Athabasca University Policy

Program Review Policy

Effective Date

January 21, 2004

Purpose

The purpose of the policy is to provide a context, and to identify the responsibility for, the regular review of the University’s programs. In so doing, the University will be able to:

• improve the overall quality of its program offerings to students;
  

• demonstrate openly its accountability to its funders and to external academic, industrial and professional colleagues; and
  
  
• provide a basis for the further development and success of the reviewed programs.

Definitions

Policy

1. The Vice-President, Academic is responsible for establishing a schedule of, and procedures for program reviews, which is updated annually by ERC, and approved by AUAC.
   
   
2. The cycle of program reviews will be established according to the following criteria:
   
   
   • programs will normally be reviewed at least every six years, or more frequently as suggested by particular indicators of effectiveness
     
     
   • external accreditation or external funding requirements will be incorporated within the cycle
     
     
   • other reviews will be undertaken as recommended by the Vice President Academic.
     
     
3. Program reviews will be designed and executed according to well accepted standards.
   

Regulation

Procedure

1. The Vice-President, Academic will annually provide to AUAC an updated 6 year cycle of program reviews.
   
   
2. The Vice-President, Academic, in consultation with the appropriate Program Director, will be responsible for providing overall timelines and resources for each review. For the BA and BPA degrees, this will also include consultations with representatives of the concentration and major discipline(s). Normally, the OVPA covers the cost for external reviews/reviewers including honoraria, travel to attend meetings onsite at AU, copies of course packages, etc. The costs involved for staff in time, travel, etc., are normally covered by the department. Costs incurred by Institutional Studies to conduct surveys/focus group meetings, and gather relevant information are covered through IS’s budget.
   
   
3. The general program review activities will normally include:
   
   
   1. Planning
      The development of a program review plan by the Office of the Vice President Academic in consultation with the Program Director and Institutional Studies. This plan will include the roles and responsibilities for program staff, other staff, and the external assessors; the criteria by which the success of the program will be assessed; and a list of the data to be gathered in c. below.
      
      
   2. Approval and validation of the plan
      The plan will be submitted to ERC and reviewed by the Undergraduate Studies Board (for undergraduate programs) or Graduate Studies Board (for graduate programs).
      
      
   3. Data and information gathering (undertaken by the OVPA and Institutional Studies in cooperation with the program director) in the following areas: (Note: The program review plan will identify which of the areas below are to be included in the data/information gathering and to what extent.)
      
      
   • the original program proposal and intended goals of the program
   • program brochures, relevant URLs, and other promotional materials
   • course syllabi
   • student records data including retention, graduation rates, demographics, etc.
   • an overview of the relationship/numbers of students who take courses in the program as non-program students vs. program students
   • transfer credit patterns
   • the role and use of prior learning assessment
   • information on any external accreditation
   • a survey of program graduates
   • a survey of current students
   • a survey of ‘non-completers’, where applicable
   • opinions of tutors/instructors/coaches/facilitators
   • evidence of academic currency and quality (revision cycle, exam currency, course evaluation data)
   • course materials, including related learning resources (e.g., supplementary materials, on-line resources etc.)
   • a list of and brief description of the student services that are pertinent to the program (Library, advising, etc.)
   • feedback from partner institutions
   • the previous year's financial statement
   • the most recent 3-year budget (including staffing and all other costs and sources of revenue) (Note: financial information will be aggregated wherever possible and will not be provided to external reviewers.)
   • cv's of academic staff (Note: FOIP clarification has been sought regarding this item and the implications regarding sending the cv’s to external reviewers.)
   • other information deemed pertinent to the program.
     
     
   4. Self Study
      On the basis of the information provided in c. above, a self study report on the status of the program will be prepared, to include an analysis of the program's strengths and weaknesses in relation to its intended goals, the currency and relevance of the curriculum, students' outcomes, delivery systems, and other relevant areas.
      
      
   5. External Academic Assessment
      Information on the University, the program's self study and its courses will be submitted to external assessor(s) nominated by the Program Director, and approved and contacted by the VPA. Program majors will make their nominations through their appropriate Chair or Program Director.

   The external assessor(s) will be asked to comment on the overall academic credibility and relevance of the program within the larger Canadian university community, and other matters specific to the program. A preliminary report of the external assessment will be submitted to the Program Director for review with regard to errors of fact, prior to submitting the final report to the VPA.
   

   6. Response by the Program Council
      The Program Council will review the self study report and the final external assessment and respond to them, together with a list of recommendations regarding the future of the program, and an implementation plan to carryout the recommendations.
      
      
   7. Approval of Recommendations
      After a review of the self study, external assessors' and response reports by the VPA, a final report, with recommendations, will be submitted by the VPA to the Educational Review Committee, and other relevant committees (CCC, USB, GSB, SSG). The Educational Review Committee will forward the information in g. to AUAC for approval.
      
      
   8. Follow Up
      The Program Director will be responsible for providing ERC and AUAC a report on the implementation of approved recommendations flowing from the program review. After the initial report is filed, updates are provided to ERC and AUAC as recommendations are implemented, or as the report changes significantly.

Approved By

Undergraduate Studies Board
Council of Centre Chairs
Educational Review Committee
Graduate Studies Board
Approved by AUAC: December 6, 2000 Motion 160-5

Amended Date/Motion No.

January 21, 2004 Approved by AUAC: Motion 180-10

Related References, Policies and Procedures

Role descriptions of Program Directors
Course Review Policy
Educational Review Committee Plan

Applicable Legislation/Regulation

Responsible Position/Department

Maintained by the Office of the Vice President Academic.
Reviewed every two years.

Keywords

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Office of the University Secretariat, June 2004