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New Programme and Module Approval - Vacation Power Procedures for Programmes and Modules

The expected norm is that proposals for new programmes and modules and for substantive changes to existing provision are formally approved during semester time (that is, when timetabled committee meetings are held). Moreover, an adequate period should be allowed for marketing and administration related to student records.

On occasion, however, it is necessary for approval of new programmes or modules to occur rapidly so that schools may capitalise on opportunities that arise out of step with timetabled committee meetings. Schools and programme teams may also need to make substantive changes to programmes and modules (including withdrawal) outside the normal reporting and approval process. Accordingly, the following procedures may be adopted under 'vacation powers' delegated to the office bearers of the institution.

These procedures only apply in periods when it would not be possible to involve Senate and the relevant School and College boards in making a decision (i.e. June-September). They should only be used with good reason and a note of explanation should be provided with the documentation submitted to the Director of Quality Assurance or the Academic Secretary in Part 2 below.

  1. Staff should consult the 'normal' procedures for either Programme Review or Changes to Taught Provision with the aim of ensuring that as much as possible of these processes are captured in the use of vacation powers.
  2. For new programmes, relevant documentation must have been produced with the involvement of ASRS. Regarding new modules and changes to programmes and modules, ASRS and Registry should be kept informed of developments as soon as possible so they can make administrative changes in good time. All documentation should be approved by the Dean, the Vice-Principal of the relevant college and the Head of Learning and Teaching for the College. The normal consultation with student services should be handled through direct approaches to heads of relevant units. The fact that these consultations have taken place must be confirmed in writing by either the Director of Quality Assurance or the Academic Secretary.
  3. Thereafter, approval in lieu of Senate will be confirmed by the Academic Secretary of the University or the Vice-Principal (Educational Development).
  4. From that point forward it is possible for ASRS to make offers to prospective students for new programmes and for revised programme specifications to be included in Registry databases.
  5. The appropriate documentation should be submitted to the next College Board via School Board minutes and approvals conformed retrospectively by the College Board and Senate.

The pro-forma approval document must be used in all cases.