1.  Introduction

This Standard Operating Procedure (SOP) outlines the steps and documentation required for submitting a programme to QQI for formal validation via QHub. It applies to all programme types and submission contexts, including new validations, revalidations, differential validations, and extensions, following completion of internal governance and external panel review.

Responsibility for preparing and submitting validation documentation via QHub rests with the Quality and Institutional Effectiveness (QIE) Office, acting on behalf of National College of Ireland (NCI).

This SOP should be read in conjunction with:

• QQI Programme Validation Manual (April 2024)
• QHub Providers’ User Manual

2.  QQI Submission Process

2.1. Preparing for Submission

Once the Independent Evaluation Panel (IEP) process is complete and all panel feedback has been addressed, QIE compiles the final validation documentation for submission to QQI.

QIE ensures the following documents are prepared in final form:

• Final Programme Validation Report (PVR) – the IEP report as signed off by the Panel Chair
• Final Programme Descriptor – updated to reflect all panel conditions and recommendations
  • For TML programmes, this includes final confirmation of instructional settings, digital supports, and assessment strategies aligned with NCI policy and QQI guidelines
• Conditions of Validation (CoV) and Panel Recommendations – consolidated in QQI’s required format
• Self-Evaluation Report (SER) – if required by QQI for the type of validation
• Protection of Enrolled Learners (PEL) Arrangements – where applicable
• President’s Letter and Fee Note – formal NCI confirmation of submission and associated fees

Additional requirements for specific programme types:

• Apprenticeships:
  • Confirmation of signed Memoranda of Agreement (MOAs) with participating employers
  • Consortium Steering Group (CSG) endorsement letter or meeting minutes
  • Confirmation that workplace mentor training has been completed or scheduled
• TML (Technology-Mediated Learning) Programmes:
  • Confirmation that digital delivery infrastructure and learner support services are fully in place
  • Alignment with NCI’s Policy on Blended and Online Learning Programmes 

2.2. Uploading to QHub

Once all documentation is finalised, QIE completes the submission process through QQI’s QHub system.

• QIE logs into QHub and updates the relevant programme entry, either by:
  • Continuing a previously acknowledged application, or
  • Initiating a new submission where applicable
• QIE uploads all required documents to the system as individual files under the relevant document types (e.g. Programme Descriptor, SER, Fee Note)
• Where multiple interrelated programmes are submitted together (e.g. embedded awards), QIE uses QHub’s bundling functionality to link them for panel scheduling
• Once submission is complete, the system automatically queues the programme for QQI screening and PAEC review

2.3. QQI Screening and PAEC Review

Following submission, QQI undertakes a pre-panel completeness check:

• If the documentation meets all requirements, the application proceeds to the QQI Programmes and Awards Executive Committee (PAEC)
• If issues are identified, QQI sets the status to “Draft Post Screening”, and QIE is notified of required amendments
• QIE addresses any outstanding issues and re-uploads revised materials via QHub

At the PAEC meeting, QQI makes one of the following determinations:

• Approved → Certificate of Validation (CoV) is issued
• Approved with Conditions → CoV issued pending fulfilment of specified conditions
• Rejected → Programme team must revise and resubmit for reconsideration

3.  Post-Validation Actions

3.1. Institutional Setup and Notifications

QIE leads the post-validation coordination process and notifies the following teams to begin implementation:

• Academic Operations Add the programme to academic calendars and confirm launch timelines.
• Marketing and Admissions
  Officially publish the validated programme on the NCI website and prospectus. Update application materials, entry criteria, and intake schedules as confirmed.
• Exams and Registry
  Ensure accurate setup of credit structures, award classifications, module records, and progression rules in student records systems.
• Timetabling (CTO)
  Begin scheduling based on the final approved programme structure.
• Library
  Confirm reading list finalisation and provision of resources for any newly introduced modules or significant curriculum changes.
• Digital Learning Team
  Set up VLE shells, module structures, and instructional settings in accordance with approved TML specifications.
• IT and Student Support Services
  Validate that learner-facing systems are ready to support delivery, particularly for online, blended, or hybrid modes.

3.2. Apprenticeship-Specific Setup

For programmes validated as statutory apprenticeships:

• QIE coordinates with the Apprenticeship Programme Team to:
  • Confirm off-the-job block rotation schedules with participating employers.
  • Set up employer and mentor records in the CRM.
  • Coordinate national listing steps with SOLAS and the National Apprenticeship Office (NAO).

3.3. National Listing and Ongoing QA Monitoring

• NFQ Database Update
  QQI updates the programme’s status on the National Framework of Qualifications (via IRQ.ie). This makes the programme publicly searchable by learners, employers, and other stakeholders.
• Certificate of Validation (CoV)
  QQI formally issues the CoV, marking the programme as validated and eligible for learner enrolment.
• QA Monitoring
  All validated programmes are now subject to:
  • Inclusion in NCI’s Programme Review & Revalidation Cycle
  • Monitoring of any QQI conditions of validation until resolved

Follow-up consultation or check-ins (as needed) with departments affected by delivery model or resource planning

Version Control