New degree program development and the approval process is regulated by Trent University's Institutional Quality Assurance Policy. New degree programs must be approved by:
- Trent University's Senate
- Ontario Universities Council on Quality Assurance (Quality Council)
- Ministry of Advanced Education & Skills Development (MAESD)
- professional or cost-recovery graduate programs do not require Ministry approval, however for students to be eligible for OSAP, funding is necessary
The Office of the Provost manages the approval process and will direct and facilitate the process through the approval stages. It is recommended that Deans work closely with Working Groups in planning the timeline for the approval and subsequent launch date for the new program. A new program can take up to 2 or more years to be fully approved and launched. With careful planning, this timeline can be shortened to up to a year. Ministry deadlines are the most critical in planning for the launch of a new program.
Where to begin?
- Review the approval process
- Use templates provided – Full Program Proposal and Nomination of External Reviewers
- Begin working on Appendices
How long does it take for a new program to receive approval?
| Trent's Internal Processes | Timing will vary, anywhere from 6 to 12 months – careful planning is required to facilitate approval through the multiple stages and the external review with final approval by Senate |
|---|---|
| Ontario Quality Council |
Up to 45 days for approval; may take longer if additional information is sough |
| Ministry |
4 to 6 months; there are only 4 submission dates per year and approval takes a minimum of 4 months from the official submission dates (no matter the timing of actual submission by the university |
Announcement of New Programs (as per the QAF 2.7)
- Quality Council Disclaimer: Subject to approval by the university's senior academic officer (i.e., Provost & VP Academic), an institution may announce its intention to offer a new undergraduate or graduate program in advance of approval by the Quality Council. When such announcements are made in advance of Quality Council approval, they must contain the following statement: "Prospective students are advised that the program is still subject to formal approval."
- Ministry Disclaimer: Subject to approval by the Ministry of Advanced Education and Skills Development, notices and advertisements of new programs should include the following statement: 'Pending Ministry Approval'.
Overview of Approval Process
| Step | Committee/Step | Detail |
|---|---|---|
| 1 | Idea for New Program | Initial idea for degree program should be discusses with Dean(s) under which authority the program will be delivered |
| 2 | Initial Approval of Program In-Principle | Dean will take Initial Proposal to PPG for discussion and in-principle approval for full program development |
| 3 | Full Program Proposal & Supporting Appendices Fully Developed | Working Group, in consultation with Dean will develop Full Program Proposal & Appendices using the template provided. |
| 4 | Consultation | Consultation should take place with all affected academic units/programs. The new program should be announced at Decanal Councils, Faculty Board and Senate inviting feedback and input. |
| 5 | Undergraduate Studies Committee (USC) or Graduate Studies Committee (GSC) | Once proposal is complete, USC or GSC will review the degree requirements and any new courses required. USC or GSC may provide feedback or recommendations. |
| 6 | Nomination of External Reviewers | Working Group/Dean should submits list of at least 6 qualified potential external reviewers using template. Reviewers must meet criteria and be at arm's length. To facilitate timely review it is recommended that the form be submitted when USC/GSC reviewing proposal in order to prevent delays in the approval process. |
| 7 | Academic Planning & Policy Committee (AP&P) | Dean is responsible for taking Full Program Proposal & Appendices to AP&P. AP&P may recommend revision. Approval is required in order for External Review to be conducted. |
| 8 | External Review | The Office of Provost will manage site visit, with the academic unit coordinating the schedule for the 1-day Site Visit or Desk Audit by external reviewer(s); Report is due 1 month from date of site visit. |
| 9 | Response | Working Group will prepare response to External Review Report, specifically addressing the recommendations. Dean will provide Letter of Support specifically addressing any issues or concerns |
| 10 | Academic Planning & Policy Committee (AP&P) | AP&P will review the External Reviewer's Report, the Response from the Working Group, and Dean's Letter of Support. AP&P recommends the program go forward to Senate for approval |
| 11 | Senate | Senate will approve Program Proposal & Supporting Letters (appendices not includes; summary of external reviewer's report included) |
| 12 | ON Quality Council | Office of Provost will submit complete documentation (program proposal, appendices, working group response, Dean's letter of support, Provost's letter) to Quality Council |
| 13 | Ministry* | Office of Provost will submit relevant components to the Ministry |
*new degree program proposals may be submitted simultaneously to Quality Council and the Ministry; Ministry will not approve until approved by Quality Council
Contact
Questions related to new programs should be directed to:
Tracy Flaherty
Director, Quality Assurance and Academic Affairs
tflaherty@trentu.ca
705-748-1011 ext. 6225