6 November 2015
The guidelines set out below should be followed when considering the introduction of a
Special Topics Paper (new code) or changing the academic content of an existing Special
Topics Paper.
1. Purpose
The purpose for offering a Special Topic should be one of the following:
(i) to allow a department to offer a paper with a particular content once only in response to particular circumstances e.g., special interests or abilities of staff or students, a changeover of staff, hosting a visiting lecturer, to solve an anomalous situation in a student’s programme, or
(ii) to trial a paper before offering it as a named paper.
2. Process
2.1
For “Empty Shell” Special Topic codes
2.1.1 That Form 3ST be used for introducing an “Empty Shell Special Topic Paper
(creating a new paper code).
2.1.2 Once approval is recommended by the Divisional Board, the Form 3ST proposal is submitted to BUGS/BoGS for consideration and approval.
2.1.2 That DIV ST be used for changing the content of an existing “Empty Shell”
Special Topic paper code.
2.1.3 That the DIV ST be considered and approved by the relevant Divisional
Board.
2.1.4 That Divisional Boards then submit all approved DIV ST proposals, together with confirmation of Divisional Board approval, to the Academic Committees
Office who will forward the proposal on to Timetable Services/Information
Collection (for opening the paper, making it available to students and accurately recording the subject of the Special Topic on students’ transcripts), and to BUGS/BoGS for noting and auditing.
2.1.5 That in cases where an “empty shell” Special Topic paper code is used repeatedly with the same content, the Special Topic be considered a “trial” paper and its content should be moved to a new, separately named and

6 November 2015 numbered paper after running the Special Topic for no more than three occurrences or two years
2.2
For “Trial Papers”
2.2.1 That Form DIV ST be used for introducing a trial paper.
2.2.2 Once approval is recommended by the Divisional Board, the DIV ST is submitted to BUGS/BoGS for noting.
2.2.3 That in cases where a Division would like to move the content of a “trial”
Special Topic paper to a new, separately-named and numbered paper (after running the Special Topic for no more than three occurrences or two years) a new Form 3 introducing the named paper be submitted to the Divisional
Board. Once approval is recommended by the Divisional Board, the proposal is submitted to BUGS/BoGS for consideration and approval.
3. Resources
The Special Topic must fit into the Strategic Planning Goals of the Department and must satisfy new academic, employment and professional requirements.
It is generally assumed that Special Topics papers will not require significant additional resources. If the Special Topic is being trialled before being offered as a named paper, careful consideration of resources should form part of the criteria for the decision to offer the named paper.
The Form 3ST, DIV ST and Special Notes Guideline are found on the Proformas for
New Proposals and Resources for Academic Approval Processes webpage.