This page contains instructions for the approval of new programmes by change, to be offered by the University on all campuses. This includes approval for changes to micro-credential programmes offered by UoNO.
‘New programmes by change’ are defined as curriculum change requests to existing programmes where the proposed curriculum change is either a significant change at one time point or incremental changes over time which would lead to (or have led to), effectively, a new programme.
The purpose of the approval process is to ensure that appropriate academic standards are set and maintained, and that programmes offered to students make available learning opportunities which enable the intended learning outcomes to be achieved.
In order to meet the responsibility for academic standards and quality of learning opportunities, please consult the UK Quality code for HE advice and guidance, QAA Characteristics statements and QAA Subject benchmark statements (see links below). The University regulations on minimum expectations relating to teaching and learning must also be consulted.
2.1 Free speech
When developing a new programme, appropriate regard must be given to the importance of promoting free speech.
Please consult the following for further information about the Freedom of Speech Act:
The UUK document ‘How can Universities prepare for the Higher Education (Freedom of Speech) Act?
Office for Students guidance on free speech.
2.2 Academic freedom
In relation to programme and module development, approval, and delivery, it should be noted that academics would not be prohibited from developing or delivering a programme or module on the ground that it involves giving serious consideration to ‘controversial or unpopular opinions’. This is not a reason that the programme would be approved, rather it is not a reason it could be declined. For instance, there will remain business or logistical reasons to not grant approval to a programme or module.
2.3 Guidance about what constitutes a new programme by change
There are opportunities to make changes to existing programmes of study without the need for reapproval of the whole programme (see the ’Annual Review of Curriculum’ Quality Manual page for more details (link below). However, significant changes to the curriculum constituting a new programme by change, as described above, will require approval of the programme of study as a new programme; referred to as 'new programme by change'.
To help Schools understand whether proposed changes to existing programmes of study will require approval as a new programme, the following guidance has been developed.
New programme approval scenarios and requirements
| Scenario | New programme approval required |
|---|
| Changes to programme learning outcomes |
This may be considered a new programme by change for approval purposes if the changes to programme learning outcomes significantly alter the skills and knowledge that a student will have acquired and what students will be able to do upon successful completion of their studies. |
| Changes to programme structure |
This may be considered a new programme by change for approval purposes if:
There are significant revisions to a programme’s core modules either in one year or across the whole programme. For example, if more than half of core modules are changing. However this does depend on the mix of core and optional modules. Revisions to core modules might include:
- Adding/removing modules
- Moving modules within the programme structure
- Replacing old modules with new ones
- Replacing old modules with new ones of a different credit value
- Increasing/decreasing the core/optional credit split
- There are significant revisions to optionality. This will be particularly important for programmes which have a higher ratio of optional to core modules, or those that use restricted or alternative groups of modules
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Not all proposed programme changes may fit neatly into one of the above scenarios because they may include changes to multiple elements which change the programme significantly from what was originally approved.
For further advice and guidance about whether the changes you are considering would be a new programme by change, please contact: ss-curriculumadvice@nottingham.ac.uk
2.4 Timeline for approval and CMA considerations (UNUK Only)
To meet the university’s UKs publishing deadlines for the undergraduate and postgraduate prospectus, and to achieve a full cycle of marketing, Schools must aim for their programme to be developed and approved at least 5 weeks ahead of the publishing deadlines in the table below.
UK Prospectus Publishing deadlines for UG and PGT programmes
| Undergraduate |
1 March in the calendar year before students commence the course (e.g. 1 March 2024 for 25/26 entry) |
| Postgraduate Taught |
1 July in the calendar year before students commence the course (e.g. 1 July 2024 for 25/26 entry) |
There may be occasions when Schools request the introduction of a new programme by change after the release of the online prospectus. Each request will be carefully considered by RAA, Marketing, Admissions, the Legal team and other key individuals in the University as appropriate. For new programmes by change the main consideration would be risks relating to Consumer and Markets Authority (CMA) guidance, and specifically changing curriculum information which is material to prospective student decisions. In these circumstances the Late Change approval process will be followed.
2.5 Latest dates for programme approval (all campuses)
Separate to the prospectus deadlines above, the latest possible dates for programme approval are detailed in the table below. Changes this late should be exceptional requests only. Colleagues are expected to build in time contingences to their development timelines to allow for possible delays, for example if the Programme Review Panel ask for major revisions to be submitted to the next panel or if the stakeholder consultation surfaces issues which need time to be resolved. It is recommended that colleagues aim for one or two panels earlier than the latest possible dates to ensure programmes are approved in time for planned start dates.
Latest dates for obtaining university approval for new programmes
| Require UCAS recruitment | Require timetabling | Latest date for university approval |
|---|
| Yes |
Yes |
31 July in the calendar year before students commence the course |
| No |
Yes |
31 January in the same calendar year students commence the course |
| No |
No |
31 July in the same calendar year students commence the course |
For further advice and guidance about timelines for submission and approval, please email: ss-curriculumadvice@nottingham.ac.uk
3.0 Roles and responsibilities
It is not necessary to get School and Faculty endorsement for a new programme by change. It will be necessary to show that the School has approved the curriculum changes with their School education and student experience committees or equivalent in the usual manner. A full and/or addendum business case is not needed either.
The School are responsible to complete the new programme by change outline form. This includes liaison with stakeholders e.g. affected Schools, employers, students and external advice as appropriate.
RAA colleagues will review the new programme by change outline form and liaise with necessary University colleagues.
Schools planning significant changes to their programmes are expected to consult with Registry and Academic Affairs (RAA), Student Registry Office (SRO) or Academic Services Unit (AMU) (for UNUK, UNM and UNNC respectively), to discuss their plans and be appropriately advised which route to follow (i.e. curriculum change or new programme by change). Schools that submit significant changes through the curriculum review cycle which need to instead follow the new programme by change process will be contacted, advised accordingly and asked to resubmit by this route.
