Undergraduate Programme and Course Approval Procedure 2018-19

The University of Glasgow has an approval procedure for all proposals 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.

Schools/Research Institutes  have the authority to approve new courses, amendments to courses and withdrawals of existing courses. Authority is delegated to Colleges Boards of Studies to approve new programmes and amended programmes. These procedures are monitored by the 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 for the operation of the procedure for approval of undergraduate courses and programmes in the College of Social Sciences in session 2018-19 (for approval of withdrawals, new courses and programmes and changes to courses and programmes for session 2019-20).

All proposals must be submitted using the PIP system, whether requiring School or College Board of Studies final approval.

Course Proposals

New courses, changes to and withdrawals of existing courses require only School level approval on the PIP system. Schools must have arrangements in place for scrutiny and approval of all course proposals in session 2018-19.  Fiona Webster, College Undergraduate Administrative Officer, and clerk to the College Board of Studies is happy to provide assistance and advice to Schools on request (email: Fiona.Webster@glasgow.ac.uk; Tel: 0141 330 5865).  This process will be monitored by the College by spot-checking course approvals throughout the session as required by Senate.

Programme Proposals

Scrutiny and approval of proposals for changes to existing undergraduate programmes and for new undergraduate programmes is devolved to the College Undergraduate Programmes Board of Studies (Please note that the four previously existing Undergraduate Boards of Studies have been discontinued and the above new single College level Board of Studies will now carry out the scrutiny and approval of all programme proposals).  Programme proposals require both School level and College Board of Studies scrutiny and approval on the PIP System.

Please note the deadline for initial submission on the PIP system by Schools of all PIP proposals in 2018-19 relating to new undergraduate degree programmes and changes to undergraduate degree programmes to commence in session 2019-20 that require College Board of Studies scrutiny and approval is Monday 17 December 2018.   

If you have any queries about College undergraduate approval processes and the College Board of Studies deadlines please contact Fiona Webster.

Deadlines for New Courses, Changes to Courses and Withdrawal of Courses

Schools may set their own internal deadlines for submission, scrutiny and approval of course proposals bearing in mind the MyCampus and Senate Office deadlines below.

The College recommends that all proposals for new, major changes and withdrawal of undergraduate courses should normally be scrutinised, reviewed by the relevant School Learning & Teaching Committee or equivalent and then School approved on the PIP system by 31 March each year to allow timetabling of courses in MyCampus by Schools administrative staff. 

However, Senate Office guidance states that all new courses and course changes should be entered into PIP system no later than 30 April each year, and approved no later than 31 July each year. Course withdrawals can be done at any time, but Schools must advise Central Space Management & Timetabling in good time, to avoid unnecessary room usage.

College Board of Studies Monitoring of Undergraduate Course Approvals

Course proposals approved by Schools will still be subject to monitoring by the College Undergraduate Programmes Board of Studies. This procedure is as follows:

1. The clerk to the College Undergraduate Programmes Board of Studies monitors course approvals by randomly spot checking course proposals in the PIP system at the end of each month. 

2. If any issues arise, the clerk will consult with either the relevant School administrative staff or the Convenor of the Board of Studies. 

3.  If the Convenor of the Board of Studies recommends amendments to the school approved live courses in MyCampus then the relevant course proposer and/or PIP submitter must make these amendments by submitting an amend course proposal on the PIP system.

4.  Any amendments must be checked and finally approved by the school approver, in consultation Fiona Webster, Clerk to the College Undergraduate Programmes Board of Studies.


PIP System

The programme and course approval IT system known as PIP (Programme Information Process) system is used across the University.  All proposals must be prepared using PIP Word template documents.  The latest templates are available from the PIP System front page and registered users are able to download copies of the templates directly from the system.  For more information, including PIP training courses and user guides, please see the PIP Web pages.

All academic staff can access PIP automatically so you do not need to complete a system application form.  A PIP System icon appears in your IT Services Web applications list (login to MyGlasgow, see under Business Systems).

