Overview
Changes to existing programs fall into three categories:
- Minor modifications are changes to courses and curriculum that do not change the fundamental aspects of a program such as the program-level learning outcomes, program requirements, or structure. These are approved at the Faculty level and do not require further institutional approval.
- Major modifications are significant changes to existing programs – typically to program requirements, program-level learning outcomes, or modes of delivery – that create new choices or experiences for students but are not so considerable as to qualify as a new program. Major modifications follow the approvals process outlined below.
- New programs are changes to a program that change the fundamental nature of a program. These require the new program process, which involves more approvals and a more comprehensive review.
There are two exceptions to the categories above:
- Changes to a program’s name or degree designation, with no other program changes, are classified as minor modifications but follow the major modifications submission and approval process, using a simplified template, available by contacting quqap@queensu.ca.
- Changes to program-level learning outcomes only, with no other program changes, are major modifications which use a simplified template and do not require consultation with the Office of the University Registrar, the Office of Planning and Budgeting, and Undergraduate Admission and Recruitment.
To confirm whether a specific program change is a minor modification, a major modification, or requires the new program process, contact quqap@queensu.ca. The following is a non-exhaustive list of common examples of major modifications:
Examples of Typical Major Modifications
- The introduction or deletion of a major program component, such as a thesis, capstone project, work experience, internship, practicum, or course-only option.
- Substantive changes to a significant proportion of courses in the program.
- The establishment of an existing degree program at another institution or location.
- Changes to the mode of delivery that affect a significant number of courses.
- Significant changes to program-level learning outcomes.
Process for Major Modifications
Major modifications follow the steps outlined below.
The academic unit reaches out to the Vice-Provost, Teaching and Learning at quqap@queensu.ca to ensure that the proposed change is a major modification, to discuss the approval process and timeline, and to receive the template. For graduate programs, the academic unit also contacts the School of Graduate Studies and Postdoctoral Affairs (SGSPA) to discuss the changes being considered with the Vice-Provost and Dean, a Graduate Associate Dean, or an Academic Affairs Officer.
The academic unit completes the major modification template in consultation with SGPSA (for graduate programs), the Faculty Dean, the Office of the Registrar, the Office of Planning and Budgeting, and Undergraduate Admission and Recruitment (for undergraduate programs).
The academic unit seeks approval from the Unit Head, the Faculty Dean, the Graduate Council/Committee (for graduate programs), and Faculty Board (for undergraduate programs and some graduate programs, as per Faculty requirements). Once those approvals are obtained, the academic unit sends the completed template to quqap@queensu.ca.
The Office of the Vice-Provost, Teaching and Learning circulates the major modification for review to the following signatories:
- Office of the University Registrar
- Office of Planning and Budgeting
- Undergraduate Admission and Recruitment (for undergraduate programs)
- Graduate Studies Executive Council (for graduate programs)
- Vice-Provost and Dean, SGSPA (for graduate programs)
- Vice-Provost, Teaching and Learning
The major modification is reviewed by the Senate Committee on Academic Development and Procedures (SCADP). Members of the academic units will be invited to attend SCADP. If approved, the major modification will be presented at Senate for approval. The SCADP website includes information about how proposals are evaluated by the committee.
The academic unit may implement the major modification from the effective date approved by Senate. Major modifications are reported annually to the Quality Council by the Office of the Provost.
Key Dates and Timelines
Planning ahead is essential for getting a Major Modification approved in time for the next academic year. Because of the annual approval cycle, proposals need to be submitted early to ensure they clear all required steps in time for the following academic year. To stay on track, Major Modifications should typically reach Faculty Board by November at the latest.
Meeting dates for all Faculty Boards, Graduate Councils along with GSEC, SCADP, Senate, Appraisal Committee, and Quality Council are available here: Meeting Dates and Submission Deadlines. Review the meeting schedule carefully and work backward from your target approval date.
For undergraduate programs, units must submit the major modification to quqap@queensu.ca at least 4–6 weeks before the SCADP submission deadline to allow time for required authorizations to be collected.
For graduate programs, units must submit the Major Modification to quqap@queensu.ca at least 4–6 weeks before the GSEC submission deadline to allow time for the necessary authorizations to be collected.
Early consultation with all signatories will expedite the process and lessen the chance that the major modification will be sent back for changes.