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5.3.1 The appropriate closure form should be completed via route A or B (see below). All proposals for closure must, in due course, include the following information:
5.3.2 Where there are no students or applicants on a programme, and the programme is to be archived, the closure form (T2.15) should be completed by the appropriate Programme Lead or Liaison Manager (for collaborative provision), signed off by the Faculty AESC/QLIC and sent to APQO, via the link QAO. APQO will notify the Student Records & Curriculum Management Team and Admissions Office, and the University Quality & Learning Infrastructure 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. A programme closure form (T2.15) should be completed by the Programme Lead, checked by the Student Records & Curriculum Management 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 VCG, 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). If the provision is managed by a single Faculty, the exit group chair will be nominated by, and report to, the Faculty Executive group. If the exit group is to oversee the closure of a number of programmes managed by several Faculties, for example, in the case of the closure of a collaborative partnership delivering a range of provision, the chair will be appointed by VCG, to whom the exit group will be accountable until the final exit arrangements have been agreed and implemented (this may, in some cases, require only one meeting).
5.3.6 The membership of the exit group must be approved by either the Faculty Executive group or VCG (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 5.3.7 above have been satisfactorily resolved, is the completion of the programme closure form (T2.16), 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 VCG (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/QLIC for consideration of the teaching out and quality assurance arrangements to ensure they are sufficient to protect the interests of any remaining students. QLIC will approve the removal of the programme from the University’s portfolio on behalf of Academic Board. The Faculty AESC/QLIC will be responsible for monitoring the teaching out plans once approved by QLIC 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 AESC/QLICs, Faculty Executive Groups or VCG.
5.3.10 Once approved, the APQO will report the outcomes of the closure process to relevant teams, to ensure that prospectus and UCAS entries are amended, and the records system and other definitive programme information is updated. Once all remaining students have completed the programme, the Student Records & Curriculum Management Team will designate it as ‘archived’ on the system.