Programme Approval Procedure

Institutional oversight

From 1 August 2022, this document outlines the University’s programme approval procedure for all taught programmes (including proposals with external partners).

The procedure has been mapped against the requirements of the UK Quality Code expectations (core and common practices) alongside the supporting advice and guidance on Course Design and Development, Partnerships,  Monitoring and Evaluation, Assessment, Enabling Student Achievement, External Expertise, Student Engagement and Work Based Learning as appropriate.

Institutional oversight is provided through the Monitoring and Review Policy approved by Senate in 2020.  The procedure will be kept under regular review to ensure it continues to meet the expectations and practices set out in the revised UK Quality Code for Higher Education and the Standards and Guidelines for Quality Assurance in the European Higher Education Area (ESG) 2015

Strategically endorsed programmes with external partners

The establishment of external partnerships are important aspects of any higher education institution’s operation and strategic ambition.  At Cardiff, we have engaged with a variety of external partners with the view to supporting the delivery of our education and students sub strategy and our international sub strategy.  These include strategic partnerships, international exchange agreements, progression, and articulation agreements and taught programmes leading to a Cardiff University award.

The governance arrangements for setting up, developing, and maintaining all external partnership activity is clearly expressed in the Education Partnership Policy as required by the UK Quality Code for Higher Education.  Through this policy, Cardiff takes a risk-based approach to developing and managing its arrangements, and these are identified in the Taught Education Partnership Taxonomy.

Approval requires dedicated resource and time as each arrangement is individual in its nature.  The overarching principle is that the quality and standards of all Cardiff’s collaborative provision arrangements must be as rigorous, secure, and open to scrutiny as those for programmes delivered entirely by Cardiff University.

Any proposals of this nature will still need to complete all stages of the approval procedure set out in this document including any additional requirements based on the nature and complexity of the proposal.

For further support and guidance on developing education partnerships, please contact the Education Partnerships at EducationPartnerships@cardiff.ac.uk at the start of the process and before any formal discussions/negotiations take place.

Part one: Strategic approval

This section is designed to support you in understanding the different stages and timescales for developing new programmes and making changes to existing programmes.

All proposals (new and changes to existing programmes) will be considered in the first instance, by your College Stage 1 Strategic Approval Committee.  For new programmes, if your proposal is endorsed by the College Committee, it will be recommended to the Stage 1 Strategic Approval meeting of the Recruitment and Admissions Strategy Group for further discussion and approval.

For changes to existing programmes, strategic approval is the sole responsibility of the College Stage 1 Strategic Approval Committee.  If endorsed, you will be able to proceed to Stage 2 programme development.

What do I need to consider when submitting a proposal for strategic approval?

Discussions around strategic priorities and portfolio development will take place with your School/College throughout the academic year in response to a wide range of circumstances.  These may include sector comparison, survey data, external funding, and Welsh/UK/International strategic developments.  Proposals for developing new programmes may be linked to these discussions or may have developed through Annual Review and Enhancement.

Your college will be looking to see how your proposal answers the following questions:

• Do we want to offer this programme and if so, why?
• Does the proposal work with external partners and if so, what is the nature of the collaboration?
• How does the proposal align with and embed our institutional priorities?
• How does the proposal prepare students for the jobs of the future?
• Do we have the appropriate resources to support the development and delivery of the programme to provide an excellent student experience?

Proposals that identify areas of uniqueness or significant external funding opportunities but do not have obvious or significant market demand, can be considered particularly if there is evidence of external commitment to the proposal or it has been identified as strategically important to meet and embed our institutional priorities.  Careful consideration will need to be given the investment and resources needed to achieve the strategic ambitions.

Templates have been developed to help capture all information required at this stage.  Support and guidance are also available from your College Communication and Recruitment team (on assessing the market viability of your proposed changes) and your College Quality Officer.

