Curriculum Development and Approval Procedures

General

1. The College uses CourseLeaf Curriculum Inventory Management System (CIM) as its online curriculum development and approval system. 

Support

2. The College strongly recommends the use of the following resources to support curriculum development. Use of these resources from the start of the development process will help to facilitate a smooth and timely implementation process:
   
   
   
   1. Centre for Teaching, Learning and Research (CTLR) will assist with the design of program content guides, course outlines, and course maps to create aligned and inclusive learning outcomes, assessments and learning activities.
   
   
   2. The Registrar's Office (RO) will assist with establishing clear admission requirements, course pre-requisites and student-centred academic scheduling processes, in addition to supporting the implementation of the Curriculum Delivery Framework.
   
   
   
   

Curriculum Development & Approval Process

3. The following sections detail the types of curriculum development:
   
   
   
   1. Program Change
   
   
   2. Major Curriculum Change
   
   
   3. Minor Curriculum Change
   
   
   4. Continuing Studies Non-Credit Courses
   
   
   
   


4. Large curriculum development projects often involve a mix of multiple types of curriculum development, particularly when tuition change or costing is involved. Curriculum Leads might need to follow multiple different sections of these procedures, as well as the procedures in  Policy 409 Program Development and Approval. CTLR, the Registrar's Office, and/or Curriculum Committee can provide guidance.

A.  Program Change

5. Program change refers to all proposals related to:
   
   
   
   1. New programs.
   
   
   2. New course development, where the course is a required part of a program or credential, and is likely to affect the cost of program delivery.
   
   
   3. Revisions to programs that impact total program contact hours, total credits, or total cost of the program and related courses, unless identified by the Vice President, Academic & Applied Research as being urgent or minor in impact.
   
   
   4. Revisions to courses that impact course implementation, including total contact hours, cost, and course deactivations, unless identified by the Vice President, Academic & Applied Research as being urgent or minor in impact. Written recommendations to the Board of Governors, submitted through the Finance and Audit Committee, will include the essential course criteria needed to inform and enable the Board to maintain the course effectively.
   
   
   5. Revisions to programs resulting from program renewal or accreditation recommendations.
   
   
   6. Revisions to programs resulting from a program suspension process per Policy 414 Suspension and/or Discontinuance of Programs.
   
   
   
   


6. Program and course development procedures can be found in Program Development and Approval (409) procedures. 


7. The concept paper and benchmark report for the proposed program change, unless waived by the Vice President Academic & Applied Research, will go to Education Council and the Board of Governors (Board) for information. For courses, Education Council has the authority and responsibility to approve the admission criteria.


8. Upon approval of the concept paper by Senior Team (or equivalent approval to proceed with program development), the Curriculum Lead may begin curriculum development and will submit the required curriculum proposal(s) for approval.


9. The curriculum proposal must be developed in collaboration with the department, CTLR, Registrar, and other relevant internal parties including but not limited to:
   
   
   
   1. Indigenous Education & Community Engagement;
   
   
   2. IT;
   
   
   3. Facilities;
   
   
   4. International Education;
   
   
   5. Disability Services; and
   
   
   6. Library.
   
   
   
   


10. The curriculum proposal must be compatible with third party requirements, which may be contractual, or related to affiliation or accreditation.


11. Following approval by the Department Leader and Dean, Curriculum Committee reviews the curriculum proposal and may:
    
    
    
    1. Recommend approval of revisions and new curriculum to Education Council.
    
    
    2. Return proposals to the Curriculum Lead for further revisions and/or consultation.
    
    
    
    


12. The Curriculum Committee Chair presents the curriculum and a recommendation to Education Council.


13. The Dean or designate will provide a decision note informing Education Council about matters related to the implementation of the program change proposal.


14. Education Council may:
    
    
    
    1. Approve or conditionally approve proposed revised or new curriculum. (Conditional approval requires that the Curriculum Lead implement recommended revisions and that the revised curriculum is reviewed and approved by the Curriculum Committee Chair prior to implementation.)
    
    
    2. Return curriculum proposals to the Department for further revisions and/or consultation.
    
    
    
    

15. The Education Council Chair will inform the Board of the approval of new or changed curriculum. 


16. Any affiliation agreements required as part of the curriculum proposal must be approved per Policy 407 Educational Affiliations prior to final approval of the curriculum proposal.

B.  Major Curriculum Change

17. Major curriculum change refers to all proposals related to:
    
    
    
    1. New courses that are not a required part of a program/credential.
    
    
    2. Revisions to programs that:
       
       
       
       1. Do not impact total program hours, credits, or cost (if program hours, credits, or cost are affected, Program Change procedures apply),
       
       
       2. Affect existing program implementation requirements, or
       
       
       3. Are not within the scope of Education Council's guidelines on minor curriculum change.
       
       
       
       
    
    
    
    


18. The curriculum proposal must be done in collaboration with the department, CTLR, Registrar, and other relevant internal parties as needed, including but not limited to:
    
    
    
    1. Indigenous Education & Community Engagement;
    
    
    2. IT;
    
    
    3. Facilities,
    
    
    4. International Education;
    
    
    5. Disability Services; and
    
    
    6. Library.
    
    
    
    


19. The curriculum proposal must be compatible with third party (contractual, affiliation, and accreditation) requirements.


