1.  Introduction

This Standard Operating Procedure (SOP) outlines the process for academic programme review and revalidation at National College of Ireland (NCI). Programme review ensures that academic offerings remain current, evidence-based, and aligned with strategic priorities and stakeholder needs. The process supports continuous enhancement and culminates in an application to QQI for revalidation under NCI’s devolved responsibility.

2.  Review Process

All programmes within scope must undergo a full programme review and revalidation at least once every five years (three years for microcredentials), in accordance with QQI’s Programme Review Manual and NCI’s QA framework. Revalidation results in a new Certificate of Validation (COV) issued by QQI, confirming the programme’s continued eligibility for delivery and award.

To ensure sufficient preparation, the review process begins 18 months prior to the expiry of the current COV. This timeline enables structured stakeholder engagement, curriculum redevelopment, internal QA oversight, and alignment with QQI’s external review cycle. Programmes under review may not admit new learners beyond the expiry date of the existing COV, unless explicit approval is secured from QQI.

The process requires coordinated participation from:

• The Programme Director and School Dean
• The Quality and Institutional Effectiveness (QIE) Office
• The Academic Policy and Quality Committee (APQC)
• External reviewers and QQI.

This SOP provides a structured, stage-based approach to programme review, from internal notification through to final QQI submission, including governance checkpoints and documentation requirements.
 

2.1. Phase 1 – Preparation and Initial Approval

This phase initiates the programme review and revalidation process. It confirms the College’s intention to proceed with revalidation, establishes a timeline aligned to QQI and internal governance calendars, and prepares foundational documentation for review.

2.1.1. Notification and Programme Committee Decision

12–18 months before final intake

QIE identifies programmes due for revalidation based on expiry dates and cycle allocation. The Programme Director is formally notified and initiates the decision-making process within the Programme Committee.

Actions:

• QIE filters out retired programmes and assigns each to a cycle (1-5) based on the last intake date of the Certificate of Validation (COV), and available QQI PAEC windows.
• Formal notification is sent to the Programme Director, including the Revalidation Engagement Form, revalidation timeline, and PAEC dates.
• Programme Director adds the item to the Programme Committee agenda.
• The Programme Committee records a decision which may be to:
  • Proceed with revalidation (SER 1),
  • Retire the programme (with teach-out plan), or
  • Apply for an extension with justification.

2.1.2. Revalidation Engagement and Institutional Approval

12–18 months before final intake

The Programme Director submits the Revalidation Engagement Form to QIE. This form provides an overview of anticipated changes, planned stakeholder consultation, and any changes to delivery mode or structure (e.g., blended learning, micro-credentials, embedded awards).

Actions:

• QIE holds a timeline planning meeting with the Programme Director to agree:
  • Target panel dates;
  • QQI PAEC submission deadlines;
  • Required consultation and governance timelines.
• QIE submits the completed Engagement Form and timeline to Academic Programmes and Quality Committee (APQC).
• APQC reviews the proposal and, if satisfied, approves the programme to proceed to revalidation (SER 2).
• QIE records the decision and notifies internal departments: Academic Operations, Timetabling, Admissions, Exams, Marketing, and Student Services
• A summary of the annual revalidation schedule is provided to the Executive Group for strategic oversight.

2.1.3. Documentation Preparation and Initial TOR Drafting

~10 months before panel event

Once institutional approval is granted, QIE sets up a dedicated SharePoint workspace to support the revalidation process. The Programme Team begins preparing internal drafts to guide stakeholder engagement.

Actions:

• QIE creates a SharePoint folder with:
  • Terms of Reference (TOR) template
  • Programme Review Report (PRR) template
  • Revalidation Programme Descriptor (PD) template
  • Self-Evaluation Report (SER) template
  • QQI Award Standards and validation criteria
  • Validated programme documentation and recent programme data
  • Any relevant TEL or apprenticeship-specific guidance
• The Programme Team drafts:
  • TOR (v1) to outline:
    • The list of programmes under review;
    • A high-level summary of intended changes;
    • Initial rationale or focus areas for stakeholder input.
• This draft is not reviewed by QIE but acts as an internal working document to guide upcoming consultation.

2.1.4. Stakeholder Engagement and PRR Development

10–8 months before panel event

Using TOR v1 as a guide, the Programme Team conducts targeted stakeholder engagement. This feedback directly informs the development of both TOR v2 and the initial Programme Review Report (PRR v1).

