College of Social Sciences

Schools set their own internal deadlines for submission, scrutiny and approval of course proposals, bearing in mind MyCampus and Senate Office deadlines listed below.

The College recommends that all proposals for new, major changes and withdrawal of courses should normally be scrutinised, reviewed by the relevant School Learning & Teaching Committee or equivalent and then School approved on the PIP system by 31 March each year to allow timetabling of courses in MyCampus by Schools administrative staff. 

However, Senate Office guidance states that all new courses and course changes should be entered into PIP system no later than 30 April each year, and approved no later than 31 July each year.  Course withdrawals may be carried out at any time, but Schools must advise Central Space Management & Timetabling in good time, to avoid unnecessary room usage.

The programme and course approval IT system known as PIP (Programme Information Process) system is used across the University.  All proposals must be prepared using PIP Word template documents.  The latest templates are available from the PIP System front page and registered users are able to download copies of the templates directly from the system.  For more information, including PIP training courses and user guides, please see the PIP Web pages.

All academic staff can access PIP automatically so you do not need to complete a system application form.  A PIP System icon appears in your IT Services Web applications list (login to MyGlasgow, see under Business Systems).

In addition, there are designated PIP Submitters‌ amongst the professional services staff in Schools who can assist in submitting proposals on the PIP system.  Please consult with your School Head of Professional Services or School/Subject professional services staff.

Any queries relating to the Word templates and the PIP system should be directed to the IT Helpdesk.

Course Proposal - getting started and next steps

• Initial discussion and agreement by the Subject/School about a course proposal,
• Download the existing course specification or the new course specification template from the PIP system to create the proposal (for assistance, please contact professional services staff in your School‌),
• Submit the proposal, including all mandatory documents outlined below, on the PIP system for School approval.  New course proposals, course changes and withdrawal proposals require School approval only.
• School Learning and Teaching Committee or designated Course Approval sub-committee scrutinises and either rejects or approves the proposal at School level.  Approval may be subject to amendments.
• Once a proposal is finally approved, the proposal is then approved by the school approver on the PIP system.

The mandatory documentation required to be submitted for scrutiny and approval of course proposals is as follows:

• Course specification (completed in the PIP system).
• Proposal Support Document for course recording progress of preparation and scrutiny of proposal (completed in the PIP system).
• Consultations with students, external consultants and, where appropriate, University Services and employers (to be uploaded to PIP) - please see Consultations section below.

Proposals for minor changes or corrections to existing courses do not require any consultations.

Minor changes to existing courses require only an updated Course Specification and, depending on the change, a course proposal support document.  Corrections require only an updated Course Specification.

Please see the College Guidelines for Completing Course Specifications.

In relation to writing Aims and Intended Learning Outcomes please consult the Senate Office Guidelines for Writing Aims and ILOs (see section 4, p.8).

Senate Office Consulations Guidance states that mandatory consultations for new courses, major amendments to courses and withdrawal of courses are as follows and must be completed BEFORE submitting any proposal for approval on the PIP system:

• Consultations with students/applicants (except in the case of withdrawal where the course being withdrawn has had no students enrolled for at least one session) - Student Consultation Form
• Consultations with external academics - External Examiner Consultation Form
• Consultations with Space Management & Timetabling Team - SMTT Consultation Form (if the course is expected to have an impact on room bookings)

Some new courses, which have specific professional/employer links, might also require consultations with:

• Professional/ Regulatory bodies
• Employers – Employer Consultation Form

In addition, if new courses, withdrawal of courses or changes to courses are proposed that may impact on other degree programmes, Subject areas, Schools or Colleges then consultations MUST be undertaken with the relevant staff/contacts in those areas.

Schools must have in place arrangements for scrutiny and approval of all new courses, amendments to courses and withdrawal of existing courses.  Rosalind Wright, College Learning & Teaching Coordinator, and clerk to the College Programmes Board of Studies is happy to provide assistance and advice to Schools on request and to attend relevant School meetings as necessary (email: Rosalind.Wright@glasgow.ac.uk).

The College recommends that each School should have a specific Course Approval Committee or delegated School Learning & Teaching Committee Course Approval Sub-Committee to consider and approve new courses, course changes and withdrawals before final approval on the PIP system by the School Approver. 

