MODIFICATIONS TO EXISTING COURSES
Where changes to existing validated Courses are required, for example in response to
annual review, External Examiner or Verifier feedback, some of these changes must be
approved by the University prior to implementation.
The procedure for making changes to existing courses varies depending upon the scale
of the proposal. The development and academic approval arrangements vary depending
upon the scale and are divided into three categories:



Minor modifications:
Modifications:
Major Modifications / new courses not requiring an approval panel.
Centres should contact Julie Page in CPO in the first instance who will guide you on the
extent of the change and which category it comes under. The definition of the
categories and the associated procedures for approval are listed below. The definitions
can also be found in Section 5 of the ASQ Handbook:
http://www.ntu.ac.uk/cadq/quality_assurance/standards_quality/8573gp.html
The form for completion can be found on the CADQ webpages at the following link:
http://www.ntu.ac.uk/adq/course_design/developing_collaborative_courses/index.html
IDENTIFYING A MINOR MODIFICATION
Minor modifications to Module Specifications are included in this category. It allows small
adjustments to modules to be made relatively easily in recognition of the fact that
successful courses will develop and evolve. There is no credit limit to the modifications
that can be made within this category.
Minor









modifications that may be approved under this category are:
content*;
indicative reading;
distribution of workload (class contact etc.);
teaching and learning methods;
expected form of feedback;
module duration (i.e. shifting between half-years);
module status;
pre-requisites and post-requisites;
assessment weighting**.
*The course committee may approve modifications to content provided the aims and
learning outcomes of the module are not affected. Any change which affects these
aspects should be considered under the major change or modification categories
depending on the total number of credits affected. However, a course committee may
make simple changes to the form (expression or grammar) of the aims and learning
outcomes, provided they are not changed in substance.
**Where several modules are making similar changes such that the overall balance of the Assessment
Schedule is affected it will be necessary for the package to be considered by VSSC.
Procedure for Approving a Minor Modification





The approval of minor modifications is delegated to Validated Centres;
Centres notify VSSC of any minor modifications that have been made;
A list of minor modifications is presented to VSSC for notification;
Minor modifications are tracked by CADQ to ensure that cumulative change does
not exceed the amount stated in Section 5 of the ASQ Handbook;
Keep a record of the minor changes so you can record them in your CSQR.
IDENTIFYING A MODIFICATION
This category includes the approval of new modules and modifications to existing
modules up to an annual limit of 40 credits in a level. Modifications that may be
approved under this category are:

module title;

module level;

credit value;

module aims;

module outcomes;

assessment methods*.
*A course committee may approve changes to the weighting of existing assessment
methods as this is regarded as a minor modification. However, where several modules
are making similar changes such that the overall balance of the Assessment Schedule is
affected it may be necessary for the package to be considered by VSSC.
Note: A course team may on occasions propose a considerable package of modifications and minor
modifications in such a way that the course philosophy and delivery are affected. In such cases, the proposal
may be considered by a panel or VSSC as if it is a major change.
Procedure for Approving a Modification:
Contact Julie Page in CPO in the first instance. Once it is established that your proposal
is a modification you will be asked to complete and submit a ‘Reporting Proposed
Changes to Courses’ form and Julie will advise you who your CADQ liaison officer will be
for processing the proposal through to approval.
You will be required to submit the following documentation to CPO to support your
proposed modification:


Completed ‘Reporting Proposed Changes to Courses’ form – copy included in this
section and guidance for completing this form.
A Collaborative Business Evaluation¹ (CBE) form may be required if there are
business implications to be taken into consideration. CPO will advise you on this if
necessary. Full details of the process for completion of the CBE can be found in
the section on approval of new Courses at existing centres, or Section 19 details
the business evaluation process for all aspects of validation service business.
There are only 2 instances where a change is likely to have business implications,
firstly if an additional delivery site is being proposed and secondly if a course is
moving to multiple intakes per year. Both of these changes will result in the
University Verifier making additional routine annual visits to the Centre.
Documentation will also need to be submitted to support the proposal, typically this will
include the following but your CADQ liaison officer will advise you.