Part two: Programme development timescales

New programmes

To ensure that there is successful recruitment to all new programme proposals, clear timescales for final approval by ASQC (Academic Standards and Quality Committee) have been established and these will be agreed at the end of the Stage 1 Strategic Approval meeting of RASG.

As each proposal varies in scale and complexity, it is important that you have appropriate time and resources available throughout each stage of the procedure.  Proposals including external partnerships may take significantly longer to undertake where the programme may be subject to additional approval mechanisms at the partner.

Where programmes are not ready by the deadlines outlined below, recruitment and marketing activities will be paused for the programme until the next cycle.

Introducing new programmes late in the recruitment cycle will not be supported through the Stage 1 Strategic Approval process as it will impact on the School’s ability to maximise recruitment and marketing activities and recruit the predicted numbers stated as part of their business plan.

Changes to existing programmes

A standardised deadline for confirming programme information has been established in May each year to reduce the number of late changes both pre and post enrolment.  This will need to be factored into any Board of Studies discussions when making routine changes to existing programmes.

Late confirmation of programme diets or changes to programme information significantly impacts on the quality of the student experience (module choices and timetabling information) in addition to duplication of effort for Schools and central University staff to amend the details.

Part three: Modules and other credit bearing provision

All Programmes or parts of programmes (modules) offered by the school, must come under the oversight of a Board of Studies. They will report to the School Education and Student Experience Committee on review, monitoring, and the delivery of programmes.

When creating a new module as part of a programme or to deliver on a stand-alone basis, it is the responsibility of the Board of Studies to ensure the module is reviewed in line with the Board of Studies guidance specifically the section ‘What should the Board of Studies be looking at when reviewing module information)?’

When reviewing the module description, the Board must ensure it meets the baseline requirements outlined in the institutional expectations as these are the key principles that all Cardiff programmes are based upon.

Non-degree ‘programmes’

All students studying for credit must be enrolled on a programme code even if they are only studying one module. Students cannot be enrolled onto individual modules directly and must be attached to an appropriate non-degree programme code that correctly reflects the mode of attendance and duration.  Non-degree’ programme codes are different to your standard undergraduate and postgraduate programme codes as they do not lead to a Cardiff University Award.  Students will receive a transcript of credit on successfully passing the assessment.

Applying to study credit bearing modules

Anyone who applies to study or visit the University through the SIMS application process must adhere to the appropriate admissions policies including (but not limited to):

• English language requirements
• Visa and immigration requirements
• Academic Technology Approval Scheme (ATAS)
• Online enrolment and agreement with the University’s data protection statement.

Requesting a non-degree programme code

There are already a series of non-degree programme codes set up in each school.  It is important that you check if existing codes are suitable to use before requesting to set up new ones.  Your College Programme Information Manager will be able to support you with this process.

New non-degree programme codes should only be requested in exceptional circumstances to avoid unnecessary delays. Where non-degree programme codes need to be created outside of the confirming programme information cycle e.g., in response to standalone module contract tenders or industrial partners, evidence of strategic approval must be provided by your College Registrar to support the request being made outside the current cycle of business.

Categories of ‘non-degree’ provision

Visiting and occasional studies

• Individuals can be UG, PGT, or PGR related.
• They will not receive teaching, study modules, or submit assessments.
• Individuals must be registered on a non-degree programme code in SIMS to enable them access to buildings, equipment or laboratories for the purposes of shadowing staff etc.
• Individuals should not be registered as visiting or occasional studies if they are students registered at another provider e.g., exchange, or AHRC SWW.
• The maximum duration of registration for visiting or occasional studies is usually one year in length depending on the nature of the activity.
• The individuals record in SIMS will be automatically closed after the end date +2 weeks.

