Course Planning and Approval Handbook

Academic Services

Date of last minor edits: 31. August 2017

Date of approval: Approved at Academic Quality and Standards Committee (AQSC) in October 2011

Date of next review: May 2018

Committee: Programme Approval and Review and Sub-committee and AQSC

Department holder/post: Academic Services

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CONTENTS: Page/s

Introduction and contacts 2

Brief definition of processes 4

SECTIONS:

Section 1

Outline Planning 5

Section 2

Detailed Planning 6

Stakeholders and Responsibilities 9

Section 3

Modifications/Modifications categories 10-13

Section 4

Course re-approval 14

ANNEXES:

Annex 1A : Outline Plan template

Annex 1B: Outline Plan finance spreadsheet

Annex 2: Guidelines on risk analysis

Annex 3 : Library and Learning Services guidance

Annex 4: Definitive programme document template

Annex 5: Module descriptor

Annex 6: Outline Planning approval proforma

Annex 7: Detailed Planning approval proforma

Annex 8: Nomination form – External adviser (academic and industry)

Annex 9: Report template – External adviser (academic)

Annex 10: Report template – External adviser (employer-industry)

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INTRODUCTION AND CONTACTS

This handbook is intended to provide guidance to those aiming to introduce new awards, courses or modules into the University’s provision, or to those revising existing provision.

The procedures rest on transparency, consultation and risk-assessment. The emphasis is placed on planning of provision, from a strategic level to the point of delivery. Responsibility is clearly placed with the Schools to ensure that provision is considered, planned and introduced in the most efficient and robust fashion.

It would be impossible for a written document to cover all aspects and intricacies of the introduction of new provision, or amendments to existing provision. If, after consulting the handbook, there are still questions outstanding, please feel free to contact a member of the Quality Management Team in Academic Services:

Head of Quality Dr Demelza Curnow

d.curnow@bathspa.ac.uk 01225 875527 or ext 5527

Deputy Head of Quality Laura Porter

l.porter@bathspa.ac.uk 01225 876008 ext 6008

Quality Assurance Manager Matthew Holt

m.holt@bathspa.ac.uk 01225 875821 or ext 5821

Quality Assurance Officers: Lorna Lewis Gillian Austen Gitte Sparding

l.lewis@bathspa.ac.uk 01225 876744 or ext 6744 g.austen@bathspa.ac.uk 01225 875357 or ext 5357 g.sparding@bathspa.ac.uk 01225 876385 or ext 6385

Assistant Quality Assurance Officer (External Examining) Lynne Davies

l.davies@bathspa.ac.uk 01225 876258 or ext 6258

Administrative Assistant: Quality Assurance Rachel Clarke

r.clarke2@bathspa.ac.uk 01225 876216 or ext 6216

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Bath Spa University has an agreed set of Graduate Attributes which inform its strategic planning, including the introduction of new courses and programmes. Our graduates will be:

Employable: equipped with the skills necessary to flourish in the global workplace, and able to work in, and lead, teams;

Able to understand and manage complexity, diversity and change;

Creative: able to innovate and to solve problems by working across disciplines as professional or artistic practitioners;

Digitally literate: able to work at the interface of creativity and technology;

Internationally networked: studying abroad for part of their programme, or studying alongside students from overseas;

Creative thinkers, doers and makers;

Critical thinkers: able to express their ideas in written and oral form, and possessing information literacy;

Ethically aware: prepared for citizenship in a local, national and global context.

Our courses are designed to develop creative graduates who are able to apply the skills, knowledge and experience they have gained throughout their course to their employment, so satisfying the needs of employers and employees. They are designed to appeal to students wishing to enter a profession, as well as those seeking continued professional development, or an opportunity to progress to further study. Our courses are intended to meet the needs of the employment market, through close collaboration with employers on course design, and other stakeholders, such as students (current and past) professional, statutory or regulatory bodies.

Our programmes of study balance intellectual and practical skills, integrating knowledge and skills, with appropriate academic rigour, to enable our students to achieve their full potential post-graduation. Consideration is given to work-based learning, where appropriate, within modules. National and European reference points are utilised, e.g. Framework for Higher Education Qualifications, the subject benchmark statements, National Occupational Standards, Sector Skills Council frameworks, and guidance on quality and standards for the European Higher Education Area.

Employability is a key aspect of our courses, which aim to provide opportunities to undertake authentic assessment based upon live briefs, project work or case studies relevant to industry, where possible, or to integrate innovative opportunities for work based learning. This allows students to apply the skills and knowledge acquired throughout their courses in work-based situations, to encourage them to develop the professional attitudes valued by employers.

