Ad personam and ad hoc programme variation processes

Ad personam or ad hoc programme variations must be approved by the relevant Pro-Dean for Student Education, acting on behalf of the Faculty Taught Student Education Committee.

The processes you need to go through to make ad personam and ad hoc programme variations are outlined here.

Making a case: programme learning outcomes

For both ad personam and ad hoc programme variation, the proposing school should set out how:

  • the proposed revised programme will be structured
  • the revised structure will allow the student(s) to meet the programme learning outcomes.

Note: It is particularly important that any waiver or change to compulsory modules is justified in relation to the programme learning outcomes.

Ad personam programmes for individual students

A school proposes an ad personam programme variation through the Exams team.

Use the Request for ad personam programme variation approval form. Email this to:

The Exams team will seek approval from the relevant Pro-Dean for Student Education. If the request is approved, the Programmes and Assessment team will make the necessary changes directly in the student record within Banner.

Note: an ad personam programme is approved for the named student only. To use it for other students, you must get permission again from the Faculty Taught Student Education Committee (FTSEC).

Ad hoc changes to a programme

A school proposes an ad hoc programme variation through the Quality Assurance team (QAT).


Use Part B of the apppropriate programme proposal form (undergraduate or postgraduate) to provide details of the new ad hoc programme variation, see programme proposal forms. QAT will then seek approval from the relevant Pro-Dean/FTSEC.

When the changes have been approved, you need to make them in the programme catalogue entry, so they are implemented for all students in the cohort.

An ad hoc programme will be approved for a specified cohort of students only. To use it for subsequent cohorts, you must again get approval from the Pro-Dean/FTSEC.

Schools must:

  • Complete full documentation for the ad hoc programme, including specifying the rules for eligibility for awards where these differ from the normal arrangements.
  • Ensure that the proposed modules comprise a coherent and logical choice, consistent with the intended programme learning outcomes.
  • Check the acceptability of the arrangement with all participating schools and any external partners.
  • Clear any practical difficulties, such as normal pre-requisites, which might have to be set aside.
  • Discuss, where appropriate, the proposed ad hoc arrangements with the relevant external examiner(s) and keep a record of such discussions