Standalone modules and short term externally funded tenders

• Students do not receive a Cardiff University Award.
• Credits successfully achieved may be utilised to gain entry to programmes (at Cardiff or at another institution) via the Recognition of Prior Learning Policy.
• Students may pay their own tuition fees directly, or they may be funded by employers, or a strategic workforce body e.g., Health Education and Improvement Wales (HEIW).
• Students must be registered on a non-degree programme code in SIMS that clearly show all available modules, when they are available and the mode of attendance.
• Modules must be a minimum of 1 credit.
• Collections of modules should be managed using content collections (buckets) to support students with module selection e.g., a specific Medicine HEIW umbrella non-degree programme code could contain multiple content collections to allow ease of choice within a specific topic.
• Students must enrol annually if courses exceed a year.

Setting up your non-degree programme for multiple start dates

Students may enrol onto modules at multiple points in the academic year permitting them to study on several modules attached to the same non-degree programme code for varying lengths of time.

Bespoke dates will need to be created for each student to enable them to enrol onto different modules for different lengths of time or for different entry points.  Your College Programme Information Manager can provide support, advice, and guidance if you require multiple start dates.

Cross-University Standalone Modules

Developing cross-University standalone modules at level 7 can be achieved by adding all modules to the home school diet within the specific non-degree programme code in the same way that exchange collections are shared.

Schools are required to annually review their cross-University stand-alone modules in line with the confirming programme information process, confirming which modules will be available for the forthcoming academic year.

Incoming study abroad and international exchange students

Schools are expected to ensure that information about the modules available is correct and up to date, with an appropriate range of modules being offered to incoming students.  In line with the confirming programme information process, Schools are required to annually review their incoming study abroad non-degree programme and module information and confirm which modules will be available for the forthcoming academic year.

• Incoming students must be registered at a partner provider.
• Students do not receive a Cardiff University Award.
• Students must attend face to face teaching at Cardiff.
• Students will take a range of credit bearing modules in line with the requirements of their home institution.
• Credits successfully achieved will be recorded on their transcript of credit and sent to their home institution after the examining board.
• Where incoming students are studying non-modular programmes e.g., in the School of Medicine, separate non-degree programme codes are required for modular and non-modular provision.
• Modules must be a minimum of 1 credit.
• Collections of modules should be managed using content collections (buckets) to support students with module selection e.g., an ENCAP exchange non-degree umbrella programme code could contain multiple content collections to allow ease of choice within a specific topic or discipline if modules are offered outside of one school.
• Costs must be assigned to modules to ensure student invoices can be generated at a modular level, rather than using pro-rata fees

Postgraduate taught credit accumulation

Credit accumulation at FHEQ Level 7 provides the opportunity for students to study modules that have standalone value as well as contributing to a larger package of learning.  Students can accrue modules in a way that allows them to be fitted together, building, or stacking credit as they work towards their intended outcomes whether that be the completion of a single module or eventually an award of the University.

Setting up your non-degree programme code for PGT credit accumulation follows the same procedure set out for stand alone modules.

• Students do not receive a Cardiff University Award.
• Credits successfully achieved may be utilised to gain entry to a specific Flexible Learning Award programmes at Cardiff via the Recognition of Prior Learning Policy.
• Students may pay their own tuition fees directly, or they may be funded by employers, or a strategic workforce body e.g., Health Education and Improvement Wales (HEIW).
• Students must be registered on a specific credit accumulation non-degree programme code in SIMS that clearly show all available modules, when they are available and the mode of attendance.
• Modules must be a minimum of 1 credit.
• Collections of modules should be managed using content collections (buckets) to support students with module selection e.g., a HCARE HEIW umbrella credit accumulation non-degree programme code could contain multiple content collections to allow ease of choice within a specific topic.
• Students must enrol annually if the non-degree programme exceeds a year.

• Students repeat on a ‘loop’ and can pick up between 0-60 credits each year.
• Costs must be assigned to modules to ensure student invoices can be generated at a modular level, rather than using pro-rata fees.
• Students may receive a generic Postgraduate Diploma in Higher Education or Postgraduate Certificate in Higher Education via a credit accumulation non-degree programme code if they have accumulated the correct amount of credit when they leave.

