Final Approval Body: Senate
Senior Administrative Position with Responsibility for Policy: Vice Provost (Teaching and Learning)
Date Initially Approved: February 2026
Date of Last Revision, if applicable: N/A
Purpose
This policy establishes minimum institutional expectations for the creation, distribution, amendment, use, and retention of Course Outlines at Queen’s University. It is designed to support consistent, transparent communication of course expectations and learning outcomes, enable appropriate academic and administrative uses of Course Outlines and foster a learner-centred environment that promotes student engagement and more equitable learning practices. SCOPE This policy applies to all credit-bearing courses offered by the University. Faculties and Schools may adapt the format and presentation of course outlines to align with unit norms and governance processes, provided that all the information under this Policy is included.
Definitions
Anonymous Voting Process: A method for collecting student votes on proposed changes to the Course Outline that ensures individual responses remain confidential. Instructors can use the survey tool in onQ, one of the University’s Learning Management Systems, or any other anonymous polling method. Assessment: any graded activity, task, or evaluation that contributes to the final grade in a course, including but not limited to exams, tests, assignments, projects, presentations, performances and portfolios.
Course Outline or Syllabus: The document that communicates essential information about course learning outcomes, learning experiences, expectations, and policies to students.
Course Outline Standards and Guidelines: A supplementary document detailing required components and additional guidance for developing Course Outlines.
Course Outline Addendum: A brief, supplementary document to the Course Outline used to record changes or additions after the Course Outline has been distributed. An addendum specifies additional or distinct requirements for students at a different program level in a cross-listed course (e.g., differences in assessments, grading scales, or course-level outcomes). Once distributed, a Course Outline Addendum is subject to the same restrictions on amendment as the Course Outline.
Exceptional Disruption: A significant and extraordinary event or circumstance that materially affects the planned delivery of a course or the administration of Assessments. Such disruptions may include, but are not limited to, natural disasters, public health emergencies, institutional closures, or system-wide technological failures, or the unexpected illness, injury, or incapacity of the instructor(s) assigned to the course after the course has begun.
Learning Management System: A software application for the administration, documentation, tracking, reporting, and delivery of courses. For the purposes of this policy, the Learning Management System is the primary platform for distributing electronic versions of Course Outlines and Course Outline Addenda. In cases where distribution through the Learning Management System is not possible, the electronic version may be provided to students by university email.
Program Level: The level of study at which courses are offered at the university, including undergraduate, second-entry undergraduate (e.g., JD, MD), and graduate programs.
Substantial Agreement: A decision-making outcome in which at least 80% of the students present at the time of the Anonymous Voting Process support the proposed change. Substantial Agreement applies only to those participating in the vote, not all students in the course.
Policy Statement
1.Course Outline Requirements
Course Outlines are central to how instructors communicate course expectations, learning outcomes, and assessment methods. They help students plan their learning, promote transparency and equity across the University, and reduce confusion or the potential for disputes by ensuring that essential information is clearly communicated at the outset of every course.
This Policy establishes the minimum institutional expectations for course outlines. The accompanying Course Outline Standards and Guidelines distinguishes between:
- Required elements (Section I): the minimum information that must appear in every course outline to comply with this Policy; and
- Recommended practices (Sections II and III): learner-centred and accessibility focused components that instructors may adopt to enhance clarity, engagement, and inclusion.
a. Every for-credit course at Queen’s University will have a Course Outline that meets the minimum requirements outlined in the Course Outline Standards and Guidelines.
b. Course Outlines will:
i. Comply with this policy and all other applicable policies of the university.
ii. Be distributed to all registered students in person or electronically through the Learning Management System by the end of the first day of class.
iii. Be accessible in a format compatible with assistive technologies as specified in the Course Outline Standards and Guidelines.
iv. Be collected by departments in departmentalized faculties, or faculty offices in non-departmentalized units, and retained for at least twenty (20) years.
v. Be made available within the University through institutional platforms (e.g., the Learning Management System) for academic planning, student advising, course selection, and quality assurance, in a manner consistent with the Queen’s-QUFA Collective Agreement and the Records Retention Policy.
