A13: Course / Workshop File Documents

Preamble

This Directive will provide a process for all the Canadian Police College (CPC) academic staff to ensure that each course or workshop post-delivery file contains all the essential documents necessary to:

• Set the standards to be followed by all the course instructors and/or guest lecturers in the delivery of the course;
• Be used to set best practices and trends;
• Ensure consistency with each delivery;
• Ensure the highest quality product with each delivery;
• Provide an audit trail;
• Be a tool to risk manage issues that may arise from either the delivery side or the participant;
• Be used as a benchmark for future developments for more advance courses;
• Be part of the quality assurance program;

Definitions

Course Design Document (CDD): The CDD provides the blueprint of the training product which outlines the results of decisions pertaining to content and the evaluation methods selected.

Workshop Design Document (WDD): Blue print of a workshop.

Lesson Plan (LP): Road map of how a course is rolled out.

Directive

Course Design Document (CDD)

1. Academic Standards and Learning Development must be notified of any new course or notable revisions made to an existing course.

2. A Training Identification report will be initiated for each project by the Academic Standards and Learning Development to capture all projects and determine priority level of the project(s). This will be forwarded to the Head of the Faculty for approval acknowledging the project.

3. An instructional designer will be assigned to each identified and approved project.

4. New courses & those courses requiring major changes will have a pilot CDD; this will be forwarded to the Head of the Faculty for approval. In the event that a participant initiates a grievance, the approved pilot CDD will be used throughout the appeal process.

5. Once the pilot course has been delivered and the final changes are made to the CDD it will be sent to the Head of the unit for final review.

6. A final review of the CDD will be conducted by the Head of the Academic Standards and Learning Development prior to the DG or delegate official approval.

7. Once the CDD has been approved a PDF copy will be sent to the Faculty for their records;

8. All changes to a course curriculum must be reported to the Academic Standards and Learning Development section prior to the delivery of the next course to ensure that the changes are captured in writing (if required) followed by approval by the DG or designate;

9. All changes to a course must be reported to the Academic Standards and Learning Development to determine whether or not the CDD needs to be updated and approved by the DG or designate;

10. All Faculty unit managers have an obligation to ensure that the training events being delivered within their unit comply with the approved CDD and any changes be reported to the Academic Standards and Learning Development section;

11. All CDDs are part of a review cycle, usually occurs every three years unless changes to the CDD is required sooner;

12. PDFs of officially signed CDDs are forward to the responsible Head of each Faculty for their records;

13. Original signed copy is archived in records;

14. A PDF is saved on the CPC shared J drive; and

15. All International deliveries will follow the process listed above.

The CDD Template includes:

• Background of course
• Course description and course objective(s)
• Target audience
• Course duration
• Pre-requisites
• Class size
• Certificate
• Logistical considerations
• Modules with associated lessons and learning objectives
• Evaluation of participant

Workshop Design Document

16. Once the approval for the workshop is received the Academic Standards and Learning Development section must be notified and;

• An instructional designer may be assigned to the project;
• All workshops, even a one-time event, must be documented using the WDD;
• All workshops will be added to the three year review cycle;
• All workshops will be part of the quality assurance program directive.

Lesson Plans

17. All courses must have lesson plans which are aligned with the approved CDD;

• Provides a roadmap as to how the training will be rolled out;
• Clearly articulates the learning objectives for each lesson associated to each module;
• Clearly articulates the delivery and evaluation methods that will be used;

See Appendix A for Lesson Plan rationale.

End-of-Course / Workshop Report

18. The end-of-course / workshop report captures all events that have occurred throughout a delivery of a course or workshop and will identify any issues that occurred and actions taken by the course instructor to address them; and

19. This report must be completed within two weeks after each course or workshop delivery.

See Appendix B for rationale.

End of Course / Workshop Evaluation (Kirkpatrick Level 1 – REACTION)

20. Each course instructor will use the CPC standardized and approved end of course / workshop evaluation survey on the last day of the course;

• All end of course / workshop evaluation surveys will be administered and collected by the course instructor;
• The end of course / workshop evaluation surveys will be kept in archives;
• Provides an opportunity for the participant to share their opinions about the administration, content, delivery, course materials, resources, scheduling, instructor skill(s) and knowledge.
• Provides an immediate quality overview as to how the course is doing.
• Acknowledges areas to improve the management and delivery of the course prior to its next delivery.
• Provides an audit trail that can be used as part of the analysis phase when the course goes through the review cycle process.

Completed File

21. The completed file must include and be completed within two weeks of course end date:

• Class roster
• Course syllabus and/or workshop agenda
• End-of-course report
• Attendance sign-in sheet
• List of certificates issued
• End of course surveys and/or end of workshop surveys
• Guest lecturer evaluation form (if used)

Related directives

Quality Assurance – A12

Date modified:

2018-06-25