PROGRAM ACCREDITATION AND CERTIFICATION PROCEDURE
1.0 Definitions Specific to This Document
1.1 Capitalized words and phrases used in this Procedure document and not otherwise defined here have the meanings assigned to them in the Program Accreditation and Certification Policy (PL-AC-16).
1.2 The following words and expressions are specific to this document and shall have the meanings hereby assigned to them:
1.2.1 Academic Council: The academic governance advisory body at the University which plays a substantial and critical role in setting the academic direction of the University.
1.2.2 Accrediting/Certifying Team: A team of Academic Staff Members that are tasked with the development of initial Accreditation / Certification documents and consists of at least one (1) Academic Member from the college and one (1) specialist from Program Development and Accreditation Department.
1.2.3 College Curriculum Committee (CCC): A college-level standing committee responsible for reviewing Curricular matters that have been endorsed by the Program Curriculum Committee (PCC).
1.2.4 Curricular: Courses of study offered by the University.
1.2.5 Program Curriculum Committee (PCC): A program-level standing committee responsible for reviewing and endorsing Curricular matters.
1.2.6 Stakeholder: Individuals or groups, both internal and external, who have an interest in or influence on the decisions, activities, and outcomes of the University.
1.2.7 University Curriculum and Program Development Committee (UCPDC): A university-level standing committee responsible for reviewing and endorsing Curricular matters that have been reviewed by both the PCC and the CCC, if applicable, before submission to the Academic Council.
1.3 Where a word or phrase is given a particular meaning, other parts of speech and grammatical forms of that word or phrase have corresponding meanings.
1.4 Where the context requires, words importing the singular shall include the plural and vice-versa.
2.0 Procedure Purpose
2.1 To support the Program Accreditation and Certification Policy (PL-AC-16) and to ensure that all Programs and Courses seeking Accreditation / Certification adhere to the Accrediting Bodies policies, standards, and requirements.
2.2 The following procedures are to be read in conjunction with the Program Accreditation and Certification Policy (PL-AC-16).
3.0 Procedure Statements
3.1 Responsibilities of the Vice-President, Academics
3.1.1 Approve all Accreditation / Certification documentation (timeline, self-study, site visit schedule) prior to submission to the Accrediting/Certifying Body.
3.1.2 Approve the communication plan for all Accreditation / Certification decisions.
3.2 Responsibilities of Dean/Academic Manager of the Academic Unit
3.2.1 Evaluate the feasibility of seeking international Accreditation for new or existing Programs/Courses.
3.2.2 Seek approval from the President to pursue Accreditation / Certification of a Program or Course.
3.2.3 Adhere to the Accreditation / Certification timeline approved by the Vice-President, Academics.
3.2.4 Form a Program Accreditation/Certification Team in consultation with Program Development and Accreditation (PDA) Department.
3.2.5 Review and recommend all Accreditation / Certification documentation (timeline, self-study, site visit schedule) for final endorsement by Program Development and Accreditation (PDA) Department and approval by the Vice-President, Academics and the President.
3.2.6 Ensure that all Programs or Courses seeking Accreditation / Certification are fully compliant with Accreditation / Certification policies, standards, and requirements.
3.2.7 Develop a communication plan for all Accreditation / Certification decisions and seek approval of the plan from the Vice-President, Academics. This plan must include, at minimum, the target audience, the communication channel, and a timeline for the dissemination of information related to the Accreditation / Certification decision.
3.2.8 Coordinate the development and implementation of corrective action plans based on feedback or conditions received from the Accrediting/Certifying Body.
3.3 Responsibilities of the Department/Program Head / Program Development and Accreditation Specialist
3.3.1 Work collaboratively to prepare all Accreditation / Certification documentation (timeline, self-study, site visit schedule).
3.3.2 Adhere to the Accreditation / Certification timeline approved by the Vice-President, Academics.
3.3.3 The Office of the General Counsel will advise on appropriate institutional responses and support risk mitigation measures, as required.
3.4 Responsibilities of Program Development and Accreditation (PDA) Department
3.4.1 Academic Manager, Program Development and Accreditation to appoint a specialist to the Accrediting/Certifying Team.
3.4.2 Academic Manager, Program Development and Accreditation to advise Graduate Studies Unit of any Accreditation / Certification applications relating to graduate Programs.
3.4.3 Program Development and Accreditation Specialist communicates with the Accrediting/Certifying Body on all Accreditation / Certification matters in coordination with the Dean and Academic Manager, Program Development and Accreditation, prior to, during, and after the site visit. In cases where the Accrediting/Certifying Body explicitly requires a specific position to act as the liaison, this position communicates with the Accrediting/Certifying Body in coordination with the Program Development and Accreditation Specialist. All communication with the Accrediting/Certifying Body must be conducted using an official University email address.
