Policies Home

Administration Policies

Board Policies

Educational Policies

Program Approval Policy New and Revised Non-Degree Credit Programs

Non-Degree Credit Program Development and Approval Process (Flow chart) (pdf)

Revision of Non-Degree Credit Program (Flow chart) (pdf)

Note: A program development manual is being created to provide guidance to those developing proposals for new programs.

• Purpose
• Policy Statement
• Definitions and Roles
• Procedure and Flow Chart for New Non Degree Credit Program Proposals
• Procedure and Flow Chart for Revised Program Proposals

Purpose

The purpose of this policy is to ensure all credit programs, whether new or revised, will further the goals of Douglas College, produce student outcomes of appropriate standards, and meet relevant educational objectives and current Ministry of Advanced Education guidelines.

Policy Statement

The development, revision and approval of programs at Douglas College will follow a rational and consistent process to ensure that programs are both educationally viable and administratively sustainable. Different types of programs will follow different and specific review and approval processes described in the appendices to this policy.

DEFINITIONS

Concept Statement

A brief description (three pages maximum), outlining the face validity of a new program and its relationship to the strategic directions of the College. A concept statement is developed by an individual or group in the College, under the guidance of the relevant Dean.

Feasibility Study

A document that examines and draws conclusions on the profile of students expected to enrol in a program; the potential labour market for graduates; comparability of the proposed program to competitor programs; availability of faculty resources to design, develop and teach the proposed program and a detailed assessment of the potential program revenues and anticipated capital and operational costs.

Curriculum Framework

A grid that displays all courses to be included in a program and the sequencing of the courses across all instructional semesters. In addition, the curricular framework will include a brief description of the content to be covered in each course and a statement of how the program content meets relevant accreditation or regulatory requirements.

Full Program Proposal

A written submission outlining details of a proposed new or revised program, that includes a detailed curriculum framework and provides all information required in the Ministry of Advanced Education Non Degree Proposal template. http://www.aved.gov.bc.ca/degree-authorization/public/non-degree-program.htm

Curriculum Guidelines

Detailed description of course content, objectives, prerequisites, methods of instruction and methods of evaluation. (Please go to the "K" drive on the local College network). Curriculum Guidelines must be reviewed by Education Council Curriculum Committee either before or after full program proposals are approved at Education Council.

New Program Development Consultation Control Sheet

A tracking sheet that specifies procedures for and ensures that appropriate consultations about new programs occur throughout the College. The Program Consultation Control Sheet must accompany submissions of other program proposal documents at each internal stage of the approval process.

Revised Program Consultation Sheet

A tracking sheet that specifies procedures for and ensures that appropriate consultations about significantly revised programs occur throughout the College. The Revised Program Consultation Control Sheet must accompany submissions of other program proposal documents at each internal stage of the approval process.

Course Control Sheet

A tracking sheet submitted with curriculum guidelines that ensures appropriate course information is accessible to the Education Council Curriculum Committee and that consultation about systemic impacts of new or revised curriculum occurs throughout the College.

Notice of Motion to Approve

Formal first notice that a department is asking Education Council to approve new or revised Curriculum Guidelines, or new or revised Full Program Proposals. Program Curriculum Development Faculty representatives and/or Deans will attend Education Council meetings to speak about their proposals/revisions.

Motions for Approval

Final motions that consider approval of curriculum guidelines or Full Program proposals. Motions to Approve are normally made at Education Council, at the meeting subsequent to the meeting when Notice of Motion has been considered. Program Development Faculty and/or Deans are invited to speak to Education Council about their proposals.

Post Secondary Institution Proposal System (PSIPS)

A website maintained by the Ministry of Advanced Education that publishes Full Program Proposals for thirty days, for peer review and comment.

ROLES

Program Curriculum Development Committee

The Program Curriculum Development Committee is struck once a Concept Statement for a new program has received approval from VPAC and SMT and responsibility for the program has been assigned to an appropriate Dean/Director. This faculty committee is responsible for completing a feasibility study, a curricular framework and a Full Program Proposal, including a New Program Development Consultation Control Sheet and all Curriculum Guidelines and Course Control Sheets.

Faculty/Department Education Committee (FEC/DEC)

A local committee that advises the Dean/Director on educational matters and provides feedback to Education Council through its representative.

Vice-President's Academic Council (VPAC)

The management committee for the Educational Division that is responsible for making recommendations regarding curricular grids, approving the development of and consultation process for full program proposals and advising SMT and/or Education Council on administrative and educational matters.

Education Council

The primary educational governance committee that is responsible for setting educational and student appeal policy, approving curriculum and Full Program Proposals and advising SMT and VPAC on educational matters.

Education Council Standing Committee on Admissions and Language Competency

Sub-Committee of Education Council responsible for review of admissions and language competency requirements for all proposed programs. This committee makes recommendations to Education Council and Education Council confirms final approval of all admissions and language competency requirements.

Curriculum Committee

Sub-Committee of Education Council responsible for review and recommendation to approve all new, revised or withdrawn curriculum guidelines.

