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Annual Academic Plan And Budget Development

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Category:
Academic & Student Affairs
Audience:
All University Personal
Issued:
January 26, 2020
Last Revised:
January 23, 2020
Owner:
Vice-President Academic
Approved By:
Board of Governors
Contact:
Vice-President Academic

Introduction

Teaching & Learning is the foundation of a transformative education experience. The annual First Nations University of Canada institutional academic plan provides a detailed and accurate overview for what is expected for the delivery of FNUniv academic programs for that academic year in alignment with budget. The purpose of this policy is to develop and implement a consistent, transparent and accurate academic plan and associated Program budgets which guides academic operations and administration for that year.

Policy

PLANNING APPROACH:

Annual and long-range planning is critical to the proper functioning of the institution and the ability of the institution to provide programs which fulfil the needs of the communities and students which FNUniv serves. Annual academic plans are essential to guide the academic operations of the institution.

Because of the nature of academic operations, it is recognized that such planning involves the need for flexibility in the allocation of resources, consistent with fair treatment of academic staff members and in accordance with the provisions of the collective agreements. As such, academic and long-range planning is conducted in consultation with faculty.

Academic planning will be undertaken in a spirit of collegiality, with open communication consistent with First Nations values.

PLAN CONTENT:

The institutional academic plan is derived based on consolidating individual program plans and budgets.  Annual academic program plans and budgets, as developed by the Program Councils, include detailed course information and budget required for Year 1, as well as projected course schedule for Year 2 to support longer term planning and U if R scheduling requirements. The annual program plan is based on a standard template which includes the following content:

YEAR 1:

  • Program’s Strategic Objectives: Strategic objectives in alignment with advancing FNUniv’s mission
  • Academic Staffing Plan: Faculty teaching loads, new tenure track / term positions, sabbaticals, leaves, reduced time / course relief, stipends
  • Academic Year Schedule: Course offerings by semester with identification of faculty or sessional instruction, required stipendiary appointments, maximum enrolment, delivery methods and number of credit hours for all undergraduate and graduate courses
  • Academic Other:
    • Other Hiring: Projected number of teaching assistants, lab instructors, guest lecturers, student support, field supervisors and practicum supervisors with the associated cost for each for the fiscal year (April 1 to March 31)
    • Field Trips: Projected number of field trips for related courses and associated cost for fiscal year with brief plan outlined
  • Instructional Supplies & Other Resources: List of instructional supplies or services needed for the fiscal year and any additional equipment requirements required from Information Technology Services; Plant, Property & Maintenance; or Finance
  • Culture Camp: Outline the number of culture camps and the cost per culture camp for the fiscal year
  • Other Requirements & Costs: List of faculty conferences, employee travel, practicum travel with the rationale and associated cost for each
  • Future Changes: Anticipated program or staffing changes after budget year
  • Business Case(s): If additional positions are required as part of this plan, a business case must be attached.

YEAR 2:

  • Projected Course Schedule: Projected course offerings by semester
REVIEW & APPROVAL:

Annual program academic plans and budgets are recommended by Program Councils and submitted to the Associate Deans for review and recommendation to the Vice-President, Academic for final approval.

The budget approval process is separate to this and requires review and approvals in conjunction with the Vice-President, Finance & Administration, President and Board of Governors.

TIMELINES:

The following provides a high-level overview of key timelines as it relates to academic plan and Program budget development:

DATEOCCURRENCE
By September 15
Academic planning kickoff meeting led by Vice-President, Academic
Before September 30
Student Success Services meets with Associate Deans to share summary of student needs as input into academic planning
By October 1
Budget sheets including mandate will be sent to the Associate Deans as input for the academic Program plan and budget development process
Month of October
Meetings between Associate Deans, Program Coordinators and Program Councils
By November 8
Initial draft of Program Academic Plans & Budgets to Associate Deans
November 15
Revised draft of Program Academic Plans & Budgets to Associate Deans
November 22
Consolidated institutional Academic Plan & Budget to Vice-President, Academic
November 30
Consolidated Academic Budget and associated business cases submitted to Finance
December 15
Consolidated budget review complete
December 31
Approval of consolidated budget by President
January 15

Deadline for preparation of submission to the Board of Governors
Last weekend of January
Consolidated budget presented to the Board of Governors for approval
February 28
Approved budgets sent out to Faculties

Roles and Responsibilities

VICE-PRESIDENT ACADEMIC (OWNER)
  • Provide planning and budget parameters to Associate Deans and Program Councils; and
  • Final review and approval of institutional academic plan.
  • Recommend budget for approval to President and Vice-President, Finance
ASSOCIATE DEAN ACADEMIC (COMPLIANCE)
  • Provide input to various Program Councils during development of their annual program plans;
  • Review program plans and provide feedback for refinement as required; and
  • Work with the Academic Administrator and other Associate Dean to consolidate annual institutional academic plan and submit to Vice-President, Academic for approval.
ASSOCIATE DEAN COMMUNITY, RESEARCH & GRADUATE PROGRAMS (COMPLIANCE)
  • Provides input to various Program Councils as it relates to graduate programs during development of their annual program plans;
  • Provides input to the Community-based Program Coordinator during development of the community- based programs annual plan, including liaising with communities and Program Councils as required to determine capacity to deliver, modes of delivery and program content;
  • Review program plans with graduate courses and community-based program annual plan and provide feedback for refinement as required;
  • Work with the Academic Administrator and other Associate Dean to consolidate annual institutional academic plan and submit to Vice-President, Academic for approval.
PROGRAM COORDINATOR (COMPLIANCE)
  • Work with their Program Council to develop their annual academic plan and Program budget and submit to the Associate Dean Academic for review
COMMUNITY-BASED PROGRAM COORDINATOR (COMPLIANCE)
  • Work with communities and associated Program Councils to develop the annual community-based program plan and program budget and submit to the Associate Dean, Community, Research & Graduate Programs for review
ACADEMIC ADMINISTRATOR (COMPLIANCE)
  • Issue call to Program Coordinators annually with timeline requirements for annual plan and Program budget submissions; and
  • Support Associate Deans in consolidating all Program plans and budgets into the annual institutional academic plan and budget 

Consequences for Noncompliance

Academic planning is essential to provide a detailed and accurate overview of what is expected for delivery of academic programs along with staffing and financial requirements. Timely submission of academic plans is critical to feed into the budget process and meet University of Regina scheduling requirements and associated deadlines.

In addition, operating deficits lead to financial distress and must be avoided. Therefore, a balanced financial projection is mandatory and strict adherence to budget limits during the year will be enforced subject to the overall performance of the University.

Noncompliance by any employee may result in disciplinary action.

Process

The following process map demonstrates the key steps involved with execution of this policy:

Related Information

Annual Academic Plan & Budget Template

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