3.4.4 Ensure compliance to the Accreditation and Re-Accreditation requirements and timeline.
3.4.5 Maintain the official University records of all Accreditation / Certification documentation.
3.4.6 Notify the Graduate Studies Unit of any Accreditations that involve graduate Programs.
3.4.7 Collect and ensure the integrity of Accreditation documents related to non-college specific content.
3.4.8 Provide an annual report to Academic Council on the status of all Program Accreditation / Certification applications, decisions, and progress towards compliance.
3.4.9 Endorse all Accreditation / Certification documentation (timeline, self-study, site visit schedule) prior to submission to the Dean/Academic Manager for review.
3.4.10 Monitor updates to Accreditation / Certification standards and communicate changes to the Dean/Academic Manager and Department/Program Heads.
3.4.11 Make logistical arrangements for review team’s visits.
3.4.12 Provide training to respective Stakeholders involved in the Accreditation / Certification process, as required.
3.4.13 Initiate payment of all Accreditation / Certification related fees.
3.4.14 Final approval of Accreditation / Certification documentation is granted by the Vice-President, Academics, upon recommendation from the Dean/Academic Manager and endorsement from Program Development and Accreditation Department.
3.4.15 Support the development, tracking, and documentation of corrective action plans and follow-up activities required by the Accrediting/Certifying Body.
3.4.16 Provide periodic status reports on corrective actions to Academic Council and maintain institutional records of compliance responses.
3.4.17 Facilitate a post-Accreditation review session to document lessons learned, in collaboration with the Dean/Academic Manager and Accreditation / Certification Team. Archive the findings and integrate recommendations into future Accreditation planning and training.
3.4.18 Program Development and Accreditation Department will provide the Office of the General Counsel with annual updates on the Accreditation status of all Programs. Such updates will include compliance progress, conditions, recommendations, or findings issued by Accrediting Bodies.
3.5 Program Accreditation / Certification Process (see Annex A)
3.5.1 The Accrediting/Certifying Body is normally identified during the Program development and approval process.
3.5.1.1 International Benchmarking: Alignment with recognized international standards and best practices.
3.5.1.2 Quality and Recognition of the Body: The credibility, reputation, and standing of the Accrediting / Certifying Body.
3.5.1.3 Benefit to the University: Contribution to the University’s strategic goals, reputation, and compliance obligations.
3.5.1.4 Benefit to the Student: Enhancement of student learning, employability, mobility, and recognition of qualifications.
3.5.2 If an Accrediting / Certifying Body is not identified during the Program development and approval process, or if a change is proposed later, approval is required from PCC, CCC, UCPDC, Academic Council, Vice-President Academics, and the President prior to proceeding.
3.5.3 In collaboration with a Program Development and Accreditation Specialist, the Department/Program Head prepares all Accreditation / Certification documentation.
3.5.4 The Department/Program Head submits documentation v.1 to the Dean/Academic Manager ten (10) weeks prior to submission.
3.5.5 The Dean/Academic Manager provides feedback within two (2) weeks.
3.5.6 Documentation v.2 is submitted to the Academic Manager, Program Development and Accreditation within one (1) week.
3.5.7 Documentation is reviewed and feedback provided within two (2) weeks.
3.5.8 Documentation v.3 is submitted to the Dean/Academic Manager within one (1) week.
3.5.9 Documentation v.3 is submitted to the Vice-President, Academics within two (2) weeks.
3.5.10 Vice-President, Academics reviews and provides feedback within one (1) week.
3.5.11 Documentation v.4 is submitted within one (1) week.
3.5.12 Program Development and Accreditation Department submits approved documentation to the Accrediting/Certifying Body.
3.5.13 Follow-Up and Corrective Action Plans
3.5.13.1 Review findings, develop corrective actions, submit for endorsement, monitor implementation, and maintain documentation.
3.5.14 Post-Accreditation/Certification Review
3.5.14.1 Conduct and archive a post-Accreditation review and share outcomes with Academic Council.
3.6 Program Re-Accreditation / Certification Procedure
3.6.1 Application for Program Re-Accreditation / Certification follows the same procedure for initial Accreditation / Certification.
4.0 Related Documents
4.1 PL-AC-16: Program Accreditation and Certification Policy.
4.2 PR-AC-17: New Program Development and Approval Procedure.