Please note that once approved course proposal data has transferred from PIP system to MyCampus the relevant Schools and College professional services staff must complete necessary administrative tasks in MyCampus, such as scheduling of classes.  This is not part of the approval process but is necessary to allow students to see and enrol in new or amended courses in MyCampus.  In addition, any withdrawn courses must be deleted and any new courses must be added to the course lists in MyCampus.  Therefore, notification of withdrawn and new courses must be submitted to the relevant MyCampus plan administrator to ensure the course lists are updated (in the case of MA (Social Sciences) courses this information should be emailed to: socsci-MA@glasgow.ac.uk).

After PIP approval, your School professional services staff create events in CMIS using the course code generated by PIP.  All events must be added in CMIS before the end of April to be included in the coming session's room allocation.

College Board of Studies Monitoring of Course Approvals

Course proposals approved by Schools will still be subject to monitoring by the relevant College Board of Studies.  This procedure will be as follows:

1. The clerk to the College Programmes Board of Studies will monitor course approvals by randomly spot checking course proposals in the PIP system at the end of each month. 

2. If any issues arise, the clerk will consult with either the relevant School administrative staff or the Convenor of the Board of Studies. 

3.  If the Convenor of the Board of Studies recommends amendments to the school approved live courses in MyCampus then the relevant course proposer and/or PIP submitter must make these amendments by submitting an amend course proposal on the PIP system.

4.  Any amendments must be checked and finally approved by the school approver, in consultation with Rosalind Wright, Clerk to the College Programmes Board of Studies.

All proposals for new programmes and major changes to programmes to commence in session 2024-25 must be submitted and School approved on the PIP system by Wednesday 20 March 2024 for UG and by Friday 19 April 2024 for PGT at the latest for consideration by the College Programmes Board of Studies.  Late submissions will not be accepted, unless previously agreed by the Convenor of the College Board of Studies.

The Senate Office Guidelines on Programme Approval provide an overview and useful information on what is required for programme proposals requiring College Approval.

The programme specification is the primary document in the approval process, and it also forms part of the information the University provides on its degrees and other awards.  Programme specifications should be written in accordance with University Guidelines with particular attention to the wording and level of the intended learning outcomes.

All proposals for new programmes and changes to existing programmes must be scrutinised and reviewed by the College Programmes Board of Studies for College approval on the PIP system.  Approval of new programme proposals will be monitored by Academic Standards Committee (ASC) on behalf of Senate. 

Fast-track approval no longer operates. Colleges and Schools are required to input all new/amend programme proposals into the PIP system by 30 April and all final approvals must be completed by 31 July at the latest.

Withdrawal of programme proposals must be submitted and approved by 30 January at the latest.

Proposals for new degree programmes and changes to existing degree programmes must be scrutinised and approved by the College Programmes Board of Studies. 

The process for any programme proposal is:

• Initial discussion and agreement by the relevant Subject(s)/School(s) about a programme proposal
• Download the existing programme specification or the new programme specification template from the PIP system to create the proposal (for additional assistance, please contact supporting administrative staff in your School)
• Submit the proposal, including all mandatory documents outlined below (see also under Consultations), on the PIP system for School approval.
• School Learning and Teaching Committee or designated sub-committee scrutinises and either rejects or approves the proposal at School level.  Approval may be subject to amendments. Once a proposal is finally School approved, the proposal is then approved by the school approver on the PIP system, which submits the proposal to the College Programmes Board of Studies for College level scrutiny and approval.

Senate Office guidance on the documentary evidence required states that the following completed documents for new programme or major changes to programme proposals MUST be submitted with a new or major change programme proposal.  All required documentation and consultations must be completed BEFORE submitting any proposal for approval on the PIP system.  Please note that the College Board of Studies will not accept emails or other types of documents as evidence of consultation:

