MAKING CHANGES TO ACADEMIC PROVISION

(for UG and PGT 2013/14)

This guidance has been prepared for departmental staff responsible for planning modifications to existing academic (module and course) provision. Staff thinking of introducing new provision should follow the New Course/Module approval guidance found on the Quality page.

Contents:

1. 2013/14 Annual Review Process Timeline
2. Annual Review Process Training
3. Module and Course Modifications:
   • Requesting Module modifications
   • Requesting Module Option Group modifications
   • Requesting Course modifications
4. What is the approval process for requested modifications?
   • Which modifications need Dean’s Approval?
   • Which modifications need Faculty Board Approval?
   • Which modifications do NOT need further approval?
5. Items to consider when requesting modification to Modules or Courses:
   • Which students can take the existing module(s)?
   • What is the impact on other Courses or Modules?
   • What is the impact on learning outcomes?
   • Changes to Rules of Assessment
6. What are the deadlines for modification requests?
7. How to request modifications after the Annual Review deadline?
8. Contact Information in Systems and the Registry

1. 2013-14 Annual Review Process Timeline

The Annual Review Process requires Academic Departments to review all existing academic provision and note amendments for approval and update on the database record for the next academic year. This review process and subsequent database amendments occur in the Spring term to enable students to select their optional modules and the timetable to be produced for the upcoming academic year. Academic Departments should begin reviewing and thinking about changes to provision towards the end of the Autumn term to ensure timely returns during the Annual Review Process.

The Annual Review Process is critically important  because the database holds the definitive record and supplies information to other systems, such as the Module Directory, COR, RPS and the timetable and exams.. This is also important in respect of structures and rules published in advance of the academic year.

Review the complete Annual Review Process timeline here.

2. Annual Review Process Training

The Systems Administration office leads training each year for Academic Departments and Academic Officers. The training will provide documents and manuals essential for use during the Annual Review Process. Additional training can be provided to new staff as an introduction to the Course Records Management Menu (CRMM) on the MIS database. CRMM is the primary location for all details regarding modules and courses on the database.

Training documents can be found here.

3.       Changes to Existing Modules and Courses

3a.Requesting Module modifications:

 Module modifications are initiated by the department on CRMM.

The Module Modification WorkFlow can be found here.

Please review the training manual for more detailed information regarding how to initiate module changes.

3b. Requesting Module Option Group modifications:

Module Option Group modifications are initiated by the department on CRMM. Please review the training manual for more detailed information about how to request option group changes.

3c Requesting Course modifications:

Course modifications are initiated by the department on CRMM.

The Course Modification WorkFlow can be found here.

4. What is the approval process for requested modifications?

4a.Which modifications need Dean’s Approval?

• Changes to a module title
• Changes to the credit value or credit level
• Changes to the weighting of examinations to coursework (e.g. 50% coursework, 50% exam)
• Changes to the term in which a module is offered but ONLY when it affects the degree structure or pre and co-requisites
• Changes to the timing or length of the examination (any centrally managed exams)
• Introduction of a method of assessment which is not already in operation in the Department/Faculty
• Major changes to the syllabus of a module
• Departments are asked to judge whether a change is major or minor.  Minor changes usually only involve a rewording but no substantive change, or where topics are simple updated.
• Changes to a module being either core, compulsory or optional in the structure ONLY when it’s a minor change. The Dean may refer significant changes to the Faculty Board.
• Changes to the syllabus which alters the course learning outcomes and will therefore require a change to the programme structure offered by your dept or another dept
• Changes to pre-requisites or co-requisites
• Discontinuation of a module (whether permanent or temporary)
• Discontinuation of a course*

4b.Which changes need Faculty Board Approval?

Changes to the title of a Course*

• Changes to the structure of a course (e.g the introduction of a new core/compulsory module or restricting the list of options)]
• Changes to the learning outcomes
• Changes to the progression requirements relating to individual modules (e.g introduction of a pass in a given module)+
• Changes to credit values of module(s) and dissertation (change to programme structure)
• Changes to the credit model (15/30 or 20/40)
• Creation of independent study module (new module proposal)  *These need approval from Senate, so the Dean will seek this once approved by the Faculty Board. + Please see section 5 below. 

4c. Which changes do not require formal Dean’s Approval?

