, the Chair may choose to refer proposals to FLTSEC.
  9. The Faculty Quality Team passes the request to the Chair of University Learning, Teaching and Student Experience Committee (ULTSEC) who considers whether to approve the change on behalf of the institution.
  10. The Faculty Quality Team will issue a notification of the decision to the DPD, Recruitment and Admissions, Marketing and Publicity, Information Systems and Services (ISS), the Careers Service, and the Planning Office, and also carries out any necessary work to update Student Lifecycle Management.
  11. The Faculty Quality Team sends QuILT a full electronic copy of the final programme approval documentation. QuILT updates the programme tracking database and ensures that approval of the programme change is recorded at the next meeting of ULTSEC and subsequently reported to Senate.

3.1.2 Documentation required

  • Completed programme major change form;
  • Revised programme specification with tracked changes (for each programme affected by the change);
  • Revised programme regulations with tracked changes (for each programme affected by the change);
  • A hard copy of all module outline forms for any modules being introduced or changed as part of the proposal, plus any other documentation requested by the Chair of FLTSEC;
  • For major changes to programmes that are the subject of an educational partnership the Educational Partnerships Sub-Committee will make a recommendation to the Chair of FLTSEC as to the necessary documentation.

3.1.3 Notes

  1. If the proposed change affects more than one programme, they can all be listed on a single major change form, but separate programme specifications and regulations will need to be supplied (unless those programmes already share a common programme specification and set of programme regulations).
  2. Major changes to programmes planned to take effect in the following academic year should be completed in line with Faculty guidelines in order to have an as accurate as possible data set ready for pre-registration and timetabling purposes. Proposals after the deadline should ideally be exceptional and approved well in time for the start of registration. Please note the specific dates set by each FLTSEC for the consideration of module proposals.
  3. If at any stage of the process, approval is not given (i.e. by a Head of School or Chair of FLTSEC), the Faculty Quality Team will advise the proposer if further work or information is needed, and if and when the proposal should be re-submitted.

3.2 Minor changes

These are any changes that do not involve amendment of the programme’s aims, learning outcomes and/or structure. This includes changes to module outline forms and changes to programme regulations and specifications that are a normal part of the annual maintenance of modules and programmes.

3.2.1 Module Approval and Changes to Existing Modules

NB. The process and documentary requirement for changes to modules is set out separately for each Faculty. Please refer to the appropriate set of guidance:

Cross-Faculty -

HaSS –

MedSci –

SAgE –

Please consult your Faculty Quality Team for further guidance on the arrangements for module approval.

The annual module approval process requires all new modules, and revisions to existing modules, for the following academic year to be approved by Boards of Studies and submitted to Faculty Quality teams for approval at Faculty level. Module information is approved at Faculty level in two phases. Phase 1 involves the approval of key module information needed to finalise programme regulations and to enable the module pre-registration exercise. Phase 2 involves the completion and approval of the remaining module information before the start of the academic year. Faculty Quality teams ensure that module outlines meet various University and faculty-level policies (e.g. the Assessment Tariff, Graduate Skills Framework and requirements relating to contact hours) and ensure that information required for statutory reporting purposes (e.g. HESA and JACS codes) is correct. This process is an integral part of the annual module pre-registration cycle.

3.2.2 Changes to Programme Regulations

Please consult your Faculty Quality Team for information on the Faculty’s calendar of business which determines the deadlines for the submission of programme regulations.

The annual programme regulation approval process requires the review and submission of programme-level regulations for all active programmes for the following academic year. Regulations should be reviewed by Boards of Studies who should check for consistency with University Regulations and module information for the coming year. Once approved, they should be submitted to the Faculty Quality team. Faculty Quality teams ensure that programme regulations adhere to University Regulations, are aligned with the University’s Qualifications and Credit Framework, and are consistent with module information before granting Faculty approval. This process is an integral part of the annual module pre-registration cycle.

3.2.3 Changes to Programme Specifications

Please consult QuILT for information on the University’s calendar of business which determines the deadlines for the submission of programme specifications.

The annual programme specification approval process requires the review and submission of programme specifications for all active programmes for the following academic year. Programme specifications should be revised and approved by the BoS and submitted to QuILT for University approval. QuILT ensures that the programme specifications are complete and consistent with the information provided on the corresponding programme regulations.

