Course Modification and Course Approval Guidance Notes
Course Modification and Course Approval Guidance Notes
Course Modification and Course Approval Guidance Notes
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Quality Management Division<br />
COURSE MODIFICATION AND COURSE APPROVAL GUIDANCE NOTES<br />
Intrinsic to the University’s annual monitoring process is the evaluation <strong>and</strong> enhancement of<br />
curricula, often resulting in new units being introduced <strong>and</strong> existing units being modified<br />
through the Unit Management procedures for minor/major unit changes. Depending on the<br />
nature <strong>and</strong> extent of change to the curriculum, student learning experience, learning,<br />
teaching, assessment <strong>and</strong> support strategy <strong>and</strong> resource arrangements the changes are<br />
considered, tracked <strong>and</strong> approved either through course modification or course approval<br />
procedures. The latter may occur as a step change in response to external factors or as a<br />
result of cumulative change occurring between the periodic review cycles, section 3 refers.<br />
This <strong>Guidance</strong> supplements the information supplied in The <strong>Approval</strong>, <strong>Modification</strong> <strong>and</strong><br />
Closure of Academic Provision Policy 1 <strong>and</strong> the Unit Management H<strong>and</strong>book<br />
1. <strong>Course</strong> <strong>Modification</strong><br />
<strong>Course</strong> modifications which involve the changes listed below require a <strong>Course</strong> <strong>Modification</strong><br />
Form to be completed <strong>and</strong> submitted to Curriculum Committee <strong>and</strong> will be considered by<br />
correspondence.<br />
i. Change of title<br />
ii. Change of award<br />
iii. Addition or change to the annual intakes<br />
iv. Addition of a s<strong>and</strong>wich year<br />
The decisions are noted at the next meeting of Curriculum Committee, diagram II a. refers.<br />
2. <strong>Course</strong> <strong>Modification</strong> requiring <strong>Course</strong> <strong>Approval</strong><br />
<strong>Course</strong> modifications which involve the changes listed below require a submission to<br />
Curriculum Committee <strong>and</strong> will be typically progressed through the st<strong>and</strong>ard <strong>Course</strong><br />
<strong>Approval</strong> Process. It should be noted that the st<strong>and</strong>ard course approval process allows for<br />
alternatives to a Faculty Curriculum <strong>Approval</strong> Committee (FCAC) at Stage 3 <strong>and</strong> the AD(A)<br />
[<strong>and</strong> the Deputy Academic Registrar (Quality Assurance <strong>and</strong> Partnerships) in respect to<br />
Collaborative Provision] may suggest alternative models for agreement by Curriculum<br />
Committee, diagram II b. refers.<br />
i. Addition of a mode of study (FT or PT)<br />
ii. Addition of a distance learning version<br />
iii. Addition of a new award<br />
iv. Change to the level of the award<br />
v. Addition of a new stage<br />
2 .<br />
1 http://www.port.ac.uk/accesstoinformation/policies/courseapproval/filetodownload,51504,en.pdf<br />
2 http://www.port.ac.uk/accesstoinformation/policies/teaching<strong>and</strong>learning/filetodownload,10991,en.pdf<br />
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Quality Management Division<br />
3. Other <strong>Course</strong> Changes requiring <strong>Course</strong> <strong>Approval</strong><br />
Changes to the units on a course are not considered through the course approval or<br />
modification process, they are dealt with through the Unit Management process. However,<br />
where there is a proposed substantial step change to a course 3 , in particular affecting<br />
changes to core units, <strong>and</strong>/or there is a cumulative effect of changes to a course it may be<br />
agreed that the changes are sufficiently significant to require re-approval of the whole<br />
course.<br />
It is not possible to provide a formulaic definition of what might constitute significant change.<br />
The evaluation of what is considered significant cumulative <strong>and</strong>/or step change is based on<br />
a consensus of academic judgement <strong>and</strong> will differ depending on the type of programme,<br />
subject area, professional body, mode of delivery etc.<br />
Where it is clear that there is significant cumulative/step change to a course the Associate<br />
Dean (Academic) will submit a <strong>Course</strong> <strong>Approval</strong> Form 20, draft Programme Specification<br />
<strong>and</strong> <strong>Course</strong> Structure to Curriculum Committee at Stage 2 to be considered <strong>and</strong> the<br />
st<strong>and</strong>ard course approval process will be followed from Stage 2 onwards. Where it is not<br />
clear if the cumulative/step change is significant or not, the AD(A) will form a faculty level<br />
Pre-<strong>Approval</strong> Group to consider the course further. The Pre-<strong>Approval</strong> Group will be<br />
formally recorded with membership as follows:<br />
- AD(A) <strong>and</strong> AD(S)<br />
- Non faculty member<br />
- External Examiner (normally by correspondence)<br />
- <strong>Course</strong> Leader <strong>and</strong> other course team members if appropriate<br />
The purpose of the Pre-<strong>Approval</strong> Group will be to confirm whether or not the changes to the<br />
course are substantial. In making this judgement, the Pre-<strong>Approval</strong> Group will consider the<br />
effect of change on:<br />
- Programme aims <strong>and</strong> learning outcomes<br />
- Learning, Teaching, Assessment <strong>and</strong> Support Strategy<br />
- Resource arrangements<br />
- Recruitment market<br />
If the Pre-<strong>Approval</strong> Group agrees the effect of cumulative/step change is significant then the<br />