• Minor changes of syllabus
• Departments are asked to judge whether a change is major or minor.  Minor changes usually only involve a rewording but no substantive change, or where topics are simple updated.
• Changes to the weighting between elements of coursework assessment **
• Changes to the format of the examination paper
• Changes to the term in which the module is being offered (unless this affects the degree structure or pre/co-requisites in which case Dean’s approval is needed) **
• Changes to the availability of optional modules.  The Dean does not need to give formal approval if you decide you cannot offer an optional module in the following academic year.  However you must check that the module is definitely optional on all courses including those administered by other departments.  See paragraph 5a for details on how to find this information.  If the module is compulsory then you must liaise with the department which owns the course to see whether it is possible to come up with a suitable alternative module.  In this case, the Dean would have to give approval to the change of programme structure. **

**N.B Although the Dean doesn’t approve these changes, it is important that the Department requests these amendments so the database can be altered.  This is important because the database holds the definitive record and supplies information to other systems, such as the Module Directory, COR, RPS and the timetable and exams. This is also important in respect of structures and rules published in advance of the academic year.

5. Items to consider when requesting modification to Modules or Courses:

5a.Which students can take the existing module(s)?

Check which awards include your module(s).* Remember that sometimes your module might be a compulsory or optional module for students on awards outside your department.  At an early stage you should always liaise with other departments that will be affected by the changes.  If students from outside your department routinely take this module, you should think about whether the changes will affect their ability to take it from now on?  For example, will they have taken the necessary pre-requisite modules?

*It is easy to run off a list from the central student records database to show the course(s) for which an individual module is compulsory.  Go to” Student Detailed Information” from the main MIS Apps menu and select “All Schemes & Stages by Compulsory module”.

5b. What about the impact on other awards or modules?

If you are making changes to the syllabus, will this affect any other awards or modules?  Think about the pre-requisites, co-requisites etc. Information on current co and pre-requisites is displayed in the Module Directory, if you need a reminder.

 If you are changing the term in which the module is offered, will this have any effect on other modules or course structures? If unsure, ask your Departmental Administrator who can access the database. There is a function which enables you to look up modules that are compulsory on courses from any department or school.

5c. What about the impact on learning outcomes?

Will the change have an impact on the course’s learning outcomes?  If the existing module has been identified as one of the places where students can achieve specific learning outcomes, you must make sure the learning outcomes can still be met in your revised version of the module.  If they can’t, then you would need to ensure that there is still adequate coverage of the learning outcome across the other modules, or the department will have to propose an amendment to the course’s learning outcomes or rules of assessment.  Don’t forget to liaise with other departments if the module is compulsory on one of their courses and therefore affects their learning outcomes. 

5d. Changes to Rules of Assessment

Variations to the University’s rules of assessment must be approved initially by the Academic Board and then by Senate. As this process will take slightly longer, you must make sure you submit any proposals in time for the March board so they can be sent to the subsequent meeting of Senate. If you are unsure, speak to your Academic Officer.

6. Academic Department Deadlines for Modification Requests

The 2013/14 Annual Review Process deadlines are:

 Module Modifications due: Wednesday 13 February 2013, 5pm

Module Option Group Modifications due: Wednesday 20 March 2013, 5pm

Course Modifications due: Wednesday 20 March 2013, 5pm

Department maintenance on Module Directory and Programme Specifications must be complete by Tuesday 16 April 2013. (Based on modifications submitted and approved during the Annual Review Process).

7. How to request modifications after the Annual Review Process deadline:

The Annual Review Process manual contains guidance about additional information needed when requesting provision modifications after the deadline. This can be found here….

The Annual Review Process deadlines are set to ensure enough time exists to approve modifications and update the database in time for the opening of Module Enrolment (eNROL). Although, the Dean can approve modifications after the deadline, late modification requests should be rare and would most likely be due to unexpected staffing changes. Late modification requests can cause a great deal of work because the database records must be amended for all students and those students informed of the new structure and implications for their studies and timetable.  Late modifications also have adverse affects on the student experience and should be avoided if at all possible. Deadlines are provided to departments in advance of the start of the academic year to ensure ample planning time within the department to ensure on-time returns.

8.Contacts in Systems and the Registry

FHC:
Vicky Poole vpoole@essex.ac.uk x2921

FLM:
Dan DeSousa dadeso@essex.ac.uk x2968

FSE:
Deanna Walker deanna@essex.ac.uk x2992
Hannah Lamb hlamb@essex.ac.uk x3077
Kirstie Sceats kfsceats@essex.ac.uk x2985

FSS:
Heather Tracey hftracey@essex.ac.uk x3451  

Technical Support for CRMM system:

Course Records Team crt@essex.ac.uk x3286