SECTION 10: THE WITHDRAWAL OF MODULES AND CLOSING APPROVED PROGRAMMES OF STUDY

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1. Purpose

The purpose of this procedure is to ensure that the quality of the learning experience provided to students is maintained should it be necessary to withdraw an approved module or close a programme of study.

1.1 Ownership and management

The procedure is owned by University Quality Committee, is managed and led by the Director of Academic Development and implemented in each faculty by the Convenor of Faculty Quality Committee.

1.2 Procedure outline

In the event that it is decided to withdraw an approved module the module leader, subject group leader and Head of School will liaise closely to ensure that a plan is in place to manage the phasing out of the module. This will include a mechanism to ensure that all programme leaders of programmes on which the module is used are consulted and agree to the timing of the proposed withdrawal. Where it becomes necessary to close an approved programme the Head of School will liaise with the Faculty Executive to ensure that a plan is in place to manage the phasing out of the programme. In both cases the Faculty Quality Committee with responsibility for the subject area in which the module or programme is managed will be kept fully informed of the timing of the proposed closure or withdrawal.

1.3 Withdrawing an approved module

The withdrawal of an approved module is typically driven by circumstances at subject- or school-level. The module leader, subject group leader and Head of School will therefore liaise closely to develop a plan to manage the phasing out of the module which includes:
• the trimester in which the module will be delivered for the final time and the proposed date for removing the module from the module catalogue
• the assessment and re-assessment arrangements for any students, particularly part-time students, who will not have completed the module on the planned date of withdrawal
• the mechanism to ensure that all programme leaders of programmes on which the module is used are consulted and agree to the timing of the proposed withdrawal
• the arrangements for ensuring that the School Quality Committee is notified of the proposed withdrawal and formally endorses this at a meeting of the Committee
• the arrangements for ensuring that the Faculty Quality Committee is notified of the proposed withdrawal and formally endorses this at a meeting of the Committee.

1.4 Closing an approved programme

A proposal to close an approved programme of study must be considered and formally ratified by the Faculty Executive with responsibility for the subject area in which the programme is managed. The programme leader, subject group leader and Head of School will liaise closely to develop a rationale to support the proposal to close an approved programme and arrange for this to be considered and approved by the Faculty Executive. The rationale will be underpinned by a plan to manage the phasing out of the programme which includes:
• a clearly defined phasing-out period which includes start and finish dates
• the arrangements for providing students enrolled on the programme and all staff with information on the proposed closure
• a clearly defined list of options available to students to enable them to either complete their original programme of study or transfer with their agreement to an alternative programme
• the arrangements to ensure that the quality of the student learning experience will continue to meet University expectations during the phasing-out period
• the mechanism to ensure that adequate resources continue to be provided to maintain the quality of the student experience during the phasing-out period
• the mechanism to ensure that any proposed reduction in overall staffing levels, and the consequent reduction in the amount of options and choices within the programme, will not impact unreasonably on the student experience
• the assessment and re-assessment arrangements for any students, particularly part-time students, who will not have completed their intended programme by the planned closure date
• where the closure of a programme leads to the withdrawal of approved modules the mechanism to ensure that all programme leaders of programmes on which such modules are used are consulted and agree to the timing of the proposed withdrawal
• the arrangements for ensuring that the School Quality Committee is notified of the proposed closure and formally endorses this at a meeting of the Committee
• the arrangements for ensuring that the Faculty Quality Committee is notified of the proposed closure and formally endorses this at a meeting of the Committee
• where the programme being considered for closure is offered in collaboration with an approved partner the arrangements for ensuring that the Collaborative Partnerships Committee is notified of the proposed closure and formally endorses this at a meeting of the Committee.

1.5 Replacing an approved programme by revised provision with a new title

If an existing approved programme is to be replaced by a revised programme the revised programme must:
• be formally approved in accordance with the approval procedure for programmes
• have a different programme title.
The following points must be considered as part of the approval process of the replacement programme:
a) a well defined changeover date must be identified, for example, the entire student cohort to Stage 1 in year n follows the existing approved programme, while the entire student cohort in year n+1 follows the proposed replacement programme
b) where the existing and replacement programmes are very closely related consideration should be given to transfer the entire cohort to the replacement programme
c) all existing cohorts may only be transferred to the replacement programme if they will not be disadvantaged in any way and if the entire cohort has been fully informed and agree in writing, as a cohort, to the transfer
d) where there is sufficient similarity between the two programmes, a mechanism should be included to enable students who would otherwise experience difficulty (for example, those carrying failed modules) to transfer from the existing to the replacement programme
e) a student may only be transferred from the existing to the replacement programme if they will not be disadvantaged in any way and if the student has been fully informed and agree in writing to the transfer
f) transitional arrangements covering the management of the change to a replacement programme and where appropriate the arrangements for transferring the entire cohort or individual students to the replacement programme.

1.6 Reciprocal institutional arrangements

In some cases, it may be in the best interests of students for their programme to be completed through a credit transfer or similar arrangement with another higher education institution. The arrangement may lead to a student’s registration being transferred to another institution or retained by the University. In cases where students request such an arrangement, the University will take all reasonable steps to ensure a satisfactory agreement is reached. In cases where the University proposes such an arrangement, students must agree to it in writing.
 

1.7 Outcomes

The School Quality Committee will monitor the implementation of plans to withdraw an approved module and to close a programme of study to ensure that the student learning experience continues to meet University expectations during the phasing-out period. The Faculty Quality Committee will maintain an overview of the withdrawal and closure process through receipt of School Quality Committee meeting minutes or progress reports as appropriate.
The Head of School will oversee the implementation of a plan to communicate information relating to the withdrawal of modules and the closure of programmes to all relevant professional service areas, for example, Academic Development, Finance, Student Affairs, Marketing and Communications and Learning Information Services, and that these professional service areas are also made aware when no further students remain on a programme.
Modules and programmes will be removed from the module catalogue, the list of approved programmes of study and all external and internal websites in accordance with established faculty protocols. Information relating to withdrawn modules and closed programmes will be retained in accordance with timescales set out in approved records retention schedules.
University Quality Committee will be formally notified of the withdrawal of an approved module and the closure of an approved programme through receipt of Faculty Quality Committee meeting minutes.
Academic Board will be formally notified of the closure of an approved programme through receipt of a listing of new programmes approved during the reporting period, and of those which have been closed.

1.8 Interaction with other Quality Framework procedures

The faculty annual report to University Quality Committee on the effectiveness of the delivery of taught provision will include a list of any modules withdrawn or programmes closed during the reporting period. Where appropriate, faculties will bring to the attention of University Quality Committee in their annual report any good practice or areas for further development identified during the implementation of this procedure for dissemination University-wide. 
 

2.1. Module leaders are responsible for:

a) liaising closely with their subject group leader and Head of School to develop a plan to manage the withdrawal of an approved module
b) confirming assessment and re-assessment arrangements for any students, particularly part-time students, who will not have completed the module on the planned date of withdrawal
c) monitoring the student learning experience during the phasing-out period to ensure that University expectations continue to be met
d) developing and implementing a mechanism to ensure that all programme leaders of programmes on which the module is used are consulted and agree to the timing of the proposed withdrawal
e) ensuring that their School Quality Committee is notified of the proposed withdrawal and kept informed of progress in implementing the withdrawal management plan
f) where appropriate liaising closely with their subject group leader and Head of School should one of their modules be included in the structure of a programme that is being considered for closure
g) developing and implementing a plan to communicate information relating to the withdrawal of modules to all relevant professional service areas, for example, Academic Development, Finance, Student Affairs, Marketing and Communications and Learning Information Services, and to ensure that professional service areas are also made aware when no further students remain on the module.

2.2. Programme leaders are responsible for:

a) liaising closely with their subject group leader and Head of School to develop a rationale and plan to manage the phasing-out period of programme being considered for closure
b) identifying a clearly define phasing-out period which includes start and finish dates
c) developing and implementing arrangements for providing students enrolled on the programme and all staff with information on the proposed closure
d) developing and distributing a clearly defined list of options available to students to enable them to either complete their original programme of study or transfer with their agreement to an alternative programme

e) confirming assessment and re-assessment arrangements for any students, particularly part-time students, who will not have completed their intended programme by the planned closure date
f) monitoring the student learning experience during the phasing-out period to ensure that University expectations continue to be met
g) liaising with their Head of School to ensure that adequate resources continue to be provided to maintain the quality of the student experience during the phasing-out period
h) liaising with their subject group leader and Head of School to ensure that any reduction in the amount of options and choices within the programme will not impact unreasonably on the student experience
i) where the closure of a programme leads to the withdrawal of approved modules, liaising with module leaders to ensure that all programme leaders of programmes on which such modules are used are consulted and agree to the timing of the proposed withdrawal
j) ensuring that their School Quality Committee is notified of the proposed closure and kept informed of progress in implementing the programme closure management plan
k) developing and implementing a plan to communicate information relating to the closure of programmes to all relevant professional service areas, for example, Academic Development, Finance, Student Affairs, Marketing and Communications and Learning Information Services, and to ensure that professional service areas are also made aware when no further students remain on the programme.

2.3. The subject group leader is responsible for:

a) providing advice, guidance and support to module leaders, programme leaders and their Head of School in the implementation of this procedure as appropriate.
 

2.4. The Head of School is responsible for:

a) providing advice, guidance and support to module leaders, programme leaders and subject group leaders in the implementation of this procedure as appropriate
b) presenting proposals to close a programme of study to the Faculty Executive
c) ensuring that matters related to the withdrawal of a module or the closure of a programme should are dealt with promptly and appropriately
d) ensuring that appropriate arrangements have been made to ensure that students are able to complete their programme in the case of re-assessment particularly for part-time students where arrangements will need to be in place for a period which will cover the needs of all remaining students registered on the module or programme
e) ensuring that appropriate arrangements are in place which continue to meet University expectations regarding Boards of Examiners and external examining
f) ensuring that appropriate consultation has taken place with all programmes which use modules that are being withdrawn to ensure that modules are not deleted without proper notice being given and arrangements made to manage the change
g) allocating necessary resources to enable the quality of the student experience to be maintained in the light of declining student numbers
h) ensuring continuity of staff responsible for the leadership and management of the module to be withdrawn or the closing programme, for example, by considering an extension of duties whereby the programme leader of another, related programme takes on responsibility for the closing programme or combining the Board of Studies with that of a related programme
i) ensuring that a list of any modules withdrawn or programmes closed during the reporting period is included in the faculty annual report to University Quality Committee on the effectiveness of the delivery of taught provision and that any good practice or areas for further development identified during the implementation of this procedure are included for dissemination University-wide
j) . overseeing the implementation of a plan to communicate information relating to the withdrawal of modules and the closure of programmes to all relevant professional service areas, for example, Academic Development, Finance, Student Affairs, Marketing and Communications and Learning Information Services, and to ensure that professional service areas are also made aware when no further students remain on a programme.
 

2.5. The School Quality Committee is responsible for:

a) providing advice, guidance and support to module leaders, programme leaders and subject group leaders in the implementation of this procedure as appropriate
b) formally endorsing and recording in the minute of a meeting decisions relating to proposed plans to manage the withdrawal of a module or the closure of a programme
c) maintaining an overview of the proposed management plans during the phasing-out period for a withdrawn module or a closing programme.

2.6. The Convenor of Faculty Quality Committee is responsible for:

a) providing advice, guidance and support to module leaders, programme leaders, subject group leaders, heads of schools and the Faculty Executive in the implementation of this procedure as appropriate
b) ensuring that the Faculty Quality Committee formally endorses and records in the minute of a meeting decisions relating to proposed plans to manage the withdrawal of a module or the closure of a programme
c) ensuring that the Faculty Quality Committee maintains an overview of the proposed management plans during the phasing-out period for a withdrawn module or a closing programme
d) ensuring that modules and programmes are removed from the module catalogue and the list of approved programmes of study in accordance with established faculty protocols
e) ensuring that the faculty annual report to University Quality Committee on the effectiveness of the delivery of taught provision includes a list of any modules withdrawn or programmes closed during the reporting period and that any good practice or areas for further development identified during the implementation of this procedure are included for dissemination University-wide
f) ensuring that modules and programmes are removed from the module catalogue, the list of approved programmes of study and all external and internal websites in accordance with established faculty protocols while retaining appropriate information in accordance with approved records retention schedule expectations.
 

2.7. The Faculty Quality Committee is responsible for:

a) providing advice, guidance and support to module leaders, programme leaders, subject group leaders and heads of schools in the implementation of this procedure as appropriate
b) formally endorsing and recording in the minute of a meeting decisions relating to proposed plans to manage the withdrawal of a module or the closure of a programme
c) maintaining an overview of the proposed management plans during the phasing-out period for a withdrawn module or a closing programme.