Course Approval

Course Approval


Schools/Research Institutes have responsibility for approving all new courses, as well as all course changes and withdrawals.

  • This will be monitored by the Academic Standards Committee (ASC) and the College Board of Studies.
  • The College Board of Studies are required to audit annually and report to ASC on course approval activity by the corresponding Schools/Research Institutes. 
  • School Learning & Teaching Committees should include two members of the College Board of Studies from another School.

Documentary Evidence

Templates can be found in PIP.

Documentation Required:

You will be required to provide paperwork relating to your proposal to School Committees. This documentary evidence is completed through, or uploaded onto, PIP and should include:

  • Course specification (completed through PIP)
  • Consultation with students, external consultants and, where appropriate, relevant University Services and employers (to be uploaded to PIP)
  • Proposal Support Document for course recording progress of preparation and scrutiny of proposal (completed through PIP)

Mandatory consultations for new courses are:

  • Consultations with students/applicants
  • Consultations with external academics
  • Consultations with Space Management & Timetabling (SMTT)

Forms are available for these consultations.

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

  • Professional/ Regulatory bodies
  • Employers

Course Changes

Schools and Research Institutes have the authority to approve all course changes without the need for College approval.

Consultations with students/applicants, and external academics, are mandatory except in the case of simple corrections. Proposers are not required to consult with Space Management & Timetabling for course changes, except where the change is likely to have an impact on room bookings.

Course Withdrawal

Withdrawal of courses also requires processing through the approval process. The withdrawal of proposals must be processed using the proposal support document in PIP. Schools and Research Institutes now have the authority to approve proposals to withdraw courses. Consideration should be given to completing students and alternative provision when withdrawing a course.

Note that consultation with external academics is required for withdrawals. Student consultation is required for withdrawals, if there have been students on the course in the previous session or if students are expecting to be able to select the course in the coming session.

The 'suspension' option has now been removed from PIP. The 'withdraw' option should be used, even if it is intended that the course(s) will be reinstated in future. At the point when the course is to be revived, the 'unwithdraw' option can be used.


All new courses and course changes must be entered into PIP no later than 30 April, and approved no later than 31 July. Course withdrawals can be done at any time, but please ensure you advice Space Management & Timetabling in good time, to avoid unnecessary room usage.

Guidelines and Support


All step-by-step actions in sequential order can be found in PIP. On the left menu, ‘Checklists’ are available for each type of proposal. It might be helpful to use these checklists as guide.

Although presented in sequence, there is flexibility to allow proposers to carry out tasks in a different order. The checklists are intended to act as a reminder of the various tasks involved, but proposers have flexibility in how they carry out the tasks.

New Course Proposals

Course approval

Responsibility for the approval of new courses the responsibility of Schools/Research Institutes, together with the responsibility for the approval of course changes and course withdrawals. Proposals for new courses and changes to courses must be processed via PIP using the course specification and course proposal support documents. Withdrawal proposals must be processed using the proposal support document or withdrawal wizard in PIP.

Proposers are encouraged to search live courses and programmes in the PIP system (Course Catalogue) before devising a new proposal, in order to ascertain whether similar courses or programmes already exist elsewhere in the University. This may present opportunities for cross-School/College or shared teaching and avoid duplication of provision.

Consultation with Space Management & Timetabling is required for all new courses as well as course changes where the change is likely to have an impact on room bookings.

The approval process must be completed by the stipulated deadlines. If course codes - particularly for new courses - are not live in time, this has serious implications for plan building, room bookings, student registration and examination timetabling.

ASC and the College Boards of Studies will monitor the operation of the new and amended course approval process and the course withdrawal process.