Program Delivery Procedure

Approver:: Academic Coordinating Committee
Policy Owner:: Vice-President, Academic
Policy Lead(s):: Director, Scholarship of Teaching and Learning, Teaching Innovation and Assessment
Defining policy:: Program Development Policy
Effective date:: 2009-08-26
Date of last approval:: 2020-01-13

Procedure Statement

Conestoga programs will be delivered in a manner that ensures that program course structure, sequence, and learning outcomes are delivered in such a way that students have an opportunity to achieve the program Vocational Learning Outcomes (VLOs) and any associated Essential Employability Skills (EESs).

Procedure Scope

This procedure applies to all programs of study offered at Conestoga that are encompassed by the Ministry of Colleges and Universities Minister’s Binding Policy Directive: Framework for Programs of Instruction, as well as local college certificates and certificates of achievement.

Definitions

Conestoga College maintains a glossary of terms specific to the institution. The terms in use for this document are defined below.

Academic Forum

This academic committee oversees all academic activities that support quality and sustainability and the institutional priorities of the college related to improving teaching, learning and the quality of academic programs of study.

Academic Management Calendar

Conestoga’s calendar of critical dates used to manage the implementation of decisions related to new programs of study, development, delivery and change in programs of study. It also drives the communication of academic dates and activities for student enrolment (admission, billing, registration) and progression.

Academic School Handbook

A document produced by the Academic Team and published on the Conestoga website that sets out expectations, rules, and regulations for students registered in programs within each of Conestoga’s academic schools.

Academic Year

The period from September 1 to August 31.

Current Academic Year – refers to the start date of the academic year.
Upcoming Academic Year – refers to the academic year subsequent to the current academic year.
Following Academic Year – refers to the start date of the academic year occurring two years from the current academic year.

Annual Program Reflection (APR)

A review process that requires a team-based discussion and evaluation of the previous academic year. The APR facilitates continuous improvement in the program to support student and program success. Program teams are required to document their reflection in the online APR system and are encouraged to identify planning opportunities for program enhancement for the upcoming academic year.

Comprehensive Program Review

Comprehensive program reviews require program teams to undertake a strategic assessment in support of Ministry and/or accrediting bodies' program requirements. Most programs follow a 5 to 7 year review cycle unless external and/or internal circumstances identified through the annual reflections indicate the need for a revised review cycle. Conestoga’s comprehensive program reviews include the Major Program Review, degree renewals and program accreditations.

Course

A distinct and discrete teaching and learning framework, containing content approved by an expert source, usually structured to be delivered over an identified period of time, with measurable learning outcomes and formal student evaluation.

Course Code

The unique numeric and/or alpha identifier assigned to each course offered at Conestoga.

Course Outline

An approved document outlining the course and unit learning outcomes, course title, course code, course description, credits, hours, prerequisites, co-requisites, resources, and evaluation methodology and associated grading allocation, for credit courses offered at Conestoga.

Course Shell

A course shell is a blank template that can be populated with instructional content, course communications and activities, essential elements and student assignments and feedback within eConestoga. Course shells are assigned to a specific delivery of a course (e.g. COMP1234-15F-Section 1- Computer Software).

Credentials

Awarded upon completion of a program of study as set out by the Ministry of Colleges and Universities as defined in the Credential Framework found in the binding policy directive for Programs of Instruction, April 1, 2004. Approved credentials are as follows:

Baccalaureate Degree
Ontario College Graduate Certificate
Ontario College Advanced Diploma
Ontario College Diploma
Ontario College Certificate
College Certificate

Credit Course

A distinct and discrete teaching and learning framework containing content that has been approved by an expert source and structured to be delivered over an identified period of time. Credit courses have measurable learning outcomes and formal student evaluation. Student evaluation in a graded credit course is weighted in the calculation of the grade point average.

