Program modification

Approval process for major modifications requests

For a definition of major modifications, refer to the IQAP.

  1. Academic unit: The unit prepares a major modifications request and submits it to all its academic authorities for approval (program committee and departmental assembly or their equivalent).
  2. Enrolment Management: The request is submitted to the curriculum management team at the Office of the Registrar (gesops@uottawa.ca) to technically validate the proposed modifications and to ensure that the request meets Senate submission guidelines.
  3. Faculty: The request is submitted for approval to all the faculty academic authorities (program committees or their equivalents, faculty council(s)).
  4. Graduate Studies Committee or Council on Undergraduate Studies: The vice-dean responsible for the program submits the request to the office of the vice-provost, graduate and postdoctoral studies or to the office of the vice-provost, academic affairs. The respective committee or council reviews the request for approval.
  5. Senate: The Vice-Provost, Graduate and Postdoctoral Studies or the Vice-Provost, Academic Affairs submits the request to the Executive Committee of the Senate for final approval. If necessary, the request is submitted to the Senate for final institutional approval. Senate approval is required if the modifications have an impact on the degree conferred (e.g., the addition of a CO-OP option or the creation of a concentration or specialization as part of a graduate program).
Approval process for minor modifications requests

For a definition of minor modifications, refer to the IQAP.

  1. Academic unit: The unit prepares a minor modifications request and submits it to all its academic authorities for approval (program committee and departmental assembly, or their equivalent). At this step, the faculty can validate any technical aspect of the request directly with the curriculum management team at the Office of the Registrar (preliminary validation).
  2. Office of the Vice-Provost, Graduate and Postdoctoral Studies or the Office of the Vice-Provost, Academic Affairs: Before submitting the request to the faculty council (last level of approval at the faculty level), the office of the vice-dean confirms that the changes meet the definition of minor modifications by sending a complete copy of the request, including all necessary appendices (uoCampus document, comparative tables, etc.) to the Office of the Vice-Provost, Graduate and Postdoctoral Studies (Annabelle Mineault) or the Office of the Vice-Provost, Academic Affairs (Luciana Vaduva).
  3. Enrolment Management: Once confirmation is received that the changes proposed are indeed minor modifications, the faculty submits the full request, including all necessary appendices (uoCampus document, comparative tables, etc.)  to the Registrar (Sonia Cadieux) and to the curriculum management team at the Office of the Registrar (gesops@uottawa.ca) to technically validate the proposed modifications and to ensure that it meets Senate submission guidelines.
  4. Faculty: Once the technical validation process is complete and the request has been revised as necessary, the request is submitted for approval the faculty council.
  5. Enrolment Management: When the request is approved by the faculty council, the faculty submits the final copy of the request, including all necessary appendices (uoCampus document, comparative tables, etc.), to the curriculum management team at the Office of the Registrar (gesops@uottawa.ca).
  6. Graduate Studies Committee or Council on Undergraduate Studies: A report including all the minor modifications approved by each faculty council is submitted to the Office of the Vice-Provost, Graduate and Postdoctoral studies or to the Office of the Vice-Provost, Academic Affairs in January and August/September of each year. This report is then submitted, for information purposes only, to the Executive Committee of the Senate, and by way of the minutes, to the Senate.

Additional information

For any questions regarding quality assurance, please contact:

Undergraduate program creation, modification or closure

Luciana Vaduva
Office of the Vice-Provost, Academic Affairs

Graduate program creation, modification or closure

Annabelle Mineault
Office of the Vice-Provost, Graduate and Postdoctoral Studies

Back to top