Modifying existing programs and plans

Definitions

  • Academic program: A defined set of requirements (honours or general, regular or co-operative) common to a particular degree.
  • Academic plan: A defined set of requirements that leads to a particular credential.

Planning considerations and frequently asked questions

Before making a change to an existing academic program or plan, consider the following:

Approval process

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 who needs to approve the change:

Program Type Senate External Reviewers Quality Council Ministry of Colleges and Universities
Undergraduate minor, option, certificate Yes No No No
Undergraduate major or specialization Yes Yes (if brand new) Yes (if brand new) Yes (in non-core areas)
Undergraduate degree Yes Yes Yes Yes (in non-core areas)
Undergraduate diploma Yes No No Yes (in non-core areas)
Major change to existing program Yes No No (but notification required) No (but need to be reported in the Annual Program Development Report)
Minor change to existing program No No No No

Note: Institutional Planning and Analysis determine what are core and non-core areas.

Retiring a program or plan

The following questions should be considered and preferably addressed in the rationale.

  • How will students currently enrolled in the plan be able to complete it?
    • Will courses continue to be offered until no longer needed?
    • Is there a need for a course substitution plan?
  • How will the academic unit handle inquiries to enrol in this plan until the retirement becomes effective (and is removed from the next publication of the Undergraduate Calendar)?
  • How will the academic unit handle inquiries to enrol in this plan after the inactivation becomes effective since it is listed in the Undergraduate Calendar the student is following?
    • This is critical information for proposals for retiring certificates and diplomas; students can't be enrolled in the certificate or diploma while pursuing their degree, so they can only be declared at the point of graduation. The motion should indicate the last expected graduation (e.g., June 2025) for the plan (whether that is two, three, or four years in the future).

Notes:

  • There is a precedent to allow academic units to stop students from enrolling if resources are limited and where the plan's future is being investigated.
  • There is a precedent of adding a note to existing published Calendars to forewarn students that a plan may be retired - example (appearing in the 2016-17 Undergraduate Calendar):
    • A request to retire the Bachelor of Independent Studies program at the University of Waterloo is being considered in Senate in September 2016. As a result of this, new or transfer students will not be accepted into the degree program. The calendar provides guidance for students currently in the program to plan their courses toward graduation.
    • A similar note can be added for diplomas and certificates that have been approved to be retired, with the last graduation date.

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?

  1. 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 inactivated 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
  2. 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

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.

What is a major modification?

A major modification indicates a significant change to an existing program such as a change in the learning outcomes (UDLES or 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”
  • 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). 

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”.

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. 

What is a minor modification?

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 have 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 and Research 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)