Program Suspension and Cancellation Procedure

Approver:: Academic Coordinating Committee
Policy Owner:: Vice-President, Academic
Policy Lead(s):: Director, Program Planning and Pathways
Effective date:: 2015-12-16
Date of last approval:: 2024-10-09

Procedure Statement

Conestoga may suspend or cancel a program and/or program intake in consideration of student, community and employer, college, agency and ministry factors. This procedure outlines Conestoga’s commitment to students if a program is suspended or cancelled and the processes for due diligence in consideration of this decision.

Procedure Scope

This procedure applies to all programs as well as applicants and students in programs offering a credential under the Ministry of Training, Colleges and Universities Minister’s Binding Policy Directive: Framework for Programs of Instruction, excluding 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 Coordinating Committee (ACC)

This senior academic committee provides a forum for academic planning and operations within the framework of the Strategic Plan, and other goals and initiatives identified by the senior management and the Board of Governors. The committee is responsible for this in context of Conestoga’s overall and academic quality. The committee also provides necessary interface with Conestoga’s other committees, departments and offices.

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 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.

Advisory Committee on Academic and Student Affairs (ACASA)

This sub-committee of the Board of Governors has the responsibility to examine and discuss all program proposals approved by Academic Coordinating Committee (ACC) and make a recommendation to the Board of Governors (BOG) and to receive information and updates on key initiatives within Conestoga which affect the quality of its academic operations

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.

Board of Governors

The Board of Governors (BoG) has responsibility for establishing the overall goals, objectives and strategic directions of Conestoga. The BoG ensures that the college operates efficiently and effectively and is developing in ways that are consistent with the stated goals, objectives and strategic direction.

Cancelled Program

A Program of Study Conestoga is no longer offering, in which no students are enrolled, and which has been cancelled by the Ministry.

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.

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

Degree Consent Renewal

A process for degree teams to strategically assess their program’s fit, viability and relevance, and identify opportunities for program update or renewal while considering multiple stakeholders’ needs and feedback. A degree self-study is completed through this process to support Ministerial renewal of consent to deliver the program, accreditation/re-accreditation of the program, or both. Program teams are required to conduct a strategic assessment of their program and create a plan for update and renewal of the program. The degrees self-study is subject to external quality assurance review to support continuous program quality improvement and student success.

Dormant Program

A program approved for funding that has never been delivered or that has not been delivered for more than five years and has not been reported to the Ministry as cancelled.

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.

Program Advisory Committee (PAC)

The Program Advisory Committee provides advice on academic program development, review and relevance, changes/trends in business and industry affecting programs, students and graduates, technological implications of changes/trends, employment prospects etc.

Program Cluster

More than one program of study with similarities in program outcomes, courses, and/or intention.

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 Intake

A group of students that start a program design at the same time and may finish at different times.

Program/Program of Study

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

Semester

Refers to an established cluster of courses identified in the Program of Study.

Suspended Intake

An intake of a program of study into which Conestoga has decided not to admit students; the program has other planned intakes for the same academic year.

Suspended Program

A program of instruction into which Conestoga has decided not to admit a first year of beginning level students.

Teach-out Plan

A prescribed structure and timeline designed to allow for enrolled students to complete the courses associated with the suspended or cancelled program of study.

Responsibilities

Academic Chair

Initiates suspension process through completion of the Online Suspension and Cancellation Form.
Notifies key program stakeholders of cancellation or suspension.
Prepares and communicates teach-out plan to all key stakeholders.

Curriculum Planning and Operations

Renders suspended program inactive in the Enterprise Resource Planning (ERP).
Informs key administrative stakeholders and the MCU of Suspension and Cancellation Decisions.
Prepares the MTCU Suspension report.

Degree Quality

Supports the Academic Team in the strategic decision making of program suspension or cancellation through the Degree Comprehensive Review process. Institutional Quality Management
Supports the Academic Team in the strategic decision making of program suspension or cancellation through the program quality review processes (APR/MPR).

