Scope
This procedure forms part of JIBC’s Program Review Policy (the “Policy”) and should be followed and applied in relation to reviewing programs under the Policy. Terms not otherwise defined in this procedure are as defined in the Policy.
Procedural Guiding Principles
- Programs are reviewed on a scheduled basis to evaluate program quality and sustainability in support of academic excellence and student success.
- Program Reviews utilize specific review criteria to reassess program quality and relevancy.
- Program Reviews fall into two categories. Annual Reviews (“AR”) inform planning processes, enrolment management activities and assessments of risk. Comprehensive Reviews (“CR”) ensure that programs remain relevant, current and aligned with the overall strategic directions and the Institute’s mandate, mission, and values.
- AR are conducted for all JIBC programs. CR are required for all programs that award a JIBC credential. For programs that do not award a JIBC credential, CR are at the discretion of the Dean.
- Some programs are required to conduct reviews by external accrediting bodies. Where elements of the external review are consistent with Institute requirements for CR, the external accreditation process can be used in place of a CR, either fully or in part.
Annual Review
General
- AR are meant to create Program Area awareness around the state of their programs on a yearly basis. AR will help program areas identify short-term initiatives, and start planning more long-term. AR will also help inform the scheduling and budgeting processes, and the development of local operational plans.
- Programs are not required to complete an AR while undergoing a CR.
Process
The following describes the steps involved in the AR process. For full details on process and timing, please refer to the Annual Program Review Manual.
1. Based on a predetermined schedule Institutional Research (“IR”) compiles a report for each Program and/or Program Area annually and informs the Vice-President, Academic (“VPA”) and the Deans when the reports are ready.
2. The Deans distribute the reports to each Program or Program Area’s Manager, who will conduct the AR.
3. The Manager completes an AR Report, following the instructions and template in the Annual Program Review Manual.
4. The Dean reviews the AR Report and adds any comments. The Dean signs off on the AR Report prior to submitting it to the VPA.
5. The VPA convenes the Program Council Curriculum Committee (“PCCC”) and others as appropriate to roll up the information from the AR Reports.
6. PCCC reports to PC and other Institute departments regarding trends and barriers affecting the Institute. These can include upcoming curriculum changes, new programs, curriculum development funding, capital or facility needs, educational technology, accreditation, and CR.
Comprehensive Review
General
- CR are routinely scheduled according to a five- to seven-year cycle.
- Annually the VPA, in consultation with the Deans, prepares a draft five-year Schedule of Comprehensive Reviews.
- The Schedule of Comprehensive Reviews is reviewed annually by PC. An off-cycle CR may be undertaken ahead of schedule in response to emergent concerns and/or trends, at the discretion of the VPA in consultation with the relevant Dean.
- The Schedule of Comprehensive Reviews will be updated yearly and communicated on the JIBC intranet.
- CR will typically not exceed twelve (12) months in length but will vary according to the capacity of the program area and the size of the program.
- Programs that are related and set in the same program area should be scheduled for CR at the same time to increase the efficiency of the process and increase integration amongst programs.
Process
There are four (4) phases to a CR:
- Phase 1 - an internal self-study of the program.
- Phase 2 - an external review of the program, culminating in a report that summarizes the self-study and external review reports and includes recommendations and any institutional responses.
- Phase 3 - a quality assurance action plan guiding changes to the program.
- Phase 4 - an annual follow up on the action plan.
The following describes the steps involved in the CR process. For full details on process and timing, please refer to the Comprehensive Program Review Manual.
1. The VPA identifies programs scheduled for CR. There are typically two (2) to five (5) CR scheduled in a year.
2. The schedule is reviewed by the Deans and IR, and a final version is submitted to PC.
3. The VPA will appoint a Steering Committee each year to oversee and support the CR process. The Steering Committee consists of:
• a representative from Academic Affairs as Chair;
• the Dean(s) of the programs undergoing CR;
• the Director of Institutional Research; and
• other members as necessary.
Phase 1 – Internal Self-Study
The program area, supported by the Steering Committee, conducts an internal self-study that systematically reviews the program strengths, weaknesses, needs, and recommendations for quality improvement.
The internal self-study is a comprehensive and evidence-informed report that includes the use of a broad range of relevant data as appropriate to the context of the program under review.
4. Establish a Self-Study Team
When a CR is scheduled the Dean assembles a self-study team (“SST”). At a minimum the SST should consist of the Program Director, Manager and one or more faculty members. The SST works in consultation with the Steering Committee.
5. Schedule Kick-off and Planning Meetings
A CR kick-off meeting is scheduled with the SST and the Steering Committee to outline the purpose and process for the CR, resources available, and expectations for reports and timing. The kick off meeting also includes discussion about key questions to explore during the CR. Additional planning meetings are scheduled by the SST and the Steering Committee Chair to plan the timelines, tasks, and responsibilities.
6. Collect and Analyse Data
The SST collects data from a variety of sources and, with the support of IR, analyses the data collected.
7. Develop Report
The SST completes a CR report, using the internal Self-Study Report Template and the Financial Report Template and following instructions in the Comprehensive Program Review Manual.
8. Review and Submit Report
The SST submits the report to the Dean for final review and comment. Once finalized, the report is submitted to the Steering Committee for final approval.
Phase 2 – External Review
The external review is the next stage of the CR process. The external review’s purpose is to validate the internal self-study report and provide additional information regarding program strengths and opportunities for improvement.
9. Establish an External Review Team
An external review team (“ERT”) typically consists of three (3) members approved by the VPA, based on recommendations from the SST and Steering Committee, with at least one team member from an academic institution or, in the case of programs created on a contract basis for a specific organization, a representative from the organization. Detailed information about the nomination and selection process for members of the ERT is outlined in the Comprehensive Program Review Manual.
10. Schedule Site Visit
The ERT reviews the internal self-study report submitted by the SST, undertakes a site visit, and during the site visit seeks the input of students, graduates, employers, staff, faculty, and administration.
11. Develop Report
Following the site visit, the ERT chair writes the final ERT report based on external reviewers’ recommendations. The ERT chair forwards the report to the Dean.
12. Review and Submit Report
The Dean will ask for any responses to the ERT report, either from the Program Area, Dean or VPA. The SST will prepare the final summary report of the key findings and recommendations of the internal self-study and the external review, and submit to the Dean.
Phase 3 – Quality Assurance Action Plan
13. The SST, in consultation with the Dean and VPA, and supported by the Steering Committee, will prepare an action plan based on the CR.
14. The summary report and action plan are sent to the VPA and PC for information.
15. A summary report will be posted on JIBC’s website.
Phase 4 – Annual Follow-Up
16. The Dean, in consultation with the VPA, oversees the implementation of the action plan. One year after the program review is completed, the program area submits a status report to the VPA for review/approval and forwarding to PC. The Dean will report to PC on the specific actions taken as a result of the review, noting any deviations from the recommendations. This is the final step in the program review process.
External Accreditation Results
- Programs that undergo review by an external accrediting body are required to submit a summary report that reflects the findings of the accreditation review, final recommendations and action plan.
- The summary report is sent to the VPA and to PC for information.
Related Policies and Procedures
Documents and Forms
- All tools, templates, and resources available on JIBC's Academic Affairs intranet site (for internal use only)