3.3 Programme withdrawalsand suspensions

3.3.1 Process

  1. The Chair of the Board of Studies should complete the programme withdrawal or suspension form.
  2. If students are currently registered on the original programme they must be consulted on the change and how it will affect them. The form must cover arrangements for dealing with and supporting these students and the date by which they are expected to complete the course. If there are students who have applied for the programme and been offered a place but are yet to register, the form must cover arrangements for dealing with them.
  3. The proposal is considered at the relevant BoS and, if supported, the form is signed by the HoS. If the proposal affects any joint or combined honours programmes, then the proposal must be considered at other relevant BoS, and evidence of support from all relevant HoS must be provided.
  4. The proposal is forwarded to the Faculty Quality Team.
  5. The Chair of FLTSEC considers the request and decides whether to approve it. If approval is granted, the Faculty Quality Team then forwards it to the Chair of ULTSEC for approval on behalf of the institution.The Faculty Quality Team will issue a notification of the decision to the DPD, Recruitment and Admissions, Marketing and Publicity, ISS, the Careers Service, and the Planning Office and carries out any necessary work on Student Lifecycle Management.
  6. The Faculty Quality Team must send QuILT a full electronic copy of the final programme documentation as listed in 3.3.2. QuILT updates the programme tracking database and ensures that approval of the programme change is recorded at the next meeting of ULTSEC and subsequently reported to the Senate.

3.3.2 Documentation required

A withdrawal or suspension form containing the following:

  1. Programme title;
  2. Rationale for the withdrawal or suspension;
  3. Date from which intake will be suspended, or date of withdrawal; the length of time the programme will be suspended;
  4. Whether there are any students still registered on the programme and, if so, what arrangements are being made for them;
  5. Whether there are any students who have applied for the programme and been offered a placebut are yet to register and, if so, what arrangements are being made for them;
  6. Whether any modules are being withdrawn as a result of the programme withdrawal / suspension and, if so, their codes and titles;
  7. Whether the withdrawal has any financial or resourcing impact on the academic unit.

3.4 Change of programme title or code

The following process applies to requests for changes to programme codes or titles with no associated programme restructuring. In cases where a change of programme code or title accompanies substantial revisions to a programme’s structure or content this constitutes a major change.

3.4.1 Process

  1. The Degree Programme Director should complete the change of code or title form. In the case of a change of programme code step 2 may be omitted.
  2. If students are currently registered on the original programme they must be consulted on the change and how it will affect them. If there are students who have applied for the programme and been offered a place but are yet to register, the form must cover arrangements for dealing with them.
  3. The proposal is considered at the relevant BoS and, if supported, the form is signed by the HoS. In the case of joint awards where a change of code or title affects other academic units, then the proposal must be considered at other relevant BoS, and evidence of support from all relevant HoS must be provided.
  4. The proposal is forwarded to the Faculty Quality Team.
  5. The Chair of FLTSEC considers the request and decides whether to approve it. If approval is granted, the Faculty Quality Team then forwards it to the Chair of ULTSEC for approval on behalf of the institution.The Faculty Quality Team will issue a notification of the decision to the DPD, Recruitment and Admissions, Marketing and Publicity, ISS, the Careers Service, and the Planning Office and carries out any necessary work on Student Lifecycle Management.
  6. The Faculty Quality Manager must send QuILT a full electronic copy of the final programme documentation as listed in 3.4.2. QuILT updates the programme tracking database and ensures that approval of the programme change is recorded at the next meeting of ULTSEC and subsequently reported to the Senate.

3.4.2 Documentation required

Achange of title form containing the following:

  1. Current Programme title and Proposed Programme title;
  2. Rationale for the change of title;
  3. Date when change is intended to take effect;
  4. Indication of whether the new title will apply only to new students. If current students are going to be transferred to the new title, they must have been informed about the implications of the change.If there are any students who have applied for the programme and been offered a place but are yet to register, they must also have been informed about the proposed change.
  5. Programme Transfer of Ownership

The following process applies when a programme needs to be transferred to a different academic unit either within the same Faculty or to a different Faculty.

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