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Annual Programme Review (APR)

All university programmes leaders must undertake a review of the performance of the programme at the end of each academic session, known as the annual programme review (APR). The APR gives a programme team the opportunity to reflect and discuss how the past year has gone; to acknowledge and celebrate success; and to plan changes where the team can improve on current practice.

In July 2023, the Continuous Improvement Tool (CIT) was introduced as a means for programme leaders to access data related to their programme, make reflections and set actions for enhancement. CIT will include on campus undergraduate, post-graduate and integrated masters programmes as well as distance-learning programmes. Currently the CIT is not available for off campus partner programmes. Partners should complete their APR using the Word template for off campus APRs. Please see below for further guidance regarding each of these types of APR.

On Campus Undergraduate, Post-Graduate, Integrated Masters and Distance Learning Programmes

For on campus UG, PG, integrated masters and distance learning programmes the APR should be completed using the Continuous Improvement Tool (CIT).  The CIT will provide programme leaders with various sets of data which are updated throughout the year, as per the following dates:

• December – market attractiveness, tariff and non-continuation data
• June – Graduate outcomes data & module evaluation metrics
• August / September – NSS metrics /  PTES metrics
• Mid-September – progression, good honours, module pass rates and awarding gap data

The CIT is intended to add value to the process of reviewing programmes by bringing all the data related to a programme into one place and allowing data to be viewed as it is updated across the academic year. Programme leaders can use the CIT to access these data sets and are encouraged to use this data to continually reflect upon the performance of the programme on an ongoing basis and set actions for enhancements.

Please note that the CIT window to complete the APR will open on the 1st September, after which time you should be able to edit comments under the ‘Annual programme review’ heading. You will be able to edit the ‘Reflections and actions’ section of the CIT throughout the year.

For more guidance about how to complete an APR using the CIT, please access the below links:

• For undergraduate programmes:  
• For post-Graduate programmes: CIT PGT User Guide

To access the CIT, please follow the below link:

Off Campus Partnership Programmes

For programmes which are delivered off campus under a partnership arrangement, it is the responsibility of the programme leader at the partners institution to complete the APR reflecting on the performance of the programme over the course of the last year. It is not currently possible for staff at partner institutions to access either the CIT or GreWeb, and a Word version APR template has been developed for the completion of off campus APRs. If you are a link tutor, then it is possible to assist your partner by accessing data for the relevant programme from GreWeb and copying this into a Word document so that the programme leader at the partner institution can use this data to assist them in their reflections. The off campus partnership APR template can be accessed by following the link to our

Timescales

There are three key milestones in the APR process, irrespective of whether the APR has been completed via the CIT, or submitted as a Word document. These milestones are as follows:

• Deadline for Programme Leaders to complete the APR: 31^st October 2024;
• Deadline for Heads of School to review submitted APRs: 15^th November 2024;

If you are completing the APR via the CIT then the window to complete the APR will open on the 11^th September, after which time you should be able to edit comments under the ‘Annual programme review’ heading. You will be able to edit the ‘Reflections and actions’ section of the CIT throughout the year.

Document to complete for Annual Programme Review Report, for partnership programmes

Propose a New Programme

Prior to obtaining university authorisation to schedule approval of a new programme of study there are key stages that must be undertaken when putting forward a proposal.

Key stages that must be undertaken when putting forward a proposal:

• Discuss the programme development with your school and agree in principle to take it forward as part of your faculty portfolio planning.
• Commission a Market Research Report from the Communications and Recruitment Directorate (please contact Claire Matthews, Associate Director of UK Recruitment on c.chalmers@greenwich.ac.uk to arrange)
• Secure faculty and university endorsement/signatures of the proposal.

Process and deadlines

1. IDEATION AND MARKET ANALYSIS

The faculty should consider the initial idea for a new programme proposal and discuss with other faculties where appropriate. Market Research into the initial idea will be conducted with support from the Communications and Recruitment Directorate and the faculty will consider this.

2. PROPOSAL FORM AND FACULTY APPROVAL

The owner of the proposal should complete the Programme Proposal Form found below. The faculty should consider the full proposal and add signatures as stipulated in the form.

3. DIRECTORATE SIGN-OFF

The faculty should then pass the Programme Proposal Form in word format to the university’s Professional Services Directorates as indicated in the form, along with the completed Business Plan in excel format (see the Programme Proposal Form for more information).

4. PARTNERSHIPS AND PROGRAMMES MANAGEMENT COMMITTEE (PPMC) SUBMISSION

The faculty should then pass the completed Programme Proposal Form with all relevant signatures (in word format) to the secretary of the Programmes & Partnerships Management Committee (PPMC). The form should be accompanied by the Business Plan in excel format.

