TLC Checklist (School of Management)
Process Required for Amending an Existing Course 2012/13
The following guide explains the process, step-by-step, according to which the Teaching and
Learning Committee (TLC) in the School of Management amends existing courses and
programmes. There is a separate guide for those of you introducing a new course. Please
note that the role of originator of amendments to existing courses or programmes carries on
throughout many of these steps. As originator, you should in all cases discuss your proposals
with other members of your teaching team and subject group to ensure that they are
acceptable.
You should also inform the appropriate visiting examiner of their proposed changes as early
in the process as you can, using the official form, as visiting examiner views are taken
strongly into account at all stages.
Please note that teaching staff may amend reading lists, order of delivery of content, or
content which does not change the aims or learning outcomes of a course, without having to
go through these processes. However, any changes to aims, learning outcomes and
summative assessment must be approved.
Amendments to a core course (rather than an elective/ option), may require a change to the
structure of a programme. If you are proposing an amendment to a core course, please
discuss this with the Chair of the TLC for advice on whether a Programme Amendment form
is also required.
The College sets deadlines for submission of course and programme amendments to the
Academic Development Office (ADO) (Academic-Development-Office@rhul.ac.uk)
for all changes to take effect from the new academic year in September.
This year (2012/13), the ADO must be notified by 3rd May 2013, so it is essential for
originators of amendments to ensure that they submit proposals to the TLC in time to
proceed through all steps (TLC, Board of Studies, Programme Amendment Panel).
MN1234 prop v1
original paperwork submitted by originator to TLC
If no changes required by TLC then TLC submits MN1234 prop v1 to
BOS as MN1234 BOS v1
If minor changes required by TLC then originator submits MN1234
prop v2 to TLC Chair to be signed off by Chair’s Action. TLC then
submits MN1234 prop v2 to BOS as MN1234 BOS v1
If major changes are required by TLC then originator amends and
submits MN1234 prop v2 to next TLC
MN1234 prop v2
paperwork returned to TLC by originator with TLC amendments if
required
MN1234 BOS v1
paperwork as agreed by TLC for submission to Board of Studies
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If no changes required by BOS, TLC submits MN1234 BOS v1 to
Academic Development Office for PAP as MN1234 PAP v1
If minor changes required by BOS, TLC submits MN1234 BOS v2 to
BOS Chair to be signed off by Chair’s Action. If it has amendments to
documentation originally passed to BOS as BOS v1, this needs to be
altered to BOS v2 to differentiate first and second pass. TLC then
submits BOS v2 to Academic Development Office for PAP as
MN1234 PAP v1
If major changes are required by BOS, originator submits MN1234
BOS v2 to the next TLC
Then:
If no changes required by next TLC, then TLC submits
MN1234 BOS v2 to Board of Studies as MN1234 BOS v2
If minor changes required by TLC then originator submits
MN1234 prop v3 to TLC Chair to be signed off by Chair’s
Action. TLC then submits MN1234 BOS v2 to BOS as
MN1234 BOS v3
If major changes are required by TLC then originator amends
and submits MN1234 BOS v3 to next TLC or Board of Studies
as deemed appropriate by TLC Chair
MN1234 BOS v2
paperwork returned to TLC by originator with BOS amendments if
required
Once approved by BOS, TLC submits MN1234 BOS v2 to ADO (Aas
MN1234 PAP v1
MN1234 PAP v1
paperwork, including visiting examiner views, as submitted to ADO
(Academic Development Office) for validation by PAP (Programme
Amendment Panel). ADO or Assistant Registrar (for PAP) may return
paperwork to originator and TLC for amendment
MN1234 PAP v2
paperwork as resubmitted by originator to ADO following
amendment as required for final approval by PAP
MN1234 FIN
Proposal as finally accepted by College
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Checklist for originators of course amendments
Having got to grips – more or less – with the broad processes involved in amending courses
at Royal Holloway, you now need the following checklist to make sure you’ve done
everything required to promote a smooth passage for your proposal.
Originator stage:
Please note that it is your responsibility to check the timetabling of your proposals in order
to ensure that there is enough time between all the stages involved to allow final College
approval for their introduction.
Have I discussed these proposals with my subject group? With my programme team? Have I
consulted our visiting examiner? What were his/her views? Have I taken them into account?
Have I written up my amendments on the correct form and attached the Visiting Examiner’s
Statement form?
You can get all appropriate forms at this web site
http://www.rhul.ac.uk/forstaff/handbook/academicqualityassurance/home.aspx
under the programme validation process and course validation process links to the left of
the page.
Have I submitted the correct paperwork to the TLC Secretary at least one week before the
scheduled meeting (preferably longer)?
Am I able to attend the TLC meeting to talk to my agenda item? If not, who can I ask to go in
my place?
TLC stage:
Has the TLC Chair informed me of the results of the TLC?
Has the TLC required any amendments to my paperwork? (If not, paperwork goes direct to
Board of Studies)
If so, have I carried them out?
And have I resubmitted the amended paperwork to the Chair of TLC and to the TLC
Secretary?
Board of Studies stage:
All paperwork, having passed through the TLC, now goes to the Board of Studies
Am I able to attend the Board of Studies to talk to my agenda item? If not, who can I ask to
go in my place?
Has the TLC Chair informed me of the results of the Board of Studies?
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Has the Board of Studies required any amendments? (If not, amendments go to Academic
Development Office)
If so, have I carried them out?
Have I resubmitted the amended paperwork to the TLC Chair and TLC Secretary?
TLC stage (2) (dependent on Board of Studies requirements):
In case of amendments by the Board of Studies, has the TLC Chair taken relevant action?
Depending on the scope of the changes, s/he will:
-
submit amended paperwork to the next TLC for approval; or
submit it to the next Board of Studies for approval; or
(in exceptional cases) request Chair’s action from the Board of Studies to approve
the changes
College stage:
Has the TLC Chair forwarded all correct and amended programme and course validation
paperwork to the Academic Development Office (ADO) for checking?
If it is not all complete, has the ADO informed the TLC Chair and Secretary for remedial
action and resubmission?
Has the ADO on behalf of the Associate Dean (Education) asked you as originator to make
further amendments at this stage?
Have you carried out the amendments required?
Have you informed the TLC Chair and Secretary of the TLC that you have done so?
Have you resubmitted the amended paperwork to the ADO?
Has the ADO confirmed approval by the Associate Dean (Education) and returned a copy o f
the approved paperwork to the originator and Chair of TLC, with a copy to the TLC
Secretary?
If so, congratulations, the process is complete!
Personae dramatis:
TLC Chair: Michael Gold
TLC Secretary: Moya Watson
ADO: Academic Development Office
PAP: Derrick Chong (Associate Dean); Gail Turner (Assistant Registrar – Faculty of
Management and Economics)
MG 25/09/12
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