Approval Process for Provisional and Permanent Academic Programs

Sample resolutions for Faculty Senate Agenda
Flow Chart for curriculum revisions
Flow Chart for provisional and permanent approval of programs/majors
Flow Chart for disestablishment of programs/majors
Academic Program Approval Checklist Form

A. OVERVIEW

These guidelines were developed to address the submission process for four different types of changes in academic programs: provisional approval of new programs; permanent approval of provisional programs; disestablishment of programs; and curriculum revision.

Degree programs may include a single major or a set of majors. Each major has a curriculum which consists of an approved course of study that is detailed in the Undergraduate and Graduate Catalog. Those proposing new programs should carefully consider the University of Delaware Academic Priorities as well as resource implications of the new program. Those considering a new major should carefully analyze how that major relates to the degree program to which it belongs and how the proposed major would compare to similar majors at comparable institutions. To be considered for approval, proposals must include all curricular information in the standard presentation format used in the Undergraduate and Graduate Catalog. (Return to top.)

B. PROCESS

The process of approving or disestablishing programs and majors begins within an academic unit, proceeds through the college level, is reviewed at the university level by one or more University Faculty Senate committees, goes to the University Faculty Senate for approval as an item of business, and goes to the Board of Trustees for final approval. Curriculum revisions and the approval of new minors within existing programs follow the same course but do not need the approval of the Board of Trustees. Curriculum revisions and minors are called to the attention of the University Faculty Senate as announcements for challenge in the agenda. Open hearings organized by the Faculty Senate Coordinating Committee on Education may be required to precede Faculty Senate action on provisional and/or permanent approval of programs and/or majors and on disestablishment of departments, programs and/or majors. Senate committees may call for additional documentation for hearings.

Programs and/or majors seeking permanent approval also require a review before consideration at the college and university levels. The review will generally follow the procedures described in Section F (Timeline for Permanent Status Program Review). The Office of the Provost and Faculty Senate Office will inform provisionally approved programs and/or majors when the process for permanent approval should be initiated (usually after five provisional years for undergraduate and masters programs and seven provisional years for doctoral programs). (Return to top.)

C. PROPOSAL OUTLINE

The outline below indicates the types of information necessary. Because changes vary from minor modifications to completely new programs, the outline serves only to guide the unit in deciding what information to provide. All proposals should follow the sequence of the outline, using its items as topical paragraph headings and sub-headings. Complete all components which are affected by the request.

Please supply all of the following in the proposal forwarded to the Faculty Senate Office:

Academic Program Approval Form
Resolution for the Faculty Senate Agenda (if a resolution is required)
Curriculum listing in the proper format for the Undergraduate and Graduate Catalog, including fulfillment of University, college and departmental requirements.
Detailed proposal (includes the headings listed below and the sub-heading in the following outline: Description; Rationale and Demand; Enrollments, Admissions, and Financial Aid; Curriculum Specifics; Resources Available; Resources Support; Implementation and Evaluation.
Appendices (as appropriate): Accreditation Criteria; Letters of Collaborative Agreement; Transfer/Retention Policy; Letters of Approval from Contributing or Affected Departments; Other Pertinent Documents.

Provisional and permanent approvals of all new programs and/or majors are listed in the agenda of the Faculty Senate as an item for discussion. Representatives of the proposing group must be present to help answer detailed questions that may arise during the discussion.

(Return to top.)

Proposals should be organized according to the following outline. Topical paragraph headings and sub-headings should be used. Complete all components.

I. DESCRIPTION

Briefly describe the new program and state its objectives. This statement should describe the proposed course of study that can be used as the basis of subsequent program reviews. The description also should focus on the knowledge, values, skills and other learning outcomes that program graduates will be expected to have acquired. A description of how the learning outcomes will be assessed including benchmarks for success should also be provided. (Return to proposal outline.) (Return to top.)

II. RATIONALE AND DEMAND

Institutional factors.

