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5.3.1 The appropriate closure form should be completed via route A or B.
All proposals for closure must, in due course, include the following information:
For programmes that have never recruited or have no remaining students, or programmes being replaced through re-validation process
5.3.2 Where there are no students or applicants on a programme, and the programme is to be archived, then T2.16 Programme Closure Form (Route A) should be completed by the appropriate Programme Lead or Liaison Manager (for collaborative provision), signed off by the Faculty AESC and sent to APQO, via the link QAO. APQO will notify the Student & Course Administration Team (Student Central) and Admissions Office, and the University Academic Enhancement & Standards Committee.
5.3.3 Where existing provision is to be replaced by a new programme in the same subject area, the implementation plan for the new provision, and phasing out of the old programme, will be outlined in the new programme submission document and in the report of the programme approval panel. T2.16 Programme Closure Form (Route A) should be completed by the Programme Lead, checked by the Student & Course Administration Team, and attached to the submission document, for processing on the course record system after the new programme approval event.
5.3.4 When a proposal is made to close a programme on which students are currently studying, or for which applicants are holding offers of a place, a risk assessment (guidance to be provided) should initially be undertaken by the Programme Lead or Subject Coordinator (or Liaison Manager, for collaborative arrangements) and the Faculty PLQA, in order to make recommendations about the process that should be followed in order to address the key issues as appropriate to the provision under consideration. The Head of the Department/School managing the provision should then submit the rationale for the closure, the initial risk assessment and the proposed closure process (including exit group membership) to the Faculty Executive group for approval. The Faculty Executive should then take a view on whether the PVC/Dean should submit a rationale for the closure to SMT, for approval of the decision to initiate the closure process. Once the appropriate level of executive support has been secured, the closure process may proceed.
5.3.5 Once the decision has been made by the Faculty Executive to close a programme with current students and/or applicants (see 5.3.4 above), an exit group should be convened to oversee the agreed closure process. The membership of a full exit group is given in 5.3.6 below; however, the size and membership of this group for a particular case will be determined by the initial assessment of the nature and severity of the risks and the likely issues that will need to be addressed (the minimum membership is indicated by asterisks – representation from Legal Services, Communications, and the Faculty Head of Finance & Planning should also be included for collaborative arrangements).
5.3.6 The membership of the exit group must be approved by either the Faculty Executive group or SMT (depending on the group to which it reports), and may include some or all of the following, depending on the process agreed, as per 5.3.4 above:
5.3.7 The role of the exit group is to:
5.3.8 The end point of the exit group’s work, once all the issues referred to in 6.3.7 above have been satisfactorily resolved, is the completion of T2.17 Programme closure form (Route B), which should be submitted together with the initial risk assessment and a report on phasing out costs, for approval by the Faculty Executive group, or SMT (if more than one Faculty is involved).
5.3.9 The approved closure form will then be submitted, via the Faculty link QAO, to Faculty AESC for consideration of the teaching out and quality assurance arrangements to ensure they are sufficient to protect the interests of any remaining students. AESC will approve the removal of the programme from the University’s portfolio on behalf of Academic Board. The Faculty AESC will be responsible for monitoring the teaching out plans once approved by AESC and the exit group is not required to continue beyond approval of the closure form by the Faculty Executive. However, in some, more complex cases – for example the closure of a partnership involving more than one Faculty - the original exit group may continue to meet from time to time, to review progress with/share experiences of teach-out arrangements and, if necessary, recommend further action to the relevant Faculty AESCs, Faculty Executive Groups or SMT.
5.3.10 Once approved, the APQO will report the outcomes of the closure process to relevant Offices of the Directorate of Academic & Student Affairs, to ensure that prospectus and UCAS entries are amended, and eCSIS and other definitive programme information is updated. Once all remaining students have completed the programme, the CSAT will designate it as ‘archived’ on the system.