Submission to External Agencies & Ministry Information

External agencies may include accrediting agencies, or the Ministry. The PDO will assist in preparing submissions in either case. Generally speaking, accrediting agencies are approached before the internal approval process begins so that UEC or GSC is assured that a program meets these external requirements.

Degree-level programs must be submitted to DQAB for approval after the internal process is completed. A good deal of work must be done with the internal proposal to prepare it for external review, and this work is done primarily by the PDO. Additional appendices must be created (e.g. all faculty CV’s, all relevant UFV policies). Typically, additional material includes policies, CV’s, details of admission and other requirements, facilities plans, budget detail, comparable programs analysis, library analysis, letters of support, consultation results, employers comments. Some of this material may have been presented with the internal proposal, but may need to be rewritten. The appendices for the Ministry submission are not posted on the Ministry website to protect the privacy of the faculty who have submitted CV’s.

All Ministry contacts must go through the office of the Provost and VP Academic, and the final proposal is submitted through this office. Site visits are arranged through the PDO. The external team generally sets the agenda, and the PDO arranges for them to meet with faculty and students and administrators, as required. Use the resources below to prepare your proposal for external submission.

Note: The samples below do not include the appendices section due to confidential information from letters of support and Faculty CV's. The appendices section at the external submission stage would normally include the following components:

• UFV Strategic Plan
• Student Surveys
• Letters of Support
• Detailed Program Requirements
• Technology-Based Learning and Delivery
• UFV Institutional Policies
• Faculty Curriculum Vitae
• Program Resources & Facilities
• Program Review Policy

Bachelor of Fine Arts Sample Proposal for External ReviewBachelor of Fine Arts Sample Proposal for External Review

Bachelor of Arts, Global Development Studies Sample Proposal for External Review

DQAB Site Visit

The logistics for the visit are arranged by the PDO, in consultation with the chair of the external examining committee. The agenda is set by the external examiners, as is the date of the visit.

Faculty should be familiar with the workbook that the external examiners will use to assess the program (see below). They should be completely familiar with all aspects of the proposal.

Students are often included on the agenda. Faculty involved in the program should make a list of suitable students, and their contact information, so that they can be invited on short notice.

Administrators are always involved in these meetings, and should be prepared to speak to the budget, the institutional support, and how the program meets UFV strategic goals and the education plan. Please see sample agendas below.

DQAB Expert Reviewer Handbook
Site Visit Sample Agenda
Detailed Site Visit Sample Agenda