Programs Dr. Stephanie Beauchamp Associate Vice Chancellor for - - PowerPoint PPT Presentation
Council on Instruction Fall Policy Workshop Nove mber 1 0 , 2016 Academic Programs Dr. Stephanie Beauchamp Associate Vice Chancellor for Policy Academic Affairs Academic Programs Policy Areas to be Covered Program Approval Process
November 10, 2016
Associate Vice Chancellor for Academic Affairs
Program Approval Process New Program Requests Program Modifications Academic Program Review Academic Plan/Degree Completion Plan Low Productivity Post Audit Academic Calendar Academic Programs Policy
Institution submits LOI to Chancellor LOI is emailed to Presidents system wide Institutions have 45 days to request a copy of the
proposal
Copies may be requested by President or Chief
Academic Officer
Institutions have 30 days to notify State Regents’
Protest must come from President
If no protest, at least 5-6 month process If there is a protest, the request will not move forward
until the protest is resolved
Academic Programs Policy
Academic Programs Policy
This timeline is an estimate of the length of time it takes for a new program to be presented to the State Regents’ staff. The timeline is NOT GUARANTEED and assumes the proposal contains all information required by policy and that State Regents’ staff does not have questions regarding the proposal.
LOI received from institution System-wide LOI sent to Presidents Proposal received from inst. Requested? YES LOI must be received at least 30 days before proposal is submitted. Institutions have 45 days to request a copy of the proposal
Emailed to Presidents August 1 Earliest Date to Submit September 1 DL to request copy September 15 (45 days from LOI)
NO Begin agenda preparation
Earliest Agenda December October 1 October 30
Copy of proposal sent Response received? YES NO Institutions have 30 days to submit a letter of concern Institutions have 30 days to respond to concern Begin analysis Send response to institution Receive counter- response Begin agenda preparation
Earliest Agenda December (maybe) January/February
Letters of Intent (LOI) are required for all:
New Programs Embedded Certificates Requests for online delivery of existing programs
100 % of the major coursework delivered electronically OR Advertised as available online
LOIs:
Must be sent from President to Chancellor Must include:
Academic Programs Policy
LOIs:
Must be received at least 30 days before submitting
proposal
Submitting proposal with LOI will not speed up the process
Proposals must be submitted from President
Academic Programs Policy
Things that may DELAY progress of your proposal’s
Insufficient or incomplete information Omission of required information Discrepancy between LOI and proposal Use of non-current forms Current forms can be located here:
Academic Programs Policy
Academic Programs Policy
Oklahoma State Regents for Higher Education NEW PROGRAM REQUEST FORM FOR TRADITIONAL AND ONLINE PROGRAMS
_________Northeastern State University_________ Institution Submitting Proposal _____________Bachelor of (Specialty)______________ Formal Degree (Level I) (e.g. Bachelor of Science, Bachelor of (Specialty), Master of Arts, Doctor of Philosophy) _______Bachelor of Business Administration______ Degree Designation as on Diploma (Level II) in ______Marketing______ Title of Proposed Degree Program (Level III) With options (Level IV) in: _Social Media Marketing_______________________ _Direct Mail Marketing_________________________ ___________________________________________ ___________________________________________ Delivery method Traditional____X___ Electronic________ Both ________
CIP Codes
Current CIP codes can be found at
http://nces.ed.gov/ipeds/cipcode/Default.aspx?y=55
Suggested Instructional Program Code
Can leave blank (next available code will be assigned) Can request specific never before used code
Complete all requested information on cover page
Must include date of governing board approval President’s signature
Academic Programs Policy
Undergraduate degree requirements
Breakdown of requirements should match detailed curriculum
provided in proposal
Provide specific curricular information
Include ALL general education courses Include course titles – not just course prefix and course number ASTERISK all new courses
Faculty qualifications
List all program specific faculty and credentials (can submit
CV/Resume – not required)
Faculty should meet HLC assumed practices qualifications
Include details regarding support resources
Academic Programs Policy
Purpose of program
What can students do with the degree?
Student and employer demand
Student survey data, state/local employment data,
advisory board/employer support
http://www.oesc.ok.gov/
Address 5 workforce ecosystems (if applicable)
Aerospace/Defense Energy Agriculture/Biosciences Information and Financial Services Transportation and Distribution
Academic Programs Policy
Estimated Student Demand – first 5 years Academic Programs Policy
Final approval criteria MUST come from same
Must meet policy minimum as stated in 3.7.5.B.3 Academic Programs Policy
Online delivery
Must have been included in LOI 100% of major delivered electronically OR Advertised as available online
Institution that have not been approved for online
Describe delivery method
What learning platform? (D2L, Blackboard)
Academic Programs Policy
Funding and Expenses
All amounts provided MUST include explanation Funding MUST equal expenses Use of existing resources Include calculation/formula used to determine tuition Faculty salaries should always be included
Academic Programs Policy
Embedded Certificates
Must adequately address student/employer demand Curriculum should be subset of main program Preferably a stackable credential Main program must be current with program review
Academic Programs Policy
Modifications are changes to program requirements
Course requirements Admission criteria Graduation criteria Credit hour changes
All modification requests/notifications must be from
For substantive modifications to be considered, the
Academic Programs Policy
Modifications are either substantive or non-
Substantive modifications require State Regents’
Non-substantive modifications require only to be
Academic Programs Policy
Substantive Modifications
Changes in what students must complete to
graduate (3.4.2)
Changes in number of credit hours students must
complete to graduate
Deleting a required course Adding a required course Changing program admission requirements Changing credit hours required for guided electives (i.e.
