1. Introduction

This Standard Operating Procedure outlines how NCI seeks a formal extension to a programme’s QQI-validated enrolment interval. Extensions are appropriate when additional time is required to complete programme review or revalidation planning and must be requested directly from QQI in accordance with the terms of the Certificate of Validation. This procedure applies to all QQI-validated programmes seeking an extension of their “last intake date” beyond the currently approved enrolment interval.

2.  Internal Approval Process

• The Programme Director, in consultation with the Dean, completes the Programme Extension Request Form (PERF), including a clear rationale and proposed new last intake date.
• The completed form is submitted to QIE.
• QIE reviews the proposal and submits it to the Academic Programmes and Quality Committee (APQC) for review.
• APQC may:
  • Approve the extension and forward to QQI.
  • Recommend alternative actions, such as initiating retirement or revalidation instead.
• A summary of all extension approvals is provided to the Executive Group (EG) for strategic consultation and reported to Academic Council (AC) for oversight.

3. Submission to QQI

If approved by APQC, QIE prepares and submits the following materials to QQI by email, referencing the relevant QQI Programmes and Awards Executive Committee (PAEC) meeting. Submissions must be received by QQI no later than the published PAEC paper submission deadline. The following documents must be included:

• Extension Request Letter (signed by the President, drafted by QIE using the PERF)
• Updated Certificate of Validation Request Form (COV Form, with revised last intake date)
• QQI Fee Cover Note (prepared by QIE, based on programme count)
• Protection for Enrolled Learners (PEL) statement, if applicable

The submission is sent to the assigned QQI provider contact (via email), with the relevant validation officer copied. The email subject line and body must reference the target PAEC date.

4. QQI Decision and Follow-Up

• If QQI approves the extension:
  • QIE updates internal tracking, Coursebuilder, and institutional calendars.
  • The updated COV is filed, and relevant stakeholders (Admissions, Timetabling, etc.) are notified.
• If QQI declines the extension:
  • QIE consults with the Dean and Programme Director to determine next steps.
  • The programme must either:
    • Proceed directly to Retirement/Suspension, or
    • Begin full Revalidation, following the standard procedure.

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