Curriculum

A plan for learning that is coordinated and articulated in a manner designed to result in the achievement by students of specific knowledge and skills and the application of this knowledge. Curriculum refers to the content (the material to be learned), the actions and resources involved in teaching and learning and processes for evaluating the attainment of educational objectives and is driven by learning outcomes.

eConestoga

eConestoga is Conestoga’s learning management system (LMS) that serves as a centralized platform for accessing course materials, engaging in activities, submitting assessments, tracking grades, and facilitating communication and collaboration. eConestoga supports accessibility by providing content in digital formats that are consistent with AODA standards.

Essential Employability Skills (EES)

Essential Employability Skills are non-vocational skills critical for success in the workplace, in day-to-day living, and for lifelong learning that students learn as part of the formal curriculum, and as stipulated by the Ministry.

Evaluation

Any evaluation contributing marks toward a student’s final grade. This includes, but is not limited to, assignments, tests, exams, quizzes, and projects. 

General Education Course

A course that engages students in learning beyond their vocational field of study. The course will fall into at least one of the following five MCU mandated themes: Arts in Society, Civic Life, Social and Cultural Understanding, Personal Understanding, and Science and Technology.

Major Program Review (MPR)

A process led by the Institutional Quality Management department which requires applicable non-degree program teams to strategically assess their program’s fit, viability and relevance, and identify opportunities for program update or renewal; while considering the Conestoga community’s needs and feedback on a 5-7 year cycle.

Ministry of College and Universities (MCU)

The Ministry of Colleges and Universities (MCU) has the function of assessing all program proposals for determination of appropriate code classification, funding weights and parameters, and program titling.

Ontario College Application Service (OCAS)

The centralized application service for Ontario's public colleges.

Program Cohort

The intake group for a particular group of students in an academic year that aligns with the program design for this group.

Program Design

The structure of a program dated for a particular cohort which reflects the approved courses, hours, credits, and sequencing, prerequisites and co-requisites which are the basis for admission, delivery and assessing the completion of the program for student graduation.

Program Learning Outcomes

Terminal statements that indicate what a student is reliably expected to demonstrate at the end of a program.

Program/Program of Study

An academic program that leads to issuance of a post-secondary credential or certificate for a particular area of study.

Student Information System (SIS)

The Student Information Systems (SIS) captures all electronic transactions associated to admission, registration, and achievement of student records, along with program/course delivery, part-time contracts, faculty workload (SWF), etc.

Student Record

Refers to the collection of data dealing with an individual who is associated with a program or course of study. Most of the data is categorized as academic, personal and/or financial and is maintained by the Registrar’s Office. The Official Record for each student is a permanent record. It consists, minimally, of the student’s name, student numbers, personal data, achievement and academic decisions/standing and is maintained for a minimum of 55 years.
• Academic Record: consists of the academic activity (program/course registration, achievement, transfer credits and academic standing.
• Personal Record: consists of biographical data and may include previous education achievements such as secondary school records.
• Financial Record: financial transactions with Conestoga specifically to tuition and incidental fees.

Responsibilities

Academic Administration

Update and ensure the communication of college-wide expectations regarding policies, procedures, and practices that impact course and program delivery.

Academic Scheduling

Coordinate, execute, and administer course scheduling and room assignments for delivery of instructional activities into specific space for timetabling purposes, in collaboration with academic schools, Facilities Management, and Information Technology Services.
Manage use of academic space resources in compliance with regulatory standards, including generation of business intelligence utilization reporting.

Academic Schools

Deliver programs and courses according to the approved program design for cohort, academic dates and delivery procedures.
Implement changes and improvements resulting from APR or MPR in alignment with the Academic Management Calendar.
In collaboration with other college departments, complete pre-semester processes for course outline and course shell updating, timetable preparation, faculty assignment and ordering of resources according to Conestoga’s timelines.
Maintain the Academic School Handbook
Ensure compliance with college policy and procedure
In collaboration with other college services, support student success by informing students, at the start of every course and every program, of the following:

Program requirements,
Expectations of student involvement in the course and program,
Requirements for progression and,
Academic School Handbook.

Curriculum

Work collaboratively with the academic schools to support effective delivery of programs and courses.

