2.3 Summary of the Scheme Approval Process

1. This section provides a summary of the scheme approval process, which is described in detail in sections 2.4 – 2.9.  Staff may also find it useful to refer to the scheme development flow charts found in section 2.15.

2. All proposals should be discussed with the Pro Vice-Chancellor (ESE) and Head of Planning prior to any business case or scheme development documentation being completed; this should be done through the Planning round for cases following the Executive Approval Pathway, or in principle for proposals following the Non-Executive approval pathway. In exceptional cases, if proposals are put forward outside of the Planning round, a case should be made to the PVC (ESE) and Head of Planning. Once a proposal has been approved, the department should proceed to the development of the business case and/or proposal documentation noted below.

3. The approval process is split into ‘Executive’ and ‘Non-Executive’ approval pathways. Please consult with your Academic Registry QA link (qaestaff@aber.ac.uk) to determine the most appropriate approval pathway.

4. The ‘Executive’ approval pathway is for proposals which are considered as major changes or restructures, development in an area of new provision, and where there are resource or university-level implications which require sign off by the University Executive. The business case should be discussed, and associated documentation completed in consultation with, the Planning Office; this should then be submitted to the University Executive for consideration. The University Executive Group will consider proposals in the context of strategy, business viability including costs, risks (including reputational risks), student numbers and practical considerations and will determine whether they should go forward for academic consideration by the standing Academic Scrutiny Panel. SDF forms should not be developed until the University Executive has approved a proposal to proceed to Academic Scrutiny Panel.

5.The ‘Non-Executive’ approval pathway is for proposals which are considered to be a development within an existing area, where there are no resource implications and therefore sign off is not required by the University Executive. The PVC (ESE) and Head of Planning will consider proposals in the context of impact on the portfolio and will determine whether they should go forward for academic consideration by the standing Academic Scrutiny Panel. SDF forms should not be developed until the PVC (ESE) and Head of Planning have approved a proposal in principle to proceed to Academic Scrutiny Panel.

6. For Online/Distance Learning and CPD provision, see section 2.9.

7. Where a free-standing Certificate or Diploma is offered, it must be approved as a new study scheme with a programme specification and scheme structure.

8. Change to degree scheme titles, scheme suspensions and scheme withdrawals will be considered by the PVC (ESE).

9. For provision that does not fit into the above, departments should contact the Quality Assurance and Enhancement team (qaestaff@aber.ac.uk) to discuss appropriate internal scrutiny prior to consideration by any external panel.

10. Schemes should not be advertised online, or appear on UCAS, until they have fully completed the approval process, but may be marketed as ‘subject to approval’ in the printed University prospectus. Schemes could be marketed as ‘subject to approval’ at open days, or on departmental websites, subject to a satisfactory case being made to the PVC (ESE) or Academic Scrutiny Panel where appropriate, and providing that all advertising copy and presentations at events made it clear that such courses are still subject to formal approval.

11. To ensure adequate time for an effective marketing campaign and successful launch, proposals should ideally be developed following a 2-year planning cycle. This enables proposals to be considered at departmental level, allows departments time to undertake external consultation, current student and alumni consultation, discussions with Global Marketing and Student Recruitment, as well as time for proposals to complete the appropriate approval route.

Welsh Language Standards

12. Aberystwyth University complies with the Welsh Language Standards. Academic departments are responsible for demonstrating compliance, particularly with Standard 104, when submitting proposals to introduce, restructure, suspend or withdraw study schemes. Further details are provided on the Centre for Welsh Language Services webpages: https://www.aber.ac.uk/en/cgg/bilingual-policy/.

Welsh Medium Provision

13. During curriculum development, academic departments will refer to the University’s strategic aims, particularly the university’s current Welsh Medium strategy/plan. Please refer to Welsh Language Policies and Strategies for further details, including the guiding principles and success indicators in relation to academic provision: https://www.aber.ac.uk/en/cgg/policies/.

14. Scheme provision at the University is overseen by the Quality & Standards Committee (QSC), a sub-committee of Senate. Q&SC is responsible for maintaining an overview of proposals for new schemes, suspensions and withdrawals. Proposals for new schemes will be considered by a standing Academic Scrutiny Panel, which reports to Q&SC.

15. The Approval Pathway sections describe the process for the approval of taught degree schemes and other schemes of study leading to awards at Aberystwyth University and applies to new scheme proposals. Schemes will be approved for a five-year period, after which they will need to undergo a process of review and revalidation (Section 2.12).

16. The approval process is designed to address the guiding principles, and meet the key practices as outlined in the UK Quality Code. This is to assure the University that, in developing new study schemes, academic departments have given proper consideration to the following:

(i) External reference points, including any relevant subject benchmark statements and the Framework for Higher Education Qualifications (FHEQ)

(ii) The advice of external subject specialists (for example a current external examiner or members of an external advisory body) and, where appropriate, the requirements of PSRBs and employers

(iii) The compatibility of scheme proposals with existing provision and with institutional goals and mission

(iv) Resource requirements including staff, library, IT and any subject specific resources (e.g. laboratory facilities)

(v) The likely level of demand.

17. Academic departments planning to introduce a new study scheme, or significantly modify an existing one, should allow for sufficient time for recruitment and advertising.