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Program Development and Quality Assurance

UFV/Program Development and Quality Assurance/Program approval process

Program approval process

The standards and criteria for the approval of new programs at public and private universities in British Columbia are established by the Ministry of Advanced Education and Skills Training. Degree programs must complete both a Stage 1 and Stage 2 assessment, which involves both internal and external review and approval. Non-degree programs generally require only internal review and approval, although in some cases an external 30-day peer review is also required. The charts below indicate the kinds of programs that fall under the degree and non-degree categories.

Submission of proposals to PDQA

Prior to each stage of the program approval process, program working groups (PWG) are required to submit updated and complete documents to PDQA. PDQA will review the documents, verify that they meet the requirements of the relevant committee and submit the program package to each committee assistant for review and inclusion in the committee’s meeting agenda. PDQA is also responsible for drafting the cover memos that accompany program proposal packages.

For questions regarding the program approval process, please contact PDQA.

A. Internal review and approval process by program type

The development of any new program at UFV requires a process of review and approval. Please note that significant revisions to existing programs may also trigger new program development. The Ministry of Advanced Education and Skills Training includes the following as defining a new program:

  • an existing interdisciplinary major for which the majority of the courses are new or are substantially altered to conform to the program's objectives;
  • a joint major if one or more of the fields in the joint major is not already represented by an approved major;
  • revision of a program's major objectives resulting in significant changes;
  • a change in degree designation or credential that may be precedent-setting;
  • a significant revision of a program that warrants credential renaming.

Note: The internal review and approval process for new programs does not apply to programs that qualify for expedited review. For programs that meet the criteria for expedited review, see the expedited program approval process on the Academic Planning and Priorities Committee website.

Undergraduate programs

Degree programs

  • New bachelor degree or new major or field of specialization (excluding Honours)
  • New minor in a program area where a major does not exist

Non-degree programs

  • Certificate that does not ladder into a diploma or degree (includes Associate)
  • New minor or equivalent option2 in a program area where a major or degree is already approved
  • Honours program in a field in which a major is currently offered
  • Option developed in an existing non-degree program (if recognized on transcript)3
  • Post-baccalaureate programs

2 Equivalent options include concentrations, specializations, pre-set thematic options, and similar programs with credit values approximately equivalent to UFV minor programs that form specializations within existing major or degree programs.

3 If it is not recognized on the transcript, it is considered a major program change, as per Ministry guidelines.

PDQA orientation

  • PDQA sets up an orientation meeting with the PWG, PDQA, Teaching and Learning and the dean to discuss process and timeline.
  • The PWG begins drafting the program proposal template and supporting documents for review and feedback from PDQA prior to submitting to the Curriculum Committee (CC).
  • The program proposal does not enter the approval process until PDQA has verified that content is complete. PDQA asks that PWG's provide two to three weeks for PDQA review of the draft proposal prior to moving forward to submission to the CC.

Materials required for submission to the CC:

  1. Program proposal template
  2. Appendices (those required for the CC review are noted; other appendices can be added to the proposal package as they become available; however, all appendices need to be completed prior to APPC submission):
    1. Comparable programs (required)
    2. Labour market information
    3. Student surveys
    4. Institutional and program learning outcomes (required)
    5. Full course outlines (using current templates) (required)
    6. Calendar copy (required)
    7. CVs of faculty teaching in the program
    8. Library assessment
    9. Letters of support
    10. Other relevant information (e.g. statement from licensing body)

See the external review and approval process for new programs to determine if your program requires ministry approval. If so, Stage 1 is required.

Curriculum Committee and Stage 1 development

General guidelines for developing the Stage 1 template

  • PDQA submits the package to the CC for review and approval.
  • The PWG members are encouraged to attend the CC meeting.
  • The CC assistant advises the PWG chair and PDQA assistant of any changes recommended at the committee meeting.
  • The PWG is responsible for making any necessary revisions to the documents.
  • Revised proposal and appendices are submitted to PDQA.
  • PDQA verifies that the program package is complete and submits it to the faculty council assistant for review and approval.

Beginning to develop Stage 1 template for ministry approval

The Stage 1 template is submitted to the Provost office from PDQA during the external step in the program approval process. However, it is necessary to develop the Stage 1 template early in the process. The Stage 1 template is a separate document from the program proposal template, however, it does include shared appendices and relevant information to the program.

