Postgraduate Taught Programme and Course Approval Procedure

The University of Glasgow has an approval process for all proposals for new and changes to programmes and courses.  Full details of the procedure can be found on the Senate Office Web pages at Course and Programme Design and Approval. Please also see a flow chart of the current procedure for information.

The University’s procedures for the approval of courses and programmes have changed.  In June 2015, Council of Senate endorsed the recommendations of the Review of the Programme and Course Approval Process and the recommended changes were phased in.  Schools/Research Institutes now have the authority to approve all new courses, all amendments to and withdrawals of existing courses. Authority is delegated to all Colleges to approve new and amended programmes. This procedure is monitored by Academic Standards Committee (ASC). 

Extensive guidance is provided by the Senate Office on Course and Programme Design and Approval but please also see the College guidance below and on these pages for the operation of the procedure for approval of postgraduate taught courses and programmes in the College of Social Sciences in session 2017-18 (for approval of withdrawals, new courses and programmes and changes to courses and programmes for session 2018-19).

All proposals must be submitted using the PIP system, whether requiring School, College (Board of Studies) or Programme Approval Group approval.

Queries about College postgraduate approval processes and Board of Studies deadlines should be directed to: Billy Howie

 

Proposals for new and major changes to programmes

The staff from the College Graduate School will provide advice and guidance on all aspects of the approval process and  are happy to meet with academic staff or attend relevant School committee meetings.  Please contact Robbie Paton or Billy Howie to make arrangements.

Collaborative Proposals

If the proposal involves collaboration with another institution, it should proceed in the same way as any other programme proposal. However, approval for the collaborative element must be sought separately. Further guidance can be provided by the Academic Collaborations Office.

All proposals for new programmes or major changes to programmes must be approved, in principle, by College Management Group before being submitted through the programme approval procedure. This should be done via your Head of School.

College Deadlines for New and Major Changes to Programmes for Session 2018-19

Please consult your School website or postgraduate administrator for information on School approval deadlines

February 2019 PAG
Intimation of Proposal – Graduate School Board Meeting 14th November 2018
[Proposals not intimated at this meeting will not be considered]
PIP Documents approved by School – Wednesday 9th January 2019
PGT Board of Studies Meeting – Friday 8th February 2019
Revised Documentation submitted – Friday 22nd February 2019
Final Approval – Wednesday 6th March 2019

Please note – all new programme proposals, and all major changes, must be submitted fully in PIP by Wednesday 6th January. Any proposals that miss this deadline will not be approved for the 2019/20 academic year.

 


Getting Started

  • Discuss the proposal  with your Head of School, PGT Director and College Marketing Officer for approval in principle. The PGT Director will submit this information to the October meeting of the Graduate School Board.
  • Ask your Head of School to arrange for the proposal to be approved in principle by CMG. You should not proceed with the proposal until this approval has been granted.  

  • Request a market research assessment from External Relations Strategic Marketing Team – Ms Elizabeth Gray.

  • Speak to your School Finance Officer about developing a Business Plan  - you will need details of the number of students you expect to recruit and other resources required, including any new teaching staff.

  • Download templates from the PIP System to create your proposal.

PIP System

The programme and course approval IT system known as PIP (Programme Information Process) system is used across the University.  All proposals for  approval must be prepared using PIP Word template documents.  The latest templates are available from the PIP Website and registered users are able to download copies of the templates directly from PIP.  More information is available here http://www.gla.ac.uk/services/it/pip/

All teaching staff can access PIP automatically so they will not need to complete a system application form. A PIP item will appear in the application list under the Business System Front Door.

If you are not a registered PIP user, there are designated submitting users in Schools and some Subjects. Please see your School website or consult your postgraduate administrator for information about PIP users in your School. Any queries relating to the Word templates and the PIP system should be directed to the IT Helpdesk.

Information on PIP training courses and user guides can be found at http://www.gla.ac.uk/services/it/pip/


Creating a Programme Specification

The programme specification is the primary document in the approval process it also forms part of the information the University provides on it’s degrees and other awards.  Programme specifications should be written in accordance with University Guidelines with particular attention to the wording and level of the intended learning outcomes.

