Procedures for Changes in Curriculum and Catalog Copy

PROCEDURES FOR CHANGES IN CURRICULUM AND CATALOG COPY

Catalog Deadlines: The annual delivery date for new University Catalogs by April 1 requires a rigorous observance of deadlines for the submission of proposed changes or additions to the catalog. In order for new course proposals and substantive changes in academic programs to be made in the catalog, they need to have been submitted to the Undergraduate Studies Office and or the Division of Graduate Studies by March of the preceding year. Minor revisions must be submitted by the last week in September. University committees consider all proposed changes. Once the university committee recommends approval, the request is sent to the Dean, Undergraduate Studies or the Dean, Division of Graduate Studies. With the approval of the Provost and Vice President for Academic Affairs, the course/curriculum changes are implemented and appear as appropriate in the University Catalog.

PROCEDURES FOR MODIFYING UNDERGRADUATE COURSES/PROGRAMS

Request for New Undergraduate Courses:Requests for new undergraduate courses are made by filling out and submitting an Undergraduate Course Proposal form. After the request has been approved by the department, the College/School Curriculum Committee and the College/School Dean, it will be forwarded to the Undergraduate Studies Officewhich will in turn submit it to the Undergraduate Curriculum Subcommittee. The Subcommittee will then make its recommendation to the Dean of Undergraduate Studies. If the Dean of Undergraduate Studies approves the new course, it will be incorporated into the following year’s University Catalog, and it may be scheduled for offering during the academic year covered by that Catalog.

Request for Changes in Undergraduate Courses: Departments requesting changes in existing undergraduate courses should fill out and submit the Undergraduate Course Change Request form, via the same approval process described above. This form should be used for courses involving changes in unit value, lecture-laboratory format, prerequisites, course classification, deletions and revisions in course title or description. Depending on the nature of the proposed change, the Dean of Undergraduate Studies may refer the request to the Undergraduate Curriculum Subcommittee for their recommendation.

Requests that Affect Another Course or Program: Changes that carry the potential of affecting offerings in another area must be reviewed by faculty in the affected department. All undergraduate course change proposalsand undergraduate course proposal forms include a section for review and consultation by the department or program that might be affected. Consultation should be invited before submitting the form for approval. If a change affects other courses or programs within the department making the request, the necessary adjustments should also be indicated on the form. Information on current course interrelationships may be obtained by calling the Undergraduate Studies Office.

Minor Changes in Undergraduate Programs: Departments requesting changes and adjustments in majors, minors, and options need to fill out and submit an Undergraduate Program Change Request form. After approval at the college/school level, requests are forwarded to the Undergraduate Studies Office which will in turn submit them to the Undergraduate Curriculum Subcommittee.

PROCEDURES FOR MODIFYING GRADUATE COURSES/PROGRAMS

A.Graduate course and curriculum changes must be submitted to the Division of Graduate Studies on the appropriate request forms for the following types of changes:

1.Revision of existing graduate degree program requirements

2.New courses

3.Conversions (i.e., breaking out of topics courses)

4.Revisions (i.e., unit value, description, prerequisites)

5.Deletions

B.The individual department making the request is responsible for the following:

1.Adherence to graduate level course criteria published by the Chancellor's Office, the Council of Graduate Schools, and the Division of Graduate Studies.

2.Supportive data justifying the request.

3.Clearance signatures from those departments or instructional units which would be affected by the requested change.

4.Recommendations for approval by appropriate department and college/school committees and/or college/school Deans as required for the department.

5.The request is to be submitted to the Division of Graduate Studies.

C.After an initial review in the Division of Graduate Studies, the request is submitted to the Graduate Curriculum Review Subcommittee. Two separate readings are held by the Subcommittee with an intervening period to allow appropriate campus distribution. Normally, a representative from the department is expected to attend the Subcommittee meetings to answer questions about the request. If the Subcommittee and the Dean of Graduate Studies recommends approval, the request is sent to the Provost and Vice President for Academic Affairs for final approval. With the approval of the Provost and Vice President for Academic Affairs, the course/curriculum changes are implemented and appear as appropriate in the University Catalog.

PROCEDURES FOR IMPLEMENTING NEW PROGRAMS

Certificates, Options, Concentrations and Minors. Under Executive Order No. 602, the authority to approve options, concentrations, and minors in some specified academic areas has been delegated to the President of the University. In many other areas, the approval of the Chancellor’s Office is still required. Proposals for certificates, options, concentrations, and minors should address most of the items in the Chancellor’s Office template (see below). Departments and colleges/schools that wish to institute a new certificate, option, concentration or minor should discuss their proposal informally with the Dean, Undergraduate Studies or the Dean, Division of Graduate Studies early in the planning stage. Advice on format and procedures should be obtained prior to the preparation of the detailed program proposal. Program proposals must receive a substantive review and approval at the College/School and University levels.