Our students value the way our courses are flexible and promote student choice. We are able to act responsively to the needs of students from a wide range of backgrounds, and to the progressive and changing demands of future employment. Our courses are supported by staff of the highest quality, many of whom are also practitioners in their field, and by resources, such as libraries, electronic resources, specialist equipment, practice rooms and studio spaces.

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BRIEF DEFINITION OF PROCESSES

OUTLINE PLANNING: SECTION 1

The Outline Plan is the first step in the process and seeks permission from the Vice-Chancellor for the proposer to proceed to the next stage (Detailed Planning). Resource implications are considered at the Outline Plan stage and if approval is given by the VC, then the provision can be advertised to prospective students clearly marked ‘subject to approval’.

DETAILED PLANNING: SECTION 2

Once the Outline Plan has received VC approval, the proposer can proceed to Detailed Planning. A definitive programme document forms the basis for this stage and is circulated to stakeholders for consultation and amendment, including the relevant School Board. After completion of the consultation stage, the proposal is ready for approval at PARS.

MODIFICATIONS: SECTION 3

Following consultation with stakeholders, modifications to courses or modules must be approved at School Boards and, in some instances, also by the Programme Approval and Review Sub-committee.

All modifications are reported to PARS at the last meeting of the academic year.

COURSE RE-APPROVAL: SECTION 4

Changes to courses that do not fulfil the modifications criteria require course re-approval. Course re-approval does not require Outline Plan approval by the VC, but follows the Detailed Planning process.

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SECTION 1: OUTLINE PLANNING

ALL PROPOSERS MUST SIGNIFY TO ACADEMIC SERVICES BY MID-DECEMBER THEIR INTENTION TO SUBMIT AN OUTLINE PLAN.

Outline Plans are considered by the Vice-Chancellor or nominee (up to March during the academic year preceding the academic year the course is intended to commence; this is to ensure that proposals are considered prior to budget-setting). The stakeholders listed below are consulted prior to consideration by the Vice-Chancellor.

The following steps comprise the aspects of Outline Planning required for the introduction of new provision:

1. The proposer, in conjunction with the Dean of School, draws up the Outline Plan using the template provided by Academic Services (see point 4 below). The Outline Plan should normally be taken at a School Board.

2. Proposers are encouraged to utilise the financial spreadsheet (see point 4 below) provided by Finance when considering the financial detail necessary for approval of an Outline Plan. Proposers should contact Kevin Wright (Head of Finance) for guidance when completing the spreadsheet. Where the Outline Plan involves collaborative provision, proposers should contact Kevin Wright, who will create a bespoke spreadsheet for this purpose.

3. An electronic version of the Outline Plan and financial planning template should be submitted to the School’s key contact in Academic Services, for circulation to the stakeholders listed above for their comment and approval prior to submission to the Vice-Chancellor for final approval. Please note that proposers should not submit Outline Plans direct to stakeholders.

4. Electronic versions of the Outline Plan template and the financial spreadsheet can be found on the Course Planning and Approval web page.

5. If the Outline Plan is approved by the Vice-Chancellor, the provision can be advertised to prospective students, but must, at this stage, be clearly labelled ‘subject to approval’. Academic Services will inform all relevant staff of the approval. Proposals that have received Outline Planning approval will be described in the prospectus, the Strategic Plan and other key institutional documents as ‘subject to approval’ until full approval has been given either through Detailed Planning, for BSU provision, or an approval event, for collaborative provision.

STAKEHOLDER

RESPONSIBILITY

Deputy Vice-Chancellor (Provost)

To ensure coherence with the academic portfolio of the University

Chief Operating Officer

Regarding anticipated set-up and running costs. To confirm numbers are available

Vice-Provost (Learning and Teaching Quality)

To ensure knowledge of potential curriculum development.

Director of Library Services

Regarding anticipated resource implications for library stock

Director of Student Services and Registrar

To ensure timetabling issues are covered and that there are strong links with UCAS

Head of Marketing and Communications

For market research purposes

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SECTION 2: DETAILED PLANNING

After approval of an Outline Plan by the Vice-Chancellor, proposers can proceed to the Detailed Planning stage to seek the approval of the Programme Approval and Review Sub-committee (PARS). Normally, Outline Planning and Detailed Planning will take place in the same academic year; however PARS may request re-submission of an Outline Plan to the Vice-Chancellor where it considers the intervening period is unreasonable. Proposers are encouraged to initiate the approval process early in the academic year to ensure submission of Detailed Planning proposals to PARS in good time to secure approval. The final PARS meeting of the academic year takes place in June or July, however proposers should bear in mind that stakeholder sign-off is not a guarantee of approval by PARS as there may be occasions where PARS requests clarification or further detail prior to approval. Therefore it is strongly recommended that Detailed Planning submissions are made to PARS prior to the final meeting.