Achieving a Cardiff University Award via credit accumulation

When developing any programme that supports credit accumulation, it will need full approval as outlined in Part One. Schools must note that the maximum programme duration for achieving a Cardiff University Award via credit accumulation is 7 years from the start of the first module as outlined in the Academic Regulations.

After completing a series of modules, students may have the opportunity to use their ‘stackable’ credit to internally transfer an approved programme where they can gain a Cardiff University Award.  There are three approved Cardiff University Awards designed to support students studying via credit accumulation.

Using an existing programme title

The programme must have the same structure, programme level learning outcomes, and content to protect the integrity of the existing Award and Programme title.

• MSc [existing named programme title] = 120 taught credit plus 60 credit dissertation/project at Level 7
• Postgraduate Diploma [existing named programme title] = 120 taught credits at Level 7
• Postgraduate Certificate [existing named programme title] = 60 taught credits at Level 7

Generic programme title with formal professional development recognition

These will be a pre-defined collection of themed modules attached to a non-degree programme code that have CPD recognition by a PSRB but do not map to an existing named programme title.  Collections of modules should be managed using content collections (buckets) to support students with module selection to ensure they meet any discipline specific professional development requirements.

The student transcript will show the themes chosen by the modules selected.

• MSc [xxxxxx] Professional Development: 120 taught credits plus 60 credit dissertation/project at Level 7
• Postgraduate Diploma [xxxxxx] Professional Development: 120 taught credits at Level 7
• Postgraduate Certificate [xxxxxx] Professional Development: 60 taught credits at Level 7

Generic programme consisting of a collection of modules from across the University. *¹

After completing a series of modules, learners may choose to use their ‘stackable’ credit to support a generic award*.  Depending on the modules selected, the naming convention of a generic programme may be based on the broad subject discipline studied by each learner e.g., a postgraduate certificate in social sciences/healthcare sciences etc.

^{1 It is anticipated that this will only be used for a small number of learners.  Operation of a generic programme across many disciplines will be complicated to navigate for the learner and could provide a variable learner experience.}

Care will need to be taken with any protected Award titles that confers professional registration.

• MSc [broad subject discipline]: 120 taught credits plus 60 credit dissertation/project at Level 7
• Postgraduate Diploma [broad subject discipline]:120 taught credits at Level 7
• Postgraduate Certificate [broad subject discipline]: 60 taught credits at Level 7

English Language Provision Programmes

Run by the ELP team- these programmes are non-modular, and usually run for weeks not years to facilitate international students' English language skills before study.
Once a registered student’s programme end date +2 weeks has passed, the student record will be automatically closed.

Doctoral Training Partnerships

A Doctoral Training Partnership is a consortium of partner institutions offering research opportunities to staff and students.

• Students do not receive an award or credit.
• All students will need a signed co-supervision agreement in place before enrolling.
• The student must be registered at the alternative provider
• The non-degree programme duration can be 3-7 years long.
• Students are still expected to enrol annually.
• These programmes are non-HESA returnable, and non- modular therefore if students require access to teaching materials schools will need to enrol them on Learning Central manually.
• No approval for these non-degree programmes is necessary.
• Once a registered student’s programme end date +2 weeks has passed, the student record will be automatically closed.

Awarding credit

To award credit, you must have an Examining board. When setting up your non-degree programme you must consider the following:

• Where schools are utilising the same module code within the non-degree programme and an award bearing programme, you must consider all modules at the same examining board.
• Resit rules must be in place for each non-degree programme.
• All students (non-degree and award) must take the re-sit within the University agreed re-sit period.
• If schools set up independent module codes, the schedule of examining boards must be clearly outlined at the start of the academic year indicating when resits will be available to students (line plan).
• Exam boards must be held in line with approved exam board schedule to ensure a student record can be closed at the appropriate time.
• Students must enrol annually if courses exceed a year.

Further advice and guidance on all non-degree credit provision is available through your Programme Information Officer.