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Programme Approval and Annual Monitoring Procedure

1. Purpose

This procedure explains how Equra College London (“Equra”) approves new programmes/courses and monitors them annually to maintain academic standards, quality of learning, and continuous improvement.

2. Scope

This procedure applies to:

  • All new programmes, short diplomas, short courses and CPD provision delivered by Equra
  • Material changes to existing provision
  • Any provision delivered with a partner (additional partner approvals may apply)

This procedure supports Equra’s Academic Governance and Quality Assurance Policy.

3. Roles and responsibilities

  • Academic Board: approves new programmes and major changes; receives annual monitoring reports and approves improvement plans.
  • Quality Lead: manages the approval process, quality calendar, templates, and action tracking.
  • Programme Leader/Lead Tutor: drafts proposals, ensures academic coherence, leads annual monitoring report and action plan.
  • Assessment Lead (where appointed): confirms assessment integrity, marking, moderation readiness.
  • Student Services Lead: confirms student support, accessibility and information readiness.
  • Finance/Operations Lead: confirms viability, resources, fee schedule and operational readiness.

Part A: Programme/Course Approval

4. When approval is required

Approval is required for:
4.1 New programme/course launch
4.2 New award title or new subject area
4.3 Major change to curriculum structure or learning outcomes
4.4 Major change to assessment design or assessment weightings
4.5 Major change to delivery mode (e.g., moving from on-site to fully online)
4.6 New partner delivery arrangement or significant partner scope change

Minor updates (e.g., wording clarifications, reading list updates) may be approved by the Quality Lead and recorded in the programme file.

5. Approval stages

Equra uses a staged approach:

Stage 1: Concept Approval (Initial Screen)
Stage 2: Full Programme Approval (Academic Board Decision)
Stage 3: Implementation Readiness (Go-Live Checklist)

6. Stage 1: Concept Approval

6.1 The Programme Leader submits a Concept Proposal to the Quality Lead.
6.2 The Quality Lead checks completeness and schedules it for review.
6.3 The Academic Board (or delegated approval panel) confirms whether the concept may proceed to full approval.

Minimum Concept Proposal content:

  • Programme/course title and level/type (short diploma/CPD etc.)
  • Rationale and market need
  • Intended learner profile and entry expectations
  • Outline curriculum structure and delivery approach
  • High-level assessment approach (if applicable)
  • Staffing and resource outline
  • Initial risk assessment summary (delivery feasibility, compliance risks)
  • Proposed start date and delivery location/mode

7. Stage 2: Full Programme Approval

7.1 The Programme Leader prepares a Full Approval Pack using Equra templates.
7.2 The Quality Lead coordinates reviews and compiles feedback.
7.3 The Academic Board reviews the pack, asks questions, and decides:

  • Approved
  • Approved with conditions (actions required before launch)
  • Not approved (with reasons)

Full Approval Pack must include:
A) Programme Specification

  • Aims, learning outcomes, curriculum map, delivery pattern, learning hours
    B) Module/Course Outlines (as applicable)
  • Weekly/topic plan, reading list, learning activities
    C) Assessment Plan (where applicable)
  • Assessment types, schedules, marking approach, integrity controls
    D) Academic Standards and Assurance
  • Marking criteria/rubrics, moderation plan, feedback timelines
    E) Student Information
  • Accurate pre-enrolment information (summary text for website)
    F) Support and Accessibility
  • Anticipated support needs and reasonable adjustments considerations
    G) Staffing and Resources
  • Staffing profile, CV summary, CPD needs, learning resources plan
    H) Operations and Compliance
  • Delivery location readiness, platform readiness (if online), H&S considerations
    I) Risk Register (programme-level)
  • Top risks and mitigating actions
    J) Partner Requirements (if applicable)
  • Evidence of alignment to partner expectations and approval steps

8. Stage 3: Implementation Readiness (Go-Live Checklist)

Before enrolments open or delivery begins, the Quality Lead confirms completion of any approval conditions and signs off a Go-Live Checklist with the Programme Leader.

Go-Live Checklist includes:

  • Approved programme documents uploaded to the controlled location
  • Teaching team confirmed and inducted
  • Assessment schedule confirmed and secure storage set
  • Student handbook/course guide published
  • Fees, refund terms and key information confirmed and consistent
  • Learning platform site built and tested (if applicable)
  • Support routes and reporting channels confirmed
  • Partner approvals confirmed (where applicable)
  • Marketing statements checked for accuracy and approval

Part B: Annual Monitoring and Review

9. Monitoring cycle and timing

9.1 Each programme/course must complete an Annual Monitoring Report (AMR) at least once per year.
9.2 The Quality Lead publishes an annual quality calendar with submission deadlines.
9.3 New programmes also complete an early “first delivery review” after the first intake where appropriate.

10. Evidence used for annual monitoring

Annual monitoring must consider available evidence, which may include:

  • Student engagement and attendance trends (where tracked)
  • Assessment outcomes and progression patterns (where applicable)
  • Moderation outcomes and marking issues
  • Academic integrity trends (e.g., misconduct cases/themes)
  • Student feedback (module surveys, forums, representative notes)
  • Complaints themes and service improvements (without re-investigating cases)
  • Staff reflections and delivery notes
  • EDI and accessibility considerations (pattern checks and barriers)
  • Resource adequacy (library, platform, teaching materials)
  • Partner feedback/audit findings (where applicable)

11. Annual Monitoring Report (AMR) requirements

11.1 The Programme Leader drafts the AMR using Equra’s template.
11.2 The AMR must include:

  • Overview of delivery during the year
  • Key strengths and what worked well
  • Key risks/issues identified
  • Actions taken during the year and impact
  • Proposed improvement plan (actions, owners, deadlines)
  • Any required changes for next cycle (minor/major; with approval route)

11.3 The Quality Lead reviews for completeness and escalates major risks to Academic Board.

12. Academic Board review and outcomes

12.1 The Academic Board reviews AMRs and may:

  • Approve the improvement plan
  • Require additional actions or tighter deadlines
  • Require an enhanced monitoring plan (more frequent reporting)
  • Require a programme review meeting or external scrutiny
  • Require pause of recruitment/start dates where risk is significant

12.2 Decisions and actions are recorded in the minutes and quality action tracker.

13. Action tracking and completion

13.1 The Quality Lead maintains an action tracker for all AMR actions.
13.2 Owners must provide updates by the agreed deadlines.
13.3 Actions are closed only when evidence of completion is provided (updated document, training record, implemented control, etc.).

14. Change control following annual monitoring

If the AMR proposes changes:

  • Minor changes are logged and approved through the Quality Lead and recorded in the programme file.
  • Major changes must be approved through the Academic Board (and partner approvals where applicable) before implementation.

15. Record keeping

Equra will retain:

  • Approved programme packs, AMRs, action trackers, and approval minutes
    in the controlled quality folder in line with Equra’s retention arrangements.

16. Review

This procedure will be reviewed annually or sooner if required by partner expectations, operational changes, or quality incidents.