Actions:

• Programme Team facilitates structured consultation with:
  • Internal stakeholders: Academic Operations, Timetabling, Admissions, Exams, Marketing, Student Services, and relevant faculty
  • External stakeholders: Current students, alumni, employers, industry bodies, and advisory boards (as appropriate)
• Documentation is maintained for internal records:
  • SER 3 – internal stakeholder meetings
  • SER 4 – external stakeholder meetings
• Outcomes of engagement are used to:
  • Finalise TOR (v2) for QIE review;
  • Draft PRR (v1), incorporating:
    •  
      • Analysis of programme performance and data trends;
      • Stakeholder perspectives on curriculum, delivery, and outcomes;
      • Reflections on fitness-for-purpose and areas for enhancement;
      • Initial recommendations for change;
    • Develop PD (v1), outlining:
      • The revised structure of the programme;
      • All embedded and exit awards (including micro-credentials where applicable);
      • Proposed changes justified by the PRR;
      • Updated MIPLOs, curriculum map, and assessment strategy (where changes are proposed).

2.1.5. Panel Search and Initial Contact

8–6 months before panel event

QIE begins securing the independent Programme Review and Revalidation Panel (PRRP), while the Programme Team proposes relevant experts.

Actions:

• QIE appoints:
  • Independent Chair (senior academic or registrar-level);
  • Recording Secretary (QA experience);
  • Learner Representative (external and NStEP-trained);
• Programme Team proposes:
  • Two Subject Matter Experts (SMEs);
  • Industry Representative(s).
• QIE confirms final panel, ensuring:
  • 50/50 gender balance;
  • International SME for Level 9 programmes;
  • Expertise in TEL (for hybrid/online programmes);
  • Experience with statutory apprenticeships (if applicable).

2.1.6. QIE Review of Draft Documentation

8–6 months before panel event

Once the Programme Team has completed the initial drafting of core documentation, including PRR (v1), PD (v1), and TOR (v2), these are submitted to QIE for formal quality assurance review. This review ensures alignment with QQI requirements and institutional standards before entering the next phase of the revalidation process.

Actions:

• The Programme Team submits:
  • Programme Review Report (PRR v1)
  • Revalidation Programme Descriptor (PD v1)
  • Terms of Reference (TOR v2) (reflecting stakeholder consultation outcomes)
• QIE conducts a coordinated review, focusing on:
  • Internal consistency and alignment between TOR, PRR, and PD;
  • Coherence with QQI validation criteria and award standards;
  • Appropriate use of evidence (data analysis, stakeholder feedback, curriculum mapping);
  • Any risks or conditions identified in past validations or panel reports.
• QIE provides consolidated written feedback with tracked comments or queries.
• The Programme Team revises documentation accordingly and confirms readiness to proceed to Phase 2 Review and Panel Preparation.

2.2. Phase 2 – Review and Panel Preparation

This phase ensures that the programme documentation is finalised, that internal consultation and quality assurance are complete, and that both NCI and QQI are aligned on the scope and composition of the external panel. It concludes with the programme being panel-ready and all materials formally submitted to QQI.

2.2.1. Finalising Documents and Panel Setup

4-2 months before panel event

This step confirms final versions of documentation and panel composition, facilitates APQC governance review, and prepares for QQI panel confirmation.

Actions:

• The Programme Team finalises:
  • Programme Descriptor (PD v2), incorporating QIE QA feedback;
  • Terms of Reference (TOR Final), fully aligned with stakeholder consultation and the revised programme structure.
• QIE reviews:
  • Coherence between PRR, PD, and TOR Final;
  • Risk areas identified in previous validations or stakeholder feedback;
  • Clarity of scope and alignment with QQI validation criteria.
• QIE prepares and collects panel documentation:
  • Conflict of Interest and Confidentiality Forms;
  • Expert Details Forms;
  • TOR Sections 6 and 7 (panel composition and draft agenda).
• Academic Programmes and Quality Committee (APQC) reviews and approves:
  • TOR Final and proposed panel membership;
  • Academic readiness to proceed to external review (SER 5).
• Upon APQC approval, QIE:
  • Uploads TOR Final to QQI via QHub (QQI has two weeks to confirm panel);
  • Confirms availability of all external panel members;
  • Begins scheduling contact with learners, alumni, and employers.

2.2.2. Final Internal Approvals and Panel Briefing

8–6 weeks before panel event

At this stage, the full self-evaluation report is assembled, final internal approvals are secured, and the panel event logistics are completed.

Actions:

• The Programme Team completes:
  • Programme Review Report (PRR Final) and Programme Descriptor (PD Final);
  • Supporting materials, including:
    • Book of Modules;
    • Staff CVs;
    • Learner Handbook;
    • Sample assessments or capstone briefs.
• Documents are reviewed and signed off by:
  • Dean or Head of School
• QIE compiles and finalises the full documentation pack:
  • PRR Final and PD Final;
  • QQI Fee Cover Note;
  • Protection for Enrolled Learners (PEL) documentation;
  • President’s Approval Letter.
• APQC conducts a final academic sign-off (SER 6) and formally approves:
  • The complete Self-Evaluation Report (SER);
  • Submission of final materials to the external panel.
• QIE:
  • Sets up the Microsoft Teams environment for the panel;
  • Sends calendar invitations to:
    • External panel members;
    • Internal NCI participants;
    • Learners, alumni, and employers involved in the event.