Explain how the proposed program is compatible with the Academic Priorities of the University.
Describe the planning process which resulted in the development and submission of this proposal.
Describe any significant impact the proposed curricula might have on other instructional, research, or service programs of the University.
Describe how the proposed curricula would more fully utilize existing resources.

Student demand

Describe how enrollment projections have been derived. Show estimated credit hours to be generated, number of new majors, and number of program graduates. Indicate the extent to which the new curriculum is expected to attract majors and the extent to which it will provide service courses or electives to other majors. Indicate whether new majors will be wholly new to the campus or internal transfers.
State whether the curriculum is designed to meet the needs of specific student clienteles, e.g., part-time students, currently employed professionals, non-traditional students, those preparing to reenter the job market, etc.

Transferability
Indicate the number of graduates expected to transfer. Document any unique agreements concerning the transfer of students or credits.
Access to graduate and professional programs
Please respond to this item only if the proposed course of study will prepare students for entry into graduate or professional schools. Describe briefly (1) the requirements for admission into the appropriate graduate or professional program, and (2) the prospects for appropriate employment after completion of the advanced program.
Demand and employment factors
Please respond to this item only if preparing students for specific employment opportunities is a key objective. In such cases, describe the audience and unique career paths.
Regional, state, and national factors

List comparable courses of study in the region or the State, and explain why these existing programs cannot meet the needs of prospective students and/or employers in the geographic area which the curriculum would serve. Describe any significant differences between the proposed course of study and others in the region or State that have some similar characteristics.
Describe the regional accrediting, professional association, and licensing requirements that have helped shape the proposed curriculum. Indicate the effects such agencies have had on the length, content or mode of deliver, and on such budgetary requirements as staffing levels, equipment needs, and facilities. Also, describe the participation of any non-campus person or organization in the development of this proposal. Report on timetables that have been established to meet any external requirements.

Describe other strengths

Describe any special features which convey the character or personality and make the proposed course of study distinctive. (Examples might include the interest and special expertise of certain faculty members, the location and availability of unique materials or technologies at or near the campus, special relationships to other departments, organizations, or institutions, etc.)
Report on any anticipated collaborative arrangements with other parties (for example, inter-institutional arrangements for resource sharing, cooperative programs, clinical affiliations, etc.). The extent of the relationship should be explained and instructional or other resources to be provided by the various parties described. Any written confirmation of the commitment, including drafts of contracts or agreements, should be attached.

(Return to proposal outline.) (Return to top.)

III. ENROLLMENT, ADMISSIONS AND FINANCIAL AID

Enrollment
If enrollments are to be limited, e.g., by size, by pre-requisites, or by academic performance, describe the restrictions and the reasons for them. Be sure to indicate the effective academic year. A letter of support from the Admissions Office for undergraduate programs or Office of Graduate Studies will also be helpful in projecting enrollments for the proposed program.
Admission Requirements

Describe the criteria for selecting among applicants.
Distinguish, if necessary, selection criteria between freshman, transfers from other institutions and transfers from with the University.
Attach any Retention Policy that might apply and provide rationale for this policy.

Student Expenses and Financial Aid

Indicate the need for any required student expenses beyond the traditional book and supplies, for example, personal computer, extensive laboratory fees, etc. For Graduate and professional courses of study, indicate anticipated levels of student financial support to be provided from (a) institutional and (b) other sources.

(Return to proposal outline.) (Return to top.)

IV. CURRICULUM SPECIFICS

Institutional Factors
State the degree to be awarded to those who complete the program and explain why this is the appropriate form of recognition.
Describe the curriculum

Describe requirements involving total credit hours, credit hour distribution, field experiences, etc.
Provide a sample curriculum by following the format in the Undergraduate and Graduate Catalog.
Indicate how the curriculum satisfies University of Delaware, college and departmental requirements, such as ENGL110, multicultural, college core, etc.
In the Appendices, provide approval from affected departments for all newly required courses that support the proposed curriculum.