Information, Guidance and Best Practice:

Course and Programme Design and Approval

College Guidelines for completing Programme Specifications


Consultation

When the programme specification has been created it should be sent for comment to Students, Employers and an External Examiner. Advice and guidance on the consultation process can be found on the Senate Website  http://www.gla.ac.uk/media/media_107383_en.pdf. This applies to new programmes and major revisions to current programmes.

The University consultation templates MUST  be completed and submitted with the proposal – emails or other word documents will not be accepted as evidence of consultation.  It is important to provide information on how you have responded to any matters raised by the consultees

Consultation templates

You must also consult with the following areas within the University:

Academic Services – Library and IT Services

Other GU Schools/Subject Areas if relevant to the proposal e.g if you are including courses offered by these areas

Central Timetabling Team ( room bookings) for all new courses being introduced for the new programme

http://www.gla.ac.uk/services/estates/timetabling/


The Approval Process

Before being submitted to the College for approval all proposals must be approved by the relevant school Committee. For more information on the School approval process and deadlines please consult your School website.

The following documents are required:
1. Programme specification
2. Programme proposal support document
3. New regulations data input form where there is a deviation from the generic PGT regulations.
4. Evidence that the proposal has been approved by the relevant school committee  - an excerpt from the minute will suffice or completion of the School Approval Template
5. Evidence of approval from CMG - excerpt from minute of the CMG meeting
6. Consultation forms relating to students, external examiners and employers as well as evidence of consultation with University services.
7. Completed costing model and a RIO marketing assessment (new programmes only).  If a complex pricing arrangement is proposed, the rationale for this should be explained in the programme proposal support document.

Following Scrutiny the Graduate School Administrator will send the proposer a note of the recommendations for approval from the scrutiny group.

If changes are required to PIP proposal documents following scrutiny, then the Graduate School Administrator will return the proposal on PIP to the School/Subject level.  The proposer(s) must then make any amendments required by the Scrutiny Group to the documentation and re-submit the revised proposal and any associated paperwork on the PIP system. 

If the scrutiny group is satisfied with the proposal it will recommend approval to the College PGT Committee, alternatively it may approve subject to amendments or reject it altogether. Once the proposal is approved by the Scrutiny Group it is deemed to have College approval.

Proposals, together with a Scrutiny Group Report, are reported to the next meeting of the PGT Committee for noting.


Procedure for New and Changes to Courses

From session 2016-17 authority is delegated to all Schools and Research Institutes on a pilot basis to approve all new courses as well as amended courses and withdrawal of courses they provide. This is to be monitored by Academic Standards Committee and Boards of Studies with a view to full implementation from 2017-18.  Further guidance from the Senate Office is to be issued shortly but in the meantime please see the College guidance at the Approval Process tab below.

Schools will need to make arrangements for scrutiny and approval of all new courses, as well as amendments to and withdrawal of existing courses, in session 2016-17. Since many courses are taught on multiple programmes across the College, please ensure that there is consultation with all subjects in such cases. Billy Howie is happy to provide assistance and advice to Schools on request (email: Billy.Howie@glasgow.ac.uk).

School contacts for course approval information are:

School

Contacts

Adam Smith Business School

Kirsteen Daly and Fiona Baxter

Education

Abi Beer

Interdisciplinary Studies

Nicola Smith

Law

Susan Holmes

Social and Political Sciences

Karen McFadden

 

 

Deadlines for approval of new or changes to courses

Schools can set their own deadlines for the course approval process and should take account of the deadlines for course catalogue entries and room bookings. As part of the College requirement to monitor the course approval process courses a random selection of new courses will be reviewed by the College Board of Studies in April 2017.


Getting Started

  • Agree the need for a new or change to a course with the programme director/convenor
  • Be sure to consult with all other subjects/schools if the course is offered to more than one programme
  • If you are changing the assessment of a course please review the overall assessment portfolio of the related programme(s) to ensure a variety of assessment methods across the programme(s)
  • Download the course specification from the PIP system to create your proposal

PIP System

The programme and course approval IT system known as PIP (Programme Information Process) system is used across the University.  All proposals for  approval must be prepared using PIP Word template documents.  The latest templates are available from the PIP Website and registered users are able to download copies of the templates directly from PIP.  More information is available here http://www.gla.ac.uk/services/it/pip/

All teaching staff can access PIP automatically so they will not need to complete a system application form. A PIP item will appear in the application list under the Business System Front Door

If you are not a registered PIP user, there are designated submitting users in Schools and some Subjects. Please see your School website or consult your postgraduate administrator for information on who you should contact. Any queries relating to the Word templates and the PIP system should be directed to the IT Helpdesk.