PDQA will work with the PWG to develop the Stage 1 template. Development will begin after the program proposal has been approved by the CC.

Note: The Stage 1 template is an external document; UFV committees do not review Stage 1.

Documents should be submitted to PDQA for verification and quality assurance purposes after every subsequent step.

Faculty council, dean and budget development

  • PDQA submits the package to faculty council assistant for review and approval by the faculty council and dean.
  • The PWG members are encouraged to attend the faculty council meeting.
  • The faculty council assistant advises the PWG chair and PDQA assistant of any changes recommended at the committee meeting.
  • The PWG is responsible for making any necessary revisions to the documents. 
  • Revised proposal and appendices are submitted to PDQA. The faculty council may request that the proposal be re-submitted to a subsequent meeting for approval or revisions.
  • PDQA verifies that the program package is complete and submits the updated proposal package to the Undergraduate Education Committee (UEC) assistant for UEC pre-check subcommittee.

Budget development

  • Once the PWG has confirmed the program curriculum and resources needed, the budget consultation should be initiated since budget realities can sometimes require a reconsideration of program content/viability.
  • The PWG begins to develop a budget in consultation with the dean, PDQA and finance manager.
  • The PDQA assistant will set up a budget development meeting.
  • Budget analysis part A is developed by the PWG; budget analysis part B is developed by finance.
  • The PWG submits a budget form to Finance for review.
  • Finance reviews the budget and submits budget analysis part B to the PWG, dean, and PDQA.
  • The budget materials are not required until submission to the Academic Planning and Priorities Committee (APPC).

Materials required:

  1. Program proposal
  2. Appendices

UEC Pre-Check

  • PDQA submits the package to the UEC assistant for review and approval by UEC pre-check subcommittee.
  • The UEC assistant advises the PWG chair and PDQA assistant of any changes recommended at the subcommittee meeting.
  • The PWG is responsible for making any necessary revisions to the documents.
  • Revised proposal and appendices are resubmitted to PDQA.
  • PDQA verifies that the program package is complete and submits the updated proposal package to the UEC assistant for posting to campus-wide consultation.

Materials required:

  1. Program proposal
  2. Appendices

Campus-wide consultation

  • The UEC assistant submits the proposal package to campus-wide consultation for comments.
  • The PWG and PDQA are responsible for monitoring responses and comments.
  • The PWG is responsible for responding to feedback, making revisions and compiling a summary document of comments/responses.
  • The PWG submits the revised document to PDQA for verification, including summary document of comments/responses.
  • PDQA verifies that all comments have been addressed and all comments/responses are included in the document.
  • PDQA submits the package to the UEC assistant.

Materials required:

  1. Program proposal
  2. Appendices
  3. Campus-wide consultation feedback - comments/responses

Undergraduate Education Committee 

  • PDQA submits all updated materials to the UEC assistant for the UEC meeting.
  • A member from the PWG is required to attend the UEC meeting. If the program is approved, the UEC makes a recommendation to the Academic Planning and Priorities Committee (APPC) via PDQA.
  • The UEC assistant notifies PDQA of any revisions requested. The PWG is responsible for making any necessary changes.
  • The PWG submits the updated documents to PDQA for verification.
  • Note: The UEC may require proposal and/or course outlines to return to a subsequent meeting for approval.
  • Note: If changes are requested to course outlines, the proposal will not go to the APPC until the complete proposal is approved by the UEC.
  • Note: If changes are requested to the proposal itself, submission to the APPC may be delayed until the UEC has approved the revised proposal.
  • PDQA submits updated documents to the APPC for approval.

Materials required:

  1. Program proposal
  2. Appendices
  3. Campus-wide consultation feedback – comments/responses

Academic Planning and Priorities Committee

The UEC/GSC recommendations are submitted to the APPC.

  • PDQA submits all the updated materials to the APPC assistant for the APPC meeting.
  • A member from the PWG is required to attend the APPC meeting. If the program is approved, the APPC makes a recommendation to the Senate.
  • The APPC assistant will notify PDQA of any revisions requested. The PWG is responsible for making any necessary changes.
  • The PWG submits the updated documents to PDQA for verification.
  • Note: The APPC may require the proposal to return to a subsequent meeting for approval.
  • PDQA will verify if changes have been made. PDQA submits the revised document to the APPC assistant for Senate.
  • The APPC assistant submits the program package to Senate assistant.

