The Modification of
Existing Provision
Version
2
Author
Head of ASQ
Approved date
March 2014 – to reflect
move to faculties
Approved by
UQEC
Review date
March 2015
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Contents
Introduction ........................................................................................................................................ 3
Scope ................................................................................................................................................... 3
Low risk approval – on line task process............................................................................................. 3
Medium risk approval – Modifications Process .................................................................................. 3
Higher risk approval – Major Change ................................................................................................. 3
The process ......................................................................................................................................... 4
Deadlines............................................................................................................................................. 4
Exceptional changes to modules and courses .................................................................................... 4
Stages within the process (see process diagrams) ............................................................................. 5
Approval to Proceed ....................................................................................................................... 5
Submit online task........................................................................................................................... 5
Submit supporting documents........................................................................................................ 5
Consideration of documents........................................................................................................... 5
Response and resubmission............................................................................................................ 5
Modification approval ..................................................................................................................... 6
Approval memo............................................................................................................................... 6
Record modification........................................................................................................................ 6
Appendix 1 Modifications Process Flow ............................................................................................. 7
Appendix 2 Major Change Process Flow ............................................................................................. 8
Appendix 3 – extent of change ........................................................................................................... 9
Appendix 4 – course amendment template ..................................................................................... 12
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Introduction
The processes detailed in this document fulfil the expectations of Chapter B8 of the QAA Quality
Code - Programme monitoring and review that “Higher education providers have effective procedures in place to routinely monitor and
periodically review programmes.”
The following Expectation from Chapter A4: Approval and review is also relevant to this topic:
“Higher education providers have in place effective processes to approve and periodically review
the validity and relevance of programmes”
Scope
The processes in this document include the following
•
•
Minor modifications to existing provision
Major change to existing provision
These changes will be effected through FQEC processes.
The following processes are not covered by this document, but are available in The Validation,
Approval, Accreditation and Deletion of Provision:
•
•
•
•
•
•
•
•
Approval of existing provision – (i.e. review or change of delivery)
Approval of provision for delivery with a collaborative partner
Approval of provision incorporating a PSRB
Validation of new provision
Validation of new provision for delivery with a collaborative partner
Validation of new provision incorporating a PSRB
Accreditation of externally delivered provision
Deletion of provision
These changes may be effected through FQEC or UQP processes as determined at the planning
approval stage.
Low risk approval – on line task process
The lowest risk activity comprises changes to modules which have no impact on the course
specification. These are submitted through the online amendment task.
Medium risk approval – Modifications Process
Some lower risk changes made to modules may also require a change to be made to an existing
course specification. Module changes are submitted through the online amendment task.
Higher risk approval – Major Change
Where the proposed change to existing provision during an academic year is considered to be
significant (see Appendix 3), the major change process comes into effect. This allows for a greater
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degree of external scrutiny prior to approval and University level approval may be required before
this can proceed.
The process
When considering proposals for modifications, it is the responsibility of FQEC to:
• nominate a member of FQEC to lead on modification work (Chair); this person will be the
main contact person for the ASQ Officer managing the approval process;
• confirm, annually, the constituency of the team working with the Chair and Officer to
consider modifications;
• confirm the appropriateness of academic standards (taking into account external comment
as appropriate);
• ensure academic standards, as validated, are maintained on existing courses;
• assure the integrity of existing validated courses;
• confirm the appropriate planning approval has been gained before the approval process
progresses;
• confirm that appropriate management mechanisms are in place to establish, monitor and
maintain appropriate academic standards for all provision, including provision delivered in
collaboration with other providers;
• confirm the appropriateness of teaching, learning and assessment methods;
• confirm the resources supporting the provision are fit for purpose;
• ensure that other faculties and collaborative partners, who may be affected, are consulted
on the proposed changes;
• ensure that where a course is accredited or recognised by a professional body that the
appropriate level of consultation has taken place;
• ensure that all modifications are completed within University deadlines so that students are
not disadvantaged and staff have sufficient time to implement the proposed amendments;
Faculties should be mindful of the impact of modifications on timetabling, and must ensure revised
course records reflect student diets, as this constitutes part of the University’s public information.
Deadlines
The deadline for the completion of modifications to courses or modules is the end of April for
changes to be implemented in the following academic year.
Exceptional changes to modules and courses
It may occasionally be necessary to effect a change to a course or module after the standard 30th
April deadline. The usual trigger for making such a change will be as a result of receiving comments
from an external examiner at an assessment board, but may also be due to external factors such as
PSRB feedback.
The decision to make a change to a course or module in order to improve the student experience
needs to be balanced against the potential disruption the change may cause to students who will
already have been able to enrol on their course and register for their module diet. There may also
be disruption to the timetabling of any affected modules.