The new programme by change process is a condensed version of the new programme approval process; not requiring external advice or a full or addendum business case.
The new programme by change process set out below needs to be read in conjunction with the new programme by change process flow charts, which can be accessed here:
Please note, colleagues in UNM and UNNC complete each of the required steps for new programme by change but vary the order of completion due to local campus structures. These are reflected in the flow charts.
4.1 Completion of new programme by change outline form
Schools must confirm their intentions to make significant changes to their programme by submitting brief details on the new programme by change outline form. This is to ensure that relevant university colleagues are aware of developments.
The new programme by change form can be found here:
New programmes by change outline Form
4.2 Development of curriculum documentation
The next step in the process is for the School to prepare the curriculum documentation, i.e. the programme specification, the module specification and the curriculum map, plus any partnership agreements (if required).
Upon receipt of the new programme by change outline Form, RAA will assign a Business Partner to work with the School to assist in the development of their curriculum documentation.
The partnering process will ensure Schools receive appropriate and useful advice about University regulations and operability of programmes in any systems. RAA will seek advice from relevant professional services colleagues on any areas which might need specialist input. For new programmes by change, the Marketing Team will be consulted to ensure compliance with Consumer and Markets Authority (CMA) guidance (UK only).
If the new programme also requires a partnership agreement, Schools must submit curriculum documentation with the partnership agreement to the Partnership Operational Development Meeting (POD) so they can be considered together.
For more information about partnership approval process please consult the following:
Partnership and Placements
The Business Partner from RAA will confirm with the School when all curriculum documentation are complete and meet the required standard in terms of university regulations and operability in any systems. The application will then proceed to the next stage.
4.3 Consultation on curriculum documentation
RAA will make available the curriculum documentation (programme specification, module specifications, curriculum map, and partnership agreement if applicable) to a wide range of internal stakeholders across the University, including Schools, Faculties and Professional Services Departments, for a two-week period for scrutiny. This is the final opportunity for stakeholder queries to be raised.
During this process the stakeholders may send comments/queries for the School to address.
The School must respond to the comments/queries raised by stakeholders during this consultation process in a timely manner and address them to the stakeholder’s satisfaction. Otherwise this may lead to delays in approval.
Any unresolved issues raised during the consultation period will be referred to a Programme Review Panel for consideration and approval (see below).
4.4 New programme by change approval – no outstanding issues
Programmes of study which have no unresolved issues from the consultation with stakeholders, and do not present any challenging operational or regulatory issues, will be approved by Senior Manager (Head of Curriculum) or an Associate Director in Registry and Academic Affairs on behalf of Quality and Standards Committee (QSC).
4.5 New programme by change approval - at a Programme Review Panel
All other programme by change requests will be put forward for consideration at the next available Programme Review Panel for approval. Representatives from the School must attend the Programme Review Panel to respond to questions.
Panel dates are published prior to the start of the academic year, with around six meetings scheduled in each academic year. The ‘next available date’ will take into consideration time for the Programme Review Panel to consider the documentation in advance. As a general guide, papers for the previous step need to be submitted to RAA at least one month prior to the Programme Review Panel to allow time to complete the two-week Stakeholder Consultation and for the Programme Review Panel to consider the documentation in advance.
The Programme Review Panel at a minimum will consist of two QSC members, one of which will take the role of Chair, and senior representation from RAA: normally the Senior Manager (Head of Curriculum) or delegate. The academic lead(s) for the programme of study being considered will be expected to attend the panel and answer any queries put to them. Other colleagues may be invited to attend the panel if they have noted issues on the business case or during the consultation that are yet to be resolved.
In considering the curriculum documentation, the Programme Review Panel will:
- Make a judgement on any issues that fall outside the current scope of the Quality Manual.
- Review the operability of the proposed new programme, considering stakeholder feedback in relation to this.
- Consider the key academic aspects of programme specification – that is, the learning outcomes and how they will be taught and assessed. This consideration will be largely limited to ensuring that the learning outcomes are appropriate to the level of qualification being awarded.
- Ensure that there has been adequate consultation with other affected Schools, and that any comments or objections from these other Schools have been appropriately addressed.
- Ensure that the overall programme has coherence in terms of logic in structure, intellectual integrity and assessment methods being aligned with programme content, learning outcomes and learning and teaching activities.
The Panel can either:
- Approve (either outright or with minor changes which can be returned for final approval by Chair’s Action within an agreed timeframe)
- Ask for major revisions to be submitted to a future panel
- Reject the proposal
The decision of the Programme Review Panel will be communicated by RAA to the School and other university stakeholders.
4.6 Regulatory approval for new programmes by change (UNM/UNNC only)
Programmes in UNM and UNNC will require a further approval from local authorities before a programme is launched. In UNM approval is required from the Malaysian Qualifications Agency (MQA) and the Ministry of Higher Education (MOHE). In UNNC approval is required from the Ministry of Education (MOE). The SRO and ASU in UNM and UNNC respectively will help support this process.
4.7 After the programme is approved
After approval is obtained for the new programme by change (see previous steps), the programme will be created in the student records system, UCAS codes created (if applicable) and opened for marketing/recruitment. Programme and module specifications will be published online in the Online Course Catalogue, which then becomes the definitive record.
Students may not be registered on a programme until the programme has been fully approved.
5.0 Related regulations, policies and procedures
6.0 Version control table
Version control table
| Version Number | Purpose/Change | Approving Committee | Date |
|---|
| 1.0 |
Reformatted to align with the new University of Nottingham Policy Management Framework |
QSC |
August 2024 |
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