Programme Approval
18.
The approval process for collaborative provision is as described below.
It should, however, be recognised that depending on the location of the
partner involved the process may take additional time to complete. This
is especially the case where national government approval or
professional body approval for the relationship and the programme is
required or where the programme may be subject to very different
approval mechanisms both of Cardiff and the partner organisation(s).
The Approval Process
19.
The approval process for collaborative provision can follow one of two
pathways:
Fast-track approval – a rapid, responsive process designed to quickly
enable a School to enter into a lower risk collaborative arrangement
with a prospective partner. It is hoped that that a proposal should be
able to move through the fast-track process within a matter of months
depending on the nature of the collaboration.
Full approval – an in-depth process which examines all aspects of the
proposed collaboration: academic suitability, business case and
financial viability, and partner suitability. The full approval process will
be used for all major taught and research collaborative arrangements.
Experience has shown that the full approval process can take up to 18
months to complete and Schools should bear this in mind when
planning collaborative programmes.
20.
The flowcharts below outline the major phases of both the fast-track
approval and full approval processes.
1
2
3
Who to Contact First
21.
The first step when considering the development of collaborative provision is
to contact the appropriate Head of School, School Director of Teaching and
Learning and Chair of the Board of Studies. Once agreement to develop the
idea has been given then proposers should contact Registry (REGIS) for
further advice on developing the proposal further. The REGIS contact is:

22.
Matthew Turner, Registry Officer (Quality Assurance and Enhancement)
(ext 79215 Turner M1@cardiff.ac.uk)
For collaborations involving an international partner proposers should also
make contact with CAIRD:

Rhian Curtis, Senior International Officer (ext 76596
CurtisR3@cardiff.ac.uk)
The Initial Proposal
23.
The first stage in the approval process is the completion of the initial concept
form. The purpose of this form is to allow a Head of School to decide if in
principle approval should be given to the proposal to allow and commit further
development work to be undertaken. A template for the Initial Concept Form
is included in Appendix 4.
The initial concept form should be completed by the proposer of the
collaboration with support from staff in REGIS, CAIRD and other directorates
where relevant.
24.
If the proposal also involves an application for funding from an external body
then the application form and any associated documentation should also be
completed alongside the proposal documents. This will be considered as part
of the approval process.
25.
The proposing School should ensure that they have fully consulted with all
relevant Directorates and any professional body early in the process, and
while the above documents are being written. The results of that consultation
should be included in the Initial Concept Form.
26.
The proposal should be discussed with the Head of the proposing School
who, having considered the merits of the proposal, may refer it back for
further development or ask that the proposal be withdrawn. If the Head of
School feels that the proposal is fundamentally sound and in line with the
School and University’s strategic plans they can approve the proposal in
principle to allow further development work to take place.
4
At this stage, a letter of intent may be sent to the proposed partner detailing
the common understanding of the aim of the proposal. A template for this is
available from CAIRD or REGIS.
27.
Once the Head of School has confirmed approval in principle, the proposal
may proceed to the rest of the approval process.
28.
The extent of the approval process will be determined through consideration
of the risk assessment outcomes by CPSC, in consultation with REGIS.
29.
The Collaborative Provision Sub-Committee (CPSC) has a role in the
approval process to provide ongoing monitoring of the process and the
developing partnership. The proposer and REGIS will work together to
ensure that the CPSC is kept informed and advised when appropriate. The
membership of CPSC includes representatives from Schools with experience
of collaborative provision and so is able to act as a source of advice and
guidance to Schools proposing new collaborative provision.
5
Fast Track Approval Process
30.
The fast track approval process is designed for those proposals which are
considered to be a lower risk to the University, and can be considerably
quicker to approve than the full approval process (see Paragraph 12 for
examples). In most cases no University site visit is required prior to approval.
31.
Once the initial concept form has been approved by the Head of School (or
School Board), a risk assessment should be completed and a business case
should be written. The result of the risk assessment will determine the exact
processes to be followed, as advised by REGIS and, as appropriate, by the
CPSC, or its Chair.
32.
Once the risk assessment and business case are completed they should be
submitted for approval to the School Board. Once approved, detailed
negotiations to construct a formal agreement between the partners can
commence.
33.
All collaborative provision must be supported by a Memorandum of
Agreement between the collaborating parties. The University has produced,
with its solicitors, a number of template agreements to cover the most
common types of collaboration. Agreements should be based upon the
appropriate Cardiff University template, which is available from REGIS and
CAIRD. If the templates are to be amended or not used, it is the responsibility
of the School to demonstrate to CPSC that appropriate safeguards are in
place.
34.
If no programme amendments are being made to programmes affected by the
proposals which go through this process, the programme approval and
maintenance procedures do not need to be followed. If any programme
amendments are to be made REGIS will be able to advise on the process
which needs to be followed.
35.
The following documentation should be submitted to the Collaborative
Provision Sub-Committee for consideration and approval:


Business case as approved by the School Board;
Draft Memorandum of Agreement.
The CPSC will consider each proposal and, if approved, will report the
decision to the Academic Standards and Quality Committee (ASQC).
36.
Once approved, the signing of the agreed Memorandum of Agreement will be
organised by CAIRD (in the case of collaborations with overseas
organisations, for collaborations involving UK organisations REGIS will
organise the signature process). CAIRD will retain a copy of the signed
agreement on behalf of the University and enter the collaboration on the
University’s Register of Collaborative Provision. CAIRD will also co-ordinate
any renewal/amendment of the Memorandum of Agreement.
6
Full Approval Process
37.
The full approval process can be a lengthy process due to the need to ensure
that all risks involved in such a high profile activity are effectively managed
and, consequently, this can be very resource intensive. If a programme is to
go through this process, it is essential that the relevant Head of School and
other senior management within the School are aware of the effort which may
be required, so that they are supported appropriately throughout.
38.
The full approval process will normally be applied when a proposal for a
Cardiff programme is to be partly or wholly provided at the partner
organisation or where there is a dual/joint degree awarded or where there are
significant changes to an existing programme of study to accommodate the
collaborative components. It is composed of three elements:
(i)
Activity approval – to ensure that the collaborative venture is
undertaken on a sound business basis. This phase includes the initial
concept form and the business case.
(ii)
Programme approval – to ensure that the programme to be offered as
part of the collaborative venture is of an appropriate standard and
quality, and to comply with the approval process followed for new
programmes and programme amendments.
(iii) Partner approval – to ensure the proposed partner organisation is of an
appropriate standing.
39.
Supporting this process are a number of key documents which form part of
the proposal:






40.
Initial Concept Form;
Business Case, including a full financial analysis (and where appropriate
pricings including foreign currency fluctuations);
Risk Assessment;
Report of a formal visit to the partner organisation (if required by CPSC),
normally produced by REGIS;
Due diligence portfolio;
Partnership Management Plan.
In addition, as the approval process progresses a draft Memorandum of
Agreement will be produced by the School (with significant input from CAIRD,
REGIS and other Directorates), incorporating all the academic, financial and
logistical arrangements. This will then be finalised should the proposal be
approved.
7