New Program Development and Program Change

Procedure Number: 
001
Policy Number: 
3103
Responsibility: 
Board of Governors
Approved: 
Board of Governors
Effective: 
May 5, 2015
Last Amended: 
November 3, 2016
Review: 
May 5, 2016
Procedure Statement: 

Section One: Development of New Programs

Development Principles:

All Justice Institute of British Columbia (JIBC) programs:

  1. Are aligned with the vision, mission, mandate, and priorities of the Institute.
  2. Respond to industry, employer, community needs and interests of prospective students.
  3. Reflect industry standards where appropriate.
  4. Use assessment and evaluation practices that appropriately measure program learning outcomes and competencies.
  5. Are designed, wherever possible, to facilitate credit transfer opportunities (sending and receiving).
  6. Are supported with Course Outlines for each Program course.
  7. Are taught by qualified instructors selected to ensure an appropriate mix of applied, academic, and research qualifications and experience.
  8. Incorporate appropriate instructional methodologies to meet theoretical and applied learning outcomes.
  9. Are sequenced to ensure that, where appropriate, development of certificates and diplomas in related or complimentary areas precede the development of applied degrees.
  10. Utilize Program Advisory Committees in the development, review and redevelopment processes.
  11. Engage Aboriginal Education Advisory Council (AEAC) to share and support the perspectives of aboriginal ways of knowing and learning in the development of new program concepts.

 

Part I: Process for Concept Development of New Credentialed Programs

  1. A Program Concept Proposal [1] is developed by a proponent or team in one or more Schools after initial consultation with the School Dean(s) and Vice President Academic. A New Program Approval Form [2] is to accompany the proposal through all steps of the process.
  2. The Program Concept Proposal is presented to the relevant School Curriculum Committee (SCC) for advice and endorsement.
  3. The Program Concept Proposal is presented by the Dean or delegate to the Office of Indigenization prior to it going to the Aboriginal Educational Advisory Council (AEAC) for advice (may occur later in process).
  4. The Program Concept Proposal is presented to Program Council [3] for information and advice.
  5. The Program Concept Proposal is presented to Senior Management Council (SMC) for review and endorsement.
  6. The proponent and Dean incorporate advice/feedback and determine feasibility to move forward with a Full Program Proposal. Decision making rests with the Dean.

Part II: Process for Development of Full Proposal for Certificates and Diplomas

7.    Throughout this process the New Program Approval Form must be utilized for all new credentialed programs of 10 or more credits.

8.    A Full Program Proposal [4] (FPP), including all course outlines, is developed by the proponent/team using the FPP form. Consultation with appropriate service and support departments (e.g. library, facilities, institutional research, technology services) is required.

9.  The Dean develops the draft budget with the Proponent/Team including consultation from Finance.

10.  The Dean seeks advice and input on the FPP from the relevant Program Advisory Committee, the Office of Indigenization, and as applicable, the Aboriginal Education Advisory Committee.

11.  The FPP is submitted for comment, feedback and/or recommendation by the School Curriculum Committee



 

 


 

12.The FPP is reviewed by Senior Management Council for endorsement including a draft budget that has been approved by the Vice President Academic.

13. The FPP is submitted to Program Council for approval of courses and recommendation for approval of the program to the Board of Governors; (note: submission to Senior Management Council and Program Council can occur simultaneously)

14. Any revisions from Program Council review are incorporated and then the Vice President Academic, on behalf of the Dean, submits an Executive Brief and a Budget Summary (including tuition) to the Board of Governors for approval.   

15. Where required, the FPP (or an adapted version) is posted on to the BC Post-Secondary Institution BC (PSIPS) website for peer review through the Office of Applied Research and Graduate Studies (note: this step and the next are required for Certificates and Diplomas that ladder into a higher degree or credential).

16. For those credentials submitted to Post Secondary Institute Proposal System (PSIPS) will be required to respond to Peer review feedback. The program implementation plan will be developed and approved by the Dean.

17. Notification of the final approval of the new program is done by the Vice President Academic.

18. The Dean submits the Program Approval Form, and also ensures the JIBC Program and Course Repository is updated. 

Part III: Process for Development of Undergraduate Degrees and Graduate Degrees

19. A Ministry Review Template [5], which may also function as a Concept Proposal as outlined in steps 1-6 in Part I above, must be completed and submitted to Degree Quality Assessment Board through the Office of Academic Planning for their review and comment either prior to or subsequent to the development of the FPP.

20. A Full Program Proposal (FPP), including all course outlines, is developed by the proponent/team using the Full Program Proposal form. Consultation with appropriate service and support departments (e.g. library, facilities, institutional research, technology services) is required.

21. The FPP (or revised version) is posted by the Office of Academic Planning on the BC PSIPS website for peer review.

22. PSIPS peer review feedback response is summarized by the proponent/team and Dean and submitted to PSIPS through the Office of Applied Research and Graduate Studies.