New Degree Programs: New degree programs must be approved by the appropriate University Curriculum Committee, the Academic Policy and Planning Committee or Graduate Committee,the University Budget Committee, the Academic Senate and the President. Programs are then forwarded to the Chancellor’s Office for final approval before they can be offered on campus. Also, substantial changes in an existing program may require Chancellor’s Office approval, depending upon the magnitude of the change requested. A request for a substantial change in an existing program is treated as a new program so far as the local consultative process is concerned. In order for a degree program to be considered for approval at the Chancellor’s Office, it needs to be submitted by the campus for addition to the campus Master Plan or submitted as a fast-track or pilot program.Departments and colleges/schools that wish to institute a new major or degree program should discuss their proposal informally with the Dean, Undergraduate Studies or the Dean, Division of Graduate Studies early in the planning stage. Advice on format and procedures should be obtained prior to the preparation of the detailed program proposal.The items listed in the Chancellor’s Office template (see below)must be addressed in the proposal.

Fast track and pilot programs do not have to be placed on the campus Master Plan as the first step toward authorization. This shortens the process by about one year. However, they are required to be carefully planned and are subject to the campus review and approval process. In addition, there are specific eligibility criteria that have to be met for both fast track and pilot programs, and each campus is limited in the number of programs it may propose as pilot programs. If the pilot program is the process by which you are planning to propose a new degree, please check with the Dean, Undergraduate Studies or the Dean, Division of Graduate Studies to see if the campus is within its annual limit and if the program is still available.

Part I. Standard Process

A.Step 1. Inclusion on Approved Master Plan

1. Departments (or colleges/schools) that desire to institute a new degree program must first include the program on the Academic Master Plan for the university. To accomplish this, the instructional unit should engage in informal discussions with the Dean, Undergraduate Studies or the Dean, Division of Graduate Studies
2. A formal request with justification to have the new program placed on the Master Plan is prepared by the instructional unit. This request is a brief (2 - 3 page) overall description of the degree with a justification. The request is filed with the Undergraduate Studies Office or the Division of Graduate Studies for submission to the appropriate university committees, the President, and the Chancellor's Office for approval by the CSU Board of Trustees. In general, there is one call for the submission of such requests that is made with a deadline for receipt in October (see chart in Part II). Review by the Board of Trustees may occur in January-February, with notice for formal approval of the campus Master Plan being received shortly thereafter. This approval does not authorize the new program, but provides the authority to pursue the development of a formal proposal.

1. After the inclusion of the new program on the Master Plan, the instructional unit then prepares the formal proposal according to the Chancellor's Office requirements. See Guidelines for Proposals for New Degree Programs in Part III.

B. Step 2. Program Approval and Authorization

1. The on-campus approval of the proposed new program first requires review and approval by department and college/school committees and the College/School Dean prior to consideration by the appropriate university curriculum committee. Once approved at the college/school level, the program proposal is submitted to the Undergraduate Studies Officeor Division of Graduate Studies. The approval process at the university level consists of two readings.

1. After the first reading approval, the proposal is revised to incorporate any recommendations made by the committee in its first reading.

1. Notices of the proposed programs are distributed to all department chairs, with the notation that the detailed program is available through email for Undergraduate programs/courses from the Dean of Undergraduate Studies Office or Division of Graduate Studies for Graduate programs/courses. Comments on the program are to be directed to the Dean, Undergraduate Studies or the Dean, Division of Graduate Studies for distribution.

1. At its second reading, the committee will consider the proposal, along with all relevant comments that have been received. If approved, the proposal is forwarded to the Academic Policy and Planning Committee (undergraduate) or the Executive Committee (graduate) for review by the Academic Senate.

1. Recommendations of the Academic Senate are forwarded to the University President. Following final consideration and approval by the President, the proposal is forwarded to the Chancellor’s Office by the Provost and Vice President for Academic Affairs.

1. Final authorization for the campus to offer the new degree program is granted by the Chancellor following staff review and review by the California Postsecondary Education Commission. The Undergraduate Studies Officeand the Division of Graduate Studies are responsible for monitoring progress of the proposal through the review process.

Part II. Fast-Track and Pilot Programs

A.Fast Track Process

1.A program can be placed on the fast track only if eligible as follows:

• it can be offered at a high level of quality by the campus within the campus’s existing resource base, or there is a demonstrated capacity to fund the program on a self-support basis;
• it is not subject to specialized accreditation by an agency that is a member of the Association of Specialized and Professional Accreditors, or it is currently offered as an option or concentration that is already recognized and accredited by an appropriate specialized accrediting agency;
• it can be adequately housed without major capital outlay;
• it is consistent with all existing state and federal law and trustee policy;
• it is a bachelor’s degree program;
• the program has been subject to a thorough campus review and approval process (proposals should follow the guidelines found in Part III).

2.Requirement for inclusion in the master plan is waived.

