Final Approval Body: Senate Committee on Academic Development and Procedures
Senior Administrative Position with Responsibility for Procedure: Vice-Provost (Teaching and Learning)
Date Initially Approved: 27/11/2025
Date of Last Revision, if applicable: n/a
Purpose
This procedure provides details on the process for regular quality assurance review of For-Credit Undergraduate Certificates and Undergraduate Diplomas. It supports the Policy on Certificates and Diplomas.
Scope
This procedure applies to Undergraduate Certificate and Undergraduate Diplomas. Graduate Certificates and Graduate Diplomas are out of scope of this procedure. As described in the accompanying policy;
- For-Credit Graduate Certificates are not offered by Ontario Universities
- Graduate Diplomas follow the process for cyclical program review outlined in QUQAP.
Procedure
Undergraduate Certificates and Diplomas will be reviewed once every 5 years. The first review report will be completed by the academic unit at least 6 months before the end of the initial approval period for the certificate.
Step 1 – Notification of Review
Responsible officer/unit – Provost’s Office
The provost’s office will notify the academic unit that offers the program when the review should begin and provides the review template.
Step 2 – Completion of Review Report
Responsible officer/unit – Academic Unit
The academic unit completes the report, to include:
- evidence of continued high academic quality
- enrolment numbers in relation to initial enrolment targets
- description of the program’s sustainability
- description of any changes that have been made since initial approval or the last regular review.
- whether the program continues in practice to achieve its objectives.
During the review any proposed updates or changes to the program can be proposed for approval by Faculty Board.
Step 3 – Approval of Review Report: Continuing Approval of Program
Responsible officer/bodies – Faculty Dean, Faculty Board, SCADP.
- The academic unit will submit the review report to the Faculty Dean for approval.
- Once the Dean has approved, the academic unit will submit the report to Faculty Board for its approval.
- Once approved by Faculty Board, the academic unit will submit the report to the Senate Committee on Academic Development and Procedures (SCADP) for approval.
The Faculty Dean and Faculty Board can either recommend that the program be approved to continue, or they can return the report to the academic unit and ask for changes. SCADP will decide on one of the following outcomes:
- Program is approved to continue
- Program is approved to continue, on the condition that specified areas are addressed by the deadline provided.
- Program is not approved to continue. The Faculty Dean is asked to consider temporary suspension of admissions.
Step 4 – Senate informed of Review Outcome
Responsible officer – SCADP Chair
The Chair of SCADP will inform Senate of the outcome of the program review.
Related Policies, Procedures, Guidelines:
Policy on Certificates and Diplomas
Approval Procedure for Certificates and Diplomas
Queen’s University Quality Assurance Processes (QUQAP)
Procedures Superseded by this Procedure: None.
Responsible Officer: Vice-Provost (Teaching and Learning)
Contact: vptl@queensu.ca
Date for Next Review: 2030-2031 academic year