In addition, there are designated PIP Submitters‌ amongst the administrative staff in Schools who can assist in submitting proposals on the PIP system.  Please consult with your Head of School Administration or School/Subject supporting administrative staff.

Any queries relating to the Word templates and the PIP system should be directed to the IT Helpdesk.

 


Course Proposal - getting started and next steps

Course Proposal - getting started and next steps

  • Initial discussion and agreement by the Subject/School about a course proposal,
  • Download the existing course specification or the new course specification template from the PIP system to create the proposal (for assistance, please contact administrative support staff in your School‌),
  • Submit the proposal, including all mandatory documents outlined below, on the PIP system for School approval.  New course proposals, course changes and withdrawal proposals require School approval only.
  • School Learning and Teaching Committee or designated Course Approval sub-committee scrutinises and either rejects or approves the proposal at School level.  Approval may be subject to amendments.
  • Once a proposal is finally approved, the proposal is then approved by the school approver on the PIP system.

The mandatory documentation required to be submitted for scrutiny and approval of course proposals is as follows:

  • Course specification (completed in the PIP system).
  • Proposal Support Document for course recording progress of preparation and scrutiny of proposal (completed in the PIP system).
  • Consultations with students, external consultants and, where appropriate, University Services and employers (to be uploaded to PIP) - please see Consultations section below.

Proposals for minor changes or corrections to existing courses do not require any consultations.

Minor changes to existing courses require only an updated Course Specification and, depending on the change, a course proposal support document.  Corrections require only an updated Course Specification.


Guidelines for Completing Course Specifications

Please see the College Guidelines for Completing Course Specifications.

In relation to writing Aims and Intended Learning Outcomes please consult the Senate Office Guidelines for Writing Aims and ILOs (see section 4, p.8).


Consultations

Senate Office consultations guidance states that mandatory consultations for new courses, major amendments to courses and withdrawal of courses are as follows and must be completed BEFORE submitting any proposal for approval on the PIP system:

Some new courses, which have specific professional/employer links, might also require consultations with:

In addition, if new courses, withdrawal of courses or changes to courses are proposed that may impact on other degree programmes, Subject areas, Schools or Colleges then consultations MUST be undertaken with the relevant staff/contacts in those areas.


Scrutiny and Approval

Schools must have in place arrangements for scrutiny and approval of all new courses, amendments to courses and withdrawal of existing courses.   Fiona Webster, College Undergraduate Administrative Officer, and clerk to the College Undergraduate Programmes Board of Studies is happy to provide assistance and advice to Schools on request and to attend relevant School meetings as necessary (email: Fiona.Webster@glasgow.ac.uk; Tel: 0141 330 5865).

The College recommends that each School should have a specific Course Approval Committee or delegated School Learning & Teaching Committee Course Approval Sub-Committee to consider and approve new courses, course changes and withdrawals before final approval on the PIP system by the School Approver. 

In line with previous College Board of Studies practice, the College recommends the following School scrutiny procedure for course proposals, but Schools also may set up their own procedure for scrutiny:

1.  The clerk to the School Course Approval Committee or a designated School administrator appoints scrutiny groups from the membership of the relevant committee (usually 2 members per scrutiny group, one designated as Lead) to consider new courses, major changes to courses and withdrawal of courses proposals (normally up to a maximum of 6 proposals per scrutiny group) submitted on the PIP system.  

2.  The PIP documentation is circulated by the clerk/administrator to scrutiny group members via email attachment of the proposal(s) downloaded from PIP system. 

3.  The scrutiny group considers the course proposal(s) and make any recommendations for improvements and/or approval to the proposer(s) and/or PIP submitter, normally by email correspondence, copying to the clerk/administrator.  Any questions or discussions arising from a course proposal are also normally carried out by email between the scrutiny group members and the proposer(s).

4.  If the scrutiny group recommends amendments to the PIP course proposal documents, then the course proposal submitter must ask the relevant PIP school approver to return the proposal on the PIP system. The course proposer(s) then makes any amendments required by the scrutiny group and re-submits the revised proposal on the PIP system.  