Where the Chair of FQEC agrees a proposed change can be submitted to the Officer for approval the
evidence for the need to make the change should be included with the proposal.
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The process for approving the change should be completed no later than 31st July for assessment
weightings and 31st August for all other changes.
Stages within the process (see process diagrams)
Approval to Proceed
There are various methods through which approval to proceed may be confirmed. This will depend
on the level of risk to the institution and the impact on students if the provision were to be modified
/ validated / approved / accredited/ deleted. FQEC Officers will also be able to advise, but the
various methods include the following processes:
•
•
•
•
Academic Planning Approval;
FLOW;
Major change memo;
Consent from FQEC Chair and Officer to proceed.
Submit online task
Routine changes may be made to modules without recourse to quality processes. This takes place
each time a module runs and is effected by the module leader through the online module guide task
on e:vision.
Some sections of the module, however, cannot be updated through this mechanism as they require
scrutiny by FQEC before the proposed changes can be made. The mechanism for this is the online
module task on e:vision. Module leaders complete the relevant sections of the task and submit it for
approval to the ASQ Officer.
Submit supporting documents
Where changes are proposed to a course or where the changes made to a module impact on a
course, an amended course specification should be submitted for approval to the ASQ Officer.
Consideration of documents
It is expected that FQECs will devolve responsibility for overseeing modifications to a Working Group
who will manage the process via an online process. Membership of this group should include as a
minimum a Chair, the FQEC Officer, academic representation and members able to contribute
specialist knowledge (i.e. Learning Support, Teaching and Learning etc.).
As the Officer receives the submission documentation, it will be uploaded to the WOLF topic. Once
all the documentation has been received, the Officer will advise members of the deadline for reading
and commenting on the documentation and members, in turn, will submit their comments via the
WOLF topic blog.
Response and resubmission
It is the responsibility of the Proposer to read the feedback and comments produced by the Working
Group members and to respond via the WOLF topic. If, as a result of responding to the feedback, it
is necessary to make amendments to the documentation, this should be updated and forwarded to
the Officer.
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Modification approval
The previous stage is an iterative process and may be repeated until the final version of the
documentation is produced to the satisfaction of the Chair.
Unless the documentation needs to be submitted to a Professional Statutory or Regulatory Body (in
the UK or overseas) for further comment, at this stage the Chair and Officer will approve any new
modules through the online task.
Approval memo
An approval memo is only required for that provision covered by the major change process. This is
circulated by the Officer and a template for the memo is available.
Record modification
In order for FQEC to maintain an overview of the modifications being undertaken across the Faculty,
an annual report on the modifications completed by the Working Group will be received for
information. In order that UQEC can maintain an overview of the modifications being undertaken
across the University, this reports will, in turn will be ratified by UQEC. A template for this annual
report is available.
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Appendix 1 Modifications Process Flow
Approval to
proceed
Consideration
of documents
Submit online
task
Submit
supporting
documents
Response and
resubmission
Modification
Approval
Record
modifcation
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Appendix 2 Major Change Process Flow
Approval to
proceed
Consideration
of documents
Approval Memo
Submit online
task
Submit
supporting
documents
Response and
resubmission
Modification
Approval
Record
modifcation
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Appendix 3 – extent of change
Activity
Extent of
change
University
Planning
Approval
Process
Other
External
input
Unlimited
Not required
On line
modifications
task
the brief module
description of a
module
Unlimited
Not required
On line
modifications
task
the designated
pre-requisites
for a module
Unlimited
Not required
On line
modifications
task
the prohibited
module
combinations
for a module
the weighting of
a module
assessment task
Unlimited
Not required
On line
modifications
task
Unlimited
Not required
On line
modifications
task
a module’s
availability
(custom,
semester or
year-long
delivery)
course learning
outcomes
Unlimited
Not required
Modification
Does not
impact on
course
record
Does not
impact on
course
record
Does not
impact on
course
record
Does not
impact on
course
record
Does not
impact on
course
record
Impacts on
course
record
External
offered
opportunity
to comment
External
offered
opportunity
to comment
External
offered
opportunity
to comment
External
offered
opportunity
to comment
External
offered
opportunity
to comment
External
offered
opportunity
to comment
One learning
outcome
Not required
Modification
Impacts on
course
record
the diet of a
course by
adding or
deleting
modules
Up to 60
credits of
change; no
more than 40
credits at any
one level
Unlimited
Not required
Modification
Impacts on
course
record
External
offered
opportunity
to comment
External
offered
opportunity
to comment
Not required
as long as the
course overall
is still
available by
blended
learning
Not required
Modification
Impacts on
course
record
External
offered
opportunity
to comment
Modification
Impacts on
course
External
offered
Changing
module learning
outcomes
the mode of
delivery of a
module e.g.