 



[5] Ministry Review Template available on http://intranet.jibc.ca/forms/view_items.cfm?CategoryID=8

23. A formal Degree Quality Assessment Board (DQAB) review, on-site or as required, is prepared by the proponent and Dean with support through the Office of Academic Planning, submitted by the Vice President Academic.[6]

24. After DQAB review recommendations and feedback are provided, an institutional response is developed and submitted to DQAB through the Vice President Academic.

25. Final approval is from the Minister of Advanced Education and this must be received prior to the formal announcement internally or externally.

26. Notification of final approval of the new program is done by the Vice President Academic.

27. The Dean submits the Program Approval Form, and also ensures the JIBC Program and Course Repository is updated.

28. An implementation plan is developed by the proponent with approval by the Dean.
Part IV: Process for New Non-Credentialed Programs

29. A Program Concept Proposal is developed by a proponent/team in one or more JIBC Schools and the Program Approval Form is to be used throughout.

30. Consultation with appropriate service and support departments (e.g. library, facilities, institutional research, technology services) is required.

31. The Dean consults with the relevant Program Advisory Committees to ensure industry and stakeholder expectations are met.

32. If applicable, the Dean or delegate seeks advice from the Office of Indigenization prior to the Program Concept Proposal going to the AEAC.

33. The Program Concept Proposal and related course outlines are presented to the School Curriculum Committee for approval of the program and the courses.

34. A proposed draft budget is developed by the proponent with consultation from Finance and submitted for approval by the Dean.

35. The Dean submits the Program Approval Form, and also ensures the JIBC Program and Course Repository is updated.

36. A program implementation plan is developed and communicated by the Dean.



[6] At least 3 external auditors will be required, in addition to DQAB staff.

Section Two: Changes to Programs

Part I: Change to Credentialed Programs

Programs undergo change for a number of reasons including but not limited to:

  • Program Review outcomes
  • Program area and/or Dean initiated change
  • Industry or stakeholder changes
  • Changes in external accreditation requirements

Proposed program change is considered under two general categories: minor and major change. The type of approval process will be dependent upon the type of change. A Program Change Form is to be completed for either minor or major changes.

A.        Minor Change for All Credentialed Programs

Examples of minor change are:

  • Program descriptions
  • Delivery mode (note: given the nature and outcomes of this change, it may be classified as major change.)
  • Changes to sequencing of courses
  • Minor changes to the program learning outcomes or goals (minor is categorized to be under 33%);

Process

37. The proponent submits the proposed changes along with the Program Change Form and any other necessary supporting documents for approval at the School Curriculum Committee.

38. Once review and approval has occurred by the School Curriculum Committee, the Dean submits the Program Approval Form, and also ensures the JIBC Program and Course Repository is updated.

39. Program Council will develop and report an annual report, at minimum, of all minor changes.


Major Change for Credentialed Programs (Certificates and Diplomas)

Examples of major change are:

  • Total Program credit values
  • Program name change
  • Program entrance requirements
  • Required or elective courses – addition or deletion
  • Program credential
  • Graduation requirements

Note: If the total amount of Major change is deemed comprehensive through a consultative process with the Office of Applied Research and Graduate Studies, a new program proposal will be required. If the proponent is unclear about the amount of change and any potential related implications, they are to seek appropriate advice well in advance of proposing changes.

 

Process

40. The proponent submits the proposed changes (Program Change Form) and supporting documentation to the School Curriculum Committee for review and recommendation for approval to Program Council.

41. The proponent then submits the proposed changes and supporting documentation to Program Council (via Program Council Curriculum Committee) for approval.

42. Program Council approves the changes with the exception being related to financial implications. These will go the SMC and the BOG as required.

43. Once review and approval has occurred by the School Curriculum Committee, the Dean submits the Program Approval Form, and also ensures the JIBC Program and Course Repository is updated.

44. An implementation plan is then developed by the proponent with approval of the Dean.

45. Any financial or other resource-related implications of proposed program changes are addressed through the proponent, Dean, Vice President Academic, and Senior Management Council as appropriate.

C.      Major Change for Baccalaureate Degrees and Graduate Degrees

Major change workflow and approval process is similar to the major change process for credentialed programs as detailed in the steps 41-46 of Part B above with the following exceptions:

46. Depending upon the depth and nature of major change, DQAB approval may be required. 

47. Those programs that must meet accreditation requirements of their respective public safety sectors will utilize that process as part of the change activity.

48. Minor changes to non-credentialed programs require completion of the Program Change Form and approval is sought by the proponent from the Dean with a copy to the School Curriculum Committee and sign off from the Dean.

49. For those programs that require accreditation or industry standard reviews or change, the proponent is to utilize that process, and then submit the changes to their respective School Curriculum Committees with the Program Change Form and any supporting documents for approval.

50. All minor and major changes to non-credentialed programs are reported to the Vice President Academic through the Deans twice annually in November and May. 

51. The Dean submits the Program Approval Form, and also ensures the JIBC Program and Course Repository is updated. 

Last updated March 28, 2017