Materials required:

  1. Program proposal
  2. Appendices (all appendices must be completed for APPC)
  3. Campus-wide consultation feedback – comments/responses
  4. Budget analysis part A and B
  5. Recommendation memos from the UEC assistant. PDQA is responsible for collecting recommendation memos.

Senate and Board of Governors 

Programs only go to the Board if they have changed substantially from the concept paper.

  • The APPC assistant submits the updated package to the Senate assistant.
  • The Senate makes a recommendation to the board, if necessary, for approval.
  • A member from the PWG is required to attend the Senate meeting.
  • The Senate assistant notifies the APPC chair/provost office of the Senate decision. The PWG chair, dean and PDQA are also notified.
  • The PWG is responsible for making necessary changes if required by the Senate.
  • The PWG submits the updated package to PDQA for verification.
  • PDQA finalizes the proposal package and makes any necessary formatting changes to the documents.

Materials Required:

  1. Program proposal
  2. Appendices
  3. Campus-wide consultation feedback – comments/responses
  4. Budget analysis part A and B
  5. Recommendation memo from the APPC and UEC.

Graduate programs

Degree program

  • Master's degree

Non-degree programs

  • Diploma and certificate that ladders into a graduate diploma or degree
  • Graduate certificate and diploma

PDQA orientation

  • PDQA sets up an orientation meeting with the Program Working Group (PWG), PDQA, Associate Vice President, Research, Engagement, and Graduate Studies, Teaching and Learning and the dean to discuss process and timeline.
  • The PWG begins drafting the program proposal template and supporting documents for review and feedback from PDQA prior to submitting to the Curriculum Committee (CC).
  • The program proposal does not enter the approval process until PDQA has verified that content is complete. PDQA asks that PWG's provide two to three weeks for PDQA review of the draft proposal prior to moving forward to submission to the CC.

Materials required for submission to the CC:

  1. Program proposal template
  2. Appendices (those required for the CC review are noted; other appendices can be added to the proposal package as they become available; however, all appendices need to be completed prior to APPC submission):
    1. Comparable programs (required)
    2. Labour market information
    3. Student surveys
    4. Institutional and program learning outcomes (required)
    5. Full course outlines (using current templates) (required)
    6. Calendar copy (required)
    7. CVs of faculty teaching in the program 
    8. Library assessment
    9. Letters of support
    10. Other relevant information (e.g. statement from licensing body)

Curriculum Committee and Stage 1 development

General guidelines for developing the Stage 1 template

  • PDQA submits the package to the CC for review and approval.
  • The PWG members are encouraged to attend the CC meeting.
  • The CC assistant advises the PWG chair and PDQA assistant of any changes recommended at the committee meeting.
  • The PWG is responsible for making any necessary revisions to the documents.
  • Revised proposal and appendices are submitted to PDQA.
  • PDQA verifies that the program package is complete and submits it to the faculty council assistant for review and approval.

Beginning to develop Stage 1 template for ministry approval

The Stage 1 template is submitted to the Provost office from PDQA during the external step in the program approval process. However, it is necessary to develop the Stage 1 template early in the process. The Stage 1 template is a separate document from the program proposal template, however, it does include shared appendices and relevant information to the program.

PDQA will work with PWG to develop the Stage 1 template. Development will begin after the program proposal has been approved by the CC.

Note: The stage 1 template is an external document; UFV committees do not review Stage 1.

Documents should be submitted to PDQA for verification and quality assurance purposes after every subsequent step.

Faculty council, dean and budget development

  • PDQA submits the package to faculty council assistant for review and approval by the faculty council and dean.
  • The PWG members are encouraged to attend the faculty council meeting.
  • The faculty council assistant advises the PWG Chair and PDQA assistant of any changes recommended at the committee meeting.
  • The PWG is responsible for making any necessary revisions to the documents.
  • Revised proposal and appendices are submitted to PDQA. The faculty council may request that the proposal be resubmitted to a subsequent meeting for approval or revisions.
  • PDQA verifies that the program package is complete and posts the proposal package for comments to campus-wide consultation.