conversion from
blended to
distance
learning
the module type
(standard,
Up to 60
credits of
Page 9 of 13
project,
placement)
the status of a
module (core to
option or vice
versa
the title of a
module
the type of
module
assessment task
course learning
outcomes
the diet of a
course by
adding or
deleting
modules
the module type
(standard,
project,
placement)
the status of a
module (core to
option or vice
versa
the title of a
module
change; no
more than 40
credits at any
one level
Up to 60
credits of
change; no
more than 40
credits at any
one level
Up to 60
credits of
change; no
more than 40
credits at any
one level
Unlimited
Two or more
learning
outcomes
More than 60
credits of
change and
/or more than
40 credits at
any one level
More than 60
credits of
change and
/or more than
40 credits at
any one level
More than 60
credits of
change and
/or more than
40 credits at
any one level
More than 60
credits of
change and
/or more than
40 credits at
any one level
record
opportunity
to comment
Not required
Modification
Impacts on
course
record
External
offered
opportunity
to comment
Not required
Modification
Impacts on
course
record
External
offered
opportunity
to comment
Not required
Modification
Impacts on
course
record
Major change
memo – ASQ
process
Major change
memo – ASQ
process
Major change
(MC1)
Impacts on
course spec
Major change
(MC2)
Impacts on
course spec
External
offered
opportunity
to comment
External
approval
required
External
approval
required
Major change
memo – ASQ
process
Major change
(MC3)
Impacts on
course spec
External
approval
required
Major change
memo – ASQ
process
Major change
(MC4)
Impacts on
course spec
External
approval
required
Major change
memo – ASQ
process
Major change
(MC5)
Impacts on
course spec
External
approval
required
Validation of Flexible Learning at the University of Wolverhampton – FLOW
5 credit units
Unlimited
FLOW
Modification
May impact
(FLOW 1)
on course
record
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External
offered
opportunity
a named short
course
Unlimited
FLOW
Major change
(FLOW 2)
Impacts on
course record
a new Flexible
Learning Award
Unlimited
FLOW
Major change
(FLOW 3)
Impacts on
course record
to comment
External
approval
required
External
approval
required
The credit rating, level and code of a module cannot be changed; a new module would need to be
validated in all of these cases
Flexible Learning Awards
The University has a range of qualifications designed to meet an increasing demand for awards that
in credit terms are smaller than the traditional range of awards. This enables the University to
provide accredited programmes and recognised qualifications that meet a wider range of learning
needs such as continuing professional development, professional/skills updating and work based
learning.
University Certificate
University Diploma
Advanced University Diploma
Graduate Certificate
Statement of University Credit
60 credits at level 4
60 credits at level 5
60 credits at level 6 (where the student does not hold a
first degree)
60 credits at level 6 (where the student already holds a
first degree)
Minimum of 20 credits at level 3, 4 , 5 , 6 or 7
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Appendix 4 – course amendment template
Faculty Quality Enhancement Committee
Rationale for modifications to courses and modules
Responsibility for approving modifications to courses and modules not requiring University planning approval
lies with FQEC. For more information on what constitutes a minor change and the modifications process,
please see The Modification of Existing Provision.
Most module level changes can now be undertaken through the online module task, if however you wish to
undertake a change affecting a course, please complete this template and forward an electronic copy to your
FQEC Academic Standards and Quality (ASQ) Officer.
(tick all that apply

A. Type of change proposed
Short course validation
a) Validation of a new short course (60 credits or less)
Change to an existing course (no new modules)
b) Addition or deletion of an existing module (or modules) or
amendment of an existing module which impacts on the course
specification
c) Amendment of an existing module which impacts on the course
specification
Validation of a new module
d) Validation of a new module which will not contribute to a course
(CPD)
e) Validation of a new module to contribute to existing course(s)
f)
Validation of 5 credit units (and their associated credit bearing
module)
B. Rationale
Please provide a brief rationale for the proposed change.
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C. Confirmation of consultation
Yes
I have approval from the Faculty to make this modification
I have submitted a major change memo
The External Examiner has been offered the opportunity to
comment on the proposed change
The PSRB will need to be involved in this activity
There has been consultation with the other Faculties which
contribute to this provision and they have given approval to
proceed.
There has been consultation with the collaborative partner(s)
which contribute to this course and they have given approval to
proceed.
D. Contact Details
Name of proposer
Telephone number
Faculty
Date rationale submitted to ASQ
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No
N/A