When a need arises to make changes to existing study programmes or courses, the procedures to be followed are determined by the level of change. Further processing and deadlines depend on which category the proposed change falls into.
At AHO, changes are classified as follows:
Level 1: Minor Editorial Changes
Decision-making authority: Course Coordinator
Examples include spelling errors, errors in tables or FS codes, updating links, minor textual adjustments that do not alter the meaning, and similar changes. There is no fixed deadline for this type of change, and the Head of Department does not need to appoint a working group. Where minor editorial changes are required outside the period for course preparation for the forthcoming semester, the changes are submitted to the Study Adviser for the relevant study programme.
Level 2: Minor Academic Changes
Decision-making authority: Programme Board
Examples include changes to prerequisite requirements for a course or changes to the wording of course descriptions. These changes must not result in major changes to the course structure, such as moving courses between years or introducing new courses as part of the programme. The deadline is 15 October, allowing sufficient time for changes to be implemented before prospective students begin researching the programme online and before students register for courses for the forthcoming semester.
The Programme Board appoints or constitutes a fast-working working group. The working group must include, at a minimum, the relevant Course Coordinators and a Study Adviser. During the process, the working group shall involve internal stakeholders affected by the changes. This may include Operations or the workshops in connection with new requirements, as well as other parts of the study administration.
Changes are made using “Track Changes” in the relevant course description. The working group prepares a brief description of the proposed changes as the basis for the Programme Board's final assessment.
Level 3: Substantial Changes
Decision-making authority: Strategic Education Committee (SSU)
Where substantial financial implications or changes to admission numbers are involved, the matter must be submitted to the AHO Board.
Examples include major changes to the structure of a study programme, moving courses between years, changes to admission requirements, changes to the programme's overall learning outcomes or to the graduate profile, as well as the introduction of new credit-bearing courses to be offered as part of an experience-based master's degree or as continuing education courses. Please note that changes of this type take considerable time to implement.
The Head of Department appoints a working group. The working group must include, at a minimum, academic staff from the relevant study programme, a student representative (not applicable to continuing and further education) and a Study Adviser. The working group must take into account applicable legislation, regulations and qualification frameworks [resources]. During the revision process, the working group shall involve internal units affected by the changes. This may include Operations, Finance or the workshops in connection with new requirements, as well as other parts of the study administration.
The working group is encouraged to use the checklist regularly to ensure that important aspects are taken into account. The working group's checklist can be found under “Resources”. Changes are made using “Track Changes” in the current study plan, or a new course description is prepared.
The proposed revised study plan or new course is circulated internally for consultation with the Head of Department, the academic community and units that may be affected by the changes, as well as the Study Administration Section (in relation to FS work and timetabling).
Based on the consultation responses, the working group submits its proposal, an account of the process and participants, any consultation responses, and a brief outline of the changes. This documentation must accompany the revised study plan or course description when it is submitted to the management team and must include an account of:
- the considerations underlying the proposed change or establishment of the study programme or course
- how the study programme or course aligns with AHO's strategic objectives and priorities
- the financial implications for the department, and where relevant for other departments and sections at AHO
- whether the study programme meets the requirements set out in Sections 1-10 to 1-14 of the Regulations relating to the Universities and University Colleges Act
An assessment must also be made of:
- the relevance of the study programme or course (societal needs/benefits)
- the recruitment base
- whether the academic environment is of sufficient size
- relevant links between education and research and/or development work
- whether the content and structure of the study programme or course, as well as its teaching, learning and assessment methods, are aligned with the intended learning outcomes
- whether provision has been made for internationalisation, where relevant
Once the study plan or course description has been approved by the Head of Department, the Study Administration Section prepares a case for consideration and decision by SSU. If a new study programme or course is approved, the Study Administration Section completes the necessary administrative procedures.
If the study programme or course is intended for English-speaking students, the study plan or course description shall be translated after it has been approved by the Rector.
Level 4: Establishment and Closure of Study Programmes
Authority
As a specialised university, AHO may accredit study programmes at all levels within the school's academic disciplines.
The AHO Board decides on the establishment of degree-awarding study programmes at all levels.
The authority to close a study programme rests with the same body or role that has the authority to establish it.
Procedure for Establishing New Degree-Awarding Study Programmes (Full-Time Programmes)
The AHO Board decides on the establishment of new degree-awarding study programmes. The Strategic Education Committee (SSU) is responsible for the processes relating to the assessment and development of new study programmes and submits its recommendation to the Board.
SSU may lead the process itself or establish a group to assess the proposed new study programme. If SSU establishes a working group, it shall be constituted as follows:
The working group must include, at a minimum, academic staff from the relevant study programme, a student representative (not applicable to continuing and further education) and a Study Adviser. The working group must take into account applicable legislation, regulations and qualification frameworks. During the revision process, the working group shall involve internal units affected by the work. This may include Operations, Finance or the workshops in connection with new requirements, as well as other parts of the study administration. The proposal shall be circulated for consultation within the institution.
SSU considers whether the recommendation should be amended in light of the consultation responses. The consultation responses shall be submitted to the Board together with the recommendation.
Establishment of a New Study Programme: Procedure
SSU, or the person or persons delegated the task, assesses the proposed new study programme. The assessment shall include, at a minimum:
- an assessment of how the study programme aligns with AHO's strategic objectives
- an assessment of whether the study programme meets the requirements set out in Part III, Accreditation of Study Programmes, Sections 1-10 to 1-18 of the Regulations relating to the Universities and University Colleges Act, including assessments of the programme's relevance and recruitment base, as well as the academic environment and links to research
- proposed learning outcomes
- a proposed study plan (not applicable to the PhD programme)
- an assessment of financial implications
SSU, or the person or persons delegated the task, determines the relevant consultation bodies. SSU prepares the case for consideration by the Board.
The Board considers the proposal to establish a new programme and makes a decision.
A decision to establish a new programme should normally be made no later than 18 months before its commencement to ensure that AHO can complete all administrative processes associated with establishing a new programme.
The new study programme is subject to quality assurance and further development in accordance with the established procedures for systematic quality assurance.
Establishment of New Degree-Awarding Study Programmes in Continuing and Further Education
The AHO Board decides on the establishment of new degree-awarding study programmes within AHO's continuing and further education provision. SSU is responsible for the processes relating to the assessment and development of new study programmes and submits its recommendation to the Board.
SSU may lead the process itself or establish a group to assess the proposed new study programme. If SSU establishes a working group, it shall follow the same framework and requirements described above for new degree-awarding study programmes.
The development of the study programme should involve:
- academic staff who will contribute to the programme and/or otherwise be affected by it
- Programme Directors/Academic Leads
- businesses, public-sector organisations and other potential clients, in order to develop programmes that meet the needs of the target group as effectively as possible
The assessment shall include, at a minimum:
- an assessment of how the study programme or specialisation aligns with the institution's strategic objectives
- an assessment of whether the study programme meets the requirements set out in Part III, Accreditation of Study Programmes, Sections 1-10 to 1-18 of the Regulations relating to the Universities and University Colleges Act
- a statement of the relevance of the programme and the needs it addresses, based on input from relevant partners or public- or private-sector organisations
- a proposed study plan including learning outcomes
- financial calculations
The assessment is considered by SSU, which recommends the new study programme to the AHO Board. The Board considers the proposal and makes a decision.
The new study programme is subject to quality assurance and further development in accordance with the established procedures for systematic quality assurance.