Home
Search

Program Change

Procedure Number
004
Policy Number
3311
Responsibility
VP Academic
Approved
Program Council
Effective Date
September 08, 2021
Procedure Statement

Scope

This procedure forms part of JIBC’s Program Development, Change, Suspension, and Termination Policy (the “Policy”) and should be followed and applied in relation to program change for all JIBC programs under the Policy. Terms not otherwise defined in this procedure are as defined in the Policy.

Process

Program change is integral to the continuous improvement of JIBC’s programs. Program change can be an outcome of Institute annual and/or comprehensive program reviews or may be driven by adjustments in regulatory requirements or accreditation results. Proposed program change is considered under two general categories: Substantive Change and Non-Substantive Change.

Program areas are required to consult with the Academic Affairs and the Registrar’s Office about their proposed program change prior to embarking on the program change process. The reason for this is that the approval process will be dependent upon the type of program change being undertaken. If it is unclear whether proposed changes constitute Non-Substantive Change, Substantive Change, or a new Program, 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 Program, the program area is required to follow the relevant program development procedure and the Program Suspension, Reinstatement, and Termination Procedure under this Policy.

Credential Programs

Substantive Change to Credential Programs comprising 20 or more Credits, and Graduate Certificates are approved by the Board. For Degree Programs, depending on the depth and nature of the Substantive Change, Degree Quality Assurance Board (“DQAB”) approval may also be required. Substantive Change to Credential Programs comprising fewer than 20 Credits are approved by Program Council (“PC”). 

Non-Substantive Change to Credential Programs comprising 20 or more Credits, and Graduate Certificates are approved by PC. Non-Substantive Change to Credential Programs comprising fewer than 20 Credits are approved by the relevant School Curriculum Committee (“SCC”).

1. Initiation and Documentation

a. The individual proposing the change (the “Proponent”) consults with and seeks approval from the Dean to move forward with the proposed program change. 

b. The Proponent consults with Academic Affairs and the Registrar’s Office to determine whether the change is substantive, non-substantive, or if the change constitutes a new Program. 

c. The Proponent initiates a Program Change Form (“PCF”) to begin the program change process.

2. Consultation, Data Gathering, and Analysis 

a. Schools develop program change through an appropriate consultative process. This responsibility includes determining the impact the proposed change will have on Students, areas of the Institute (education and infrastructure), 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 will be impacted by the proposed change and documents findings on the PCF. 

3. Program Change Form Completion 

a. The Proponent completes the PCF and assembles any supporting documents that may be helpful to the decision-making process. 

b. For Substantive Change to a Program, the Proponent must also develop an Implementation & Communication Plan in consultation with the Registrar’s Office. For Non-Substantive Change, the Proponent should consult with the Registrar’s Office to determine whether an Implementation & Communication Plan is needed. 

c. The Proponent presents the draft PCF and Implementation & Communication Plan to the Dean for review and feedback before proceeding to Approval. 

4. Program Change Approval and Implementation

a. For Substantive Change to Credential Programs comprising 20 or more Credits, and Graduate Certificates, the Proponent presents the PCF and Implementation & Communication Plan to the SCC for review, feedback, and endorsement.

i. With SCC endorsement, the Proponent presents the PCF and Implementation & Communication Plan to PC for review and recommendation for approval to the Board. 

ii. With PC recommendation, the Vice-President, Academic (“VPA”) presents the proposed change to the Board for approval. For Degree Programs, depending upon the depth and nature of change(s), DQAB approval may also be required. 

iii. Following Board approval, the Proponent operationalizes the Implementation & Communication Plan.

b. For Substantive Change to Credential Programs comprising fewer than 20 Credits, the Proponent presents the PCF and Implementation & Communication Plan to SCC for review and recommendation for approval to PC. 

i. With SCC recommendation, the Proponent presents the PCF and Implementation & Communication Plan to PC for approval. 

ii. Following PC approval, the Proponent operationalizes the Implementation & Communication Plan.

c. For Non-Substantive Change to Credential Programs comprising 20 or more Credits, and Graduate Certificates, the Proponent presents the PCF (and Implementation & Communication Plan if one was created) to SCC for review and recommendation for approval to PC. 

i. With SCC recommendation, the Proponent presents the PCF (and Implementation & Communication Plan if one was created) to PC for approval.

ii. Following PC approval, the Proponent implements actions outlined in the PCF (and Implementation & Communication Plan if one was created).

d. For Non-Substantive Change to Credential Programs comprising fewer than 20 Credits, the Proponent presents the completed PCF (and Implementation & Communication Plan if one was created) to SCC for approval. 

i. Following SCC approval, the Proponent implements actions outlined on the PCF (and Implementation & Communication Plan if one was created).

Professional Programs

Substantive Change to Professional Programs is approved by the VPA. Non-Substantive Change is approved by SCC.

1. Initiation and Documentation

a. The Proponent consults with the Dean about the proposed program change to confirm whether the change is substantive or non-substantive. 

b. For Substantive Change to Professional Programs, the Proponent must consult with Academic Affairs. 

c. The Proponent initiates a PCF to begin the program change process.

2. Consultation, Data Gathering, and Analysis

a. The Proponent, with advice from Academic Affairs as needed, determines which Institute areas (academic and operational) may be impacted by the proposed change. The Proponent and the client identify any stakeholders external to the Institute that may be impacted.  

b. The Proponent consults with impacted parties and documents results on the PCF.

3. Program Change Form Completion

a. The Proponent completes the PCF and assembles any supporting documents that may be helpful to the decision-making process. 

b. For Substantive Change to a Program, the Proponent must also develop an Implementation & Communication Plan in consultation with the Registrar’s Office. For Non-Substantive Change, the Proponent should consult with the Registrar’s Office to determine whether an Implementation & Communication Plan is needed. 

c. The Proponent presents the draft PCF and Implementation & Communication Plan to the Dean and client for review and feedback before proceeding to Approval. 

4. Approval and Implementation

a. For Substantive Change to Professional Programs, the Dean presents the PCF and Implementation & Communication Plan to the VPA for consideration and approval. 

b. For Non-Substantive Change to Professional Programs, the Proponent presents the PCF (and Implementation & Communication Plan if one was created) to SCC for consideration and approval.

c. Following approval, the Proponent operationalizes the PCF and Implementation & Communication Plan.

Related Policies and Procedures 

Documents and Forms