vi. Be in compliance with the university’s obligations under the Ontario Human Rights Code and other applicable legislation, while recognizing academic freedom within those legal boundaries.
c. Where a course is cross-listed across different Program Levels, a single Course Outline may be used, provided it clearly differentiates course expectations for each Program Level. Distinct requirements for students from a different program level are only necessary if students from that level are enrolled. If enrolment occurs after the Course Outline has been distributed, the instructor may provide a Course Outline Addendum and distribute it in person or electronically through the Learning Management System within five (5) business days of the instructor being notified of that enrolment. Once distributed, a Course Outline Addendum is subject to the same restrictions on amendment as the Course Outline. Course Outline Addenda do not require prior approval unless changes involve Assessments governed by Section 2.
2. Amendments to Course Outlines
Instructors may make adjustments to a Course Outline, such as refinements to topics, readings, or class activities, to respond to pedagogical needs or unforeseen circumstances. Any such changes must be communicated to students in writing and as promptly as possible, normally through the Learning Management System.
Amendments to a Course Outline under this Policy are guided by a commitment to fairness for all students. Fairness is understood as balancing equity for individual students with reasonable flexibility for the whole class. It seeks to ensure that no student is placed at an unreasonable disadvantage by a change, while recognizing that adjustments supported by a substantial majority or affecting a minor assessment may proceed when communicated transparently and implemented with care for students’ differing circumstances.
Once distributed to students, the information in a Course Outline regarding the types and timing of Assessments contributing to the final grade may not be changed if the Assessment is worth more than 10% of the final grade, unless the change is permitted under Section 2a.
Changes to Assessments worth 10% or less of the final grade are permitted at the instructor’s discretion, even if the change may disadvantage some students, provided the change is communicated to all students in writing and as promptly as possible, normally through the Learning Management System.
For the purposes of this Policy, a change will disadvantage a student if it reduces the opportunity to complete an Assessment, increases workload, changes an Assessment weighting, or otherwise affects a student’s ability to demonstrate learning as originally described in the Course Outline. Instructors are responsible for determining whether a proposed change would disadvantage any student.
Faculties and Schools may establish additional procedures consistent with this Policy to guide the communication and approval of Course Outline amendments.
a. General conditions
After the Course Outline has been distributed to students, changes to Assessments are permitted only under the following circumstances:
i. the Assessment is 10% or less of the final grade; or
ii. the change does not disadvantage any student; or
iii. the change follows the Substantial Agreement process in section 2b; or
iv. the change is permitted under sections 2c, 2d, or 2e.
Any change under this Policy may only be initiated by the course instructor. As a guiding principle, and to the extent possible, any amendment must not disadvantage any student. In cases of Exceptional Disruptions (2c) or where an amendment is required to comply with university policy or legal obligations (2d), decisions may be made administratively to ensure academic continuity or legal compliance.
b. Changes requiring Substantial Agreement
Changes to Assessments that would otherwise disadvantage students are permitted if students present at the time of voting reach Substantial Agreement through an Anonymous Voting Process. Where practicable, instructors are encouraged to provide students with advance notice that a vote will be held and the proposal to be considered.
Instructors must ensure that:
i. The voting process must provide all students present at the time of the vote a reasonable opportunity to participate:
a. Single scheduled class time: the vote must take place during a single class session.
b. No single common class time (e.g., multi-section courses; blended courses): the vote must take place within a clearly defined, time-limited window (normally 24 hours).
c. No scheduled class time (e.g., asynchronous online course): the vote must take place within a clearly defined, time-limited window (normally 48 hours).
ii. Non-responses in the Anonymous Voting Process are not counted as agreement or disagreement; only submitted responses determine the outcome.
iii. Students are informed that they are free to disagree with the proposed change, with no negative consequences for doing so.
iv. In the case of a successful vote, records of the voting outcome and the updated Course Outline are documented and shared electronically within two (2) business days of approval with:
a. students through the Learning Management System.
b. the head (in departmentalized faculties) or the appropriate Associate Dean (in non-departmentalized units).
