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Proformas for new proposals and resources for academic approval processes

Lecture theatre seats

Staff members who are preparing academic proposals should seek advice from experts within their Divisions. The contacts for each Division are set out below:


Academic: Associate Dean Graduate and Associate Dean Academic

General: Academic Manager


Academic: Associate Dean (Academic)

General: Academic Manager


Academic: Associate Dean Postgraduate and Associate Dean Academic

General: Information and Special Projects Officer

Health Sciences                             

Academic: Associate Dean (Academic)

General: Academic Manager *

*(Please ensure you contact the Academic Manager to discuss the Health Sciences Division’s requirements prior to developing your proposals, and view the Academic Administration Information for Staff.)

Resource documents

Workflow for Proposals for New Major Subjects, Qualifications, Endorsements or New Minors where there is no existing Major (PDF)

Annual Deadlines for Academic Proposals (Word)

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Best Practice Exemplars

The Board of Undergraduate Studies has identified the following Best Practice Examples from proposals coming to the Board:

Example of a good Form 1S (Indicative proposal) (Word)
Example from Form 1 - Treaty of Waitangi Section, Plans for Monitoring Section, and proposed Teaching/Delivery Method Section (Word)
Example from Form 3 - Consultation Section (Word)
Example from Form 3 - Course Outline (Word)
Examples of appropriate Timetable Section information (Form 3, 6, 9) (PDF)

Examples of Annual Programme Reporting

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Forms for Academic proposals

The proposal forms below have been developed to assist departments to ensure teaching and learning at the University of Otago is the best it can be. Filling out, for example, a Form 3 prompts you to think through how you intend to teach your proposed paper, and reminds you of various policies that are in place to ensure the quality of what we do. This early planning of your paper will help to ensure that the learning experience of your students is of the highest quality and effectiveness.
Your form will be seen by a number of people as it makes its way through divisional committees and the Board of Undergraduate Studies or Board of Graduate Studies. In some cases (Form 1) your proposal will be seen by your peers at the other New Zealand Universities through the Committee on University Academic Programmes' (CUAP) approval process. The University's academic approval process draws on the collective wisdom of the University to ensure the proposal is in the best shape possible.  It also provides an important forum for consultation with other departments, other divisions and (through CUAP) other universities.
We encourage you to read the relevant Important Notes documents above, and if you have any questions the Associate Dean Academic or the Academic Manager in your division can help.

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Further information

Questions related to these proposal forms should be directed to your Divisional Office in the first instance, as they will need to be approved by the Divisional Board before coming to the Board of Undergraduate Studies or the Board of Graduate Studies.

If you have any questions related to submitting to these Boards, please feel free to contact the Academic Committees Office. The Manager, Gary Witte, and Administrator, Jane Hinkley, are located in Rooms G22 and G21 on the ground floor of the Clocktower Building, University of Otago (Dunedin campus). 

You can telephone Gary Witte on 64 3 479 8256 or email; or contact Jane Hinkley on 64 3 479 6531 or email

Graduating Year Review (GYR)

Following the "Conditional Approval" of any new programme/qualification; major subject; or endorsement; CUAP requires a Graduating Year Review (GYR) to be held within three years of the graduation of the first cohort of students. CUAP sets the schedule for the review, however this is normally at least four years after the programme is introduced (depending on the programme structure). A GYR is a programme review - please see the Graduating Year Review (GYR) Handbook which further outlines the process. To adequately prepare for the GYR, Programme Coordinators and Departments must monitor the new programme. Please gather and keep data relating to student numbers; and information such as feedback from students, employers, accrediting bodies, and external assessors. This information helps prove that the programme is meeting its original aims, and the Graduate Profile, and to explain any highs or lows. Please be sure to document any changes made to the programme subsequent to its Conditional Approval at CUAP. Keeping this information/data/evidence securely stored in the Department until the GYR is held is crucial.

The Graduating Year Review Handbook outlines the process.  Self Review Coordinator's should use the Self-Review Coordinator's Report Template; and the Graduating Year Review Panel uses the Graduating Year Review Report Template.  These documents have been updated for 2017.

Additional information about the Graduating Year Review (GYR) process can be found on the Quality Advancement Unit website

Annual Programme Reporting

The University of Otago uses Annual Programme Reporting to track the progress of new programmes/qualifications in preparation for their Graduating Year Review (GYR). Once your programme is conditionally approved by CUAP (at either their Round 1 or Round 2 meeting), you will need to provide an Annual Programme Report each year up until the GYR. Once a successful GYR is approved at CUAP you no longer need to undertake the Annual Programme Reporting.  You will be notified by your Divisional Office regarding the timeframe for submitting the Annual Programme Report each year.