New Program Development and Approval Operating Procedure

To ensure that academic programming is developed in alignment with Cambrian’s strategic priorities, ministry, regulatory and external quality assurance standards, and the current and anticipated needs of students, industry, employers and the broader community.

This applies to new programs of instruction and all proposed Ministry of Colleges and Universities (MCU), Credential Validations, Postsecondary Education Quality Assessment Board (PEQAB) and local college credentials, and the re-instatement of previously approved program of instruction that have been suspended or cancelled with MCU. Existing programs with an intake suspension of three or more years must adhere to the requirements set out in the Program Modifications Operating Procedure for re-instatement

Intake Suspension: Involves the suspension of a specific intake cycle (e.g. fall) for the program at a specific site. The program is expected to remain as part of Cambrian’s active program mix. An intake suspension does not necessarily impact intakes at different locations, modes, or cycles.

Local College Credential: A certificate that is approved by Cambrian’s Board of Governors or Senior Team for delivery at Cambrian.

Program Cancellation: A program that the College is no longer offering and in which no students are enrolled. Cancellation of a program will entail the official cancellation of the program with the Ministry of Colleges and Universities. The program will no longer be offered by the College and is removed from the list of program offerings.

Program of Instruction: A group of related courses leading to a diploma, certificate or other credential awarded by the Board of Governors.

Program Suspension: A program that the College has decided not to admin its first year or beginning level of students, and for which it will develop a transition plan to teach out those students currently registered in the program.

The new program development and approval process for ministry approved programs involves four phases:

1. Program Prioritization
2. Program Development
3. College Approval
4. Ministry Approval

Badges, Recognitions of Achievement, Certificates of Completion and Achievement, and Third-Party Approvals follow the Process for Local College Credentials. A new micro-credential or certificate may be reviewed under the Expedited Program Approval Process if the curriculum is derived from an existing approved college program.

Process for Ministry Approved Programs

Phase 1 – Program Prioritization

1. New program ideas can arise from anyone and opportunities to gather input from the college community, both internal and external, is integral to the process.
2. New program ideas are discussed with the Academic Dean and shared with the Planning, Institutional Research and Quality (PIRQ) department should the program align with current and strategic priorities and be considered for development.
3. Typically, in January, the list of program considerations is brought to Dean’s Council by the Dean, PIRQ.
4. Academic Deans review and prioritize program ideas to be explored for their respective area.
5. The Institutional Research team prepares a mini-market analysis report for each of the proposed program ideas identified for the upcoming academic year and shares with the respective Academic Dean/Chair.

This report includes an assessment of program demand, including related program offerings  in post-secondary institutions, application and enrolment trends, and employment projections, and other considerations that may impact program planning and decision making.

The purpose of this report is to provide an initial indication of program demand before preparing a full, comprehensive market analysis report (MAR).  Note: a mini-MAR or full MAR may not be necessary for each program concept – e.g., Badges, Recognitions of Achievement, Certificates of Completion or Achievement and unique programs.  Feasibility must be assessed; however, the way this assessment is undertaken may vary depending on the type of credential and available data.

6. The Dean, PIRQ shares the program priority list and results from the mini-MARs with Dean’s Council and jointly develops a three-year program development plan.
7. The Dean, PIRQ presents the program development plan to the Strategic Enrolment Management Committee (SEM) for review and feedback.

Phase 2 – Program Development

1. PIRQ works with the Academic Dean/Chair to review the process and set timelines for each of the prioritized programs.
2. The Institutional Research team prepares a full comprehensive MAR and shares with the Dean, PIRQ, the Academic Dean/Chair and the VPA.
3. The VPA confirms with the Academic Dean/Chair and the Dean, PIRQ if a program is to proceed with development.
4. PIRQ schedules an Integrative Resource Planning (IRP) meeting with college representatives from various departments to explore and inform the College’s capacity to develop and deliver the program.
   1. The meeting may include but is not limited to members from the following departments: Academic School, PIRQ, Facilities, Student Services (Glenn Crombie, Wabnode, Career Centre, Advising, Pathways, IT, Finance, Marketing, Recruitment and Communications, Academic Excellence (Library and Learning Centre, Hub, Academic Integrity), Accreditation, Office of the Registrar, and International.
5. The Academic Dean/Chair prepares presentation materials, including the program costing and PowerPoint, and sends to the Manager, Institutional Research five business days prior to the IRP meeting.

Note: Presentation materials may vary for micro-credentials.

