New courses: proposal procedure

Course proposers must complete a new course proposal using the Course and Programme Information System (CAPIS). Departmental CAPIS Managers can grant access to new course proposers. Alternatively access can be requested via the CAPIS email: Once completed, new proposals must be submitted in CAPIS to the relevant Sub-Committee Secretary at least three weeks before the meeting at which it will be considered. See Sub-Committee deadlines.


The new academic year structure introduced in  2015-16 will see to an additional week in each of the two main teaching terms; and a Lent Term ‘Week 0’ exam period for MT half-unit courses.  

As part of their evaluation of new course proposals, USSC and GSSC will assess whether consideration has been given to:

  • How the extra term-time week will be organised. Please give details in the proposal under question 3.3.4 on teaching and learning methods;
  • Proposals for new LT week 0 exams in 2016/17. Please be aware that the USSC and GSSC are not currently able to approve new LT week 0 examinations for the 2016/17 academic year, i.e. either for existing courses or for new courses being considered for introduction in 2016/17. The School approved the introduction of LT week 0 exams for the current academic session, 2015/16, and until a review of the inaugural LT week 0 exam period takes place, the committees are unable to give approval for additional examinations. This review will include the feasibility of expanding capacity to accommodate additional LT week 0 exams. All new course proposals should avoid use of LT week 0 exams as part of summative assessment (sections 3.3.5 and 3.4.1). If the review of LT week 0 exams results in additional exam capacity, then it will be open to course proposers to revise the assessment of their courses (subject to Chair's approval, and including any adjustments to learning outcomes to ensure alignment with the new form of summative assessment being proposed).

Deadlines for new course proposals:

The following deadlines apply for new courses to appear in School publications/systems:

Deadlines for new course applications

Course level          

course choice       

(core courses only)  



13 January 2016

28 October 2015

27 April 2016



27 April 2016

27 April 2016

PGR (RDSC)    


27 April 2016

27 April 2016

Before completing the proposal

For course choice and the Calendar these deadlines are for the academic session prior to the first year the course will be taught in. For the Prospectus these deadlines are for two academic sessions prior to the year of entry, for example proposals made in 2015/16 would be included in the hardcopy prospectus for entry in 2017/18.

Course proposers should read the School policy on programmes and courses  (Word) and note the following:

  • It is strongly recommended that the Teaching and Learning Centre is consulted at an early stage about new course proposals. TLC can advise on teaching approaches and assessment formats.  Please contact the academic developer  assigned to your department.
  • New course proposals can also be discussed with the Learning Technology and Innovation team (LTI). LTI can advise on a wide range of technology opportunities that address various pedagogical challenges during the early stages of course creation. Please contact for information.
  • It is essential to discuss the administration of the new course proposal with your Departmental Manager at an early stage to ensure the proposal is sent to relevant departmental/institute and SSLC meetings in plenty of time before it is submitted.
  • A representative from the Library can attend departmental meetings at which the proposal is to be discussed, to offer a resource perspective on the proposal from their knowledge of the collections. See Liaison Librarian Service.
  • If the course is to be offered by a visiting academic, you will need to read this information on Course proposals from non-permanent teaching staff .

Completing the proposal

Please refer to the following guides to assist you with completing the course proposal in CAPIS:

Additional support can be requested via the CAPIS email:

After submitting the proposal

  • The Secretary will check the proposal and email it to Sub-Committee members for their advanced consideration. Relevant authorising bodies, Timetables, Library and the Academic Planning and Resources Committee, will also receive notification and will be asked to confirm their initial approval prior to the committee meeting. The secretary will contact proposers if the proposal needs further work.
  • The Secretary will obtain a code for the new course. Please state any preference for a course code when submitting the proposal.
  • The course proposer is required to attend the Sub-Committee meeting at which the proposal is discussed to answer any questions. The Secretary will invite you to attend.
  • Following the meeting, the Secretary will send you the minutes about the decision reached. The Secretary will also add the new course to the Calendar and inform relevant officers in the School that it has been approved.
  • Course proposers must ensure that information on their departmental website is updated to reflect the agreed changes in provision.