Policy on Modifications to Existing Programmes (Effective from AY23/24)

INTRODUCTION

1. The University is committed to the ongoing development and improvement of its programmes, taking account of developments in the discipline and pedagogic practice, and being responsive to student feedback and compliant with Higher Education standards in both China and the UK.

2. The University endeavours to ensure that any modifications made to existing programmes comply with the UK Quality Code for Higher Education and/or China National Quality Standards of Undergraduate Programmes in Learning and Teaching in Ordinary Colleges and Universities 1. All modifications to existing programmes must be approved via the process as outlined in the relevant sections below.

3. It is essential that the Academic Units refer to and take into account the relevant and most up-to-date QAA subject benchmark statements and the Frameworks for Higher Education Qualifications (FHEQ) of UK Degree-Awarding Bodies before any modifications to programmes are proposed.

4. This Policy, and the Curriculum system embedded on e-Bridge, constitute the University’s approach to the management of the process for modifications to existing programmes. The Curriculum system has built into it streamlined processes, which makes it possible that the programme modifications are digitalized, the application and approval process is transparent and traceable online, and that the integrity of programme data is maintained, and version redundancies are avoided.

1 Please refer to the detailed information on BOX via the link: XJTLU | Campus Cloud Storage.

SCOPE

5. This Policy applies to:

a. Undergraduate (UG) and Postgraduate Taught (Masters) (PGT) degree programmes

b. Postgraduate Diploma and Postgraduate Certificate programmes

CLASSIFICATION

6. All the changes to existing programmes fall into either Programme Modifications or Administrative Changes.

7. Programme Modifications contain Stage 1 curriculum changes and modifications initiated by individual Academic Unit that target the curriculum of Stage 2 and above. Stage 1 curriculum changes are alterations to the curriculum of the common first year of undergraduate programmes. Modifications initiated by an individual Academic Unit are identified as either major or minor programme modifications which follow the respective approval process 2, at either the Academic Unit or University level.

8. Administrative Changes are initiated by the Education and Quality Assurance Office (EQA) for the sake of administrative management of all the Undergraduate and Postgraduate Taught programmes, as well as Postgraduate Diploma and Postgraduate Certificate programmes.

2 SoL shall consult Academic Units on modifications to Year 2 EAP modules before the changes are submitted by Academic Units to follow the programme modification approval process.

MODIFICATIONS INITIATED BY ACADEMIC UNITS: MAJOR OR MINOR?

9. All proposed modifications to existing programmes are firstly submitted to the School/Academy Learning and Teaching Committee (SLTC/ALTC), under whose authority a designated group of experts responsible for programme and module developments shall confirm whether the proposed modifications constitute a major or minor programme change as per the definitions outlined in Clauses 10 and 11 below, and who reports the results to the University Curriculum Review Panel (UCRP) for endorsement. Any proposed modifications to existing programmes that are not compatible with the outlined definitions of major or minor programme modifications shall be submitted to UCRP for consideration.

10. Working Definitions of Major Modifications

Proposed modifications, containing any of the following scenarios, are deemed as major programme modifications:

1. One or more programme learning outcomes are affected.
2. Programme title including the degree type is changed.
3. A substantial proportion of the modular structure is changed, which means that changes are made involving at least 25% of the total credit volume of the programme or at least 50% of the credits in any single year of the programme (excluding the Stage 1 credits for UG programmes for either case), which may include part or all of the following:

o Addition, deletion, or replacement of modules.
o Swap of modules between different semesters and stages.
o Shift of credits between modules.
o Changes to modules as compulsory, optional, degree required or mandatory modules.

d. Mode of provision is changed and a radically different mode of delivery is introduced, for example, the introduction of full-time delivery on an existing part-time programme, or the change from a part-time to full-time programme.

11. Working Definitions of Minor Modifications

Minor modifications to existing programmes should have no impact on programme learning outcomes, and do not fall into the categories above for major modifications, which may include:

• Entry requirements change for PGT programmes
• Articulation route introduction or change for UG programmes
• Insubstantial changes to the modular structure which normally involve a proportion of the programme accounting for less than 25% of the total credit volume of the programme or 50% of the credit volume in a single year of the programme (excluding the Stage 1 credits for UG programmes for either case), the specific scenarios of which may include:

o Addition, deletion, or replacement of modules.
o Swap of modules between different semesters and stages.
o Shift of credits between taught modules.
o Changes to modules as compulsory, or optional modules.

APPROVAL PROCESS

12. All the minor and major programme modifications shall obtain final approval at either the Academic Unit or the University level by following the respective approval process as outlined in Clauses 13 and 14.

13. Where it is deemed that proposed modifications constitute a major programme change, the Academic Unit must follow the Procedure and Timeline for Modifications to Existing Programmes to seek approvals from University Learning and Teaching Committee (ULTC) as well as University of Liverpool (UoL).

14. Where it is deemed that proposed modifications constitute a minor programme change, the Academic Unit must seek approval from SLTC/ALTC before reporting to UCRP for endorsement, following the Procedure and Timeline for Modifications to Existing Programmes; however, if any changes to modules as mandatory or degree required modules are involved, UCRP approval is required.

15. Stage 1 curriculum changes are submitted to UCRP or ULTC where the changes are deemed as substantial, for approval.

IMPLEMENTATION

16. Approved major modifications will normally apply to the new cohort of students who join XJTLU in the following academic year.

17. The approval process for Stage 1 curriculum changes or minor programme modifications is normally completed by the end of March, and the approved modifications will apply to all students in the following academic year at the earliest 3.

3 Changes to or introduction of the articulation route for UG programmes and changes to modules as mandatory or degree required modules will normally apply to the new cohort of students who join XJTLU in the following academic year.

CONSULTATION

18. In line with Guidelines for Consulting and Informing Students, all the affected students must be consulted whenever proposed programme modifications, which are determined to be major, are planned to be implemented to existing students. In this case, the Academic Unit must provide evidence and the outcomes of the consultation with affected students before the updated programme documentation is submitted for SLTC/ALTC’s review.

19. The affected students must be fully informed of all the approved major or minor modifications made to the programme.

20. Where other Academic Units are involved and/or impacted regarding modifications to the programme, such as changes to a shared module, consultation with relevant parties should be conducted and evidenced before the proposal enters the approval process.

IMPACT

21. The impact of modifications to programmes will be monitored and reviewed via the Annual Programme Review process (APR), Internal Periodic Review (IPR), annual monitoring visits by the University of Liverpool, and professional accreditation processes, where applicable.

FURTHER CHANGES

22. Under normal circumstances, modifications to any existing programme have to be implemented for at least one academic year before any further changes being proposed, based on the systematic review of the implementation of previous programme modifications, including feedback from students on previous changes as supporting materials.

23. Where the review and approval process has already started for a programme modification proposal, normally no further changes could be proposed unless they are approved by SLTC/ALTC under exceptional circumstances and reported to UCRP; however, the submitted proposal could be withdrawn, upon consultation with and agreement by EQA and SLTC/ALTC, followed by a report to UCRP.

ADMINISTRATIVE CHANGES

24. Administrative Changes are minor amendments to approved programme specifications and do not constitute a modification or alteration to the essential content of the programme, the specific scenarios of which may include:

a. Spelling correction and format/template adjustment to the programme specification.

b. Updates to XJTLU Approval Date, UoL Validation Date, and programme and module ownership information.

c. Changes of wording in sections pertinent to benchmarks, regulations and policies, work placement and additional learning on the programme specification.

（Last review date: 14 June 2023）