6. The Manager, Institutional Research reviews the program costing to ensure all potential revenues and expenses for the program are accounted for, and shares with the Dean, PIRQ and VPA for review and approval.
7. The Academic Dean/Chair presents to IRP for review and feedback.
8. The Dean, PIRQ gathers recommendations from the IRP meeting and shares with the Academic Dean/Chair and VPA.
9. The Academic Dean/Chair considers the recommendations and obtains endorsement from the VPA to proceed.
10. The VPA communicates next steps to the Dean, PIRQ.
11. The Manager, Quality Assurance (QA) initiates a meeting with the Academic Dean/Chair, the Educational Developer, and the Office of the Registrar for curriculum development and program delivery information.
    1. The Academic Dean/Chair is responsible for:
       • Identifying a program team to support curriculum development including all required components (i.e., participating in program mapping, identification of essential employability skills, program level outcomes, appropriate credit allocation and general education requirements).
       • Oversight of the curriculum development.
       • Collaborating on the PEQAB application for degree programs.
       • Obtaining industry endorsement for the program from a relevant existing Program Advisory Committee, an ad-hoc Program Advisory Committee (PAC) or through industry letters of support.

Phase 3 – College Approval

1. The Manager, Institutional Research works with the Office of the VPA to schedule new program presentations with the appropriate college committees.
2. The Academic Dean/Chair presents program proposals to the following groups for approval as follows:
   1. Dean’s Council or Academic Leadership Team,
   2. Strategic Enrolment Committee, and
   3. Academic Advisory Council (recommendation for approval)
3. If a recommendation for approval is not obtained from one of the groups, the proposal may be re-routed back to Dean’s Council for discussion on how to proceed.
4. If the program is supported, the VPA presents to Senior Team and the Board of Governors for approval.

Note: When the Board endorses or approves a new post-secondary program, they are also approving any potential, additional micro-credentials or certificates that are derived from its curriculum. These additional credentials are reviewed through the Expedited Program Approval Process.

Phase 4 – Ministry Approval

1. The Manager, QA prepares and submits:
   1. Credential Validation Service (CVS) application for non-degree programs of instruction to the Ontario College Quality Assurance Service (OCQAS) for validation and approval.
   2. Degree program proposals to MCU for referral to PEQAB, as per PEQAB manual
   3. An application for funding approval to the MCU.

Communication and Implementation of Approved Programs

1. Upon completion of the internal and external approval processes, the Manager, QA will notify the following individuals: the VPA; the Academic Dean/Chair; the Dean of PIRQ; the Registrar; the Director of International; and the Director of Marketing and Recruitment. This communication is intended to facilitate the program launch and ensure its successful implementation. Should a program not proceed, the Vice President, Academic will inform the Dean of PIRQ and the Academic Dean of the respective program.
2. The Manager, QA shares the program development workbook with the Office of the Registrar to establish the program in the student information system.
3. The Academic Dean/Chair collaborates with the Office of the Registrar, Marketing, and the Manager, QA to verify program details and activate the program in the system.
4. The Manager, QA ensures the program standards are entered into the system and integrates the new program into planning and review schedules.

Process for Local College Credentials

Badges

A badge is issued to students who can demonstrate achievement of specific competencies or skill acquisition not typically shown on a transcript. Demonstration may be attributed to skill acquisition from a variety of learning experiences not necessarily from one discrete course of instruction.

1. The Academic Dean/Chair identifies badges to be developed and/or issued based on achievement of specific competencies or skills acquisition. Due diligence is required to ensure a similar badge does not exist.
2. Once confirmed, the badging information is submitted to the Office of the Registrar and entered in the College’s student information system to ensure it can be awarded appropriately.

Recognition of Achievement

This credential is issued to individuals who have completed a shorter-term, non-funded training program or workshop that provides the acquisition of specific skills, knowledge and/or attributes. Training programs are typically less than 56 equivalent instructional hours and are delivered through Corporate Training, Continuing Education or Community-Based Training.

The new program development process involves the following steps:

1. Corporate Training, Continuing Education or Community-Based Training identifies a training opportunity.
   1. New program ideas can arise from specific industry or community driven training needs.
2. The department lead consults with the appropriate Academic Dean to determine if the training request relates to – in total or in part – a post-secondary program.
   1. The consultation is to ensure that:
      1. the training in question does not directly compete with an existing program.
      2. all opportunities for credentialing pathways are explored.
      3. where appropriate and curriculum exists, the training provided aligns with, or utilizes, developed course outlines and content.
      4. access to labs and equipment can be planned and facilitated.
      5. each department is clear on respective responsibilities.
3. The department lead consults with the Dean, PIRQ, where appropriate, when support is needed related to development or delivery.
   1. PIRQ provides market research support where applicable and upon request.
4. The department lead facilitates the development and delivery of this program.