from 12 to 15)
Academic Programs Policy
Non-Substantive Modifications
Adding or removing courses from a list of electives
but credit hours required for electives remain unchanged
Changing course prefix or title Changing course number, IF credit hours remain the
same
Academic Programs Policy
Types of program modifications
Program Deletion Program Suspension Change of Program Name and/or Degree Designation Option Addition Option Deletion Option Name Change Program Requirement Change Other Degree Program Modification
Incomplete information may DELAY processing request Academic Programs Policy
All requests must include a cover page
Use ONE cover page per program (can include multiple
requests)
Include President’s Signature Include date of governing board’s approval Attach ALL necessary forms
Academic Programs Policy
Deletions
Programs CAN be deleted with students enrolled Must accommodate remaining students Indicate number of courses being deleted Reallocation of funds Why is program being deleted
Suspensions
No new students and no advertising How long is the suspension? 1, 2, or 3 years Why is program being suspended? What will happen?
Academic Programs Policy
Program Name/Degree Designation Changes
Program Name (Level III) – Biology to Biological Science Degree Designation (Levels I and II)
Level I Bachelor of Arts to Bachelor of (Specialty) Level II Bachelor of Arts to Bachelor of Fine Arts
Option Addition
MUST share an approximate 50% common curriculum
excluding general education
Should not consist of course choices (i.e. BIOL 1114 OR
BIOL 1314
Academic Programs Policy
Option Deletion
Option CAN be deleted with students enrolled Must accommodate remaining students Indicate number of courses being deleted Reallocation of funds Why is option being deleted
Option Name Change Academic Programs Policy
Program Requirement Change
Curricular changes Admission/graduation requirement changes Clearly delineate between deleted courses and removed
courses
Deleted = removed from college catalog
Asterisk all new courses
New = newly developed courses
Clearly indicate changes – side by side comparison Include brief narrative for overall changes
No need for explanation of each change
Academic Programs Policy
May submit current and proposed degree sheet or use
Academic Programs Policy
Attach current and proposed degree program requirements and degree program objectives (on no more than three pages). Indicate the changes clearly. Note any courses deleted from the course inventory. Asterisk any courses new to the course inventory. Please list the current curriculum requirements in the left column and the proposed curriculum requirements in the right column.
Other Degree Program Modifications
Changes not addressed by other forms
Non-substantive changes – may include but are not limited to:
Changes in course prefix Course number change (if credit hours remain the same) Course title changes
Academic Programs Policy
All active programs require a program review every 5
years
Certificates embedded within a program are reviewed along
with the main program
Certificates not embedded within a program must be
reviewed independently
Institutions may request to use external accreditation in
lieu of 5-year program review
http://www.osrhe.edu/oeis/ProductivityReport/RevParam
s.aspx
Must be submitted from President to Chancellor (hard
copy or electronically)
Due by end of calendar year
Academic Programs Policy
Notification sent to Presidents (email to Chief Academic
Officer)
Due in mid-September Submit to Chancellor (hard copy or electronically)
Electronic copy in MS Word sent to Academic Affairs
Separated and compiled into 2 documents Returned to Chief Academic Officer for review Submitted to State Regents for approval Academic Priorities are used in new program request
agenda items
Should include new program plans
Academic Programs Policy
Programs that do not meet minimum productivity criteria
Degrees conferred Majors enrolled AA/AS 5 AA/AS 25 AAS 5 AAS 17 Bachelor’s 5 Bachelor’s 12 Master’s 3 Master’s 3 Doctorate 2 Doctorate 2
Programs excluded from Low Productivity reporting:
Programs in Post-Audit Received an exception within the past 5 years Suspended programs
Notification sent to Chief Academic Officer Report due in March-April
Academic Programs Policy
Include brief narrative for not meeting productivity Continuation of program
Provide brief explanation of why productivity was not met What steps will be taken to increase productivity
Deletion or suspension of program
Follow up with Request for Program Modification and
attach deletion or suspension request
Must have governing board approval
Academic Programs Policy
Only for programs under provisional approval Criteria to be met were proposed by institution and
approved by State Regents
Notification of review sent in spring Report due in September Numbers reported are for specific fall and specific
academic year – provided in notification letter.
Bachelor of Science in Anthropology (203) This program received provisional approval at the April 19, 2012 State Regents’ meeting with continuation of the program beyond Fall 2015 dependent upon meeting the following criteria:
Majors enrolled: a minimum of 25 students in Fall 2014; and
Graduates: a minimum of 15 students in 2014-2015.
Academic Programs Policy
BOTH criteria met = Final Approval Only one or neither criteria met = Review Schedule
Provide explanation on why productivity was not met Steps to be taken to meet productivity Next review date (no more than 3 years for extension)
Academic Programs Policy
Form is updated in July and available online by August Due in December May be sent electronically to Academic Affairs staff
Must include President’s signature
Compiled into 2 Excel documents
Regular semester schedule Short/interim courses schedule
Available on website end of January Review dates carefully Academic Programs Policy
President to Chancellor
New program requests Comments/protests of new programs All program modification requests Academic Program Reviews Academic Plans/Degree Completion Plans
If initial request comes from Vice Chancellor – response
Post Audit reports Low Productivity reports
Academic Programs Policy
Current CIP Codes (6 digits)
Internal deadlines for State Regents’ agenda items are 6
Do not update catalog or websites until changes are
Using Pending State Regents’ approval is discouraged
Informational Reports can be found at:
Academic Programs Policy
Academic Programs Policy