Budget development

  • Once the PWG has confirmed the program curriculum and resources needed, the budget consultation should be initiated since budget realities can sometimes require a reconsideration of program content/viability.
  • The PWG begins budget development in consultation with the dean, PDQA and finance manager.
  • The PDQA assistant will set up a budget development meeting.
  • Budget analysis part A is developed by the PWG; budget analysis part B is developed by Finance.
  • The PWG submits a budget form to Finance for review.
  • Finance reviews the budget and submits budget analysis part B to PWG, dean and PDQA.
  • The budget materials are not required until submission to the Academic Planning and Priorities Committee (APPC).

Materials required:

  1. Program proposal
  2. Appendices

Campus-wide consultation

  • The UEC assistant submits the proposal package to campus-wide consultation for comments.
  • The PWG and PDQA are responsible for monitoring responses and comments.
  • The PWG is responsible for responding to feedback, making revisions and compiling a summary document of comments/responses.
  • The PWG submits the revised document to PDQA for verification, including summary document of comments/responses.
  • PDQA verifies that all comments have been addressed and all comments/responses are included in the document.
  • PDQA submits the package to the UEC assistant.

Materials required:

  1. Program proposal
  2. Appendices
  3. Campus-wide consultation feedback - comments/responses

Graduate Studies Committee

  • PDQA submits all updated materials to the Graduate Studies Committee (GSC) assistant for the GSC meeting.
  • A member from the PWG is required to attend the GSC meeting. If the program is approved, the GSC makes a recommendation to the APPC via PDQA.
  • The GSC assistant will notify PDQA of any revisions requested. The PWG is responsible for making any necessary changes.
  • The PWG submits the updated documents to PDQA for verification.
  • Note: The GSC may require proposal and/or course outlines to return to a subsequent meeting for approval.
  • Note: If changes are requested to course outlines, the proposal will not go to the APPC until the complete proposal is approved by the GSC.
  • Note: If changes are requested to the proposal itself, submission to APPC may be delayed until the GSC has approved the revised proposal.
  • PDQA submits updated documents to the APPC for approval..

Materials required:

  1. Program proposal
  2. Appendices
  3. Campus-wide consultation feedback – comments/responses

Academic Planning and Priorities Committee

  • PDQA submits all updated materials to the APPC assistant for the APPC meeting.
  • A member from the PWG is required to attend the APPC meeting. If the program is approved, the APPC makes a recommendation to the Senate.
  • The APPC assistant notifies PDQA of any revisions requested. The PWG is responsible for making any necessary changes.
  • The PWG submits the updated documents to PDQA for verification.
  • Note: The APPC may require the proposal to return to a subsequent meeting for approval.
  • PDQA verifies if changes have been made and submits the revised document to the APPC assistant for the Senate.
  • The APPC assistant submits the program package to the Senate assistant.

Materials required:

  1. Program proposal
  2. Appendices (all appendices must be completed for APPC)
  3. Campus-wide consultation feedback – comments/responses
  4. Budget analysis part A and B
  5. Recommendation memo from GSC assistant. PDQA is responsible for collecting recommendation memos.

Senate and Board of Governors

Programs only go to the Board if they have changed substantially from the concept paper.

  • The APPC assistant submits updated package to the Senate assistant.
  • The Senate makes a recommendation to the Board, if necessary, for approval.
  • A member from the PWG is required to attend the Senate meeting.
  • The Senate assistant notifies the APPC chair/provost office of the Senate decision. The PWG chair, dean and PDQA are also notified.
  • The PWG is responsible for making necessary changes if required by the Senate.
  • The PWG submits the updated package to PDQA for verification.
  • PDQA finalizes the proposal package and makes any necessary formatting changes to the document.

Materials Required:

  1. Program proposal
  2. Appendices
  3. Campus-wide consultation feedback – comments/responses
  4. Budget analysis part A and B
  5. Recommendation memo from the APPC and GSC.