The definitive programme document (annex 4) forms the basis for Detailed Planning. Prior to circulation to stakeholders the draft definitive programme document should normally be discussed at School Board. When developing this document, proposers will need to consider:

Student engagement is an important factor in the development and design of new provision. Proposers are expected to consult with the relevant School Board Student Representative at an early stage to identify the extent and type of the engagement with students in the development and design of the new programme, for example at what level(s), from which areas of current provision and the most appropriate method to seek student views (for example, a lunchtime forum)

Relevant University regulations1

Relevant QAA subject benchmark statements2

Frameworks for HE Qualifications3

Standards and Guidelines for Quality Assurance in the European HE area4

QAA UK Quality Code Chapter B1: Programme design and approval5

Relevant professional statutory regulatory body (where appropriate)

Stakeholder consultation: Following consideration at School Board, the next step is for consultation with stakeholders – see table below for stakeholders and their responsibilities. A brief account of relevant discussion between proposer and internal/external stakeholders during the consultation process should be maintained which may inform the briefing paper (see paragraph below on submission to PARs). Where difficulties arise during the stakeholder consultation, it is suggested that the Dean of School together with the proposer should attempt to seek a resolution through School Board before submission to PARS.

1 University regulations

2 Relevant QAA subject benchmark statements

3 Framework for HE qualifications 4 Standards and Guidelines for Quality Assurance in the European HE area

5 QAA UK Quality Code Chapter B1: Programme design and approval

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Essential Stakeholders Responsibility

Proposer Development of definitive programme document, with due regard to guidance listed under bullet points above.

Compliance with, and administration of Detailed Planning procedure, anticipated variations should be discussed at an early stage with the School’s key contact in Academic Services.

Executive Dean of School Through the School Board ensure that the process for Detailed Planning is correctly followed. The approval proforma can be used to confirm this, together with a discursive narrative which might include:

How the new provision aligns with the School and BSU strategy

How the new provision is based in research and scholarly activity

For Foundation degrees - there is articulation to a BSU 3rd year

Head of Quality Coherence with external quality requirements

Coherence with, and completion of the University’s definitive programme document

Alignment with University’s policies (for example assessment, work-based learning, personal development planning)

Director of Library and Learning Services

Consideration of resource implications

Deputy Registrar Coherence with the Undergraduate Modular Scheme

Consideration of timetabling

Deputy Vice-Provost Learning and Teaching

Consideration of programme aims and intended learning outcomes

That assessment appropriately tests achievement of learning outcomes

Consideration of the programme with regard to rationale and pedagogic strategy

Head of Careers and Employability

Does the programme enable student achievement of the University’s graduate attributes

Evidence that engagement with employer or industry advisers has informed the development of the programme

Opportunities for work-based activity in the programme

Consideration of HEA guidance on employability, for example Student Employability Profiles

Does the programme align with the University’s employability strategy and vision

Opportunities for accreditation or recognition, for example professional association, Sector Skills Council

External academic adviser See annex 9 (template for external academic adviser’s report) which details the areas to be considered

External employer/

industry adviser

See annex 10 (template for external employer/industry adviser’s report) which details the areas to be considered

For postgraduate provision:

Vice-Provost (Research and Enterprise)

Coherence with Taught Postgraduate Framework

At the discretion of the Head of Quality, other stakeholders may be nominated for consultation

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External stakeholders (academic and employer/industry): The proposer is responsible for identifying and nominating the external stakeholders. The nomination form (annex 8) provides guidance on selection of external advisers, including potential conflicts of interest. School key contacts should be contacted where clarification is required. Completed nomination forms should be forwarded to the Head of Quality for approval, and subsequent noting at PARS. Where the provision is distance-learning or low-residency and where the flexible/distributed learning comprises the majority of the learning experience, it is expected that the external academic adviser should have expertise in this area. A fee of £150 is payable to external advisers on receipt of the completed report (see templates at annexes 9 and 10). Please notify Academic Services once the report has been received, confirming that the content satisfies the requirements of the template. Circulation of documents to stakeholders:

Internal stakeholders External stakeholders

1. Definitive programme document 2. Approval proforma (annex 7)

1. Definitive programme handbook 2. Section 2 of the Course Planning and Approval

Handbook, outlining the process and stakeholder responsibilities

3. Template for report by external academic adviser (annex 9)

4. Template for report by external employer/industry adviser (annex 10)

5. If requested by the external advisers, a learning resources list should be provided

Once all stakeholders have approved the programme and provided approval proformas (internal stakeholders only), and external advisers’ reports have been received the next step is submission to PARS. Submission to PARS: Documentation should be forwarded electronically to the Officer for PARS for inclusion at the next PARS meeting. Meeting dates can be found on the Academic Services Wiki area. Documents required for PARS are:

Briefing paper including: o rationale for the programme o outline of the consultation with students, to include how the method and extent of

consultation was determined, the feedback received and how this has been considered and informed the development of the programme

o brief summary of salient points that have arisen during stakeholder consultation

External advisers’ reports on the templates provided at annexes 9 and 10

Approval proformas for stakeholders (annex 7). If the programme is proposed by a named stakeholder, the approval proforma should be completed by an alternative stakeholder - please consult Academic Services for advice.

For distance-learning/low-residency provision - a full mapping exercise against QAA UK Quality Code Chapter B3: Learning and Teaching.

Role of Academic Services: Academic Services will provide guidance to participants in the approval process. Ultimately, responsibility for approval resides with PARS and Academic Services will aim to provide the most

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appropriate advice to enable PARS to make an informed decision. Where approval is given at PARS the Officer will notify advice of approval as follows:

Careers

Library and Learning Services

Marketing and Communications

Student Services

School – Dean of School, Proposer and School Board Officer

Vice-Provost (Research and Enterprise) – for postgraduate provision

Web and Digital

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SECTION 3: MODIFICATIONS AND MODIFICATION CATEGORIES

Modifications Policy From 2017/18 there will be a single point at which modifications can be submitted and considered. This will be in the autumn term after subject boards have taken place. This will ensure timely confirmation of accurate programme information for students and applicants for the following academic year. All proposals for modifications will need to be submitted for review by internal stakeholders by 31 October in order to be considered for the next academic year. The University has adopted a risk-based approach to modifications, whereby the approval process is dependent upon the change being made, and whether it constitutes a change to the course or to a module.

Modification categories

Major change to course (requiring course re-approval)

- Change to award title - Change to mode of delivery - Change to course regulations - Change to course aims - Change to delivering institution - Change to progression requirements/advanced standing

Major change to module (requiring approval from Programme Approval and Review sub-committee (PARS)

- Substantial changes to ILOs - Change to level - Change to credit weighting - Change in mode of delivery

Minor modification (requiring approval from School Board, assuming these that do not entail any resource implication that cannot be met by the School)

- Addition or deletion of modules - Double coding of modules - Change to assessment tasks (cf. KIS and requirement to publish balance of

coursework/examinations) - Change to assessment weightings (cf. KIS and requirement to publish balance of

coursework/examinations) - Change to module title - Change to co or pre requisites

Modules cannot be started in their revised form until approval by the School Board has taken place. It is also important to note that the School Board cannot approve changes to more than three core or required modules (maximum 60 credits) or to six optional modules (maximum 120 credits) in the period between periodic reviews. The number of modifications to any course should be recorded by the appropriate School, and will also be recorded by Academic Services. Requests for modifications that exceed the permitted limit or that fall within the category of major changes to modules will need to be considered by PARS. After completion of the Modification Proposal and Approval

