Frequently Asked Questions: QUQAP Cyclical Program Review

As units move through the cyclical review process there are always questions that arise. Please check here to see if your question has already been asked. If you don't see an answer to your question, please email – we will supply an answer directly to you and also post it here.

Q: What is the timeline for completing the Cyclical Program Review self-study?

A: A near-final version of the self-study document should be submitted to your faculty dean/associate dean by the end of April. You should then expect to revise the document in response to feedback during May and June. Units are strongly encouraged to form a QUQAP committee, involving students, staff and faculty, in order to share the workload and to make the completion of the self-study a truly collaborative process. Regular meetings with identified action items, goals and deadlines will assist the process.

Q: When are the nominations for the review team due?

A: Units are encouraged to begin identifying possible nominees early. The nominations should be submitted to your faculty dean by mid-February in the year in which you are preparing your self-study. Please bear in mind that site visits should be scheduled when students are on campus, between September and March. When considering potential external and internal reviewers, please keep in mind that at least one reviewer should be familiar with learning outcomes and curriculum development.

Q: Who is the first point of contact for units?

A: Units are encouraged to work closely with their associate dean or equivalent. For questions regarding QUQAP guidelines and process, please contact M. Roxanna Gholami, Teaching and Learning Coordinator, in the Office of the Provost:

Q: What are the requirements for the faculty CVs?

A: Posted on the website for the Office of the Provost is a list of Required Elements for CVs. CVs must contain all the elements specified in the template for the last eight years in a consistent format. Please use the format that is the most convenient for your discipline, e.g. NSERC, SSHRC, CIHR. The Faculty 180 project is establishing an electronic CV database for faculty members across Queen's. Project staff may be able to reduce the work involved in compiling faculty CVs. Please contact the Queen's University Faculty 180 team for more details at or 613-533-6000 x75714.

Q: What is meant by “core” faculty?

A: For the purposes of QUQAP, “core faculty” is defined as tenured, tenure-track, emeriti and continuing adjunct faculty. 

Q: Are CVs required for clinical instructors?

A: We recognize that clinical instructors teach foundation courses for programs with professional accreditation. However, clinical instructors’ CVs are not required by the Quality Council. It is recommended that the self-study document include a list of clinical instructors, their qualifications and which course(s) they teach.

Q: What is the exact time period under review? 

A: The period since the last review is under consideration. This is usually 8 years. Units can choose whether to consider calendar years or academic years; the majority consider academic years. For programs submitting their self-studies in April 2016, the period under review is 2007-08 to 2014-15. The data package you will receive from the Office of Institutional Research and Planning, and School of Graduate Studies (if appropriate), will contain data up to the end of the academic year before you being writing the self-study. However, please also discuss significant developments that have occurred during the year that the self-study is being developed. 

Q: Are there any examples of completed CPR self-study documents?

A: The Office of the Provost will provide access to completed self-studies to units who are working on their own self-study documents. The completed self-study documents are to be kept confidential within Queen's. Please contact M. Roxanna Gholami at for access to the documents.

Q: Which courses should be included in the learning outcomes and curriculum mapping section of the self-study?

A: Core courses taught within the program must be mapped. it is good practice to map option courses too, where possible and appropriate. If courses delivered by a cognate unit are integral to the program, the learning outcomes for the course(s) should be described within the self-study document.Please see the curriculum information available on the Centre for Teaching and Learning website.

Q: We are describing three separate programs in our self-study template. Are the word maxima per program, or should we cover all three programs within the word limit?

A: The word limit is per program. We do encourage brevity, and the use of visual aids such as graphs and pie charts when discussing conclusions drawn from data.