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 suspending, reinstating or terminating programs under the Policy. Terms not otherwise defined in this procedure are as defined in the Policy.
Process
Ensuring program quality and relevance is the responsibility of the Schools. The impetus to suspend, reinstate, or terminate a program may come from within a program area in response to program performance and/or resource requirements, or from the Vice-President, Academic (“VPA”) in response to Institute and/or government planning and priorities.
Program Suspension and Termination consists of three stages.
- Stage One – Program Suspension
- Stage Two – Consultation and Assessment
- Stage Three – Program Reinstatement or Termination
Stage One – Program Suspension
Program Suspension is a temporary measure to suspend admission for new Student registration and enrolment to a program. While a program is suspended, Students currently enrolled in the program continue to progress.
Program Suspension provides time for Schools to assess the viability of a program as it currently exists, and determine whether, with changes, the program can be reinstated, or should be terminated. Program Suspensions should last no longer than two years.
1. Initiation and Documentation
a. The proponent for the Program Suspension (the "Proponent") consults with and seeks approval from the Dean before proceeding with the Program Suspension process.
b. The Dean consults with the VPA and other School Deans to ensure alignment with Institute academic planning and priorities. VPA endorsement is required to proceed with the Program Suspension process.
c. The Proponent initiates the Recommendation for Program Suspension Template (the “Suspension Report”).
d. The Proponent initiates a Status Tracking and Approval Form (“STAF”) - Program Suspension and Termination to ensure appropriate consultation and approval throughout the Program Suspension process.
2. Consultation, Data Gathering, and Analysis
a. Consultation and data gathering provides information intended to ensure that decision-making is evidence-informed. It is recommended that this process be completed within 30 days of initiation, to ensure timely decision-making.
b. At a minimum, the Proponent will consult with Academic Affairs, the Registrar’s Office, and Program Faculty.
c. The Proponent works in partnership with Institutional Research to gather and analyze program, labour market, and industry data. If a comprehensive program review was recently conducted, additional consultation and data gathering may not be required.
3. Suspension Report Writing
a. The Proponent drafts the Suspension Report, which includes rationale for suspension, timelines related to the suspension, financial impacts, and a plan outlining steps to determine whether the program will be reinstated or terminated. An Implementation & Communication Plan is also drafted.
b. Following review of the draft Suspension Report, the Dean determines whether there is sufficient evidence to recommend Program Suspension. With sufficient evidence, the Dean proceeds to approval and implementation. If the Dean determines there is insufficient evidence, consultation with the VPA is required.
c. The Proponent documents the outcome on the STAF.
4. Suspension Report Approval and Implementation
a. The Proponent presents the Suspension Report to the School Curriculum Committee (“SCC”) for review, feedback, and endorsement.
b. With SCC endorsement, the Dean presents the Suspension Report to Program Council (“PC”) for review and recommendation for approval to the VPA.
c. With PC recommendation, the Dean presents the the Suspension Report to the VPA for approval.
d. If approved, the VPA advises the Board of the Program Suspension.
e. The Proponent operationalizes the Implementation & Communication Plan and updates the STAF to reflect outcomes.
Stage Two – Consultation and Assessment
Following Program Suspension, a consultation and assessment process takes place to review the circumstances that led to the suspension and consider whether the program will be reinstated or terminated. The decision to reinstate or terminate a program should be made within a maximum of two years from the date the program was suspended.
1. Initiation and Documentation
a. To begin the process, the Proponent initiates the Recommendation for Program Reinstatement and Termination Template (the “Reinstatement/Termination Report”), and a Stakeholder Consultation Template - Programs (the “Consultation Template”).
b. The Proponent maintains the STAF created in Stage One to ensure appropriate consultation and approval.