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template detailing approval by appropriate stakeholders, the proposer should take the proposal to School Board requesting approval. If PARS approval is also required, the proposer should submit the proposal to PARS following approval at School Board. For Masters courses, in cases where requests for modifications will exceed the permitted limit, advice should be sought from Academic Services. Stakeholders for Modifications The modifications process enables staff to make amendments to extant modules, add new modules and delete obsolete ones. Any such changes are considered to be minor provided that they do not bring about requests for additional resourcing. Changes to extant modules that will affect students will require consultation with and the agreement of any affected students. External Examiners do not have the right of veto over modifications, but must be consulted. Modifications to the curriculum are made with advice from relevant External Examiners and, if appropriate, external members of School Boards and/or PARS. Naturally, if any such members (or, for that matter, any other committee member) were to strongly oppose a modification, we would expect serious discussion to follow. In addition to any affected students and the External Examiners, internal stakeholders will review all proposals for modifications and their approval is a pre-requisite for approval of modifications at School Board and/or PARS. Templates for consultation with students and External Examiners can be found on the Quality and Standards webpage. We do occasionally make changes to the templates, often at the behest of AQSC, therefore, it would be advisable for staff to save the link to the templates on the Quality and Standards webpage, rather than save one to their computer. Modifications Process Proposals for modifications to modules must be submitted to Academic Services (academicservices@bathspa.ac.uk) by 31 October of any given academic year for them to be considered and approved for the following academic year. This deadline enables the modification process to be informed by observations made through the academic developmental reporting process as well as External Examiners reports. Once this October modifications deadline has passed, modifications for the following year cannot normally be made. The modifications process is normally carried out by the course leader or head of department responsible for the module to be changed. The Modification Proposal and Approval template can be found on the Quality and Standards webpage. The proposer seeks advice and support for the modification from a number of internal and external stakeholders. A minimum of two weeks’ notice should be given when seeking approval from external stakeholders. Internal stakeholders will consider proposals that have been submitted within the deadline of 31 October and will provide their feedback and/or approval to the proposer at a meeting in November. At the internal stakeholder meeting, proposers should confirm any changes to the module descriptors based on feedback from External Examiners and students. Internal stakeholders will only approve the final version of the module.

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If stakeholder feedback is given given, any revised proposals will be considered for approval at a further stakeholder meeting in December. The Library has produced guidance on how to proceed with regard to seeking their approval of new provision or modifications. After approval by the internal stakeholders, the proposal must be approved at School Board. The proposer submits the following documents:

Modification Proposal and Approval template

Assessment Map

Intended Learning Outcomes Map

Student consultation template

External Examiner consultation template

Signed internal stakeholder approval proformas In instances where PARS approval is also required, the proposer submits the same documentation to the PARS officer. The proposer must notify Academic Services of the final approval of the modification. Academic Services will notify Student Services and other relevant stakeholders and will save a copy of the approved module descriptor (as submitted to internal stakeholders) as a definitive record of the module. At the last PARS meeting of the academic year an annual summary of all changes made to individual modules should be provided by each school, to assure the University that Schools are maintaining academic standards and the quality of learning opportunities. Partner organisations For partner organisations running courses, this procedure should also be followed by the host school within the University. However, in addition, the school has a responsibility to confirm that the partner organisation has resources available to deliver any new or revised modules, and, therefore, staff CVs and a list of relevant resources must be attached to the Modification Proposal and Approval template received by School Board in order to allow it to make an informed decision as to whether or not to approve any new or revised modules. The school must also take due consideration of whether any new or revised modules to be delivered at partner organisations will impact upon BSU resources. Where identical modules are delivered at both the University and partner organisation, care must be taken by partner organisations and the University to ensure that changes made at one (which must necessarily be made at the other) do not affect that which is not proposing the revision or addition of the module. Again, students at partner organisations must be consulted in regard to any revisions or additions to be made if such change is likely to affect them. Where individual new modules are proposed, care should be taken to ensure the module can be adequately resourced, particularly with regard to library, ICT, physical space and timetable requirements. Module descriptors should adhere to the template provided. Co and pre requisites should be fully justified.

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Internal Stakeholders for Modifications Process

Academic Services Director of Library Learning Services (or delegate) Deputy Registrar (or delegate) Head of Careers and Employability Deputy Vice Provost, Learning and Teaching Executive Dean of School (or delegate) Vice Provost, Research and Enterprise

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SECTION 4: COURSE RE-APPROVAL

Modifications requiring course re-approval are defined as those do not fulfil the modification criteria.

For course re-approval there is no requirement for Outline Plan approval at VCEG, however course re-approval will follow the guidelines for Detailed Planning (see section 2). The basis for course re-approval will be the draft definitive programme document which should be circulated to the stakeholders listed below. Signed pro formas should be obtained from each stakeholder and should accompany the documentation to PARS.

Stakeholders:

Executive Dean of School

Head of Quality

Director of Library and Learning Services

Deputy Registrar

Deputy Vice Provost Learning and Teaching

Head of Careers & Employability

External advisers for academia and industry (as for Detailed Planning, nominations for external adviser should be referred to Head of Quality for approval and subsequent noting at PARS)

and, where appropriate:

Vice-Provost (Research & Enterprise)

Documentation for PARS will comprise the pro formas from stakeholders, the external advisers’ reports and a briefing note from the proposer. The briefing note should outline relevant discussion with stakeholders and comment on:

Summary of revisions made

Compatibility with School strategic plan

Alignment with University’s mission statement and strategy

Alignment with the University’s assessment strategy

The decision regarding course re-approval will rest with PARS.