5. PARTNERSHIPS AND PROGRAMMES MANAGEMENT COMMITTEE (PPMC) CONSIDERATION AND AUTHORISATION

The Programmes & Partnerships Management Committee (PPMC) will consider the proposal put forward by the faculty. The faculty may be asked by the committee to revise the proposal or provide more detail. Should the Programmes & Partnerships Management Committee (PPMC) support the proposal, it will be authorised for an approval event. Please refer to the "Develop a new programme" section below for what happens next.

Timescales and deadlines

The recommended lead in time for a new programme is 18 months to allow for a full recruitment period, however the Programmes & Partnerships Management Committee (PPMC) will approve new programmes up to 9 months prior to launch. Please check their webpage for submissions deadlines.

Proposals for launch less than 18 months ahead should provide conservative indicative new student numbers.

Forms

The following forms need to be submitted to the Programmes & Partnerships Management Committee (PPMC):

• New Programme Proposal Template
• Management tool for assessing profitability form (formerly known as 'Business Plan')
• New Programme Visit Report (required when proposing an off-campus programme delivered by a partner)

Please note that the Management Tool for Assessing Profitability must be completed for new programme proposals and approved by your Faculty Operating Officer (FOO) and then forwarded onto your Finance Business Partner. Finance Business Partners will require at least three days’ notice before the PPMC papers deadline due to the volume of submissions and time to review/engage with their respective FOO/Programme Lead and then by the Deputy Director of Finance.

Fast Track Approvals

Proposals that are put forward to the Programmes & Partnerships Management Committee (PPMC) that are outside the approved deadlines will be considered on a case-by-case basis. These cases would be exceptional and must provide a strong business case for doing so. Reasons may include:

• PSRB Requirements
• New programme based largely on pre-exiting modules
• Programme being created to support possible Teach Out requirements

For advice on whether your situation meets the exception rules and qualifies for fast track approval, please email the University Quality Team at quality@gre.ac.uk

PLEASE NOTE: If the deadlines above are missed, then programmes will be authorised with a start date of the next academic session.

Develop a New Programme

Programmes & Partnerships Management Committee (PPMC) authorisation of new programme proposals shall commend that proposals are approved by one of the three following options:

• Approval by Standing Panel Route A
• Approval by Standing Panel Route B

Following authorisation of a new programme proposal by the Programmes & Partnerships Management Committee (PPMC), a Quality Officer who facilitates the approval process is allocated to the programme and the Academic Learning Enhancement Team (from ILS) and will provide support to the Programme Leader designated with a programme development workshop to support programme design.

The Quality Officer will contact the Development Team to arrange a planning meeting.

Timescales and deadlines

Time frame approval by Standing Panel should occur no later than 9 months after PPMC approval - up to 12 months in exceptional mitigating circumstances (but all events will aim for earlier timeframes), otherwise consideration of the proposal will be postponed to the following academic year.

Forms

The following forms need to be submitted for approval of a new programme:

• Programme Specification Template
• Programme Handbook or Partner Programme Handbook
• Standing Panel Approval Document

When designing the structure of a programme it is recommended that the Development Team refers to the:

• Parts of term dates (Excel document)
• University Curriculum Framework

Useful documents

The following links provide clarification, and specify the requirements of the various stages in the process.

New Programme Approval Process Page:

• Programme approval process workflow
• Guidance on the programme approval process

Programme Documents Page:

• P8 Report of a partnership review or programme approval meeting
• P9 Response to conditions

Change a Programme

Programmes may require structural change and updating in response to curriculum review and development, and in response to feedback from students or external examiners, or other external factors such as professional body requirements.

Academic staff are encouraged to modify and refresh programmes so that they remain up-to-date and fit for purpose.

Changes to programmes may be approved through a faculty committee process with specific deadlines set by the university. Some changes will also require the endorsement of the Programmes & Partnerships Management Committee (PPMC). If you are considering making multiple changes, please contact the University Quality team for advice.

In order to comply with the requirements of the Competition and Markets Authority Guidelines to HE providers, your students should always be offered a formal opportunity to provide feedback on change proposals before you seek faculty level approval. Please use the relevant forms below to consult your students and consider their views.