20. Curriculum Committee reviews the curriculum proposal and may:
    
    
    
    1. Recommend approval of major revisions and new curriculum to Education Council.
    
    
    2. Return proposals to the Curriculum Lead for further revisions and/or consultation.
    
    
    
    


21. The Curriculum Committee Chair presents the curriculum and a recommendation to Education Council.


22. Education Council may:
    
    
    
    1. Approve or conditionally approve proposed revised or new curriculum (conditional approval requires that recommended edits are reviewed and approved by the Curriculum Committee Chair prior to implementation).
    
    
    2. Return curriculum proposals to the Department for significant further revisions and/or consultation.
    
    
    
    


23. Any affiliation agreements required as part of the curriculum proposal, must be considered and approved pursuant to Policy 407 Educational Affiliations prior to final approval of the curriculum proposal.


24. For new courses that are not a required part of a program or credential:
    
    
    
    1. The Dean must submit a course costing for approval by Senior Team, with input from the Chief Financial Officer and the Registrar.
    
    
    2. Course tuition and fees are approved by the Finance and Audit Committee and Board in accordance with Ministry guidelines and the College's Policy 310 Tuition and Fees. Written recommendations to the Board of Governors, submitted through the Finance and Audit Committee, will include the essential course criteria needed to inform and facilitate the Board's approval process.
    
    
    
    

C.  Minor Curriculum Change

25. Minor curriculum change refers to all proposals related to:
    
    
    
    1. revisions to existing courses (except changes to credits or hours), and
    
    
    2. revisions to existing programs that do not have any implementation requirements, and
    
    
    3. are within the scope of Education Council's guidelines on minor change.
    
    
    
    


26. The curriculum proposal must be compatible with third party (contractual, affiliation, and accreditation) requirements.


27. Curriculum Committee reviews the curriculum proposal and may:
    
    
    
    1. Approve minor changes.
    
    
    2. Return proposals to the Curriculum Lead for further revisions and/or consultation.
    
    
    
    


28. The Curriculum Committee Chair presents a summary of minor changes to Education Council for information on a regular basis.

D.  Continuing Studies Non-Credit Courses

29. All Continuing Studies non-credit courses and course revisions are recorded in CourseLeaf and are approved by the Continuing Studies Dean.


30. Continuing Studies provides an annual report of non-credit courses to Education Council.

Responsibilities

31. The School Dean or designate is responsible for monitoring the curriculum development process for Program Changes and supporting consultation with the Registrar, Finance, and external parties. The Registrar and Finance should be consulted on any proposed changes to the Curriculum Delivery Framework or previously-granted Curriculum Delivery Framework exemptions. External consultation may be required for the creation of the Program/Credential Benchmark Report.


32. Deans, Department Leaders, CTLR, and Curriculum Leads will follow the requirements contained in the Curriculum Delivery Framework. Requests for exemptions from the Curriculum Delivery Framework will be compiled by the Dean or designate and brought to the Vice President Academic & Applied Research for decision.


33. The Department Leader and School Dean provide initial approval of all new or revised curriculum.


34. The Curriculum Lead is typically the individual responsible for bringing these changes before Curriculum Committee and Education Council.


35. The School Dean is responsible for ensuring that:
    
    
    
    1. any new or revised curriculum has been costed appropriately, and
    
    
    2. any significant financial requirement for the College or students has been identified, and
    
    
    3. a reasonable timeline has been established to ensure effective implementation of the proposal.
    
    
    
    

Consultation

36. The Curriculum Lead is required to conduct appropriate internal and external consultations for all Program Change and Curricular Change. CTLR assists in identifying appropriate areas to consult based on the scope of curriculum changes.


37. Requests for consultation must provide relevant parties with adequate time to provide feedback and recommendations.


38. Faculty within the department must be consulted prior to curriculum being presented to Curriculum Committee.


39. Curriculum Committee and Education Council have the authority to require further consultations as deemed appropriate.


40. New or revised program content guides and/or course outlines should be submitted to the Registrar and CTLR for consultation at least two months prior to Curriculum Committee submission, except for minor changes.

Timelines

41. The development/revision and approval of programs and courses may take anywhere from one (1) month (for minor revisions) to 18 months (for a new program). Meeting the requirements of any external regulatory bodies, such as the Degree Quality Assessment Board (DQAB), may require additional time.


42. Curricular Changes should be approved at least 6 months prior, except for minor changes, or new program or course curriculum that does not impact academic scheduling deadlines. 

Communication and Record Keeping

43. Following Education Council approval, a formal resolution is sent by the Education Council Office to key implementation areas within the College and is posted on the website. 


44. The Education Council Office saves an electronic copy of approved curricula in a location accessible to all employees.


45. Official curriculum documents are archived by the Registrar's Office in compliance with VCC's Policy 520 Record Management and Records Retention Schedule.