Registrar’s Office

Notifies applicants of program suspensions.
Supports applicants with alternate registration, where possible

Procedure

Suspension of a first semester program intake:

The Academic Chair and/or Dean/Executive Dean completes the Online Suspension and Cancellation form.

The Suspension and Cancellation form is automatically sent to key areas of Academic Administration (Registrar, Curriculum Planning Operations, and Institutional Quality Management) for review and implementation.

Curriculum Planning and Operations renders the program inactive within the Enterprise Resource Planning (ERP) system.
Executive Dean/Dean notifies Academic Forum of the suspension of a program intake.
If there are applications and/or students have registered, the Registrar’s Office will advise student applicants of the Program Suspension during the Application Cycle and, where possible, offer the student registration into another program.
Applicants to the Program of Study are notified of the Program Intake Suspension in a timely manner to minimize the impact it will have on their education. Efforts are made to ensure the program is suspended before students accept the offer.

Suspension or Cancellation of a Program of Study:

The Academic Chair will assess the viability of the program/intake in consultation with Program Quality Review Consultant (PQRC)/Degree Quality Consultant (DQC) and based on information provided through the program quality review processes (APR/Comprehensive Review).
Through the process, the Academic Chair, with support from the PQRC/DQC, will capture the rationale for Suspension or Cancellation, fill out and send the Suspension and Cancellation online form to the Executive Dean/Dean.
1. In exceptional circumstances, where the Suspension or Cancellation does not result from program quality review process, the Academic Chair will complete the Suspension and Cancellation online form to begin the process. The submission of the online form will automatically notify the Academic Administration stakeholders for review and implementation.
Curriculum Planning and Operations makes the program inactive within the Enterprise Resource Planning (ERP) system.
The Executive Dean/Dean will notify Academic Forum of the suspension or cancellation.
1. A notification of the Suspension or Cancellation is brought forward for information purposes to the Academic Coordinating Committee (ACC) and subsequently to the Advisory Committee on Academic and Student Affairs (ACASA).
If the suspended or cancelled program has a current offering, then:
1. The Registrar’s Office will ensure students registered in a cancelled or suspended program will be guaranteed the opportunity to complete their program at Conestoga.
  1. Cohort programs will allow students to complete their program within their registered cohort.
  2. Non-cohort programs will allow students to complete within the parameters of their prescribed teach-out plan.
  3. In exceptional circumstances where it is not possible for registered students to complete the program, they will be supported in completing the Program of Study, by attempting to locate an equivalent or similar program offered by another college that is within a reasonable distance from Conestoga, or that offers the program online.
2. The Academic Chair will prepare a teach-out plan for currently enrolled students (if applicable) to support the opportunity to complete the program.
  1. The Academic Chair will communicate this plan to the Registrar’s Office, Curriculum Planning and Operations, and Institutional Quality Management, currently enrolled students, PAC members, and related stakeholders.
Annually, Curriculum Planning and Operations informs the MCU of the final decision to suspend or cancel a ministry funded program of instruction, at all campuses and all delivery modes, using the established and published procedures in the MTCU Program Suspension and Cancellation: Operating Procedure.
1. Each year, Curriculum Planning and Operations will rationalize the MTCU Suspension report to Conestoga’s suspended programs and advise Academic Chairs of any discrepancies. Curriculum Planning and Operations will notify the key academic administration stakeholders when a program intake or program of study is suspended or cancelled.
2. The Degree Quality department will inform PEQAB of the recommendation to suspend or cancel a degree program, in accordance with the current PEQAB manual

Relevant Legislation and Related Documents

Relevant legislation

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

Ontario College Quality Assurance Service (OCQAS) Accreditation Standards

Postsecondary Education Quality Assurance Board (PEQAB), Manual for Ontario Colleges

Revision Log

Date	Details
2008-11-12	Academic Coordinating Committee
2015-03-10	Academic Coordinating Committee
2015-03-17	Policy and Procedure Committee
2015-03-18	Academic Coordinating Committee
2019-03-04	Academic Forum
2019-03-20	Academic Coordinating Committee