Contextual document to include:
o a rationale for changes;
o precise details of changes to the current Courses and module
specifications;
o a note on the consultation process and contributions to it.
Amended Courses specifications.
Module specifications (amended and existing depending upon the scale of
change).
Depending on the extent of the modification you may also be asked to provide the
following, however your CADQ Officer will advise you:


an amended Course Specification;
an updated Curriculum Map and/or Assessment Schedule.
The approval of modifications will be undertaken by VSSC. The University Verifier will
be sent the modification in advance of the meeting for feedback. A CADQ Officer will
be allocated to process the proposal through the VSSC.
IDENTIFYING A MAJOR MODIFICATION/NEW COURSES NOT REQUIRING AN APPROVAL
PANEL
There two types of major change as follows:
a. Changes to a key component of a course A major change of this type will typically
involve a change to one or more of the following components of a course:

overall aims and course outcomes*;

award designation or title(s), course duration and mode(s) of study’;

regulations for the admission of students;

the overall assessment regulations of the course and/or regulations for
progression through the course;**

a significant addition to the resources required;

the overall scope and structure of the course, e.g. the addition of new pathways,
new awards, placements and work-based learning, e-learning etc.
*a course committee can make simple changes to the form (expression or grammar) of
the aims and course outcomes provided they are not changed in substance.
**The following will need VSSC approval:
 special dispensations from CAR;


reduction in the number of external examiners - or a significant redistribution of
duties;
move to an Award/Subject Board of Examiners structure or similar change.
b. Changes affecting more than 40 credits in a level Changes affecting more than
40 credits in a level of a course will be considered as a major change. This primarily
relates to the approval of new modules and modifications to existing modules. In respect
of courses with large numbers of options, it may be possible for the 40 credit limit to be
extended. Advice on this is available from CADQ.
Procedure for Approving a Modification:
Contact Julie Page in CPO in the first instance. Once it is established that your proposal
is a Major Modification you will be asked to complete and submit a ‘Reporting Proposed
Changes to Courses’ form and Julie will advise you who your CADQ liaison officer will be
for processing the proposal through to approval.
You will be required to submit the following documentation to CPO to support your
proposed modification.
Documentation
Appropriate documentation needs to be submitted to a VSSC. This will comprise as a
minimum:

a Contextual Document – explaining and justifying the change(s) that is being
proposed and setting out the implications for all other aspects of the course (all
headings of the Contextual Document must be completed).
Note: Where there are no changes to, or implications for, a particular aspect, it is sufficient to confirm that
under the relevant Contextual Document heading (see exemplar for a course proposing a relatively selfcontained major change).
Relevant information and data gathered as part of the Business Planning process may be included within the
Contextual Document.
In addition, the following may need to be submitted according to the nature and scale of
the change:
 an amended Course Specification;

an updated Curriculum Map and/or Assessment Schedule;

Module specifications (amended and/or existing).
Note: Typically all the above will be required where several aspects of the course are being
A synopsis of the process is listed below for ease of reference:
1.
Centre to notify to CPO (Julie Page) that they are intending to make a change to an
existing (validated) courses(s).
2.
Preliminary discussions take place between the Centre, CPO and CADQ to agree
the nature and scale of the change and identify any potential business
implications (financial, resource or marketing). A CBE may be needed but will
only if business implications for NTU have been identified. If business implications
are identified then the CBE will require sign off by the School Executive Group
(SEG), the College Management Team (CMT), UIC (for overseas proposals only)
and the University’s Executive Team (UET). This must be granted prior to
academic consideration and approval.
3.
If the change is a Modification or Major Modification the Reporting Proposed
Changes to Courses Form (VS) with guidance sent to the Centre for completion.
http://www.ntu.ac.uk/adq/course_design/developing_collaborative_courses/index.html
4.
The Reporting Proposed Changes to Courses form (VS) is completed by Centre
and returned to CPO (Julie Page).
5.
On receipt of the completed Reporting Proposed Changes to Courses form (VS)
CADQ confirms the nature of the change (and therefore the required actions). A
CADQ officer will be assigned to the proposed change at this point and will liaise
with the Centre on the nature of the academic approval process (Validation
Service Sub Committee (VSSC) or approval event) and the supporting
documentation required.
¹ Please refer to Section 19 for full details of the business evaluation process and sign off
for all aspects of validation service business.