Note: it is the responsibility of the department lead to assess feasibility (e.g., assess for costing and/or resource requirements), and ensure quality assurance processes for these credentials (e.g., student/industry feedback, curriculum development and review) are completed.

Certificates of Completion and Certificates of Achievement

Certificate of Completion: This credential is issued to students who have successfully completed shorter-term defined group of course learning and training that provides individuals with specific skills, knowledge and attributes needed to perform occupational tasks and functions according to employer requirements. This credential is typically, non-post-secondary, non-funded activity, of between approximately 56 and 168 equivalent teaching hours, and is assessed on a fee per service costing model.

Certificate of Achievement: This credential is issued to students who have successfully completed a shorter-term, prescribed program (micro-credential); approximately 169 – 500 equivalent teaching hours in duration of assessed, funded credit-based learning that is complementary to, or a formal component of, a formal qualification (i.e., post-secondary credit programs).  This credential is comprised of a clearly defined sequence of credit courses that align to competency-based vocational learning outcomes for a narrow scope of professional practice and is designed to build up an individual’s qualifications to enable them to move along a career pathway (re-skilling) or up a career ladder (up-skilling).

The new program development process involves the following steps:

1. Corporate Training or Continuing Education identifies a training opportunity. The Academic School may also bring a program forward under this credential.
2. The department lead consults with the appropriate Academic Dean to determine if the training request relates to – in total or in part – a post-secondary program.
   1. The consultation is to ensure that:
      1. the training in question does not directly compete with an existing program.
      2. all opportunities for credentialing pathways are explored.
      3. where appropriate and curriculum exists, the training provided aligns with, or utilizes, developed course outlines and content.
      4. access to labs and equipment can be planned and facilitated.

3. The department lead consults with the Dean, PIRQ to facilitate the development and approval process.

External/Third-Party Provider Programs

The following actions are required of external/third-party providers when seeking approval to offer additional, existing Cambrian programs at any of their campuses.

1. Third-party provider consults with College’s Academic Dean.
   1. 1. The consultation is to ensure that:
         1. the program in question does not negatively impact an existing Cambrian program; and
         2. all opportunities for credentialing pathways are explored.
2. The Academic Dean informs the Dean, PIRQ of intent to move ahead with program development.
3. The third-party provider prepares and shares the following documents with the Dean, PIRQ:
   1. Market Analysis Report – including evidence of demand.
   2. Industry Support – including evidence of labour market needs and industry support for work-integrated learning.
   3. Capacity to Deliver – including evidence of physical/space, human, and fiscal/capital/equipment investments required to offer the program.
4. PIRQ reviews the third-party program documentation and assesses the impact on the College’s enrolment, SMA, and other priorities, and consults with the VPA and the Academic Dean on next steps.
5. If a decision is made to move forward, the Academic Dean will liaise with the third-party provider and bring forward the program to SEM and Senior Team for approval.

Note: this process must begin ideally 10 months prior to the proposed launch date to ensure the program can be incorporated in the new program development planning process.  For existing programs listed in the third-party provider contract, providers must share enrolment plans annually with the Academic Dean responsible for the program. This information will be shared with the Enrolment Centre and incorporated into enrolment planning. For net new program offerings, the College will follow its regular New Program Development and Approval procedure.

Expedited Program Approval Process

This process applies to any new micro-credential or certificate that is derived from curriculum of an existing approved college program.

1. The Academic Dean/Chair consults with the Dean of PIRQ to initiate the process.
2. The Academic Dean/Chair prepares a PowerPoint and program costing as required for the nature of the program and is responsible for demonstrating industry support.
   1. Support may be demonstrated by industry letters of support, Program Advisory Committee (PAC) support, and/or community training requests.
3. The Academic Dean presents the program proposal to DC and SEM for review and endorsement.
4. The VPA presents the program to the Senior Team for final approval.
5. The VPA reports on programs approved through the expedited process in the College’s annual Program Development Framework Update to the Board of Governors.

Appendix A: New Program Approval Committees

Appendix B: New Program Approval Flow Chart

Cambrian College Program Development Framework