About CVS Informal and Formal Reviews

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About CVS Informal and Formal Reviews

CVS Template for Informal Review 
CVS Email Address for Submission of Informal Review Template: cvs@ocqas.org
CVS AA Tool 

  • The Credential Validation Service (CVS) validates college programs according to a set of quality standards. 
  • All new programs must go through a formal validation process. Many program modifications also require a formal validation process. 
  • The purpose of an informal review is to seek guidance and feedback on the content of a program submission, more precisely any Modification to VLOs in a new proposal or program modification. See the table below for more information. 
  • The feedback provided during an informal review is based only on the information provided at the time of the informal submission. Additional recommendations or feedback may be provided by CVS at the time of formal submission.

Formal vs. Informal Reviews

  • There are two ways to submit new program proposals and program modifications for Validation and review:
    • CVS AA - Tool (online) - https://cvs.ocqas.org
    • Email the CVS Template for Informal Review - cvs@ocqas.org
  • The table below summarizes the method for submission depending on the request and the type of feedback (formal or informal).
  • New programs that must undergo an informal review, will need to be entered in the CVS AA-Tool formally for Validation.

Submission Output (Communication & Documentation)

  • Formal and informal program submissions are reviewed by at least two CVS Team members to ensure consistency.
  • CVS guarantees a response to a Submission within 15 working days.
  • After the CVS Team reviews a formal or informal submission, they will respond to the college using the same method used for the submission. If the submission was sent through the CVS AA - Tool, a response will be sent through the tool; if the submission was sent by email, a response will be sent by email.
  • Depending on the nature of the Submission, there may be several revisions between CVS and the college. Typically, there are 1–4 iterative revisions between initial Submission and Validation.

Informal Review Output

  • When an informal review concludes and CVS determines that a program is ready for formal submission, CVS will maintain its decision for up to three months from the date of agreement (for the parts of the submission that were reviewed).
  • If the formal review leading to validation is not submitted within this timeframe, an additional informal review might be required.
  • CVS’s perspective might have changed if another college submitted a program for validation since the informal review concluded, using the same MTCU code.

Completing the Informal Review Template 

  • Important items to note when completing the informal review template include: 
    • Type of Review: indicate whether the submission is for an informal review of a new program or program modification
    • Rationale for Update: when updating VLOs (for example), indicate if is this because this is part of your process or because you want to focus on something?
    • CIP Code: CVS can't verify VLOs without knowing the CIP to make sure all the VLOs align without exclusions
    • Program Purpose/Description: CVS needs this to clearly understand the program, scope, intent, and goals. This can be the description that appears on the website. 
    • PAC and/or College Support: Include the date of the PAC meeting where the PAC was consulted or whether this is coming up in the future. Keep a copy of the PAC minutes in our files which indicate that support was received. 
    • MTCU Code and Title: This can be found in the APS Table. This helps CVS to understand the credential level and allows them to compare when there are other programs in the same code. 
    • VLO Table: Refer to "About VLOs" when updating VLOs. When filling in this table, remember to do the following:
      • Number the VLOs in the left and middle columns in proper order.
      • In the middle column indicate exactly the VLOs that the program will use. Copy them exactly here.
      • No need to provide a rationale in the right column if copying verbatim.
      • No other notes should appear in the middle column except the VLO.
      • When revising VLOs, if they are outdated, be sure to put them in the correct format. This includes the ACTION VERB, TASK, and CONTEXT. More information here.
      • Ensure VLOs are written to describe what the employer would ask a graduate to do in the workplace.
      • VLOs should not be written like a course learning outcome or essential employability skill.
      • When adding descriptors that indicate "how" the work will be done, this is more applicable to a course learning outcome than a VLO. 
        • Example VLO that should be more of a course learning outcome: "Collect, interpret, develop and communicate information accurately and effectively in oral, written, visual and electronic forms."
        • Updated to fit more of a VLO format: "Communicate professionally and collaboratively with internal and external parties to meet organizational objectives."

Formal Review Output

  • When a formal review occurs and the program is validated, a Validation Decision Letter and Program Application Document are emailed to the college and the Ministry of Colleges and Universities (MCU).
  • If the college plans to seek MCU funding approval, it must submit the Validation Decision Letter, the Program Application document, and all other required documents directly to the Colleges Unit using the Program Funding Approvals and Administration Module (PFAAM) to complete the funding approval request.
  • MCU requires additional information beyond what is required by CVS, including:
    • The Board Attestation form, signed by the college president
    • The Program Delivery Information (PDI)

More Information

For more information, refer to the CVS Credential Validation Guidelines on the OCQAS website

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