AD(A) will submit a <strong>Course</strong> <strong>Approval</strong> Form 20, draft Programme Specification <strong>and</strong> <strong>Course</strong><br />
Structure to Curriculum Committee at Stage 2 to be considered <strong>and</strong> the st<strong>and</strong>ard course<br />
approval process will be followed from Stage 2 onwards, diagram I <strong>and</strong> III refers.<br />
It is important to note that the six-yearly Periodic Review process is the process by which the<br />
University affirms the continued fitness of purpose of the curriculum. The faculty-based Pre-<br />
<strong>Approval</strong> process enables identification of significant cumulative/step change which might<br />
occur between the Review cycles.<br />
For further information about the course modification <strong>and</strong> course approval process, email<br />
courseapproval@port.ac.uk.<br />
3 These are proposed changes which are not covered by <strong>Course</strong> <strong>Modification</strong> under points 1 <strong>and</strong> 2 of<br />
this <strong>Guidance</strong> paper <strong>and</strong> significantly impact on the original programme aims <strong>and</strong> learning outcomes,<br />
Learning, Teaching, Assessment <strong>and</strong> Support Strategy, resource arrangements <strong>and</strong> recruitment<br />
market.<br />
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Quality Management Division<br />
COURSE APPROVAL PROCESS – Diagram I<br />
APPROVAL<br />
STAGE<br />
Stage 1<br />
Curriculum Committee<br />
(CC)<br />
PURPOSE<br />
Proposer to submit Form 10 <strong>and</strong> a<br />
Statement of Financial Viability. CC to<br />
consider the strategic financial,<br />
resource implications, title <strong>and</strong> potential<br />
market dem<strong>and</strong> for the course.<br />
Stage 2<br />
CC – Registry Officer<br />
led process<br />
Proposer to submit Form 20, draft<br />
Programme Specification <strong>and</strong> <strong>Course</strong><br />
Structure. To consider the extent to<br />
which the course is, or is not, aligned<br />
with the academic regulations <strong>and</strong><br />
curriculum policies.<br />
To confirm the approval process at<br />
stage 3.<br />
Stage 3<br />
Faculty Curriculum<br />
<strong>Approval</strong> Committee<br />
(FCAC)<br />
Proposer to submit documentation as<br />
listed on the Form 30.<br />
Detailed scrutiny of the course<br />
including:<br />
• Curriculum Content<br />
• Programme aims <strong>and</strong> learning<br />
outcomes<br />
• Assessment strategy<br />
• Learning, teaching <strong>and</strong> student<br />
support strategy<br />
• Resources<br />
• Academic Infrastructure<br />
• University policies & procedures<br />
Stage 4<br />
Sign Off<br />
The Associate Dean (Academic)<br />
confirms whether any conditions set at<br />
Stage 3 have been met <strong>and</strong> the<br />
associated course documentation is of<br />
an appropriate st<strong>and</strong>ard for the course<br />
to begin.<br />
Quality Assurance<br />
Committee (QAC)<br />
QAC has oversight of the outcomes of<br />
all approval events. QAC gives formal<br />
agreement to the Stage 3 approval<br />
decision.<br />
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Quality Management Division<br />
COURSE MODIFICATION PROCESS – Diagram II<br />
TYPE OF COURSE MODIFICATION - A<br />
• Change of Title<br />
• Change of Award<br />
• Addition or change to Intake<br />
• Addition of a s<strong>and</strong>wich year<br />
<strong>Course</strong> <strong>Modification</strong> Form 90 submitted<br />
to Curriculum Committee<br />
Curriculum Committee considers the<br />
course modification via correspondence<br />
Curriculum Committee decision is<br />
recorded at its next meeting<br />
TYPE OF COURSE MODIFICATION - B<br />
• Addition of a mode of study (FT or PT)<br />
• Addition of a distance learning version<br />
• Addition of a new award<br />
• Change to the level of award<br />
• Addition of a new stage<br />
<strong>Course</strong> <strong>Modification</strong> Form 90 submitted<br />
to Curriculum Committee Stage 1<br />
Curriculum Committee considers the modification <strong>and</strong> agrees<br />
the subsequent steps of the course approval process to be<br />
followed<br />
Note – This will typically be the st<strong>and</strong>ard course approval<br />
process but may allow for an alternative Faculty Curriculum<br />
<strong>Approval</strong> Committee at Stage 3<br />
Page 4 of 5
Quality Management Division<br />
CUMULATIVE AND/OR STEP COURSE CHANGE – Diagram III<br />
NO<br />
Has there been<br />
substantial<br />
cumulative/step<br />
change to a course?<br />
YES<br />
No action required<br />
Pre-approval group<br />
confirms there has<br />
not been substantial<br />
cumulative/step<br />
change to the course<br />
Unit changes to be<br />
progressed <strong>and</strong><br />
monitored through unit<br />
management<br />
procedures <strong>and</strong><br />
st<strong>and</strong>ard annual<br />
monitoring process<br />
NOT SURE<br />
The Associate Dean<br />
(Academic) is to<br />
convene a facultybased<br />
pre-approval<br />
group to consider the<br />
extent <strong>and</strong> effect of<br />
change to the course<br />
Pre-approval group<br />
confirms there has<br />
been substantial<br />
cumulative/step<br />
change to the course<br />
<strong>Course</strong> <strong>Approval</strong><br />
Form 20, draft<br />
Programme<br />
Specification <strong>and</strong><br />
<strong>Course</strong> Structure Form<br />
submitted to<br />
Curriculum Committee<br />
at Stage 2<br />
<strong>Course</strong> approval<br />
process is to be<br />
followed from Stage 2<br />
onwards<br />
<strong>Course</strong> <strong>Approval</strong><br />
Form 20, draft<br />
Programme<br />
Specification <strong>and</strong><br />
<strong>Course</strong> Structure Form<br />
submitted to<br />
Curriculum Committee<br />
at Stage 2<br />
The course approval<br />
process is to be<br />
followed from Stage 2<br />
onwards<br />
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