| Procedure Number: ACAD 101 | Procedure Title: Program Modification |
| Supersedes Existing Procedure? N | Policy Sponsor: Senior Vice-President Academic |
| Associated Policy: N | Policy Owner: Dean, Leadership, Learning, and Academic Excellence |
| Next Review Date: April 2028 | Date Last Approved by the CET: April 9, 2025 |
| Related Documents and Links |
1. Introduction and Purpose
The purpose of this procedure is to ensure that all program modifications at Loyalist College are managed through a structured and transparent process. By clearly defining the steps for proposing, reviewing, and approving both minor and major modifications, this procedure supports the college’s commitment to maintaining high-quality academic programs.
2. Application
This procedure applies to all approved programs of instruction at Loyalist College, including certificates, diplomas, advanced diplomas, graduate certificates, apprenticeships, and degrees.
3. Minor Program Modifications
3.1 Academic administrators or faculty members may identify the need for minor program modifications based on feedback from students, regulatory bodies, industry partners, Annual Program Quality Reviews (APQR), Comprehensive Program Quality Reviews (CPQR), or Program Advisory Committees (PACs). Examples of minor modifications include limited updates to course titles, sequence of courses, methods of delivery, or course content that do not affect the overall intent of the program.
3.2 The Program Coordinator or assigned faculty member and the Associate Dean develops a proposal detailing the specific changes, including a summary of any required updates to course outlines, program map, program alignment, curriculum, or delivery methods. The proposal must also include a rationale for the change, timelines, and any expected impact on students.
3.3 The proposal is submitted to Centre of Leadership, Learning, and Academic Excellence (CLLAE) for review and endorsement. CLLAE ensures that the changes align with institutional standards, meet best practices in curriculum design and quality assurance, and do not require external review.
3.4 The Dean must review and provide endorsement of the proposed minor program modification(s). Once endorsed, the Program of Study is updated by the academic school and communicated to the Registrar’s Office, along with the endorsement from CLLAE. The Registrar’s Office will validate that the modifications are correct while CLLAE facilitates the development of any updated curriculum. Other relevant college divisions and employees are notified of the changes by the academic school.
3.5 Implementation timelines are coordinated with the annual Program of Study change deadlines to minimize disruption to college operations.
4. Major Program Modifications
4.1 Academic administrators or faculty members may identify the need for major program modifications based on feedback from students, regulatory bodies, industry partners, APQR, CPQR, or PACs. Examples of major modifications include changes affecting more than 25% of the program’s program/vocational learning outcomes, modifications resulting in a greater or lesser degree of specialization, significant changes to the primary method of delivery, program title changes, changes to the total length or hours of the program by more than 25%, or changes that would result in increased program delivery costs. The Dean must review, consult with the SVPA, and provide initial endorsement for any major program modification(s).
4.2 After endorsement, the Program Coordinator or assigned faculty member and the Associate Dean consults with PAC members and any program or occupational regulatory body to assess the impact and scope of the proposed modifications, including a summary of any required updates to course outlines, program map, program alignment, curriculum, or delivery methods. The proposal must also include a rationale for the change, timelines, and any expected impact on students.
4.3 The proposal is submitted to CLLAE for review and endorsement. CLLAE ensures that the changes align with institutional standards, meet best practices in curriculum design and quality assurance, and require external review. The Dean must review and provide endorsement of the proposed major program modification(s).
4.4 The SVPA reviews the endorsed proposal for academic division approval and to CET and the Board of Governors for final college approval.
4.5 Once approved, the proposal is submitted by CLLAE for external review and approval to the OCQAS and the MCU as required. For degree programs, the modification is submitted to PEQAB. For apprenticeship programs, the proposal is submitted to Skilled Trades Ontario.
4.6 After receiving external approval, the Program of Study is updated by the academic school and communicated to the Registrar’s Office. The Registrar’s Office will validate that the modifications are correct while CLLAE facilitates the development of any updated curriculum. Other relevant college divisions and employees are notified of the changes by the academic school.
4.7 Implementation timelines are coordinated with the annual Program of Study change deadlines to minimize disruption to college operations.
5. Program Cancellation
5.1 A Dean or the SVPA may recommend cancellation of a program when it becomes evident that the program is no longer viable due to ongoing low enrolment, misalignment with the college strategic direction, financial viability, regulatory changes, or shifting industry or community need.
5.2 The Dean consults with the SVPA to review the reasons for the proposed cancellation and makes a formal assessment that includes analysis of the program, market demand, financial sustainability, and alignment with the College’s strategic goals.
5.3 If the program is recommended for cancellation, the SVPA submits a formal recommendation to CET and the Board of Governors for approval. The recommendation includes the rationale for cancellation, the formal assessment, projected timeline, and transition plans and teach out plans for current students and employees.
If approved, the program cancellation is communicated to all affected college divisions and employees and the transition and teach out plans are carried out, ensuring that any enrolled students can complete their program. The MCU is notified of the program cancellation by CLLAE.
5.4 After the program is officially cancelled, the Registrar’s Office is responsible for archiving all program-related documentation, including student records, program curriculum, and historical data.
5.5 Cancelled programs cannot be reinstated and need to obtain new program approval to be offered again.