3.Two approval cycles per year are available. Proposals are due to the Chancellor's Office by the end of December or early June. A program is automatically approved if no questions are raised by a specific date.

4.The program is removed from the Academic Plan if not implemented within five years (or date originally projected for implementation).

B.Pilot Program

1.A pilot program can be implemented without being placed on the campus Academic Plan. This requires the acknowledgment, but not the prior approval of, the Chancellor's Office and CPEC, and it is identified as a pilot program in the next annual update of the campus Academic Plan.

2.A pilot program is proposed using guidelines outlined in Part III.

3.A limited number of degree programs may be established as pilot programs under the following conditions:

a.A program can be established as a pilot program only if it meets the criteria for fast-track programs as stated above (see Part II, B.1).

b.A pilot program is authorized to operate only for five years. If no further action is taken by the end of the five years, no new students can be admitted to the program.

1. A pilot program can be converted to regular-program status and approved to continue to operate indefinitely if the following conditions are met:

•the campus has committed the resources necessary to maintain the program beyond five years;

•a thorough program evaluation has shown the program to be of high quality, to be attractive to students, and to produce graduates attractive to prospective employers and/or graduate programs, as appropriate;

•the required approval by the board and the chancellor has been obtained after review and comment by the Chancellor's Office and CPEC.

d. The campus is obliged to notify the Chancellor's Office of the establishment of the program and its curricular requirements prior to program implementation.

Approximate Timelines for New Proposals:

Submission, Review, Approval

Submission
Method / Campus Review (Curriculum, Senate, Provost, Pres.) / Chancellor’s Office / Board of Trustees
(BOT) / CPEC
Standard
1. Masterplan
Request
2. Final
Proposal / October
No deadline / January 2
No deadline / March agenda
N.A. / N.A.
Six or more months
Fast Track
(Two opportunities yearly). / September 1
February 1 / January 1
June 1 / March agenda
Sept. agenda / June*
January*
Pilot Program / No Deadline / No Deadline / After Program Review** / After Program Review**

* Approval automatic if no questions.

**Program continuation after 5 years requires BOT/CPEC approval after Program Review.

Please note: This process may take 1 year to complete.

PART III. Guidelines for Proposals for New Degree Major Programs

The campus, in accordance with its approved academic master plan, submits detailed proposals for new undergraduate degree majors and graduatedegree programs to the Dean of Academic Program Planning at the Chancellor’s Office for review and approval in the academic year preceding projected implementation. The proposals must follow the format specified by the Chancellor’s Office (see

Table II

University Budget Committee

Budget Analysis Guidelines

It is the charge of the University Budget Committee to provide an analysis of budgetary impact to the Academic Senate of those proposals submitted for Senate for approval. Subsequent to implementing the present decentralized budget allocation model, the University Budget Committee now expects the initiating department/program to provide a reasoned estimate of those changes that will result from implementation of their proposal. The estimate is to be provided in the form of quantitative and narrative descriptions, so as to permit University Budget Committee analysis. The University Budget Committee also requires evidence that the proposal has received fiscal review at the College/School level. The University Budget Committee therefore requests that departments/programs use the following guidelines in providing the information required.

1. Projected changes in enrollment (FTES)

What is the recent enrollment history of the program and what effect will the proposed changes have on enrollment?

If FTES is expected to increase, what proportion represents new FTES and what proportion represents shifts from existing programs?

How did you estimate your expected changes in enrollment?

2. Projected changes in existing curriculum

Will there be changes in the cost of delivering the curriculum? What will those costs be and what is their basis?

For new courses, what is the estimated class size, frequency, and level/classification (“S” or “C” classification) of course delivery? Please specify.

For courses currently being offered, will there be changes in class size, frequency, level or classification of course delivery? Please specify.

Will courses be dropped from the existing curriculum? Please list specific courses.

3. Projected changes in faculty

Will there be a shift in faculty assignments? If so, what will be the difference between current and proposed assignments?

Will there be shifts in faculty numbers or distribution (T/TT vs FT/PT)? If so, what will they be?

Will new positions be added/required and what resources will be used to acquire them?

4. Projected changes in budget

What is your current operating budget?

What are your current positions (T, TT, FT, PT, staff)?

Do you anticipate outside revenue to support your program (state funds, grants/contracts, endowments, etc.)?

Will budget requirements change and what will those changes be (e.g. in operating budget, facilities, equipment, technical support, staff, etc.)? Please specify.

Will there be any increase in administrative roles/responsibilities that require buy-back or release time?

How will the expected changes in budget requirements be met?

Has the budgetary impact of the proposal been reviewed by the College/School Budget Committee and Office of the Dean?

5. Effect on Support Services and programs in other Colleges/Schools

Are support services (e.g. Library, AIC) required for program implementation and function?

Are programs in other Colleges/Schools directly affected by the proposal and in what way?

Who are the representatives in the affected service areas and/or Schools/Colleges that have been contacted?

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