Online Learning Centre (OLC)

Provide access to a course shell for each course section.
Provide an access point to the course outline within each course shell.
Support students and faculty with use of eConestoga technology.

Registrar’s Office

Publishes a schedule of academic dates for students and program delivery.
Manages admissions of programs according to Ministry and Conestoga requirements.
Coordinates changes to program offerings and admission requirements with schools.
Oversees program enrolment according to Ministry requirements and Conestoga policies and procedures.

Program Review

Work collaboratively with the academic schools to support effective delivery of programs and courses through annual reflections and comprehensive program review.

Procedure

Program chairs plan for the delivery of programs for the upcoming and following academic years by managing the strategic enrolment management plan and its implications for delivery (Program Calendars, OCAS, SIS) with the Registrar’s Office and the Marketing department taking into consideration that:

Program cohort delivery may occur at several different locations, campuses or sites with consideration of resources required such as:

Faculty and support staff;
Technological infrastructure; and
Student services (i.e., bookstore, etc.).

Programs may be delivered in a range of formats (e.g., fully in-class, online or hybrid)

The registrar and the Academic Scheduling collaborate with the academic schools to planfor the current and upcoming academic years.

The Board of Governors approves ancillary fees and/or tuition fees annually for all programs and courses offered for the upcoming year. Where applicable, fees will be developed according to the Policy Framework provided by the Ministry.

Academic schools prepare an annual budget, enrolment activity plan, and Annual Program Reflection (APR) activities.

Academic schools deliver programs by:

Delivering the approved program design as found in SIS.
Managing student progress and maintaining documentation in accordance with Conestoga policies and procedures.

Academic schools deliver programs according to applicable college policies and procedures and legislation. Examples include but are not limited to the following:

Freedom of Information and Protection of Privacy Act (FIPPA),
Accessibility for Ontarians with Disabilities Act (AODA),
Quality Assurance as legislated by MCU through the Ontario College Quality Assurance Service (OCQAS) and the Postsecondary Education Quality Assessment Board (PEQAB), and
Occupational Health and Safety Requirements.

The occurrence of significant and unforeseen disruption of program delivery will result in a formal contingency management process as initiated by the Executive Dean/Dean of the school to remediate the situation.

Such disruptions include but are not limited to:

Faculty/staff work interruptions,
An issue during the admission process which places Conestoga at risk in meeting program delivery requirements,
Failure to secure needed resources (equipment/space/faculty) required to deliver the program,
Lack of practicums/placements/coops/ in order to complete the delivery program cohort, and/or
An external governing body which changes the graduation or the professional regulatory outcomes of the current cohort.

Academic administration ensures continuous quality assurance processes for programs are supported by the following:

Academic schools gain student feedback related to Student Appraisal of Teaching (SAT);
Industry input through Program Advisory Committees;
Strategic enrolment review, retention statistics, and surveys; and
Annual reflections and comprehensive program reviews as per the approved procedure.

Relevant Legislation and Related Documents

Relevant legislation

Ministry of Training, Colleges and Universities Minister’s Binding Policy Directive: Framework for Programs of Instruction

Freedom of Information and Protection of Privacy Act (FIPPA)

Accessibility for Ontarians with Disabilities Act (AODA)

Quality Assurance as legislated by MTCU through the Ontario College Quality Assurance

Service (OCQAS)

Postsecondary Education Quality Assessment Board, Handbook for Ontario Colleges: Applying for Ministerial Consent under the Post-secondary Education Choice and Excellence Act, 2000,

2014 Occupational Health and Safety Requirements

Revision Log

Date	Details
2009-05-12	Policies and Procedures Committee – Approved
2009-08-10	Degree Management Committee – Approved
2009-08-26	Academic Coordinating Committee – Approved
2009-11-05	Addition of Advertising and Marketing guidelines
2009-11-17	Minor revisions
2015-03-10	Academic Forum – Approved
2015-03-17	Policy and Procedure Committee – Approved
2015-03-18	Academic Coordinating Committee – Approved
2019-11-20	Academic Forum
2020-01-13	Academic Coordinating Committee