C. Exceptional Disruptions
As an exception under 2a, and overriding 2b, in the event of an Exceptional Disruption, modifications to course delivery and elements contributing to the final grade (including Assessments) may be made to ensure academic continuity. These changes must be made thoughtfully to avoid, to the extent reasonably possible, disadvantage to any student, and that decision-makers consider:
i. The integrity of the course learning experience.
ii. The coherence and achievability of assessments and instructional activities.
iii. Where applicable, students’ ability to demonstrate program-level learning outcomes.
iv. Potential burdens on students, including increased workload or scheduling conflicts.
v. Equity and accessibility concerns.
Once the modifications are identified, these changes:
i. Must be approved by the head, or the appropriate Associate Dean in nondepartmentalized units.
ii. Once approved, the modifications must be communicated to all students, with an updated Course Outline provided electronically through the Learning Management System within two (2) business days of the approval.
d. Compliance with Policy or Legislation
Where an amendment is required to comply with university policy or legal obligations under the Ontario Human Rights Code or other applicable legislation:
i. The amendment may be made by the instructor; the department head (for departmentalized faculties); or the appropriate Associate Dean (for non departmentalized units).
ii. No Anonymous Voting Process is required.
iii. If the amendment affects all students, it must be communicated to all students, with an updated Course Outline provided electronically through the Learning Management System within two (2) business days of the change.
iv. If the amendment applies only to an individual student (e.g., an accommodation required under the Ontario Human Rights Code), it must be communicated only to that student and does not require updating the version of the Course Outline shared with the full class.
e. Final examinations
Changes to final examinations are subject to the following additional conditions:
i. Any proposed changes must follow the process outlined in 2a.
ii. Changes may only be proposed within five (5) business days of the release of the final exam schedule by the Exams Office, except in the cases of Exceptional Disruptions (2c).
iii. Instructors must notify the Exams Office in writing of any proposed changes to a scheduled final examination no later than ten (10) business days after the release of the exam schedule and provide documentation of the student vote and updated Course Outline.
3. Faculty or School-Specific Course Outline Policies
a. Faculties and Schools may:
i. Establish additional requirements for Course Outlines that reflect specific disciplinary needs or pedagogical practices, provided these standards meet the minimum requirements outlined in the Course Outline Standards and Guidelines.
ii. Develop and use their own templates or include additional components that reflect disciplinary and pedagogical practices, provided those templates incorporate all required elements from the Course Outline Standards and Guidelines.
iii. Establish additional procedures consistent with this Policy to guide the communication, approval, and archiving of Course Outlines, Course Outline Addendums, and any subsequent amendments.
b. Deans are responsible for ensuring that Faculty or school-specific requirements align with this policy and are effectively communicated within their respective academic units.
Scope of Proposed Policy
This policy applies to:
- All graduate and undergraduate credit courses offered by Queen’s University.
- Faculty, term adjuncts, and other instructional staff responsible for creating and distributing Course Outlines.
Responsibilities
Vice-Provost (Teaching and Learning):
- Oversees implementation of this policy and ensures regular review and updates.
Senate Committee on Academic Development and Procedures (SCADP):
- Reviews and approves any updates to the Course Outline Standards and Guidelines to ensure they align with evolving academic standards and learner-centred practices.
Faculties and Schools:
- Faculties and Schools will ensure course-outline practices align with this Policy through existing academic oversight processes; no new centralized mechanism is created by this Policy.
Deans:
- Oversee compliance within their Faculty or School and establish any additional, Faculty-specific Course Outline requirements.
Associate Deans:
- Ensure compliance with this policy within their departments, programs or academic units and support instructors in implementing required components.
Course Instructors:
- Develop Course Outlines in alignment with this policy and distribute them by the specified deadline.
- Obtain necessary approvals for any amendments to Course Outlines and communicate them promptly to students.
Departmental or Faculty Assistants
- Collect and archive Course Outlines.
Related Policies, Procedures, Guidelines: Course Outline Standards and Guidelines, Academic Regulations, Records Retention Policy, Academic Accommodation Policy, Faculty/School-specific academic policies
Policies Superseded by this Policy: N/A
Responsible Officer: Vice-Provost (Teaching and Learning)
Contact: vptl@queensu.ca
Date for Next Review: 2031