A written application to renew consent is submitted to the Ministry of Training, Colleges and Universities (MTCU) at least nine months before consent expires.
PEQAB posts the Submission Guidelines for Ontario Colleges (Renewal of Consent) on their website under PEQAB’s Handbooks and Guidelines . The accompanying “Handbook for Ontario Colleges: 2016” is an essential resource for understanding the sections of the Submission Guidelines publication. Because the requirements for the renewal submission are revised annually (usually in June), it is best to refer directly to their website.
The Office of Academic Quality (OAQ) can provide assistance in navigating the requirements, and has previous versions as resources and templates, as well as updated institutional policies and procedures.
The PEQAB submission requires that course outlines for all core and non-core courses are included in the submission. So, at this stage, program curriculum teams will next place their attention on completing course outlines for all new courses and continuing the instructional design of the program.
When doing so, keep in mind such things as:
- purpose and goals of the course within the context of the program
- sequence of learning, assessment, instructional methods and resources
- continuous quality assessment and improvement plans
- accessibility and inclusivity (e.g. that students with disabilities and from all backgrounds can participate with an equal chance of success)
- characteristics of degree-level learning such as increasingly complex theory
- well-articulated appropriate learning outcomes for work-integrated learning
- scaffolded requirements for research and academic writing
- recommended reading in the upper years of the program that includes primary source scholarly journal articles.
Prior to submitting the application to renew consent, each individual course outline needs to be drafted, approved by the program-area Associate Dean, and submitted to the Office of Academic Quality for implementation. A new degree credit course request form and degree credit course changes form provide instruction regarding all of the essential components: title, hours, semester offered, delivery method, requisites and equivalents, the course description, course learning outcomes, course content, and course evaluation.
Remember, all courses and their learning outcomes must stem from the approved or proposed Program Learning Outcomes (PLOs) in the Program Outline, including work-integrated learning and non-core/breadth courses. As such, the approved Program Map should be referred to regularly, to ensure individual courses are connecting to the overall program goals.
Additional PEQAB Application Requirements
The PEQAB submission requires that the program demonstrates that benchmarks are met in other areas as well, including:
- Program Advisory Committee minutes that contain the motion that the program changes are supported
- faculty qualifications, credentials and scholarship must be demonstrated by the inclusion of updated Curriculum Vitae for every faculty member that may be teaching in the program
- gap analyses for degree completion arrangements
- library resources.
Individual samples of student work are among the few direct measures of the academic quality of a program. For this reason, in degree program renewal, the assessment of student work is an important component of the PEQAB renewal quality assessment. Gathering of student work each semester is the responsibility of the academic area. Student work must be classified by faculty members into each of the following categories:
- Exemplary (obtaining the highest grades on the assignment, these pieces of student work represent the best of what students produce)
- Average (usually obtaining grades in the 70s, these pieces of student work represent what the average student produces)
- Minimally Acceptable (usually obtaining grades in the mid-60s, these pieces of student work represent acceptable work for students progressing toward graduation).
Detailed Guidelines for Compiling and Selecting Samples of Student Work is available for reference.
Full details related to these requirements can be found in the PEQAB’s Submission Guidelines and support for understanding and demonstrating these requirements is available from the Office of Academic Quality (OAQ).
Internal Review of the Application
The Application for Renewal of Ministerial Consent must be reviewed by the Vice President Academic (VPA) before sending to the Ministry.