(Return to proposal outline.) (Return to top.)

V. RESOURCES AVAILABLE

Learning Resources
Describe briefly the scope and quality of available library holdings, audio-visual materials, special equipment and collections, laboratories, clinical facilities, research facilities, etc., that are available and would directly support the proposed course of study. If appropriate, obtain a Library Assessment Statement.

Library Assessment Statement :A formal written assessment from the Director of Libraries of the Library's ability to support a proposal for a new or expanded academic degree or program is required as part of a formal proposal. The assessment statement may include but is not limited to the strength of collections; access to electronic and networked information access to collections not owned by the University of Delaware; library space and library computer requirements; language and subject capabilities of library staff; and nature of service and increased usage demands resulting from the proposed new degree/program. The request for the library assessment accompanied by details of a proposed degree or program needs to be received by the Library at least one month before the Library's assessment of a proposed degree or program is required. The Library will respond in a timely manner, usually within two weeks in order to allow time for faculty discussion of the library assessment and possible further discussion and/or interaction with the Director of Libraries, if desired.

Faculty / Administrative Resources
Describe the available program administrators and faculty expertise which support the proposed curriculum. List name, rank, specialization, nature of appointment (regular, full-time, adjunct, etc.) and highest academic degree earned by those who would be directly involved, including campus administrators. If appropriate, provide pertinent information about the professional and scholarly accomplishments, including training, courses and workshops taught, publications and projects, and other relevant documentation of the faculty.
External Funding
Indicate any resource or source of funding external to the University which has been garnered to support the curriculum.

(Return to proposal outline.) (Return to top.)

VI. RESOURCES REQUIRED

Learning Resources
Identify needed additional learning resources. Indicate which of these are essential for basic implementation and whose which will produce a premiere program able to compete favorably for the highest caliber of student.
Personnel Resources
Indicate any new faculty positions required and the qualifications and subject matter specialties that will be sought. Give reasons for needing new position.
Budgetary Needs
Attach an accounting of budgetary needs.

(Return to proposal outline.) (Return to top.)

VII. IMPLEMENTATION AND EVALUATION

Implementation Plan
Describe how the curriculum will be implemented.
Assessment Plan
Indicate how the program will be evaluated and assessed. Some measures should be quantitative, other qualitative. Success should be measured against the criteria listed including stated learning outcomes and against whatever objectives have been set forth in the first section of the proposal. Academic units are encouraged to consult with the Office of Educational Assessment in developing the appropriate learning outcomes, assessment criteria, and benchmarks for success.

(Return to proposal outline.) (Return to top.)

VIII. APPENDICES

Accreditation Criteria (if appropriate)
Letters of Collaborative Agreement
Transfer / Retention Policy
Letters of Approval from Contributing Departments
Other Pertinent Documents

D. INSTRUCTIONS FOR PROVISIONAL APPROVAL OF NEW PROGRAMS/MAJORS AND APPROVAL FOR MINORS

Obtain a blank Academic Program Approval form from the Appendix or the Faculty Senate Office.
Complete the title of the program/major or minor; if a new major, specify the appropriate degree title for the listing of approved titles.
In the standard format for presentation of requirements, prepare the new requirements. Please see the current Undergraduate and Graduate Catalog for the standard format.
Prepare a detailed proposal following the proposal outline in Section C.
Make sure that all necessary supporting documentations are provided.
Send the Academic Program Approval form, Resolution for Faculty Senate Agenda, Proposal and all supporting document forward for approval. The routing sequence is specified on the bottom half of the Academic Program Approval form and on the approval of new programs/majors flow chart.
After approval at the college level, all documentation should be sent to the Faculty Senate Office where it will be routed to the appropriate committee. In general, new majors or minors should be sent to the Faculty Senate Office no later than the start of the fall semester the academic year prior to the desired starting date. Depending on scope, new programs can take even longer for the complete approval process.
After following the Faculty Senate process noted in the flow chart, new programs and majors are listed in the agenda of the Faculty Senate as an item for discussion. Representatives of the proposing group must be present.
Upon Senate approval, the Registrar's Office will adjust UD Student Information System and the catalog will be revised by the Office of the Provost.
Minors do not go through a provisional approval status. They need not undergo a permanent approval process.

