1.  Introduction

This Standard Operating Procedure (SOP) outlines the process for the suspension and retirement of QQI-validated programmes at National College of Ireland (NCI). These actions may arise as part of programme review, strategic alignment, market changes, or other institutional considerations. The SOP ensures that such decisions are evidence-based, transparent, and subject to appropriate governance.

This procedure applies to all validated programmes, including embedded and special-purpose awards.

• Suspension refers to a temporary pause in student recruitment, typically for 1–2 academic years, with the intention to resume the programme.
• Withdrawal refers to a permanent end to recruitment, where a teach-out plan is required for remaining students.
• Closure refers to full retirement of a programme with no remaining learners.

This SOP is normally triggered as an outcome of the Programme Review Procedure and begins upon submission of a completed Programme Retirement Form (PRF) to QIE.

2.  Procedure

2.1. Proposal and Internal School Approval

• The Programme Director initiates the proposal for suspension, withdrawal, or closure through the Programme Committee.
• Following Committee endorsement, the Programme Retirement Form (PRF) is completed and signed by the Dean of School.
• The completed PRF is submitted to the Quality and Institutional Effectiveness (QIE) Office.

2.2. Review by APQC and Executive Group Consultation

• QIE reviews the PRF and schedules the item for consideration by the Academic Programmes and Quality Committee (APQC).
• Required documentation includes:
  • Completed PRF;
  • Draft Teach-Out Plan (for withdrawals only);
  • Internal and external consultation details (where applicable).
• APQC may:
  • Approve a suspension for a specified duration;
  • Approve a withdrawal subject to a suitable teach-out;
  • Approve closure where no learners remain.

Where relevant, QIE may present the case to the Executive Group (EG) as part of a consolidated programme lifecycle update (including revalidations, retirements, and extensions). EG may provide feedback to APQC for strategic alignment.

A summary of all decisions is reported to Academic Council for oversight. Academic Council does not approve individual cases.

2.3. Suspension Conditions

• Suspended programmes must:
  • Be removed from CAO, website, and recruitment cycles during the suspension period;
  • Remain on the validation register (flagged as suspended);
  • Maintain academic integrity for future recommencement.

A suspended programme must undergo a review prior to reinstatement. If not reinstated within the suspension period, it may be subject to withdrawal and retirement.

2.4. Withdrawal and Closure Conditions

Where learners remain:

• A Teach-Out Plan must be submitted and implemented, including:
  • Final module delivery schedule;
  • Resit and repeat supports;
  • Learner communications;
  • Impact on staffing and shared modules.
• QIE monitors teach-out progress and includes updates in QA reporting until all students have exited the programme.

Where no learners remain:

• The programme proceeds directly to closure.

2.5. Notifications and Record Management

Following APQC approval:

• QIE informs all relevant departments:
  • Academic Operations, Timetabling, Exams, Admissions, Marketing, IT, Student Services.
• QIE notifies QQI (via QHub) and any relevant partners or PRSBs.
• Programme records are updated in:
  • Coursebuilder;
  • QuercusPlus and associated learner systems;
  • Internal validation register and curriculum archive.

Recruitment and promotional materials must be updated to reflect the programme’s suspended or retired status.

2.6. Final Closure (for Withdrawn/Closed Programmes)

Once all students have completed:

• QIE confirms final closure and archives the programme in accordance with retention policies.
• Programme is removed from the QQI validation list if applicable.

Academic Council is notified via QA reporting.