Frequently Asked Questions: QUQAP Cyclical Program Review


Below you'll find common questions about the cyclical program review (CPR) process. If you don't see your question, please send it to: quqap@queensu.ca.

In a typical cyclical program review cycle, the penultimate draft should be submitted to quqap@queensu.ca by the end of April.  Internal responses to the draft will be sought from the faculty dean or associate dean and School of Graduate Studies and Postdoctoral Affairs, where appropriate. Revisions based on the received feedback should be incorporated into a final version that should be complete by the end of June.

While the size and scope of this task will vary from unit to unit, the most effective approach to developing a self-study has been to develop a small core team responsible for authorship that coordinates outward with available resources and supports. 

Some units have hired a research analyst to synthesize and analyze data and/or gather student feedback, or a project manager to help keep the development of the self-study on track. Regardless of the approach taken, collaborative conversations with faculty and instructors are key to making final decisions about the content of the self-study.

It is best practice to schedule regular meetings (or have a standing agenda item at an existing meeting) with stakeholders to address specific action items and report on progress made to ensure deadlines are met. Units are encouraged to leverage existing structures within the departments like student groups, curriculum committees, or EDII resources.

Units are encouraged to begin identifying possible nominees early in the cyclical program review process. The nominations should be submitted to quqap@queensu.ca by mid-February in the year that you are completing your self-study. The Office of the Provost, the faculty dean/associate dean, and School of Graduate Studies and Postdoctoral Affairs, as appropriate, will review and rank the nominations. The final ranking will be communicated by the Office of the Provost to the Faculty Office who will invite the reviewers to participate.

Site visits by the review team should be scheduled when students are on campus between September and March following the completion of the self-study. 

Units are encouraged to work closely with their associate dean or equivalent throughout this process. Outside of the department, the main contact for the cyclical program review process and guidance are the Teaching and Learning Coordinators in the Office of the Provost at quqap@queensu.ca. They can help connect you with appropriate resources throughout the process.

Student feedback on the student experience is a key component of a self-study. Units are encouraged to plan how they will engage students in the process early to ensure feedback is robust and adequately reflects the student experience in each program.

Faculty CVs can be provided either as PDFs combined alphabetically into one file, or as links to individual CVs. The approach for all CVs must be the same, i.e., all PDFs or all links.

For the purposes of the Queen's University Quality Assurance Process (QUQAP), "core faculty" is defined as tenured, tenure-track, emeriti, and continuing adjunct faculty.

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

The time period that is under review is the time period since the last cyclical program review, typically eight (8) years and generally considered as academic rather than calendar years. 

The data package you will receive from the Office of Institutional Research and Planning, and School of Graduate Studies and Postdoctoral Affairs (if appropriate), will contain data up to the end of the academic year before you began writing the self-study. Where applicable, Units are encouraged to include discussion of significant developments occurring in the year the self-study is developed in the document.

Core courses taught within the program must be mapped. It is good practice to map option courses 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.

Units are encouraged to work closely with the Centre for Teaching and Learning when completing the mapping portion of the self-study.

The suggested word limit is per program. Brevity and the use of visual aids such as charts and graphs is encouraged when discussing conclusions drawn from data.

An additional discretionary reviewer may be added to the review team if requested by the Unit and approved by the relevant Dean(s) and the Provost (or delegate).