(Return to top.)

E. INSTRUCTIONS FOR PERMANENT APPROVAL OF NEW PROGRAMS/MAJORS

Prepare a Self-Study Report (see Section F for the timeline and process) on the provisional program/major following the relevant items included in the Outline for the PSPR Self Study Report (see below). Note any changes, paying special heed to description, curricular requirements, accreditation (where relevant), demand, resources available and required, and assessment of student learning outcomes.
Prepare a response to any concerns raised by the various Faculty Senate Committees at the provisional approval stage. Such concerns should be part of the Faculty Senate Minutes or the actual resolution when the Program/Major was given provisional approval.
Prepare a response to any concerns raised by the external or internal review that have not been addressed previously.
New Programs and Majors seeking permanent approval are listed on the Agenda of the Faculty Senate as an item for discussion. Representatives of the proposing group must be present.

Outline for the PSPR Self Study Report*

The following section includes all the elements that should be included in your Self-Study Report for the permanent approval of a temporary program. Please note that items with an asterisk are not applicable to undergraduate programs but only to graduate programs seeking permanent approval.

A. Academic Program Approval Form requesting permanent status.

B. Copy of Faculty Senate resolution granting provisional status.

C. Copy of the original program proposal that was submitted for provisional status.

D. Graduate program policy document*.

E. Assessment of library resources available to support the graduate program as provided by the UD Library (requests must reach the library at least one month before the self-study report is due)*.

F. Self study report - Respond to each aspect of the outline.

1. General information about the program:

a. Brief introduction and history of the program - include dates.

b. Explain how the program is compatible with the academic priorities of the University.

c. Explain how the program will help students meet the general education requirements of the University, specifically the ten (10) general education goals for undergraduate education (please note that this section applies only to undergraduate programs).

d. Curricular requirements, including fulfillment of University, college and departmental requirements.

e. Results of assessments or evaluations regarding the quality of the program - must indicate policies and procedures, how the assessment was used, and how the program changed because of it. What has the program accomplished in order to enhance assessment, particularly focusing on student learning outcomes?

f. What are the department/unit’s strategies for student advisement?

g. If applicable, specify if the program meets all accreditation requirements (e.g., ABET, AACSB, APA, CADE etc.).

h. Report any changes in the program admission criteria, degree requirements, or subject areas since the program was initiated.

i. General description of recruiting procedures - include any information for underrepresented populations.

2. Student information:

a. Application and enrollment history - provide a tabular summary or graphical representation by year showing numbers of applicants, offers, matriculated, graduated, and dropped out (this data must be confirmed by the Admission’s Office, the Registrar’s Office, the Office of Graduate Studies or the Office of Institutional Research and Planning, as appropriate).

b. Annotated evidence of placement for students who have graduated - indicate how the department facilitates placement.

c. Identify sources and levels of financial support for students in the graduate program and indicate the proportion receiving assistantships*.

3. Identify demand and competitive factors in the region, nationally or internationally for attracting students - explain how this benefits and/or challenges the program.

4. Identify factors that make this program unique or distinctive compared to similar programs at other institutions.

5. Overview of interdisciplinary relationships (if any) - include trends on what students choose for electives.

6. Characterize whether the facilities available for this program are adequate to support student, faculty, and staff needs.

7. Provide information on other budgetary requirements of the program beyond the typical unit expenses.

8. Other information of value for the review of the program.

G. Appendices for supporting documentation, as appropriate:

1. Original application for provisional approval.

2. Transcript(s) of any open hearing(s) required by the Faculty Senate Coordinating Committee on Education.

3. List of any concerns raised by Faculty Senate Committees at the provisional approval stage.

4. Letters of support for the permanent status approval of the program from the department Chair and the Dean of the corresponding college.