Information on PIP training courses and user guides can be found at http://www.gla.ac.uk/services/it/pip/


Consultation

For new courses consultation with external examiners and students on the University template  is required -  emails or other word documents will not  be accepted as evidence of consultation. Consultation with room bookings and the library is also required.

External Examiner Consultation Form

Student Consultation Template

If you are  introducing a new course and it will require Central Space CTT should be told the estimated size and the proposed teaching pattern. They can then advise if they can room it, or if they would have problems. They would like this to be considered by the schools before adding the events to CMIS. (Currently there is no need to make any changes to the proposed structure but it would be useful if you consider any advice provided).

http://www.gla.ac.uk/services/estates/timetabling/

After PIP approval your School admin  creates events in CMIS using the course code generated by PIP, all events must be added in CMIS before the end of April to be included in coming sessions room allocation.

Academic Standards Committee has decided there is no longer any need for external consultations for course changes. There is also no need for consultation with Central Room Bookings for course changes, except where the change is likely to have an impact on room bookings i.e a change to the mode of teaching.


College Guidelines for PGT Course Approval

College Guidelines for School Scrutiny and Approval of PGT Courses

The College suggests that each School PGT Committee, or equivalent should consider and approve new courses, course changes and withdrawals before final approval on the PIP system by the School Approver. 

Schools may set their own deadlines for submission of new courses, course changes and course withdrawal proposals but please note that these proposals must be “school approved” in the PIP system to make them live in MyCampus by the end of 31 March 2017 to allow timetabling of classes for the next session in MyCampus as well as monitoring by Boards of Studies.  If late course approvals are necessary, due to appointment of new staff or similar, then such course approvals must be completed by the Senate deadline of end of Semester 2 at the very latest.

In line with previous College Board of Studies practices, the College recommends the following School scrutiny procedure for new courses:

  1. The clerk to the PGT or alternative committee appoints scrutiny groups from the membership of the relevant committee (usually 2 members per group, one designated as Lead) to consider new course proposals (up to a maximum of 5-6 proposals per group) submitted on the PIP system. 

  2. The PIP documentation is downloaded from the system and circulated to scrutiny group members as email attachments. 

  3. The scrutiny group considers the documentation and reports back to the clerk by email with a list of recommendations for approval

  4. The clerk collates the responses and submits a short report to the proposer and if changes are required returns the proposal through PIP

  5. The course proposer then makes any amendments required by the Scrutiny Group and re-submits the revised proposal on the PIP system.  The amended course proposal must then be finally approved by the School Learning & Teaching Committee, or delegated alternative committee, and must also be “school approved” on PIP system, making the course live in MyCampus. 

Course proposals approved by Schools will still be subject to monitoring by the Graduate School Board of Studies in April each year.  Courses will be selected randomly across each School and if changes are required a course change proposal should be submitted through PIP and approved by the School and College Approver.

Please note that once the approved course proposal data has transferred from PIP system to MyCampus the relevant School administrative staff must still complete necessary administrative tasks in MyCampus, such as scheduling of classes.  This is not part of the approval process but is necessary to allow students to see and enrol in new or amended courses in MyCampus.


Procedure for Programme Withdrawal

Full information can be found on the Senate Website 

Programme Withdrawal Deadlines and Approval Procedure

Deadlines

Programmes recruiting to Semester 1 entry (September)

  • PIP documents approved by School Wednesday 9th January

Programmes recruiting to Semester 2 entry (January)

  • PIP documents approved by School 10th August
Consultation

MaRIO: Once the withdrawal is approved by Senate via PIP, MaRIO will be notified automatically however Schools should liaise with MaRIO at the start of the process if they are aware of any applicants to the programme.

Students: Any students currently on the programme should be consulted about transferring to an alternative programme.

Documents

Please submit a Short Report confirming approval and stating the reason for the withdrawal. Please also review publicity to ensure the status of the programme is updated in all online information and other documentation.