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The academic unit completes the pre-approval template in consultation with the Faculty Dean, and in the case of graduate programs, the Vice-Provost and Dean, School of Graduate Studies and Postdoctoral Affairs (SGSPA), then submits it to quqap@queensu.ca for review. If the template is complete and the Deans have been consulted, the Vice-Provost, Teaching and Learning organizes a review meeting for the pre-approval.

At that meeting, the academic unit presents its proposal to the Faculty Dean, the Vice-Provost and Dean, SGSPA (for graduate programs), the Office of the University Registrar, the Office of Planning and Budgeting, and other university representatives as appropriate to the program.

At the conclusion of the meeting, those representatives provide input to the Vice-Provost and Dean, SGSPA, and the Vice Provost, Teaching and Learning, who determine whether the proposal receives pre-approval.

If the proposal receives pre-approval, the academic unit completes the full new program proposal template in consultation with the Faculty Dean and the Vice Provost and Dean, SGSPA (for graduate programs). The academic unit also consults with the university representatives listed in the “Proposal Approvals” section. This full program proposal template must be submitted within 18 months of pre-approval.

Once the proposal is complete, the academic unit seeks support and approval from the following:

• Faculty Dean(s)
• Faculty Board and/or Faculty Graduate Council/Committee, as applicable
• Office of the University Registrar
• Executive Director, Budget and Resource Planning
• Executive Director, Undergraduate Admission and Recruitment
• Chief Information Officer and Associate Vice-Principal, Information Technology Services
• Vice-Provost and University Librarian
• Associate Vice-Principal, Human Rights, Equity, and Inclusion
• Associate Vice-Principal, Indigenous Initiatives
• Assistant Dean, Student Affairs

Once those approvals have been collected, the academic unit submits the proposal to the office of the Vice-Provost, Teaching and Learning, which reviews it for completeness.

For proposals for graduate programs, the office of the Vice-Provost, Teaching and Learning submits the proposal to the Graduate Studies Executive Council, and to the Vice Provost and Dean, SGSPA, for their review and approval.

Once the proposal is complete, it continues to the external review stage. Note: proposals for Graduate Diplomas do not require external review and therefore move directly to the “Institutional Program Approvals” stage.

Once the proposal is complete with all required approvals, the office of the Vice-Provost, Teaching and Learning will request that the Faculty Office schedule the site visit.

The purpose of the site visit is for independent expert reviewers to assess the proposed new program against the evaluation criteria that apply to all new university programs in Ontario. The review team will follow up on matters raised by the new program proposal,  interview students, staff, faculty, and others who can most appropriately provide informed comments, and examine the physical facilities used by the program.

External review site visits for new programs may be scheduled throughout the calendar year, if students are available to participate. Student meetings are expected to be held in person; where participation is not feasible in person, virtual participation may be approved by the Vice-Provost, Teaching and Learning.

The site visit is conducted by two external reviewers, one internal reviewer and, if requested by the unit, additional reviewers such as professional reviewers. The unit nominates potential reviewers using the Review Team Nominations and Ranking Template, which are ranked by the Faculty Dean and the Vice-Provost and Dean, SGSPA (for graduate programs), then approved by the Vice-Provost, Teaching and Learning. The nomination and ranking of the review team can take place concurrently with the development and approval of the proposal.

In advance of the site visit, the Faculty Office completes a Review Team Itinerary Template and sends it to quqap@queensu.ca.

The following Guidance Documents will inform the External Review process:

Guidance for Nominating Reviewers

Site Visits

Once the site visit is complete, the external reviewers will write the Review Team Report, in consultation with the internal reviewer.

Note: proposals for Graduate Diplomas do not require external review.

When the Review Team Report is complete and has been submitted to the Provost's Office, it is sent to the academic unit for their consideration and response. Once the academic unit has written a response to the Review Team Report, the Faculty Dean and the Vice-Provost and Dean, SGSPA, each review and respond to both the Review Team Report and the Academic Unit Response.

Once those responses are complete, they are reviewed by the Vice-Provost, Teaching and Learning, who approves the proposal to go forward to the institutional approval stage.

Note: since proposals for Graduate Diplomas do not require external review, they do not require internal responses.

Once the Internal Responses are complete, the Vice-Provost, Teaching and Learning, reviews and approves the proposal to go forward to the institutional approval stage. For Graduate Diplomas, which do not require external review, this stage follows immediately after review and approval by the Graduate Studies Executive Council and the Vice-Provost and Dean, School of Graduate Studies and Postdoctoral Affairs.

At the institutional approval stage, the new program proposal is reviewed by the Senate Committee on Academic Development and Procedures (SCADP). Members of the academic units will be invited to attend SCADP. The SCADP website includes information about how proposals are evaluated by the committee.

If approved, the new program proposal is presented at Senate for approval. 

Once approved by Senate, the office of the Vice-Provost, Teaching and Learning submits the full proposal, including the Review Team Report and Internal Responses, to the Quality Council’s for review and approval. The Appraisal Committee communicates their decision to the , who approves the program to commence. Both the Appraisal Committee and the Quality Council may request more information before the program is approved, and may require reporting after the program is approved.

The academic unit may implement the new program from the effective date approved by the Quality Council, and within 36 months of the date of approval.

Once approved by the Quality Council, the Provost’s Office will submit the funding application for a funding eligible program to the Ministry of College, Universities, Research Excellence and Security (MCURES). The standard processing time for MCURES is 90 business days. The Program can commence before the MCURES approval for funding is received, but the Faculty offering the program assumes the financial risk of offering the program before funding is approved.

Within four years of first entry into the program and prior to the program’s first cyclical program review, new programs are jointly assessed by the Dean(s) and Unit Head(s), with the submission of an Interim Monitoring Report to the Provost (or delegate) and to Senate for information.