2. Consultation, Data Gathering, and Analysis
a. The Proponent, in consultation with the Dean, generates a list of stakeholders who may be impacted by the program’s reinstatement or termination and who may have information helpful to the decision-making process. This list will include both internal and external stakeholders representing a variety of academic, operational, Indigenous, and industry/employer perspectives.
b. The Proponent consults with identified groups and individuals, documenting results on the Consultation Template.
c. The Proponent works in partnership with Institutional Research to gather and analyze data regarding labour market needs, the competitive landscape, industry trends, financial sustainability, Student demand, program quality and relevance, and program performance. This process ensures that decisions about the future of the program are considered and evidence-informed.
3. Reinstatement/Termination Report Draft
a. The Proponent drafts the Reinstatement/Termination Report, incorporating key findings from the consultation, data gathering, and analysis process.
b. The Dean reviews and considers the draft Reinstatement/Termination Report and in consultation with the program area, the VPA, and other School Deans makes a recommendation to either reinstate or terminate the program.
c. The Proponent finalizes the Reinstatement/Termination Report outlining the recommendation, rationale, timelines, financial implications, and other impacts arising from the recommendation.
d. The Proponent creates an Implementation & Communication Plan developed in consultation with the Registrar’s Office and Academic Affairs. These plans are included as appendices to the Reinstatement/Termination Report.
Stage Three – Program Reinstatement or Termination
Following the consultation and assessment process, approval to either reinstate or terminate a suspended program will be sought.
Reinstatement of all suspended programs requires VPA approval. If Program Reinstatement is recommended, and changes to the program are required, the Program Change Procedure under this Policy must also be followed.
Termination of Credential Programs comprising 20 or more Credits, and Graduate Certificates requires Board approval. Termination of Credential Programs comprising fewer than 20 Credits requires PC approval. Termination of Professional Programs requires VPA approval. Once a program has been terminated it cannot be reinstated.
Program Reinstatement
1. Approval and Implementation
a. The Proponent presents the Reinstatement Report to SCC for review, feedback, and endorsement.
b. With SCC endorsement, the Dean presents the Reinstatement Report to PC for review and recommendation for approval by the VPA.
c. With PC recommendation, the Dean presents the Reinstatement Report to the VPA for consideration and approval.
d. If approved, the Proponent operationalizes the Implementation & Communication Plan and updates the STAF to reflect final outcomes.
Program Termination
1. Approval and Implementation
a. For Professional Programs, the Dean presents the Termination Report to SCC for review, feedback and endorsement.
i. With SCC endorsement, the Dean presents the Termination Report to PC for consideration and recommendation for approval by the VPA.
ii. With PC recommendation, the Dean presents the Termination Report to the VPA for consideration and approval.
iii. With VPA approval, the Proponent operationalizes the Implementation & Communication Plan and updates the STAF to reflect final outcomes.
b. For Credential Programs comprising 20 or more Credits, and Graduate Certificates, the Dean presents the Termination Report to SCC for review, feedback and endorsement.
i. With SCC endorsement, the Dean presents the Termination Report to PC for consideration and recommendation for approval by the Board.
ii. With PC recommendation, the VPA presents the Termination Report to the Board for consideration and approval. Academic Affairs communicates decisions to terminate Degree Programs to the Ministry in writing.
iii. The Proponent operationalizes the Implementation & Communication Plan and updates the STAF to reflect final outcomes.
c. For Credential Programs comprising fewer than 20 Credits, the Dean presents the Termination Report to SCC for consideration and recommendation for approval by PC.
i. With SCC recommendation, the Dean presents the Termination Report to PC for consideration and approval.
ii. With PC approval, the VPA advises the Board of the Program Termination.
iii. The Proponent operationalizes the Implementation & Communication Plan and updates the STAF to reflect final outcomes.
Related Policies and Procedures
- 3311 Program Development, Change, Suspension, and Termination Policy
- 3311-004 Program Change Procedure
Documents and Forms
- All tools, templates, and resources available on JIBC's Academic Affairs intranet site (for internal use only)