• Programme specification template (completed in the PIP system)
• Programme proposal support document (completed in the PIP system)
• External Examiner Consultation Form (uploaded to PIP)
• Student Consultation Form (uploaded to PIP)
• New Regulations Data Input Form - only where new supplementary undergraduate regulations are required (uploaded to PIP)
• An External Relations Assessment Report (uploaded to PIP)
• An extract of the minute of the School Committee recommending the proposal for approval (uploaded to PIP)
• Evidence of consultation with appropriate University Services e.g. Space Management & Timetabling Team - SMTT Consultation Form
• Where appropriate, consultation with employers - Employers Consultation Form (uploaded to PIP)
• Evidence of approval from CMG - excerpt from minute of the CMG meeting (New programmes only)
• Completed Costing Model (New programmes only)
• Any other relevant consultation documentation (please note that any emails/additional supporting documents should be uploaded to PIP as Word (.docx) files only and not any other format e.g. .doc, .rtf, .msg) (uploaded to PIP)
• Note: Any associated new courses must be submitted on the PIP System for approval at the same time as the programme proposal, using the new course proposal guidance on these pages (see above) 

Minor changes to existing programmes require only an updated Programme Specification and, depending on the change, a programme proposal support document.  Corrections require only an updated Programme Specification.

Please consult the Senate Office Guidelines on Programme Approval on what is required for completing programme proposals and also see the section on consultations below.

In relation to writing Aims and Intended Learning Outcomes please consult the Senate Office Guidelines for Writing Aims and ILOs (see section 4, p.8).

The Senate Office consultations guidance notes that consultation with external examiners, students and External Relations is mandatory for new programmes and major changes to programmes using the University templates below.  All consultations must be completed BEFORE submitting any proposal for approval on the PIP system.  It is important to provide information on how you have responded to any matters raised by the consultees.  Please note that the College Board of Studies will not accept emails or other types of documents as evidence of consultation, only the following forms may be used:

• External Examiner Consultation Form (uploaded to PIP)
• Student Consultation Form (uploaded to PIP)
• New Regulations Data Input Form - only where new supplementary undergraduate regulations are required (uploaded to PIP)
• An External Relations Market Assessment Report (uploaded to PIP)
• An extract of the minute of the School Committee recommending the proposal for approval (uploaded to PIP)
• Evidence of consultation with University Services where appropriate (uploaded to PIP) e.g. Space Management & Timetabling Team - SMTT Consultation Form
• Where appropriate, consultation with employers – Employer Consultation Form (uploaded to PIP)
• Where appropriate, consultation with Professional/Regulatory bodies
• Any other relevant consultation documentation (please note that any emails/additional supporting documents should be uploaded to PIP as Word (.docx) files only and not any other format e.g. .doc, .rtf, .msg) (uploaded to PIP)
• In addition, if changes to programmes or new programmes are proposed that may impact on other degree programmes, Subject areas, Schools or Colleges then consultations MUST be undertaken with the relevant staff/contacts in those areas.

For new programmes or major changes to programmes, the College Programmes Board of Studies will consider School approved proposals submitted on the PIP system by holding a meeting to do so.  The Clerk to the Board of Studies will organise a meeting date and the submitted PIP documentation will be circulated to selected members via email prior to the meeting.   The proposer(s) will be asked to attend the meeting to discuss the programme proposal with the Board of Studies members. If the College Board of Studies is satisfied with a proposal, it will approve the programme proposal.  Alternatively, it may approve the proposal subject to further amendments or it may reject it altogether.  Minutes of the meeting will be made available to the proposer(s) following the meeting to allow any recommended amendments to be made.

If the Board of Studies makes recommendations for amendments or corrections to the PIP proposal documentation then the proposal will be returned on the PIP system to the School/Subject level for the proposer(s) to make the required amendments and re-submit the revised proposal on the PIP system.  The amended proposal must be School approved again, to allow final College Board of Studies approval on the PIP system.  

IMPORTANT: Please note that once the final approved programme proposal data has transferred from PIP system to MyCampus the relevant School administrative staff must still complete necessary administrative tasks in MyCampus, such as amending plans or building new plans.  This is not part of the Board of Studies approval process but is necessary to allow students to see and enrol in new or amended programmes in MyCampus. Therefore, notification of changes to plans and new plans must be submitted to the relevant MyCampus plan administrator to ensure that the plans are amended/set up as required (in the case of MA (Social Sciences) courses this information should be emailed to: socsci-MA@glasgow.ac.uk).