5.  The amended course proposal must be finally approved by the School Course Approval Committee, or delegated alternative committee, and must also be “school approved” on PIP system, making the course live in MyCampus.

Please note that once the approved course proposal data has transferred from PIP system to MyCampus the relevant Schools and College 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.  In addition, any withdrawn courses must be deleted and any new courses must be added to the course lists in MyCampus.  Therefore, notification of withdrawn and new courses must be submitted to the relevant MyCampus plan administrator to ensure the course lists are updated (in the case of MA (Social Sciences) courses this information should be emailed to: socsci-MA@glasgow.ac.uk

College Board of Studies Monitoring of Undergraduate Course Approvals

Course proposals approved by Schools will still be subject to monitoring by the relevant College Board of Studies.  This new procedure will be as follows:

1. The clerk to the College Undergraduate Programmes Board of Studies will monitor course approvals by randomly spot checking course proposals in the PIP system at the end of each month. 

2. If any issues arise, the clerk will consult with either the relevant School administrative staff or the Convenor of the Board of Studies. 

3.  If the Convenor of the Board of Studies recommends amendments to the school approved live courses in MyCampus then the relevant course proposer and/or PIP submitter must make these amendments by submitting an amend course proposal on the PIP system.

4.  Any amendments must be checked and finally approved by the school approver, in consultation with Fiona Webster, the Clerk to the College Undergraduate Programmes Board of Studies.


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

All proposals for new undergraduate programmes and major changes to programmes to commence in session 2019-20 must be submitted and School approved on the PIP system by Monday 17 December 2018 at the latest for consideration by the College Undergraduate Programmes Board of Studies.  Late submissions will not be accepted, unless previously agreed by the Convenor of the College Board of Studies.

The Senate Office Guidelines on Programme Approval provide an overview and useful information on what is required for programme proposals requiring College Approval.

All proposals for new programmes and changes to existing programmes must be scrutinised and reviewed by the College Undergraduate Programmes Board of Studies for College approval on the PIP system.  Approval of new programme proposals will be monitored by Academic Standards Committee (ASC) on behalf of Senate. 

Fast-track approval no longer operates. Colleges and Schools are required to input all new/amend programme proposals into the PIP system by 30 April, for final approval by 31 July each year.


Programme Proposal - getting started and next steps

Proposals for new degree programmes and changes to existing degree programmes must be scrutinised and approved by the College Undergraduate Programmes Board of Studies. 

The process for any programme proposal is:

  • Initial discussion and agreement by the relevant Subject(s)/School(s) about a programme proposal
  • Download the existing programme specification or the new programme specification template from the PIP system to create the proposal (for additional assistance, please contact supporting administrative staff in your School)
  • Submit the proposal, including all mandatory documents outlined below (see also under Consultations), on the PIP system for School approval.
  • School Learning and Teaching Committee or designated sub-committee scrutinises and either rejects or approves the proposal at School level.  Approval may be subject to amendments. Once a proposal is fianlly School approved, the proposal is then approved by the school approver on the PIP system, which submits the proposal to the College Undergraduate Programmes Board of Studies for College level scrutiny and approval.

Senate Office guidance on the documentary evidence required states that the following completed documents for new programme or major changes to programme proposals MUST be submitted with a new or major change programme proposal.  All required documentation and consultations must be completed BEFORE submitting any proposal for approval on the PIP system.  Please note that the College Board of Studies will not accept emails or other types of documents as evidence of consultation:

  • Programme specification template (completed in the PIP system)
  • Programme proposal support document (completed in the PIP system)
  • External Examiner Consultation Form (uploaded to PIP)
  • Student Consultation Form (uploaded to PIP)
  • New Regulations Data Input Form - only where new supplementary undergraduate regulations are required (uploaded to PIP)
  • An External Relations Assessment Report (uploaded to PIP)
  • An extract of the minute of the School Committee recommending the proposal for approval (uploaded to PIP)
  • Evidence of consultation with appropriate University Services e.g. Space Management & Timetabling Team - SMTT Consultation Form
  • Where appropriate, consultation with employers - Employers Consultation Form (uploaded to PIP)
  • Any other relevant consultation documentation (please note that any emails/additional supporting documents should be uploaded to PIP as Word (.docx) files only and not any other format eg .doc, .rtf, .msg) (uploaded to PIP)
  • Note: Any associated new courses must be submitted on the PIP System for approval at the same time as the programme proposal, using the new course proposal guidance on these pages (see above) 

Minor changes to existing programmes require only an updated Programme Specification and, depending on the change, a programme proposal support document.  Corrections require only an updated Programme Specification.


Guidelines for Completing Programme Specifications

Please consult the Senate Office Guidelines on Programme Approval on what is required for completing programme proposals and also see the section on consultations below.

In relation to writing Aims and Intended Learning Outcomes please consult the Senate Office Guidelines for Writing Aims and ILOs (see section 4, p.8).


Consultations

The Senate Office consultations guidance notes that consultation with external examiners, students and External Relations is mandatory for new programmes and major changes to programmes using the University templates below.  All consultations must be completed BEFORE submitting any proposal for approval on the PIP system.  Please note that the College Board of Studies will not accept emails or other types of documents as evidence of consultation, only the following forms may be used:

  • External Examiner Consultation Form (uploaded to PIP)
  • Student Consultation Form (uploaded to PIP)
  • New Regulations Data Input Form - only where new supplementary undergraduate regulations are required (uploaded to PIP)
  • An External Relations Market Assessment Report (uploaded to PIP)
  • An extract of the minute of the School Committee recommending the proposal for approval (uploaded to PIP)
  • Evidence of consultation with University Services where appropriate (uploaded to PIP) e.g. Space Management & Timetabling Team - SMTT Consultation Form
  • Where appropriate, consultation with employers – Employer Consultation Form (uploaded to PIP)
  • Where appropriate, consultation with Professional/Regulatory bodies
  • Any other relevant consultation documentation (please note that any emails/additional supporting documents should be uploaded to PIP as Word (.docx) files only and not any other format eg .doc, .rtf, .msg) (uploaded to PIP)
  • In addition, if changes to programmes or new programmes are proposed that may impact on other degree programmes, Subject areas, Schools or Colleges then consultations MUST be undertaken with the relevant staff/contacts in those areas.

Scrutiny and Approval

For new programmes or major changes to programmes, the College Undergraduate Programmes Board of Studies will consider School approved proposals submitted on the PIP system by holding a meeting to do so.  The Clerk to the Board of Studies will organise a meeting date and the submitted PIP documentation will be circulated to selected members via email prior to the meeting.   The proposer(s) will be asked to attend the meeting to discuss the programme proposal with the Board of Studies members. If the College Board of Studies is satisfied with a proposal, it will approve the programme proposal.  Alternatively, it may approve the proposal subject to further amendments or it may reject it altogether.  Minutes of the meeting will be made available to the proposer(s) following the meeting to allow any recommended amendments to be made.

If the Board of Studies makes recommendations for amendments or corrections to the PIP proposal documentation then the proposal will be returned on the PIP system to the School/Subject level for the proposer(s) to make the required amendments and re-submit the revised proposal on the PIP system.  The amended proposal must be School approved again, to allow final College Board of Studies approval on the PIP system.  

IMPORTANT: Please note that once the final approved programme proposal data has transferred from PIP system to MyCampus the relevant School administrative staff must still complete necessary administrative tasks in MyCampus, such as amending plans or building new plans.  This is not part of the Board of Studies approval process but is necessary to allow students to see and enrol in new or amended programmes in MyCampus. Therefore, notification of changes to plans and new plans must be submitted to the relevant MyCampus plan administrator to ensure that the plans are amended/set up as required (in the case of MA (Social Sciences) courses this information should be emailed to: socsci-MA@glasgow.ac.uk).