Education Services Renewal Procedures

Roles & Responsibilities

1. The appropriate Vice President or delegate is responsible for:
   
   
   
   1. ensuring that adequate and appropriate funding and resources are available to areas undergoing service renewals;
   
   
   2. maintaining critical oversight over the renewal process and final recommendations;
   
   
   3. ensuring the service area renewal is conducted so as to inform and/or align with the College's strategic planning and priorities (e.g., Strategic Innovation Plan, Academic Plan); and
   
   
   4. maintaining copies of all Required Documentation.
   
   
   
   


2. The Service Area Administrator (Administrator) is the most immediate administrator directly responsible for any given Education Service Area. Administrators may assign delegates within the service area to lead the renewal or manage various components of a renewal. Administrators are responsible for:  
   
   
   
   1. initiating the renewal process;
   
   
   2. reviewing and approving the proposed renewal process in consultation with the appropriate Vice President or delegate;
   
   
   3. supporting the renewal process as required;
   
   
   4. ensuring the renewal is conducted as approved or subsequently revised in the Education Service Renewal Process Proposal
   
   
   5. drafting the Required Documentation;
   
   
   6. submitting the Final Report and Recommendations to the Senior Administrators of the College (Senior Team), Education Council and the Board of Governors;
   
   
   7. responding to completed renewals through the implementation of recommendations as appropriate and necessary to fulfill the intent of the renewal to improve and direct service delivery and quality. 
   
   
   
   

Renewal Schedule

3. The Renewal Schedule will be developed by the Vice President Students and Community Development or delegate in consultation with the Vice Presidents of other service areas.


4. The Renewal Schedule will be shared with the Education Quality Committee and a final version submitted to Education Council for information. 


5. Education services renewals for each area will be conducted every 5-8 years, or earlier if determined to be undertaken as part of a broader institutional plan.

Required Documentation

6. The Required Documentation is intended to capture a complete and thorough process, as well as the information, resources and data used in the evaluation and reflection of services and the determination of recommendations.


7. 
   
   The final version of Required Documents will be shared with department employees upon completion.


8. The following documents are a required outcome of education service renewals:
   
   
   
   1. Education Service Renewal Process Proposal
   
   
   2. Internal Reflection Report
   
   
   3. External Review Report
   
   
   4. Final Report and Recommendations
   
   
   
   


9. The format, including length and detail of each document, will be dependent on the approval process.
   
   
   
   1. Education Service Renewal Process Proposal
   
   
   
   

This document will outline the scope of the renewal and the process by which the Education Service Area will conduct its renewal and fulfill the required documentation.

• Proposals may span the entire operations of the service area or, as appropriate, focus on a specific aspect of service.


• The service area should consider the following areas when preparing their Proposals: student data, service operations, planning and administration, staffing, space and resources.


• Proposals should:
  
  
  
  • outline the resources and data that will be used in the renewal process, such as surveys, site visits, student feedback; and
  
  
  • identify roles and responsibilities within the department that will be assigned to support the renewal process.
  
  
  
  


• Proposals are approved by the appropriate Vice President or delegate.


• Proposals will be shared with the Education Quality Committee for information and feedback prior to final approval. 

2. Internal Reflection Report

This document will capture:

• findings that are evidence-based and draw on institutional and/or departmental data already collected or data collected during the renewal process; and


• input gathered from employees and students within the service area as well as broader college input. 

This report is submitted to the appropriate Vice President or delegate and is included with the Final Report and Recommendations.

3. External Review Report

This document will capture a review of key findings from the Internal Reflection Report and include feedback and recommendations from one or more individuals or groups external to VCC.

• An external review team consisting of 1 to 3 members will be established, based on recommendations from the Administrator and approved by the appropriate Vice President or delegate.


• Members may include experts, consultants and/or specialists from external advisory committees, organizations, local Indigenous communities and/or other post-secondary institutions or professionals that hold expertise in the area.


• External reviewer(s) will be provided with the Internal Reflection Report and other appropriate documents.


• External reviewer(s) will submit a Report with their recommendations to the appropriate Vice President or delegate and the Administrator.


• The External Review Report will inform the Final Report and Recommendations.

4. Final Report and Recommendations

This document will be an executive summary of the Internal Reflection Report and the External Review Report and outline high-level findings and provide recommendations.

This document is submitted along with all required documentation to the appropriate Vice President or delegate.

Institutional Response

10. An institutional response to the Final Report and Recommendations will be prepared by the appropriate Vice President or delegate and submitted to the Administrator, department, and Education Council along with the Final Report and Recommendations.


11. Education Council will review the Final Report and Recommendations and Institutional Response and will forward these documents to the Board of Governors. Education Council may provide additional commentary.


12. The Final Report and Recommendations will inform Service Area planning processes and may also inform broader institutional planning.  The Final Report and Recommendations will go into the departmental integrated planning process.


13. The college, Education Council and/or the Board of Governors may request updates on the recommendations and progress of outcomes from service area renewals.