Staff members who are preparing academic proposals should seek advice from experts within their Divisions. Academic proposals must first be approved by the Divisional Board before progressing to the Board of Undergraduate Studies or the Board of Graduate Studies.
The contacts for each Division are set out below:
|Humanities||Academic: Associate Dean Graduate and Associate Dean Academic |
Specialist, Academic Committees and Services (Humanities)
|Sciences||Academic: Associate Dean (Academic) |
Specialist, Academic Committees and Services (Sciences)
|Commerce||Academic: Associate Dean Postgraduate and Associate Dean Academic |
Specialist, Academic Committees and Services (Commerce)
|Health Sciences||Academic: Associate Dean (Academic) |
Specialist, Academic Committees and Services (Health Sciences)* *(Please ensure you contact the Specialist, Academic Committees and Services to discuss the Health Sciences Division’s requirements prior to developing your proposals, and view the Academic Administration Information for Staff.)
- Annual Deadlines for Academic Proposals (DOCX)
- Workflow for Proposals for New Major Subjects, Qualifications, Endorsements or New Minors where there is no existing Major (PDF)
- Form 1S and Form 1 Important Notes for applicants (PDF)
- Important Notes for Completing Forms (in particular Form 3 / Section B of Form 1) (PDF)
- Special Topics Guidelines (DOCX)
- Special Topics Workflow Diagram (PDF)
- Process for Approval of Papers being offered in Summer School (PDF)
- Form 9 Notes for re-instating suspended papers (DOCX)
- Dual-level Guidelines (DOCX)
- Outcomes for 480/490 papers (DOCX)
- Level Descriptors and Principles – Undergraduate (Levels 5–7) (PDF)
- Level Descriptors and Principles – Postgraduate (Levels 7–9) (PDF)
- University of Otago Micro-credentials Framework (PDF)
- Commerce Micro-credentials Guidelines (PDF)
- Health Sciences Micro-credentials Guidelines (PDF)
- Humanities Micro-credentials Guidelines (PDF)
- Sciences Micro-credentials Guidelines (PDF)
- Advice for offering programmes in other languages (PDF)
- Clarification of Otago's use of the terms 'online' and 'distance' for administrative purposes (PDF)
- Teaching and Learning Plan/the University of Otago Graduate Profile, and Graduate Profiles for University of Otago Postgraduate Research degrees
- Guidelines for the Introduction of Coursework (180 point) Masters' Degrees
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 resource documents above, and if you have any questions, please contact the relevant Associate Dean or Specialist, Academic Committees and Services within your Division.
- Form 1S Indicative Proposal for New Qualification or New Major Subject or Endorsement or New Minor Subject (DOCX)
- Form 1 Proposal for New Qualification, New Major Subject or Endorsement or New Minor Subject (DOCX)
- Form 2 Proposal to Amend Regulations and Schedules (DOCX)
- Form 3 Proposal for New Paper (DOCX)
- Form 3ST Proposal for New Special Topic Paper (DOCX)
- Form DIV ST Proposal for Content of a Special Topic Paper (DOCX)
- Form 4 Proposal to Amend Title of Paper, Prescriptions, Prerequisites, Restrictions or Points Values (DOCX)
- Form 5 Deletion of Programme (qualification, major subject, endorsement) or Paper (DOCX)
- Form 6 Proposal to change teaching period or teaching mode of a paper (DOCX)
- Form 7 Proposal for new Summer School Paper (DOCX)
- Form 9 Re-instatement of a suspended paper (DOCX)
- Form 10 Proposal for a New Micro-credential (DOCX) Please ensure that you consult with your division's Associate Dean (Academic) and Academic Committees and Services prior to starting work on any new micro-credentials.
- Consultation Record – table summary of consultation regarding proposals (template sourced from Division of Health Sciences) (DOCX)
Examples of recently approved academic proposals
The following are examples of recently approved academic proposals:
- Form 1S (Indicative Proposal): New major and new minor (Bsc, BA in EXSS) (PDF)
- Form 1: New major and new minor (BA, BSc in SPDM) (PDF)
- Form 1: New subject (MA in Buddhist Studies) (PDF)
- Form 2: Amendment to Schedule (BCom in HRM) (PDF)
- Form 2: Amendment to Regulations (MChaplaincy) (PDF)
- Form 3: New Paper Proposal (ANAT 101) (PDF)
- Form 3: New Paper Proposal (POPH 192) (PDF)
- Form 3: New Paper Proposal (RELS 523) (PDF)
- Form DIV ST: Proposal for Content of a Special Topic Paper (SOCI 204) (PDF)
- Form DIV ST: Proposal for Content of a Special Topic Paper (STAT 499) (PDF)
- Form 4: Amendment to title and prescription (ECON 112, 201, 207 and 271) (PDF)
- Form 4: Amendment to title (PUBH 732) (PDF)
- Form 5: Proposal to delete papers (MUSI 220, MUSI 320) (PDF)
- Form 6: Proposal to change the teaching period (POLS 321) (PDF)
- Form 6: Proposal to change to teaching mode (HUMS 502) (PDF)
- Form 9: Proposal to reinstate a paper (NEUR 455) (PDF)
- Example of formative assessment section (DOCX)
If you have any questions related to the submission of proposals to the Board of Graduate Studies or the Board of Undergraduate Studies, please feel free to contact Academic Committees and Services.
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 explains 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.
You may also refer to the Best Practice Guidelines Evidence for the Achievement of the Graduate Profile.
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 CUAP conditionally approves your programme, you will need to provide an Annual Programme Report (APR) each year up until the GYR. Once CUAP approves a successful GYR, you no longer need to undertake Annual Programme Reporting. Academic Committees and Services will notify you regarding the timeframe for submitting the APR each year.
- Annual Programme Report template (DOCX)
- Guidelines for Annual Programme Reporting (DOCX)
- Best Practice Guidelines – Evidence for the Achievement of the Graduate Profile (PDF)
Examples of Annual Programme Reporting
- 2019 Report for the Master of Economics
External moderation is an on-going commitment for all postgraduate programmes at the University of Otago, and is required as an on-going annual commitment prior to the finalisation of marks for semester one, semester two, non-standard and full-year papers (including research projects and dissertations) that contribute to final year postgraduate Honours, Postgraduate Certificate, Postgraduate Diploma and Master’s programmes.
You may find more information in the External Moderation Information Sheet.