Senior Management Team (SMT)

The primary administrative governance committee that is responsible for developing and approving the Douglas College Master Educational Plan, approving the use of College resources to support new degree Full Program Proposals, advising the College President on administrative matters and approving all College management decisions.

College Board

The formal authorizing governance committee which is responsible for approving new College credentials, as well as strategic, fiscal and contractual College decisions.

PROCEDURE AND FLOW CHART FOR NEW NON DEGREE CREDIT PROGRAMS

1. Concept Statement
   1. A concept statement may be developed by an individual or group in the College.
   2. A concept statement will be presented to an appropriate FEC/DEC for review and to the appropriate Dean/Director for review and determination of fit with Faculty Strategic Directions. An appropriate FEC/DEC is the one likely to offer the majority of the courses in the program. When programs are interdisciplinary in nature, a concept statement must be reviewed by all relevant FEC/DEC(s) and reviewed as above by all responsible Deans/Directors.
   3. The concept statement will be presented to VPAC by a Dean/Director for review. Responsibility for further program development and a consultation process will be reviewed by VPAC. If a program is interdisciplinary, more than one Dean/Director may be named the responsible administrator.
   4. Upon review by VPAC, the concept statement will be referred to SMT and to Education Council for information. Education Council may make recommendations to VPAC about educational issues and/or membership on a Program Curriculum Development Committee.
2. Feasibility Study
   1. The responsible Dean will strike a Program Curriculum Development Committee. The Program Curriculum Development Committee will complete a feasibility study. (See definition for feasibility study on page 2)
   2. A feasibility study will be presented to VPAC, by the Dean/Director(s) and a representative of the Program Curriculum Development Committee, for review and approval. VPAC will confirm if a proposed program can be supported administratively and operationally, and will refer the feasibility study to SMT.
   3. SMT will review all feasibility study submissions for approval. If approved, the proposed program will be incorporated into the Master Education Plan for the College at the earliest possible date. If rejected by SMT, the proposal will be revised and resubmitted, held to be resubmitted at a later date, or dropped. The Program Curriculum Development Committee, in consultation with the Dean/Director(s) responsible, will decide which action is to be taken. Any revisions made to the proposal will be re-submitted to VPAC and SMT for approval.
3. Full Program Proposal
   1. Detailed curriculum development will begin and a Program Curriculum Development Committee will develop a detailed curricular framework. This framework will include information about all curriculum content and proposed sequencing of courses. (See definition of Curriculum framework on page 2) The curricular framework will be presented to VPAC by a representative of the Program Curriculum Development Committee for review and recommendations. When appropriate, the responsible Dean(s) will strike or expand a Program Advisory Committee to oversee the implementation and ongoing operation of the program.
   2. The Program Curriculum Development Committee will write a Full Program Proposal http://www.aved.gov.bc.ca/degree-authorization/public/non-degree-program.htm and will complete Parts B and C of a New Program Development Consultation Control Sheet. This Control Sheet should accompany the Full Program Proposal through all remaining steps in the approval process.
      
      NOTE: Program Curriculum Committees are expected to consult all affected/interested Departments/Programs early in the program development process. This consultation should involve Deans and faculty in all departments that could have any interest in the new program or any of its curriculum. Consultation normally will include feedback about any aspect of the program proposal an interested faculty member or Dean wishes to bring forward. Program Curriculum Developers and/or Deans may choose to amend curriculum or Full Program Proposals after receiving input from affected FECs/DECs but are not required to do so. Consultations with interested and affected faculty and Deans must be completed before a Full Program Proposal is referred to VPAC for approval.
   3. When steps 1 and 2 are completed, a Full Program Proposal will be presented by a representative of a Program Curriculum Development Committee to the appropriate FEC/DEC(s) for review, and then to the appropriate Dean/Director for approval.
   4. A Full Program Proposal (including a curricular framework and a completed New Program Development Consultation Control Sheet) will be presented to VPAC, by the responsible Dean/Director(s) and by a representative of the Program Development Committee, for review and approval. Approval by VPAC indicates the program can be supported administratively and operationally. VPAC may advise Education Council about the Program Proposal's consistence with the College Signature elements.
   5. A VPAC approved Full Program Proposal will be submitted by the Program Curriculum Development Team and the responsible Dean(s) to:
      1. Education Council Standing Committee on Admissions and Language Competency for review. The Admissions and Language Competency Committee will make recommendation to approve admission requirements and language competency to Education Council. Education Council will review and confirm final approval of these recommendations when considering Approval of a Full Program Proposal.
      2. Education Council Secretary with a request that the Full Program Proposal, including the VPAC approved Feasibility Study, be placed on an Education Council meeting agenda as a Notice of Motion for Approval.
   6. Curriculum Guidelines are reviewed by the Curriculum Sub-Committee of Education Council, before or after the Full Program Proposal is approved at Education Council. Program Curriculum Development committees will determine when to refer curriculum guidelines to their FECs/DECs, and may elect to present them in a completed Full Program Proposal package, or not. Cross college consultation about curriculum guidelines and appropriate Course Control Sheets must be completed and approved by the appropriate FECs/DECs before they are reviewed by Education Council Curriculum Subcommittee. The Curriculum Committee of Education Council will review curriculum guidelines for clarity and consistency with Douglas College Educational Policies and determination that appropriate systemic consultations have occurred. The Curriculum Committee will bring a Motion to Approve Curriculum Guidelines to Education Council for all new, revised or withdrawn curriculum in non-degree credit Program Proposals. Faculty and/or Deans should attend Education Council meetings when Council is considering any Notice of Motion or Motion to Approve new or revised Curriculum Guidelines.
      