2.3.                    Phase 3 – Panel Event and Feedback

This phase includes the formal panel evaluation of the programme, management of the Independent Evaluation Report (IER), and the provider response process. The purpose is to ensure the external panel’s review is fully addressed before final submission to QQI.

2.3.1. Pre-Panel Preparation and Briefing

2 weeks before panel event

QIE prepares the final documentation set and sends it to the external panel, ensuring clarity of roles and timelines ahead of the panel event.

Actions:

• QIE prepares the Panel Briefing Pack, and populates a Teams group that can be accessed by external members with:
  • Panel Briefing Pack
  • Meeting Agenda
  • Terms of Reference
  • Revalidation Programme Descriptor
  • Programme Review Report
  • Self-Evaluation Report
  • The existing validated version of the programmes
  • Book of Modules
  • Learner Handbook
  • Sample Assessments
• QIE sends the external panel with:
  • A link to the MS Teams site containing all final documents;
  • A pre-panel welcome message and Initial Feedback Form;
  • A calendar invite to the Pre-Panel Meeting.
• The Recording Secretary receives a copy of the Independent Evaluation Report template, used to document:
  • The panel’s analysis of the provider’s self-evaluation;
  • The final recommendation (revalidation, revalidation with conditions, or refusal);
  • The rationale for any conditions or recommendations.
• QIE meets with the Panel Chair one week prior to the panel event to:
  • Confirm panel expectations and schedule;
  • Provide an overview of the proposed changes;
  • Discuss any agenda changes or logistical requirements;
  • Confirm whether the Chair wishes to hold a one-hour pre-panel-only meeting (no NCI staff present).

2.3.2. Panel Event

QIE facilitates the full panel event in accordance with the agreed Terms of Reference and agenda.

Actions:

• The panel meets with the Programme Team, relevant internal stakeholders, and learners and graduates as appropriate.
• The panel may request clarifications during the event.
• At the conclusion of the event, the panel provides verbal initial feedback outlining:
  • Its recommendation (revalidate or not);
  • Any conditions of revalidation;
  • Any recommendations to the provider;
  • General commendations or observations.

2.3.3. Independent Evaluation Report (IER) and Factual Accuracy

2–3 weeks post panel event

The Panel Chair and Secretary complete the IER and submit it to QIE for internal and external review.

Actions:

• QIE receives the Independent Evaluation Report from the Panel Chair and Secretary.
• QIE sends the IER to the Programme Team for factual accuracy checking. The Programme Team uses the Factual Accuracy Feedback Form to:
  • Note any errors in fact;
  • Provide corrections or clarifications.
• QIE compiles confirmed corrections and shares the final Factual Accuracy Form with the Panel.
  • QIE may liaise with the Chair/Secretary if clarification is required.
• Once agreed, QIE creates the Response to IER and Panel Sign-Off template, with:
  • All conditions and recommendations extracted and structured;
  • Space for provider responses and cross-references to updated documents.

2.3.4. Provider Response and Panel Sign-Off

4–6 weeks post panel event

The Programme Team completes the formal response to the panel and submits revised documentation for final approval.

Actions:

• The Programme Team completes the Response to IER and Panel Sign-Off document, addressing:
  • Each panel condition (with evidence of compliance);
  • Panel recommendations (with notes on whether implemented or considered);
  • Cross-references to the updated Revalidation Programme Descriptor.
• Revised documentation includes:
  • Revalidation Programme Descriptor (Post-Panel Version);
  • Updated Book of Modules (if applicable);
  • Learner Handbook (if updated);
  • Revised sample assessments (if applicable).

2.3.5. Final Review and Chair Confirmation

Up to 8 weeks post panel event

QIE performs a final QA review and submits the complete package to the Panel Chair for final sign-off.

Actions:

• QIE reviews the Response to IER and all revised documentation for:
  • Completeness;
  • Alignment with conditions;
  • Formatting and referencing.
• QIE sends the following to the Panel Chair and Recording Secretary:
  • Response to IER and Panel Sign-Off;
  • Final Revalidation Programme Descriptor;
  • Appendices (if updated);
• The panel reviews the materials via desk-based review (within 6 weeks of the panel event).
• Once satisfied:
  • The Panel Chair and Recording Secretary sign the final IER;
  • The Chair completes the final section of the Response to IER document;

2.3.6. Submission to QQI and Operational Setup

Within 8 weeks post panel event

Following completion of the external review and receipt of the Panel Chair’s final confirmation, the programme proceeds to QQI for formal validation and institutional setup. For details on submission to QQI, post-validation integration, and national listing, refer to the QQI Submission and Validation Procedure.

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