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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. 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.)

Resource documents

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.

Examples of recently approved academic proposals

The following are examples of recently approved academic proposals:

Further information

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.

The Graduating Year Review Handbook outlines the process.  Self Review Coordinator's should use the Self-Review Coordinator's Report Template. These documents were updated for 2020.

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.

Examples of Annual Programme Reporting

External Moderation

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.