Durham College Policy and Procedure

Durham College Policy and Procedure TYPE: Academic TITLE: New Program Development and Approval NO.: ACAD-104 RESPONSIBILITY: Vice-President, Academic APPROVED BY: Durham College Leadership Team EFFECTIVE DATE: June 2017 REVISED DATE(S): REVIEW DATE: June 2020 1. Introduction Excellence in academic programming is a cornerstone of realizing the mission and vision for Durham College. Durham College develops new academic programs that are aligned with its strategic priorities, and that respond to the needs of its community, industry and students. The development of academic programs that address economic and societal needs is a critical factor in the future success of the college. 2. Purpose This policy and procedure provides a framework for the consideration, development, submission for review, and approval of all new academic programs of instruction that meet the college s quality assurance standards and strategic priorities. 3. Definitions Refer to Durham College s Standard Definitions. 4. Policy statements 4.1. Demographic shifts, new technologies, employment trends, global competition, provincial strategic priorities or initiatives, and the development of new student markets necessitate ongoing consideration and development of new postsecondary program opportunities. 4.2. Proposals to initiate new programs will be guided by: 4.2.1. Alignment with Durham College s mission, vision, and values, the Strategic Mandate Agreement and the strategic and academic plan, and in accordance with the relevant Ministry of Training, Colleges and Universities (MTCU) policies and directives, other post-secondary approval bodies, and where applicable industry standards or certifications. 4.2.2. A decision-making process for the development of new programs that is transparent, consultative and evidence-based, with an identified accountability process for implementation. Page 1 of 10

4.2.3. Student demand, community needs, educational pathways, employment trends and employer needs, availability of qualified faculty, space, equipment and resource implications, the College s financial health, program sustainability, and the College s existing compliment of programs. 4.3. The decision to advance or defer the development of a new program can occur at any time during the process. 4.4. New programs and courses must be designed to be consistent with the Ontario MTCU Minister s Binding Policy Directive for Programs of Instruction including the Credentials Framework and Program Standards or the degree level standards as required by the Postsecondary Education Quality Assessment Board. 4.5. Appropriate learning experiences, desired graduate skill sets and quality assurance procedures will be used to develop the framework for the new program. 4.6. All Durham College stakeholders will proceed with full implementation of the processes that will ensure the successful launch of a new program upon MTCU s approval for program funding and/or program consent. 5. Procedure 5.1. Five-Year New Program Development Plan 5.1.1. The Vice-President, Academic (VPA) and Executive Deans/Deans will meet annually and will agree on potential new programs of instruction. The Five-Year New Program Development Plan is updated accordingly. The plan is a fluid document and is subject to change. 5.1.2. Ideas/concepts for new programs may come from many sources external or internal; however, the idea must be supported by the Executive Dean/Dean in whose school the program will reside. 5.1.3. The Academic Leadership Team will critically review and then provide support for the five-year plan. 5.1.4. If the decision is made not to pursue a program that is on the plan, the program idea is moved from the active Five-Year New Program Development Plan to the program idea repository. 5.1.5. New programs are developed in consultation with all relevant stakeholders. Page 2 of 10

5.2. Concept Paper 5.2.1. To initiate the development of a new program of instruction, a Concept Paper is developed by the Executive Dean/Dean or his or her representative. 5.2.2. The purpose of the Concept Paper is to provide clear context and rationale for the new program proposal, especially when the field under consideration is diverse and not well defined in scope. The Concept Paper includes a tentative program description, the knowledge and skills that graduates are expected to acquire, and the potential areas of employment. Where applicable, the credential for other similar Ontario Colleges of Applied Arts and Technology programs that may be used as a point of reference is included. The Concept Paper - New Program Development Proposal template is available within the New Program Development Guide posted on ICE. 5.2.3. The Concept Paper allows for the identification of particular distinguishing features, such as niche areas of expertise or program streams. 5.3. Environmental Scan 5.3.1. Once the Concept Paper has been developed the Office of Research Services, Innovation and Entrepreneurship (ORSIE) will prepare an environmental scan to identify the following, where available: other colleges offering similar programs in the system, demand and the success of those programs; and labour market trends, market position and competition, and employment opportunities for graduates of the new program. 5.3.2. The School of Continuing Education, will conduct research to support their new program proposals. 5.3.3. The Executive Dean/Dean, in consultation with relevant stakeholders, will review the environmental scan and decide whether or not to continue with the program development. 5.4. Develop the Program of Studies and Vocational Learning Outcome 5.4.1. With the support from and/or in consultation with a curriculum specialist and the program faculty lead, the Executive Dean/Dean will: Develop preliminary Program Vocational Learning Outcomes; Develop a preliminary Program of Study including course sequence detailed semester by semester, program hours, and pre-requisites and co-requisites; Page 3 of 10

