Proposing, Modifying, and Withdrawing Modules

The below forms and guidance are to be used in the process of proposing, modifying, and withdrawing modules. The module proposal and module modification forms must be submitted with a module specification form, which should be amended to show the changes in the case of modifications. For module withdrawals, no module specification is required. 

Each section also outlines the different approval routes; module proposals and withdrawals always require College-level approval in addition to School approval, whereas modifications in some Colleges only require School-level approval.

When making changes to the suite of modules offered to students, please ensure you adhere to the deadlines that have been established to comply with guidance created by the Competition and Markets Authority (CMA), usually the January before delivery for optional modules, and the June that is 15 months before delivery for compulsory modules.

Please refer to the CMA guidance and the memo on curriculum information and timetabling for 2020/21 (PDF - 233KB).

Guidance and Forms 

Proposing New Modules

To create a new module, a module proposal form must be completed and accompanied by a module specification. The specification outlines the module’s content, including its learning outcomes and assessment.

All module proposals require approval by the School Education Committee (or equivalent). They then need to be approved at College level, by the College Quality Assurance and Approval Committee (CQAAC), to ensure that any potential resource implications are thoroughly scrutinised.

Once they have been approved by CQAAC, the proposal can be passed to the Curriculum Management Team so the module can be created in Banner; they will send a confirmation email once the module has been set up.

Note that for 19/20, the module proposal and modification forms have been merged (to reduce the number of forms); simply select the ‘proposal’ option from the drop-down menu.

Modifying Existing Modules

To modify an existing module, a module modification form must be completed. This must be accompanied by the module’s current specification form, on which the required changes should be clearly marked, either by using tracked changes or striking through deletions and underlining insertions. This is so the Curriculum Management Team know which module information to alter in the Banner records system.

All module modifications need to be approved by the School Education Committee (or equivalent). Some Colleges also require approval by the College Quality Assurance and Approval Committee (usually by Chair’s Action); please contact your College Academic Policy Partner if you are unsure of the practice in your College.

When making changes to modules, please ensure you adhere to the deadlines created to comply with guidance created by the Competition and Markets Authority (CMA). This is usually the January before delivery for optional modules, and the June that is 15 months before delivery for compulsory modules.

Please refer to the CMA guidance and the memo on curriculum information and timetabling for 2020/21 (PDF - 233KB).

Not all changes require formal approval; changes to formative assessment, the semester in which the module is delivered, and to the module lead can be made simply by emailing the Curriculum Management Team.

Note that for 19/20, the module proposal and modification forms have been merged (to reduce the number of forms); simply select the ‘modification’ option from the drop-down menu and answer the questions relevant to modifications.

Withdrawing Existing Modules

This requires the completion of a module withdrawal form (and no module specification). It is possible to withdraw multiple modules using one withdrawal form, provided the rational is the same, e.g. modules being withdrawn because they are consistently low-recruiting.  

All module withdrawals require approval by the School Education Committee (or equivalent) and the College Quality Assurance and Approval Committee (CQAAC). 

Forms

Combined Module Proposal/Modification and Specification form (DOC - 85KB).

Combined Module Proposal/Modification form (DOC - 67KB) (for modules with existing specifications).

Module Withdrawal form (DOC - 62KB).

Placement Proposal form (DOC - 84KB) (to add a placement, e.g. year/semester abroad or industrial placement to a new or existing programme. Note if a year/semester abroad is being added, a module proposal and specification form must be completed as well, as a module code will need to be generated).

Additional forms can be found on the Form Bank.

  

 Frequently Asked Questions

 

Do all changes need approval?

No; changes to formative assessment, the module lead, or to the semester in which the module is running do not require approval. Simply email the Curriculum Management Team with the updated information (and ideally an amended module specification) and they will update the records accordingly.

Which changes will result in the creation of a new module code?

Changes to the module’s name, level (i.e. LC, LI, LH etc.), and credit value will result in the generation of a new module code. It is therefore imperative that the deadlines for module development (PDF - 233KB) are adhered to, as missing these deadlines could have implications not only for compliance with CMA guidance but also operationally, i.e. for timetabling. If making late changes that will result in the generation of a new module code, please consider whether the change can be postponed. 

Where can I access module specifications?

The Curriculum Management Team have a record of all module specifications, which can be requested from them. Moreover, Schools are strongly encouraged to maintain their own copies of the module specifications. 

Can I give students on a module a choice of assessment?

Yes, within limits. Students could have the option to choose between, for example, a 2000-word blog post or an essay, a literature review or a presentation, as long as the School and College are satisfied that the module paperwork demonstrates: a sound pedagogic reason for giving students the choice; that the options would require equivalent student effort; and that either assessment would allow students to meet the module’s learning outcomes. The choices would also have to be made clear to the students.

Due to the complexity of organising centrally-timetabled exams, this could not be one of the options; to provide students with the opportunity to choose an exam, it would have to be timetabled internally (and it would be up to the School/College to decide if there was sufficient resource to allow this).

Why do the forms require me to contact Taught/Research Student Administration?

Taught or Research Student Administration in Registry will be able to inform you of any students who have the right to retrieve a failure in any module that is being withdrawn. As students, in some instances, are permitted to defer reassessment, full withdrawal of the module might have to be delayed until they have exercised their right to a resit attempt.

 

   

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