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Syllabus Approval and Revision Policy

Policy 

1. Responsibility
Each College holds the responsibility and acts as the custodian to update all the syllabi after obtaining approval(s) from QAIE and distribute them to the faculty as per the semester/term schedule. 

2. Types of changes in Academic Programs
As per CAA Standards, categories under Non-Substantive Changes, and Substantive Changes are detailed in Table 1 below: 

Table 1 Changes in Academic Program

Changes in Academic program

Non Substantive Changes

Substantive Changes

Changes to textbooks and/or learning resources of a course.

Contractual relationship with instructional services organization

Changes to prerequisites of a course.

Introduce different class format and/or method of delivery.

Addition of new elective courses of a course.

Make major reductions in program offerings.

Changes to assessment procedures of a course.

Change the length and completion requirements of a program.

Changes to course codes or titles of a course.

Introduce non-credit courses or activities that affect the mission or alter faculty workload.

 

3. Request for Non-Substantive Changes Approval Procedure:

  1. Based on the faculty teaching experience, the college faculty shall recommend non-substantive changes to be reflected in his/her course prior to the start of the academic semester/term. 

  2. The proposed changes are recorded in the Course Revision Form Appendix I, and submitted to the college curriculum review committee to review the changes.

  3. Upon approving the proposed changes, the chair of the curriculum review committee signs the form and obtains the approval of the Program Director and the college Dean.

  4. The Program Director submits the form with supporting documentation including the old syllabus, new syllabus, the Curriculum Committee decision, and other supporting documents to QAIE to review and approve the changes. 

  5. Once the QAIE has reviewed and approved the documents will be sent to the VPAA for final approval. 

  6. After the VPAA approves the QAIE notifies the concerned school/colleges in addition to all other academic and related administrative units with the type of change and date of implementation.  

  7. The log of non-substantive changes is maintained by the QAIE.

 

4. Request for Substantive Changes and Approval Procedure:

  1. Based on an approved decision from the Academic Affairs Council, and at least six months prior to the implementation. The Dean initiates a formal notice and communicates to CAA through QAIE. The document will be titled “Substantive Change Report” which is no more than 25 pages and must meet the following requirements:

  • Detailed descriptions of change(s) regarding the program(s). 

  • Rationale for the proposed changes with evidence of the need for it and authorization by the governing body.

  • Relationship of the change to the institutional mission.

  • Faculty and staff needed to implement changes, including anticipated qualifications. 

  • Additional library and other learning resources or instructional facilities required to implement the change.

  • Physical plant expansion and equipment required. 

  • Projection of other needs over the period of implementation of the change, including estimates of the additional costs and sources of revenue to cover those costs.

  • Evidence that the institution has adhered to the Standards for e-Learning if the proposed change involves offering e-learning programs or courses.

 

     B. Upon MOE approval, VPAA communicates the changes to the Academic units, Registration, QAIE and Information Technology Department.  

 

     C. QAIE shall update changes in the related UD documentation and maintain a log of the substantive changes.

 

5. Procedure for Approval From AACSB for BBA/MBA/PhD

While AACSB does not require a reporting date for obtaining permission for a curriculum change, it requires a process for curriculum management that normally involves faculty in the monitoring and evaluation process to ensure that curricula are meeting the program outcomes. Where opportunities for curriculum improvement are found, faculty members will use the improvement recommendation as per the categories set in Table 1.

6. Procedure for Approval from ABET for Programs in CEIT

  1. Deans are responsible to notify ABET of any significant changes in program title, personnel, curriculum or other factors which could affect the accreditation status of a program during the period of accreditation.   

  2. ABET defines significant change as one that potentially impacts the extent to which the program satisfies ABET accreditation criteria and politics.  Common examples of such changes include the following:

  • Changing the program name so that the program would need to be reviewed against program criteria that were not used in the last review.

  • Adding a new concentration/option/emphasis.

  • Merging with another program or institution.

  • Terminating a program.