 

B. External review and approval process by program type

The following steps apply to:

  • Master's degrees
  • New bachelor degrees or majors/fields of specialization (excluding honours)
  • New minors in program areas where a major does not exist
  1. 30-day peer review: The program proposal and appendices are posted to the Post-Secondary Institution Proposal System (PSIPS) for a 30-day peer review. After approval by the Senate, PDQA and vice-provost finalize the proposal package before submission to the provost office. The provost office submits the program proposal package to the Degree Quality Assessment Board (DQAB) for posting to the PSIPS. Posting is dependent on the DQAB timeline.
  1. Ministry site visit: Master’s programs require a site visit from the ministry. In some cases, undergraduate programs may be required to participate in a site visit.
  1. Ministry approval (Stage 1 and DQAB): Once the 30-day peer review of the program proposal is closed, the Stage 1 document is submitted to the DQAB board meeting and minister. The Program Working Group (PWG) and PDQA develop the Stage 1 template during the initial stages of proposal development.
  1. Note: Stage 1 template is submitted to the provost office by PDQA and vice-provost at the same time as the program proposal. The program proposal is posted to the PSIPS, while Stage 1 is only reviewed by the DQAB and the minister. Only programs that require ministry approval need to complete a Stage 1 review.
  • Preparing for DQAB Stage 1 review
    • PDQA fills out the DQAB template for DQAB Stage 1 review. Stage 1 development begins early in the program approval process.
    • Program proposal material may require further development for DQAB purposes, e.g. more detailed labour market analysis. The PDQA office will work with PWG in determining if additional material is needed.
    • When PDQA completes the initial draft of the Stage 1 form, the form is sent to the PWG for review and revision. The PWG returns the revised form to PDQA.
    • PDQA ensures that the revised DQAB form (Stage 1) is complete and all areas are adequately described.
    • Once the internal approval process is complete and the program has been approved, PDQA will submit Stage 1 to the vice-provost for review. The vice-provost office submits the package to the provost office (UFV contact with DQAB). The provost office submits the form to the DQAB secretariat.
    • The DQAB secretariat will post the program proposal to the PSIPS. Once the proposal review is closed (30 days), the DQAB secretariat submits Stage 1 to the DQAB for board meeting and minister approval.
  • DQAB Stage 1 review
    • The DQAB staff review submissions and may request changes/additions prior to approval for posting.
    • Once the submission is approved, the proposal is posted publicly on the PSIPS website. Note: the program proposal and appendices are posted to the PSIPS (not Stage 1).
    • The application is posted for 30 days during which any interested parties can review and/or submit comments. The DQAB staff forward any comments received to the applicant who is usually expected to respond to comments via the DQAB (PWG would provide responses).
    • After the 30-day posting closes, the DQAB staff may request revisions to the proposal based on any comments received.
  • Site visit
    • The DQAB appoints a three-person external review panel to conduct the site visit. Panel members use the documentation/reporting format provided by the DQAB.
    • The site visit is usually for one day. The PDQA coordinates the site visit schedule as directed by the DQAB and in cooperation with the PWG and relevant department/program.
    • The site visit usually includes panel members meeting with the PWG, faculty members, students/alumni, staff, provost and dean, along with a tour of facilities that will be used for the program.
  • Ministerial review/approval
    • After the site visit report from the external review panel is received, the DQAB sends the Stage 1 form and the site visit report to the minister.
    • Since UFV has “exempt status” with the DQAB, new undergraduate program applications bypass the step of review/recommendation from the DQAB, and go directly to the minister for approval or rejection.
    • However, the minister can refer program applications from exempt institutions to the DQAB for review and/or recommendation prior to making their decision.
    • The minister makes a decision and a letter communicating the outcome is sent to UFV provost. If the application is rejected, the letter may outline reasons for rejection.
  • Implementation
    • If the program is approved, the vice-provost meets with the PWG chair, PDQA, dean, department, and other relevant parties to plan and carry out the implementation of the new program.
    • The implementation includes determining program application and start dates, adding program information to calendar, adding admission procedures to processes in registrar’s office; determining scheduling and staffing for new courses.

The following step applies to:

  • Diplomas and certificates that ladder into a diploma or degree
  • Post-baccalaureate certificates
  • Graduate certificates
  • Options developed in existing non-degree programs (if recognized on transcript)

30-Day peer review: Programs that do not require ministry approval do not need to complete the DQAB review/Stage 1 template. The program proposal and appendices are posted to the PSIPS for a 30-day peer review. After approval by the Senate, PDQA and vice-provost finalize the proposal package before submission to the provost office. The provost office submits the program proposal package to the DQAB for posting to the PSIPS. Posting is dependent on the DQAB timeline.

An external review is NOT required for the following programs: 

  • Certificates that do not ladder into a diploma or degree (includes associate)
  • New minors or equivalent options in program areas where a major or degree is already approved
  • Honours programs in fields in which a major is currently offered

 

Download printable copies of the review and approval process for new programs: