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Course Development, Change, Suspension, and Termination

Procedure Number
001
Policy Number
3309
Responsibility
VP Academic
Approved
Program Council
Previous Name
Course Development and Change Approval
Effective Date
May 15, 2007
Amended
November 02, 2022
Procedure Statement

Scope

This procedure forms part of JIBC’s Course Development, Change, Suspension, and Termination Policy (the “Policy”) and should be followed and applied in relation to developing, changing, suspending, and terminating Courses under the Policy. Terms not otherwise defined in this procedure are as defined in the Policy.

Process

Course development, change, suspension, and termination is the responsibility of the Schools, subject to review and approval by relevant Institute governing bodies. The Policy outlines governance for course development, change, suspension, and termination.

This procedure consists of three sections:

  • Course Development
  • Course Change
  • Course Suspension, Reinstatement, and Termination
Course Development 

This section applies to the development of courses at JIBC. The idea for a new course may arise from several sources, generated by an individual or group within a School in response to a change in labour market and/or industry requirements, a program review, or as part of a larger Institute strategy. Extensive change to an existing course may also trigger the development of a new course. New course development within credential programs should align with the Institute’s timelines for implementation at the beginning of a catalogue year. 

For courses developed as part of a new program, Steps 1- 3 below are achieved through program development procedures (and related documentation) associated with Policy 3311 Program Development, Change, Suspension, and Termination, and are therefore, not required. Step 4 below is required. Completion of a Course Development and Change Form (“CDCF”) is not required.

1. Initiation and Documentation

a. The Proponent of a new course consults with and seeks authorization from the Dean to move forward with the development of the Course. 

b. The Dean consults with the Vice-President, Academic (“VPA”) and other School Deans to ensure alignment with Institute academic planning and priorities, and to identify potential curriculum duplication and/or collaboration opportunities across Schools. 

c. The Proponent initiates a CDCF and a Course Outline Template (“Course Outline”) to begin the process. 

2. Consultation, Data Gathering, and Analysis

a. The Proponent, in consultation with the Dean, identifies stakeholders who may influence the success of the proposed course. Stakeholders may be internal and/or external to the Institute representing a variety of academic, financial, operational, Indigenous, and industry/employer perspectives.

b. As appropriate, the Proponent works in partnership with Institutional Research to gather and analyze data regarding labour market needs, student demand, and the competitive landscape to ensure decision-making regarding viability of the Course is sound.

3. Document Development

a. The Proponent drafts the CDCF incorporating rationale for developing the new course, and key information and insights gathered from the consultation process and other data sources.

b. The Proponent drafts a Course Outline to accompany the CDCF.

c. The Proponent, in consultation with Finance and any other impacted JIBC departments, and using the Course Costing Template, drafts a recommendation for course fees, including tuition. If new Accounts Receivable Codes ("AR Codes") are needed for the new course, the Proponent uses the AR Code Request Form to request AR Codes from Finance.

d. The Dean reviews the CDCF, Course Outline, and Course Costing Template and determines whether there is sufficient evidence and support for the proposed course to proceed to Approval.

e. Should the Dean recommend that the proposed course not go forward to Approval, the process is terminated. 

4. Course Development Approval and Implementation

Costing

a. For all tuition course development, the Proponent presents the completed Course Costing Template to the Deputy Chief Financial Officer (“DCFO”) for approval. 

i. With DCFO approval of course costing, the Proponent submits the approved fees and AR Codes to the Registration Office along with the curriculum approvals outlined below.

Curriculum

b. For development of courses within Credential Programs, the Proponent presents the CDCF and Course Outline to the School Curriculum Committee (“SCC”) for review, feedback, and recommendation for approval to Program Council (“PC”).

i. With SCC recommendation, the Dean presents the CDCF and Course Outline to PC for consideration and approval.

ii. With PC approval, the Proponent works with the Registration Office to implement the new course.

c. For development of courses within Professional Programs, the Proponent presents the CDCF and Course Outline to SCC for review, feedback, and recommendation for approval to the VPA.

i. With SCC recommendation, the Dean presents the CDCF and Course Outline to the VPA for consideration and approval.

ii. With VPA approval, the Proponent works with the Registration Office to implement the new course. 

iii. Academic Affairs sends a copy of the approved Course Outline to PC for information.

d. For development of Stand-Alone Courses, the Proponent presents the CDCF and Course Outline to SCC for consideration and approval.

i. With SCC approval, the Proponent works with the Registration Office to implement the new course.

ii. SCC sends a copy of the approved Course Outline to PC for information.

Course Change

Course change is integral to the continuous improvement of JIBC’s curriculum. Course change may be required for reasons including, but not limited to, changing academic, industry and/or community needs; changing pedagogy or instructional methodologies; changing student needs; changing national, provincial and/or professional association standards; and/or new directions and initiatives from government. Courses within programs support students to achieve identified program outcomes and therefore, consideration must be given to the potential impact course level changes may have on a program (refer to Policy 3311 Program Development, Change, Suspension, and Termination, and Procedure 3311-004 Program Change). Course change within credential programs may be required to align with the Institute’s timelines for implementation at the beginning of a catalogue year. This will need to be determined early within the consultation process as it can impact timelines and implementation. 

Proposed course change is considered under two general categories: Substantive Change and Non-Substantive Change. If it is unclear whether a proposed change constitutes Non-Substantive Change, Substantive Change, or development of a new Course, a determination will be made by Academic Affairs in consultation with the Dean. Should it be determined that the proposed change is comprehensive enough to constitute a new Course, the course change process will serve for both new course development and course termination.

1. Initiation and Documentation

a. The Proponent initiates a CDCF and revised Course Outline to begin the course change process.

b. For Substantive Change, the Proponent consults with and seeks approval from the Dean before initiating the course change documents. 

2. Consultation, Data Gathering, and Assessment

a. Schools create course change through an appropriate consultative process. This responsibility includes determining the impact the proposed change will have on students and their ability to complete programs; other program areas who may have dependencies on the Course; operational support areas; and external stakeholders (as appropriate). It also involves determining how impacts will be addressed by the School. 

b. The Proponent identifies and consults with parties who may be impacted by the proposed change and documents findings on the CDCF. 

3. Documentation

a. The Proponent completes the CDCF and revised Course Outline. 

b. The Proponent presents the draft CDCF and revised Course Outline to the Dean for review and feedback before proceeding to Approval.

4. Course Change Approval and Implementation

Substantive Change

a. For Substantive Change to Courses within Credential Programs, the Proponent presents the completed CDCF and revised Course Outline to the SCC for review, feedback, and recommendation for approval to PC.

i. With SCC recommendation, the Dean presents the completed CDCF and revised Course Outline to PC for consideration and approval.

ii. With PC approval, the Proponent works with the Registration Office to implement the course change. 

b. For Substantive Change to Courses within Professional Programs, the Proponent presents the completed CDCF and revised Course Outline to SCC for review, feedback, and recommendation for approval by the VPA.

i. With SCC recommendation, the Dean presents the completed CDCF and revised Course Outline to the VPA for consideration and approval.

ii. With VPA approval, the Proponent works with the Registration Office to implement the course change. 

c. For Substantive Change to Stand-Alone Courses, the Proponent presents the completed CDCF and revised Course Outline to SCC for consideration and approval.

i. With SCC approval, the Proponent works with the Registration Office to implement the course change.

Non-Substantive Change

a. For Non-Substantive Change to courses within Credential Programs comprising 20 or more Credits, and Graduate Certificates, the Proponent presents the completed CDCF and revised Course Outline to SCC for review, feedback, and recommendation for approval by PC.

i. With SCC recommendation, the Proponent presents the completed CDCF and revised Course Outline to PC for consideration and approval.

ii. With PC approval, the Proponent works with the Registration Office to implement the course change.

b. For Non-Substantive Change to courses within Credential Programs comprising fewer than 20 Credits, the Proponent presents the completed CDCF and revised Course Outline to SCC for consideration and approval.

i. With SCC approval, the Proponent works with the Registration Office to implement the course change.

c. For Non-Substantive Change to Professional Programs, the Proponent presents the completed CDCF and revised Course Outline to SCC for consideration and approval.

i. With SCC approval, the Proponent works with the Registration Office to implement the course change.

d. For Non-Substantive Change to Stand-Alone Courses, the Proponent presents the completed CDCF and revised Course Outline to SCC for consideration and approval.

i. With SCC approval, the Proponent works with the Registration Office to implement the course change.

Course Suspension, Reinstatement, and Termination

As part of JIBC’s regular review and updates to courses and programs, circumstances may arise that require suspension and/or termination of a Course. This could originate from program area or the Registration Office as part of their scheduled analysis of course activity. 

As part of routine program scheduling, certain courses may not be offered on a regular basis. This may be due to cycles in student demand, seasonal needs related to course content, client requirements, or faculty availability. Irregular scheduling of a Course is expected and is not considered a “course suspension”. 

Course suspension is a formal process, removing a Course from the JIBC active course directory resulting in no new intakes into the Course for a specified period, not to exceed one year. Suspending a Course can provide time for in-depth course review and stakeholder consultation to determine whether the Course should be reinstated (placed back on the JIBC active course directory) or terminated. Course termination results in the Course being permanently removed from JIBC’s active course directory. 

Course termination permanently removes it from the JIBC active course directory. When terminating a Course that is part of a program, consideration must be given to the impact the Course termination will have on the program (refer to Policy 3311 Program Development, Change, Suspension, and Termination, and Procedure 3311-004 Program Change). For courses terminated as part of a program termination, Steps 1 – 3 below are achieved through program termination procedures (and related documentation) associated with Policy 3311 Program Development, Change, Suspension, and Termination, and are therefore, not required. Step 4 below is required, including completion of the Course Suspension/Termination Form (“CSTF”). 

1. Initiation and Documentation

a. The Proponent initiates a CSTF to begin the course suspension, reinstatement, or termination process.

b. For course termination, the Proponent consults with and seeks approval from the Dean before initiating the documents.

2. Consultation, Data Gathering, and Assessment

a. Decisions to suspend, reinstate, or terminate a Course consider the impacts on students, other programs, the Institute, and external stakeholders (as appropriate).

b. The Proponent, in consultation with the Dean, identifies and consults with parties who will be impacted by the proposed course suspension, reinstatement, or termination and documents results on the CSTF. 

3. Documentation

a. The Proponent completes the CSTF and presents it to the Dean for review and feedback before proceeding to Approval. 

4. Course Suspension, Reinstatement, and Termination Approval

Suspension and Reinstatement

a. For suspension and reinstatement of all Courses, the Proponent presents the CSTF to the SCC for consideration and approval.

i. With SCC approval, the Proponent works with the Registration Office to implement the course suspension process.

Termination

b. For termination of Courses within Credential Programs, the Proponent presents the CSTF to SCC for review, feedback, and recommendation for approval to PC.

i. With SCC recommendation, the Dean presents the CSTF to PC for consideration and approval.

ii. With PC approval, the Proponent works with the Registration Office to implement the course termination process.

c. For termination of Courses within Professional Programs, the Proponent presents the CSTF to SCC for review, feedback, and recommendation for approval to the VPA.

i. With SCC recommendation, the Dean presents the CSTF to the VPA for consideration and approval.

ii. With VPA approval, the Proponent works with the Registration Office to implement the course termination process.

iii. Academic Affairs sends a copy of the approved CSTF to PC for information.

d. For termination of Stand-Alone Courses, the Proponent presents the CSTF to SCC for consideration and approval.

i. With SCC approval, the Proponent works with the Registration Office to implement the course termination process.

Related Policies & Procedures 

Documents & Forms