The formal approval process for academic plan/program changes (including retirements) follows the governance pathway required under the University of Waterloo Act and Senate by-laws, at a minimum, but may include additional approval levels depending on the faculty or unit.
Below is a table containing different types of modifications to programs and plans and what levels of approval is required for the change:
| Program Type | Senate | External Reviewers | Quality Council | Ministry of Colleges, Universities, Research Excellence and Security |
|---|---|---|---|---|
| New undergraduate minor, option, certificate, specialization | Yes | No | No | No |
| New undergraduate major | Yes | Yes (if brand new) | Yes (if brand new) | Yes (in non-core areas) |
| New undergraduate degree | Yes | Yes | Yes | Yes (in non-core areas) |
| New undergraduate diploma | No | No | No | Check with Institutional Analysis and Planning |
| Major modification to existing program or plan | Yes | No | No (but notification required) | No (but need to be reported in the Annual Program Development Report) |
| Minor modification to existing program or plan | No | No | No | No |
Note: Institutional Planning and Analysis determine what are core and non-core areas.
A major modification indicates a significant change to an existing program such as:
- a change in the learning outcomes (Undergraduate Degree Learning Expectation (UDLES) or Graduate Degree Learning Expectations (GDLES));
- a change in requirements that differ significantly from the way the program is offered since its last cyclical program review (e.g., introduction of co-op option, merger of two or more programs);
- or significant changes to the faculty delivering the program (e.g., large number of new hires or retirements) and/or essential resources to the program (e.g., change to existing delivery by moving a program fully online or to a different campus).
Examples of major modifications include:
- The creation, deletion or re-naming of a minor, option, specialization, diploma, or certificate (see academic plan definitions and guidelines).
- Changing the program name.
- The closure of a program or merger of two or more programs.
- The introduction or deletion of work experience, co-op option, internship or practicum, or portfolio.
- Note: The addition of co-op to an existing program requires a Co-op Feasibility Study to be completed by Co-operative and Experiential Education; contact your Faculty Relations Manager.
- Major changes to courses comprising a significant proportion of the program, where significant is defined as more than one-third of the courses.
- Significant changes to admissions requirements where it affects learning outcomes.
- Changes to program content that significantly affect the learning outcomes, but do not meet the threshold for a new program.
- Note: Distinguishing between a new program and a major modification can be challenging; however, the Quality Council has provided examples to help define what constitutes a new program versus a major modification.
- The establishment of an existing degree program at another institution or location (e.g., 2+2 and 3+2 partners).
- The offering of an existing program substantially online where it had previously been offered in face-to-face mode, or vice versa.
This is not an exhaustive list, and other curricular changes could also be considered major modifications. If you are unsure about whether your proposed change is considered a major modification, please consult the Academic Quality Enhancement Office (AQuE).
All changes that are not considered a major modification will be a minor modification. If there is uncertainty as to whether a particular change is major or minor, the Assistant Vice President, Academic will be the arbiter. The Vice-President, Academic and Provost has the final say in this decision.
Minor modifications follow the same approval process as major modifications, with the exception that Senate Undergraduate Council or Senate Graduate Council are empowered to approve changes on behalf of Senate, as per Senate Bylaw 2.
Examples of minor modifications include:
- Changes to courses comprising the program (less than one-third of the courses).
- Adding/modifying/removing non-academic requirements that require tracking for degree completion (e.g., milestones).
- Changes to admission requirements (unless they have a significant impact on the learning outcomes of the program).
Approval and reporting
Major modifications require, at minimum, Department/School, Faculty, Senate Undergraduate Council, and Senate approval. Major modifications require reporting to the Quality Council by the AQuE Office on an annual basis.
For further information, visit the Academic Quality Enhancement website or contact the AQuE Office.
Changing a plan's name
Changing the name of a plan (i.e., how it appears on a diploma) seems straightforward as it is considered a major modification, but being clear about the desired intent in the proposal matters greatly for post-approval work. Which scenario is occurring?
- Scenario 1: Students following older requirement terms get the old name, students following new requirement terms get new name.
- Usually employed when changes to the requirements are also occurring and/or the name of the plan matches only the newer requirements.
- Generally, this means that the existing plan is retired and the new name is considered a new plan (with a different plan code).
- If students want the new name, they have a choice (via Plan Modification Form) to select it (and it's newer requirements).
- In Kuali Curriculum Management, this scenario is achieved by completing the following actions to create two separate proposals:
- Navigate to the existing program/plan and select Duplicate to create a copy of the program/plan.
- For the copy:
- Proposal Type = New
- Change the name and requirements as needed
- For the original version:
- Status = Retired
- Proposal Type = Retire
- Impact to Existing Students = No
- Scenario 2: All students graduate with the new name as of the effective date, regardless of their requirement term.
- Usually employed when only the name of the plan is changing (e.g., rebranding). But, students must have been heavily consulted and all must approve of the name change.
- Generally, this means that the existing plan is renamed and the same plan code is used (not changed).
- In Kuali Curriculum Management, this scenario is achieved by completing the following actions to create a single proposal:
- Navigate to the existing program/plan:
- Proposal Type = Change
- Impact to Existing Students = Yes + provide details
- Is the credential name changing = Yes + confirm the intent
- Change the name
- Navigate to the existing program/plan:
Contact the Office of the Registrar with any questions.
Changing a major plan's average requirement
Because students in major plans undergo the academic progression process, which is based on averages, after each term, consideration must be given as to whether both the existing average and the new average will occur simultaneously. If so, new plan codes may be required in order to successfully run all students through the right rules.
Contact the Office of the Registrar with any questions.