Validation and revalidation

School Portfolio Plans (SPP), which include the title(s) and year of entry of proposed new programmes, are considered by the Strategic Portfolio Committee (SPC).

Once SPPs are approved, the proposals for new provision can progress to the Course Viability Report (CVR)/financial stage. The SPC will consider the CVRs/financials in respect of strategic direction, sustainability and growth.

Marketing colleagues support proposers in the drafting of website content in preparation for the publication of programme information on the University website 'subject to final approval'.

Further guidance can be found on the Marketing intranet page.

Following SPC approval of the CVR/financials, the proposing School develops a Programme Concept and Resources document. This document provides information on resource requirements and must be completed with input from Professional Services Directorates, including technicians where programme delivery has technical input, to ascertain the impact of the new development on central University services.

Programme Concept and Resources document (docx, 85.7 KB)

Following approval by the School Quality Panel (SQP), the Programme Concept and Resources document is submitted to approvals@yorksj.ac.uk for consideration by the Design Feasibility Sub Committee (DFSC). Approval of the Programme Concept and Resources document allows the programme to be marketed 'subject to validation'.

If changes need to be made after Programme Concept and Resources approval by the DFSC, these could be approved by either SQPs (for minor amendments, such as month of entry) or by SPC/DFSC (for major changes, such as change to an award). This follows a similar procedure to programme amendments, which can be considered by SQPs for minor amendments, or by QSC’s Programme Amendment Scrutiny Panel, for major amendments. Definitions of minor or major amendments can be found on our Programme or module amendments page.

For programmes approved under a collaborative validation partnership (not franchise provision), the following business case templates apply:

Programme Development Business Case - Collaborative Validation (Docx, 45.6kB)

Programme Development Business Case - Collaborative Revalidation (Docx, 47.7kB)

A member of Registry's Academic Quality (AQ) team will be allocated to support portfolio developments. The AQ Event Officer will arrange a process planning meeting to agree validation timelines and outline the support available, including reviewing documentation prior to submission to the Compliance Meeting.

Process Planning Meeting guidance (PDF, 130kb)

Following approval by SQP, programme proposal documentation is submitted to quality@yorksj.ac.uk for consideration at a York St John University Compliance Meeting.

Compliance Meeting guidance (PDF, 97kb)

The compliance meeting considers proposals in terms of meeting York St John University regulations and aligning to our academic practices. The meeting will agree one of the following outcomes:

• The programme(s) are compliant and can be released to proceed to the External Approval Event
• Identification of areas requiring action or further consideration
• The programme(s) is/are deemed unable to continue.

A post-compliance meeting will be held with the proposing team to discuss the outcomes unless it is deemed unnecessary. Subsequent amendments to the documentation must be signed off by the SQP Chair prior to Compliance sign-off.

Following the compliance meeting, programme proposal documentation is considered at an external approval event which provides independent external scrutiny by subject experts and further consideration by York St John colleagues.

External Approval Event guidance (PDF, 120kb)

Remote virtual events are held by default unless there is a specific reason for an in person meeting, for example a PSRB requirement. The Approval Panel will agree one of the following outcomes:

• Approval of programme(s) with no further action required and the identification of features for commendation
• Approval of programme(s) with conditions and/or recommendations and the identification of features for commendation
• Non-approval of programme(s) in relation to external sector benchmarking

At the end of the event, the programme proposers are informed of the outcome by the Panel Chair.

Documentation amended in light of conditions and/or recommendations is reviewed by the Academic Quality Event Officer and Panel Chair for recommendation for approval to the Quality and Standards Committee (QSC).

Recommendations for approval made by the External Approval Panel will be forwarded to the Chair of the QSC for final approval by Chair's Action.

Once signed off by QSC Chair's Action, the programme is formally approved and 'subject to approval' can be removed from marketing materials.