Course unit and minor programme amendment validation process

Minor Programme amendments, title changes, closure and suspension, and course unit validation, amendment and withdrawal

Please click here for a summary of College deadlines for all the processes listed on this page as well as recruitment related processes.

DEADLINES FOR THE 17-18 ACADEMIC YEAR:

For the following changes: last day of the Autumn term (i.e. 9 December 2016):

  • Minor programme amendments, e.g. the introduction of a new mandatory course unit or the withdrawal of a mandatory course unit.*
  • Withdrawal or addition of different assessment types on mandatory course units, e.g. replacing 100% exam with 50% coursework and 50% exam;*
  • Signifcant change to the fieldwork requirement on a mandatory course unit, e.g removing or adding a fieldwork component*
  • Any other minor programme amendment, e.g the splitting of a mandatory course into two where the content remains the same, changing the status of mandatory courses
  • Introduction of a new elective
  • Withdrawal of an existing elective

For the following changes (not requiring validation approval but deemed significant): 9 December 2016, where feasible, or as soon as possible thereafter.

  • The addition of extra costs of £100 or more where no extra costs currently exist;*
  • An addition of one or more items which add £100 or more to the existing extra costs;*
  • The loss or gaining of accreditation by a professional body for a programme*.

*PLEASE NOTE THAT APPLICANTS FOR 2017 WILL BE INFORMED OF SUCH CHANGES IF THEY ARE MADE AFTER STUDENTS HAVE RECEIVED OFFER LETTERS.

For the following changes: last day of the Spring term (i.e. 24 March 2017):

  • Proposals for minor changes to summative assessment, e.g. change of weighting or number of summative assessments.
  • Other minor changes (see Guidance notes);
  • Change to course title only

Proposals for programme title changes, introduction of new programme pathways, programme closures and temporary suspension of recruitment should meet the deadlines set by APC for proposals for new programmes and major revalidations. For these deadlines please click here. The final date for proposals for programme closures and suspension of recruitment is 20 March preceding the start of the academic year.

ADVICE

Please click here for examples of significant and non-significant changes with respect to CMA templates.

Please click here for a full set of guidance notes on completing course specifications and deadlines for submission of paperwork.

PAPERWORK REQUIRED

Please note that all paperwork should be sent to academic-quality-and-policy@rhul.ac.uk and NOT directly to the Faculty Assistant Registrar, which will cause delays in the approval process.

Requests cannot be processed without

  • the Head of Department's signature; and

  • the External Examiner’s statement where this is required (see below) 

  • so departments are asked to ensure that these are provided.  

MINOR PROGRAMME AMENDMENT

A streamlined process exists for the validation of minor amendments comprising up to one quarter of an existing programme.   A minor programme amendment is one which involves one or more of the following changes:.

  • Introduction of new mandatory course units;
  • Withdrawal of existing mandatory course units;
  • Title changes to mandatory course units;
  • Change in status of course units (e.g. mandatory condonable courses become mandatory  non-condonable or vice versa);

The Faculty Assistant Registrar can advise on the precise requirements for individual proposals and can also advise whether the proposed changes might constitute a major revalidation of the programme.  It is ultimately for the Associate Dean (Education) in consultation with the Faculty Dean and the Head of Academic Quality and Policy to decide whether or not proposals can be considered as a minor or major revalidation (see programme validations).

The Programme Specification will be revised in consultation with the Faculty Assistant Registrar once the minor programme amendment has been approved.

INTRODUCTION OF NEW PROGRAMME TITLE/ AWARD

The following paperwork is required wnen a department wishes to introduce a new named pathway, a year in business/ industry, e.g. BSc Management with a year in business or an international year of study, e.g BA History with an international year:

This should be submitted to academic-quality-and-policy@rhul.ac.uk and will need to be considered and approved by the Academic Planning Committee (APC).  Where the name change is for a joint or combined (honours) programme, the approval of both Heads of Department is needed for APC to consider the request. The departments concerned are also strongly advised to seek advice from Strategic Planning, where appropriate, on the proposed new programme title/ award.

PROGRAMME TITLE CHANGE

The following paperwork is required:

This should be submitted to academic-quality-and-policy@rhul.ac.uk and will need to be considered and approved by the Academic Planning Committee (APC).  Where the name change is for a joint or combined (honours) programme, the approval of both Heads of Department is needed for APC to consider the request. The departments concerned are also strongly advised to seek advice from Strategic Planning, where appropriate, on the proposed programme title change.

PROGRAMME SUSPENSION (TEMPORARY SUSPENSION OF RECRUITMENT)

The following paperwork is required

Programme Suspension Form (in progress)

This form should be submitted to academic-quality-and-policy@rhul.ac.uk and will need to be considered and approved by the Academic Planning Committee (APC). In the case of the withdrawal of a joint or combined (honours) programme, the approval of both Heads of Department is needed for APC to consider the request.

APC approved a Policy for programme closure and suspension  in May 2016. Departments wishing to temporarily suspend recruitment to a programme should read this policy before completing the Programme Suspension Form.

PROGRAMME CLOSURE

The following paperwork is required:

This form should be submitted to academic-quality-and-policy@rhul.ac.uk and will need to be considered and approved by the Academic Planning Committee (APC). In the case of the withdrawal of a joint or combined (honours) programme, the approval of both Heads of Department is needed for APC to consider the request.

APC approved a Policy for programme closure and suspension in May 2016. Departments wishing to temporarily suspend recruitment to a programme should read this policy before completing the Programme Closure Form

NEW COURSE UNITS AND AMENDMENTS TO EXISTING COURSE UNITS (WHERE NOT PART OF A PROGRAMME AMENDMENT)

Please click here for a full set of guidance notes on completing course specifications and deadlines for submission of paperwork.

VALIDATION PROCESS

Once they have been formally endorsed by the appropriate Departmental Board(s), all proposals are subject to approval by the Programme Amendments Panel (PAP), normally comprised of:

Chair: Dean and/or Associate Dean (Education) of the Faculty

Secretary: Faculty Assistant Registrar

A larger Programme Amendment Panel may be convened if the Faculty Assistant Registrar considers this would enhance and/or facilitate the deliberative process, or if the department has requested a fuller discussion. Complex proposals or proposals sponsored by the Chair\'s own academic department, and where the opinion of another senior Faculty officer is not available, may also be considered by a larger Programme Amendment Panel, which will include two academic staff members from the Faculty validation pool.

The Programme Amendments Panel may require conditions to be met by the member(s) of staff who submitted the proposal before the proposal is approved.

VALIDATION ADVICE

Validations are administered by the Academic Quality and Policy Office in Registry. As indicated above all paperwork should be sent directly to this address. Any queries relating to the forms and links on the Academic Quality and Policy website should be sent to this office

Queries on the validation process and documentation required should be directed to the Faculty Assistant Registrar in the first instance.

Guidance on curriculum development and writing course/programme documentation is also available from the Educational Development team.