Develop preliminary course titles and course descriptions. 5.5. External Stakeholder Feedback 5.5.1. The Executive Dean/Dean will gather feedback from the proposed program stakeholders (Pre-Program Advisory Committee) including current faculty, employers, industry experts, and related accreditation and/or regulatory bodies. Stakeholders may also include students, and graduates from related programs. Stakeholders will provide input through focus group session(s) and/or survey questionnaire(s). Questions will focus on labour market trends, employer and industry expectations. 5.5.2. Stakeholders will be asked to propose a recommendation in support of the development and offering of the new program. 5.5.3. The Executive Dean/Dean will coordinate the collection of stakeholder feedback by providing names and contact details, and sending invitations to participate of the focus group or survey. The Executive Dean/Dean will also coordinate all logistics for the external feedback session, including securing the meeting room and catering requirements. 5.5.4. In consultation with the Executive Dean/Dean, the Manager, Program Development and Quality Assurance will prepare the focus group/survey questionnaire and program information package, and secure a note-taker for the in-person session. 5.5.5. A sample invitation and questionnaire is available within the New Program Development Guide posted on ICE. 5.6. New Program Development Document 5.6.1. The Executive Dean/Dean, and Manager, Program Development and Quality Assurance will complete the New Program Development Document template in preparation for the Program Proposal Review Committee (PPRC) meeting. 5.6.2. The New Program Development Document is available within the New Program Development Guide posted on ICE. 5.7. Budget Development 5.7.1. The Executive Dean/Dean and Manager, Program Development and Quality Assurance will meet with the Manager, Planning and Reporting to develop a preliminary program budget using the approved template. This budget will forecast the proposed program s financial contribution over a five-year period and could include: Faculty and support staff resources Projected enrolment (years 1-5) Page 4 of 10

Space and renovations requirements Capital: Equipment IT-related expenses Curriculum development Library allocations 5.7.2. The projected budget is approved by the Chief Financial Officer (CFO) and Durham College Leadership Team (DCLT) who will implement or assist in the implementation of the budget items identified in 5.7.1. There are times when a budget forecast will not meet traditional College standards or benchmarks in one or more of the above areas and cannot be approved by the CFO. In some or all of those cases, the VPA will bring the program budget forward to the DCLT to consider approving the projected budget where there are circumstances beyond the normal approval threshold. 5.8. Finalize the Program of Study and Mapping Vocational Learning Outcomes 5.8.1. Based on the feedback provided by the stakeholders and with the support from and/or in consultation with a curriculum specialist and the program faculty lead, the Executive Dean/Dean will: Finalize and approve the Program Vocational Learning Outcomes; Finalize and approve the Program of Study including course sequence detailed semester by semester, program hours, and pre-requisites and co-requisites; Finalize and approve course titles and course descriptions. 5.9. Program Proposal Review Committee (PPRC) 5.9.1. The Executive Dean/Dean will present the New Program Proposal Document to the PPRC. 5.9.2. PPRC will propose a recommendation regarding the development of the new program proposal to the VPA. 5.9.3. The VPA will make a final decision of whether or not to proceed with seeking Board of Governor approval for the proposed new program. Page 5 of 10

For Ontario College Certificate, Diploma, Advanced Diploma and Graduate Certificate programs, please follow the following steps: 5.10. Credential Validation Services 5.10.1. Credentials validation from the Ontario College Quality Assurance Service (OCQAS) is required in order to be approved for ministry funding. Executive Deans/Deans will: 5.10.2. Complete a Credentials Validation Services (CVS) application form which includes program details and a minimum map of courses to the Vocational Learning Outcomes and Essential Employability Skills. 5.10.3. The CVS form is sent to the Manager, Program Development and Quality Assurance who will review and submit CVS application form to OCQAS for approval. 5.11. Board of Governors approval 5.11.1. Upon receiving VPA approval for the proposed new program and CVS approval and validation by OCQAS, the manager, Program Development and Quality Assurance will prepare the New Program of Instruction Board Report and Program Summary document template available on ICE. 5.11.2. The Board Report and Program Summary document are approved by the VPA and College President. 5.11.3. The VPA and the Executive Dean/Dean will seek a motion from the Board of Governors to approve the new program. 5.12. MTCU Approval for Funding 5.12.1. Upon Board of Governors approval of the new program, the Manager, Program Development and Quality Assurance will complete the Ministry s funding application and submit it to the College President for signature. 5.12.2. The signed application is uploaded to the Program Approvals, Colleges Unit of MTCU using the electronic portal, College Program Funding Approval and Administration Module (College-PFAAM). 5.12.3. The Manager, Program Development and Quality Assurance will vet and prepare responses to MTCU inquiries in consultation with the Executive Dean/Dean. 5.12.4. Upon receiving program funding approval by MTCU, the Manager, Program Development and Quality Assurance will prepare and send a memo via email advising the college stakeholders. Page 6 of 10