Forms - Student consultation

These can be found on our Programme Documents Page:

• Student Consultation Proforma - (to request feedback from students)
• Student Feedback Proforma - (to feedback outcomes of consultation to your students)
• Student Information Proforma - (information for students -  changes not requiring consultation)
• Applicant Information Proforma

Forms - Programme MAJOR change

If you wish to:

• Change a programme title
• Add or change start months and/or study modes
• Add endorsements
• Change the length
• Change of site

Then the following form needs to be submitted for approval to the Programmes & Partnerships Management Committee (PPMC).

• Major Programme Change Form (Please note the old version "Programme Change Form Final April 2021" is being used temporarily, this will be updated soon)
• Programme Specification Template Page

Forms - Programme MINOR change

If you wish to change the structure of the programme, then you still need to complete the Minor programme change form (Please note the old version "D4a Minor Programme Change Form June 2020" is being used temporarily, this will be updated soon).

This includes:

• Replacing, removing, adding a module
• Changing the terms of delivery for modules
• Change to entry requirements

But your faculty level committee can approve this, and it will be noted at the Programmes Partnerships Management Committee (PPMC). A workflow can be found below:

• Faculty Module and Programme Change Process

Timescales and deadlines

Proposals for changing a programme of study may be submitted anytime up to and including the first week in December (on-campus programmes) to be endorsed by faculty in readiness the following academic year.

Late changes

If you are requesting a change after December for the following September you must have this authorised by your faculty's Associate Dean for Student Success and it will require a chair's action from the Programmes Partnerships Management Committee (PPMC).

Programme changes cannot be made in-session and put into place in the same session.

Suspend a Programme

A programme suspension request should be submitted to the your faculty committee first.

The Programmes & Partnerships Management Committee (PPMC) will then need to consider and approve any proposed suspensions endorsed by the faculty. If the programme is not reinstated after two years, it will be automatically discontinued.

The following form needs to be submitted for approval:

• Suspend a programme - Programme Documents Page

Timescales and deadlines

Proposals to suspend recruitment to a programme of study may be submitted anytime up to and including the first week of December to be endorsed by faculty in readiness for the following academic year.

Suspension of recruitment does not extend the period of approval for a programme and all periodic reviews will take place as per normal timeframes should the programme be reinstated.

Late changes

If you are requesting a change after December for the following September you must have this authorised by your faculty's Associate Dean for Student Success and it will require a chair's action from the Programmes & Partnerships Management Committee (PPMC).

Programme changes cannot be made in-session and put into place in the same session.

Discontinue a Programme

A programme discontinuation request should be submitted to the your faculty committee first.

The Programmes & Partnerships Management Committee (PPMC) will then need to consider and approve any proposed discontinuation endorsed by the faculty. Please check their webpage for submissions deadlines.

Normally, any programmes that have had no students registered for two years, with no pending applications from candidates, i.e., programmes which are no longer operational, will be considered for discontinuation.

Equally, programmes that have been authorised but have not moved forward to approval within 12 months and programmes that have gone forward for approval but whose conditions of approval have not been met by the deadline should be considered for discontinuation.

Satisfactory arrangements must be put in place for existing students to complete the programme of study or to transfer to another programme. For partnership programmes the proposal must be discussed with senior managers of the partner. Please see the teach out documents below.

The following form needs to be submitted for approval:

• Programme discontinuation request - Programme Documents Page

Timescales and deadlines

Proposals to discontinue a programme of study may be submitted anytime up to and including the first week of December to be endorsed by faculty in readiness for the discontinuation to become effective 18 months later in accordance with university protocol.

Late changes

If you are requesting a change after December for the following September you must have this authorised by your faculty's Associate Dean for Student Success and it will require a chair's action from the Programmes & Partnerships Management Committee (PPMC).

Useful documents

• A general guide to discontinuing a programme - Programme Documents Page
• Teach Out Guidelines & Review Template Page

Reinstate a Programme

To reinstate a programme that has previously been suspended, a reinstatement proposal should be submitted to your faculty committee first.

The Programmes & Partnerships Management Committee (PPMC) will then need to consider and approve any proposed reinstatements endorsed by the faculty.

The following form needs to be submitted for approval:

• Request to reinstate a programme - Programme Documents Page

Timescales and deadlines

Proposals to reinstate a programme of study may be submitted anytime up to and including the first week of December to be endorsed by faculty in readiness for the following academic year.

Late changes

If you are requesting a change after December for the following September, you must have this authorised by your faculty's Associate Dean for Student Success and it will require a chair's action from the Programmes & Partnerships Management Committee (PPMC).

Periodic Programme Review

The University Quality Team are currently reviewing the periodic programme review process and it is intended that further details will be made available during the 2022/23 academic year. In the meantime, the periodic review process is on hold until further notice.