      NOTE: The Education Council Curriculum Committee must complete a review of all new, revised or withdrawn courses and must bring a separate motion to approve them to Education Council. This process can take up to two months to complete. It is advisable to submit completed Course Control Sheets and Curriculum Guidelines to the Education Council Curriculum Committee at least two months before the new curriculum will be taught.
   7. Approval of a Full Program Proposal at Education Council confirms that the proposed program is consistent with all Douglas College Educational Policies and is consistent with requirements for the College Academic Signature. If a Full Program Proposal is rejected by Education Council, the Program Proposal may be revised by the Program Curriculum Development Team in consultation with the Dean/Director(s) responsible. Any revisions made to the Proposal must be re-submitted to Education Council for approval.
   8. VPAC will refer an Education Council approved Full Program Proposal to SMT for review and approval. Approval by SMT indicates that the program is sustainable and is consistent with college strategic directions and planning priorities.
   9. The Vice President Education will submit approved Full Program Proposals to the Post Secondary Institution Proposal System (PSIPS) as required and specified by the Ministry of Advanced Education Guidelines, for a 30 day peer review. Ministry guidelines specify which programs must be posted and which may be approved internally without posting. http://www.aved.gov.bc.ca/degree-authorization/public/quality-assessment.htm The Vice-President, Education will monitor the PSIPS web site and will send any comments received to the Chair of Education Council and the Program Curriculum Development Committee. Revisions may be made by the Curriculum Development Committee in consultation with the responsible Dean/Director(s) in response to PSIPS comments. A summary of all modifications to a Full Program Proposal must be sent to Education Council. If significant revisions are made, Education Council and/or VPAC may request a review of the revised program proposal for approval.
   10. When an Education Council approved program proposal requires a new credential, the College President will recommend the new credential to the College Board for approval.

PROCEDURE AND FLOW CHART FOR CREDIT PROGRAM REVISIONS

When a program already offered at the College is revised, a considerably shorter process is involved. Such revisions may include but are not limited to changes in entry requirements, hours, or the addition/deletion or resequencing of courses required to obtain the credential.

NOTE: Revisions to Curriculum Guidelines for individual courses must follow the process outlined in the Curriculum Approval Policy. Revised Curriculum Guidelines may be submitted to the Education Council Curriculum Committee before, after or at the same time as a proposal for program change is submitted to Education Council. The Curriculum Committee publishes its? review time lines and deadlines each semester. Changes in admission requirements must also be approved by the Admissions and Language Competency Committee.

While Curriculum Guidelines may be submitted to the Curriculum Committee of Education Council, along with requests for program revision, the Curriculum Committee of Education Council must complete a review of the requested course revisions and must bring a separate motion to approve course revisions to Education Council. This process can take up to two months to complete, so it is advisable to submit completed Course Control Sheets and Curriculum Guidelines to the Education Council Curriculum Committee two months or more before a program revision including new or revised curriculum will be taught.

PROCEDURES FOR PROGRAM REVISIONS

1. The appropriate Dean/Director will strike a program revision ad hoc faculty committee or assign a faculty member to the work of developing a proposal for program change. This committee or person will complete a Revised Credit Program Control Sheet.
2. Proposed changes, including detailed rational and effective date of implementation will be reviewed by the relevant FECs/DECs and approved by the Dean/Director(s) of the Faculty(s) delivering the program.
3. The appropriate Dean/Director will present details of the proposed Program Changes and the Revised Program and Consultation Control Sheet to VPAC and SMT for information or for approval when there are resource implications.
4. When program admission requirements change, the program developers will forward requested changes to the Education Council Standing Committee on Admissions and Language Competency for review and recommendation to Education Council.
5. When curriculum guidelines include major changes, the program developers will forward requested changes to the Education Council Curriculum Committee for review and recommendation to Education Council.
6. The details of the proposed program changes and the Revised Credit Program Control Sheet will be forwarded to the Education Council Secretary, along with a request for Notice of Motion to Approve the program revisions. The Education Council Secretary, in consultation with the Education Council Chair, will include the Notice of Motion on an Education Council agenda as Education Council business allows.
7. Education Council will consider a Notice of Motion for Approval of all program revisions submitted. FECs/DECs will normally have an opportunity for input and feedback and a Motion to Approve Program revisions will normally be voted on at the next regularly scheduled Education Council meeting. Departments can request Short Cycled Approval when revisions are minor. The Education Council Secretary or Chair will provide information about short cycle procedures upon request.
8. Approval of a Program Revision at Education Council confirms that the proposed revision is consistent with requirements for the College Academic Signature and all Douglas College Educational Policies.
9. When revisions include a change in program title or credential, the Vice President Education will present the change to the College Board for Approval.

This policy was last revised in May 2005.