For Bachelor s degree programs, please follow the following steps: 5.13. Board of Governor Approval 5.13.1. Upon receiving VPA approval for the proposed new program the Manager, Program Development and Quality Assurance prepares New Program of Instruction Board Report and program summary document. 5.13.2. The Board Report and program summary document are approved VPA and College President. 5.13.3. The VPA and the Executive Dean/Dean will seek a motion from the Board of Governors to approve the new Bachelor s degree program. 5.14. Ministerial Consent Application 5.14.1. Upon receiving approval from the Board of Governors, Durham College will apply for Ministerial Consent to offer the proposed degree program pursuant to the Post-secondary Education Choice and Excellence Act, 2000. 5.14.2. The Executive Dean/Dean, faculty expert/team, and Manager, Program Development and Quality Assurance will be responsible for the full bachelor program preparation and submission as outlined in the Postsecondary Education Quality Assurance Board (PEQAB) Submission Guidelines, and Handbook for Ontario Colleges. 5.14.3. Upon receiving program funding approval by MTCU, the Manager, Program Development and Quality Assurance will prepare and send a memo via email advising the college stakeholders. 5.15. College-Wide Implementation of All New Programs the by the 5.15.1. Upon receiving the memo regarding a new program funding approval and/or ministerial consent from MTCU, all Durham College stakeholders will proceed with full implementation of the processes that will ensure the successful launch of a new program. 6. Roles and responsibilities 6.1. Vice-President, Academic The Vice-President, Academic is responsible for: 6.1.1. Implementation of this policy and procedure and for overseeing Durham College s quality assurance processes. 6.1.2. Approving the New Program Development Five-Year Plan. Page 7 of 10

6.1.3. Approving the new program based on the recommendation of the Program Proposal Review Committee. 6.1.4. Proposing a motion to the Board of Governors for program approval. 6.2. Executive Dean/Dean The Executive Dean/Dean is responsible for: 6.2.1. Preparing, planning and development of the Five-Year New Program Development Plan for their school. 6.2.2. Critically reviewing and approving the Five-Year New Program Development Plan. 6.2.3. Completing the New Program Proposal Document in concert with the Manager, Program Development and Quality Assurance. 6.2.4. Coordinating stakeholder feedback by providing names and contact details, sending invitations to participants of the focus group or survey. 6.2.5. Coordinating all logistics for the external feedback session, including securing the meeting room and catering requirements. 6.2.6. Presenting the new proposal to the Program Proposal Review Committee. 6.2.7. Presenting the new program proposal to the Board of Governors. 6.2.8. Preparing the content for the web page, program card and other promotional and marketing material in collaboration with Communications and Marketing department. 6.3. Manager, Program Development and Quality Assurance The Manager, Program Development and Quality Assurance is responsible for: 6.3.1. Participating and advising during the development of the Five-Year New Program Development Plan. 6.3.2. Ensuring that the new program meets all requirements for internal and external program development and approval processes. 6.3.3. Leading and coordinating the proposal submission to MTCU for bachelor programs. 6.3.4. Sending a memo to the college community regarding new program funding approvals. Page 8 of 10

6.4. Manager, Institutional Research and Planning The Manager, Institutional Research and Planning is responsible for: 6.4.1. Participating and advising during the development of the Five-Year New Program Development Plan. 6.4.2. Developing the environmental scan. 6.5. Program Proposal Review Committee The Program Proposal Review Committee is responsible for: 6.5.1. Providing a recommendation to the VPA regarding whether or not to proceed with the development and approval of the new program proposal. 6.6. Manager, Planning and Reporting The Manager, Planning and Reporting is responsible for: 6.6.1. Developing the five-year budget projections in collaboration with the Executive Dean/Dean and Manager, Program Development and Quality Assurance. 6.6.2. Seeking approval from the Chief Financial Officer for the proposed budget projections including capital requirements. 6.7. Chief Financial Officer The Chief Financial Officer is responsible for: 6.7.1. Approving the five-year budget projection including capital requirements. 6.8. Manager, Curriculum Development The Manager, curriculum development is responsible for: 6.8.1. Providing support and guidance in the revision and/or development of Program of Study, Vocational Learning Outcomes, CVS Mapping, and course description. 6.9. Program Team/Subject Matter Expert(s) The program team/subject matter experts are responsible for: 6.9.1. Developing the curriculum. Page 9 of 10

7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Non-compliance with this policy, and/or any timelines associated with compliance, may result in financial implications and/or potentially cause damage to the college s reputation. 9. Communications plan A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources Credentials Framework Minister s Binding Policy Directive Framework for Programs of Instruction Ministry Program Standards or Ministry Program Descriptions Ontario College Quality Assurance Service - College Quality Assurance Audit Process Standards and Requirements Ontario Qualifications Framework Postsecondary Education Quality Assessment Board Handbook for Ontario Colleges Page 10 of 10