5. Program review report (if applicable).

6. New letters of approval from other affected departments.

*Items with an asterisk are not applicable to undergraduate programs.

(Return to top.)

F. TIMELINE FOR PERMANENT STATUS PROGRAM REVIEW (PSPR)

This section explains the timeline and process for permanent status program review (PSPR). The list of provisional program approvals is maintained in the Office of the University Faculty Senate. The Office of the Provost also maintains an updated copy.

The Faculty Senate will inform the Office of the Provost that a program needs to be reviewed the following academic year. For example, if a program’s provisionary status will be reviewed by the Faculty Senate in academic year 2007-08, the Faculty Senate will send the notification to the Office of the Provost on or before September 2006. This will allow a one-year period to prepare and conduct the PSPR.
The Office of the Provost will send a letter, including a deadline for submission of all pertinent materials, to the appropriate dean, with a cc to the department chair and program director, notifying the Dean that a particular program is due for PSPR. It is the responsibility of the Dean to make sure that the review is carried out in a complete and timely manner.
The department or program will conduct a self-study report using the PSPR format and submit this to the Office of the Provost with copy to the Dean’s Office and Faculty Senate.
The Office of the Provost, in consultation with the Dean and Faculty Senate, will decide on either an internal or external review. In the case of undergraduate programs, at least one member of the review committee will be a current member of the Undergraduate Studies Committee of the Faculty Senate. In the case of graduate programs, at least one member of the review committee will be a current member of the Graduate Studies Committee of the Faculty Senate. The selection of the reviewers will be conducted by the Office of the Provost.
The Office of the Provost will send the self-study report to the reviewers with a deadline for completion of their review.
The reviewers will submit their report to the Office of the Provost. (See sample outline report).
The Office of the Provost will send a copy of the reviewers’ report to the appropriate dean, department chair, and program director. The department or program will then be requested to write a formal response to the reviewers’ report.
The Dean’s Office will then submit the self-study report and reviewers’ report to the appropriate college curriculum committees for review and action.
Following approval by the college curriculum committee and the Dean, the various reports along with approval letters will be submitted to the Senate office for distribution and review by the Faculty Senate committees.
The Faculty Senate will inform the department or program of the outcome of the Faculty Senate vote if the provisional program has been endorsed for permanent status. It will then forward the necessary documents to the Office of the Provost for submission to the Board of Trustees for final approval.

(Return to top.)

G. INSTRUCTIONS FOR DISESTABLISHMENT OF PROGRAMS/MAJORS AND MINORS

Obtain a blank Academic Program Approval form from the Appendix or your college dean's office or the Faculty Senate Office.
Complete the title of the program/major or minor to be deleted. Specify the corresponding major/minor code to be deleted.
Attach a photocopy of the requirements for the major/minor to be deleted as they are found in the current Undergraduate and Graduate Catalog.
Document the reasons for disestablishment by preparing a proposal using only the relevant items from the Proposal Outline, Section C.
Make sure that you have any necessary supporting documentation.
Send Academic Program Approval form, Resolution for Faculty Senate Agenda, Proposal and all supporting documentation forward for approval. The routing sequence is specified on the bottom of the Academic Program Approval form and on the disestablishment flowchart.
After approval at the college level, all documentation should be sent to the Faculty Senate Office where it will be routed to the appropriate committee. Disestablishments should reach the Faculty Senate Office by the end of the fall Semester in order to be reflected in the next academic year's catalog. The Admissions Office works 1 ½ years in advance in advertising curricula.
Upon Senate approval, the Registrar's Office will adjust the UD Student Information System and the catalog will be revised by the Office of the Provost. However, students currently enrolled will be permitted to complete degree requirements.

(Return to top.)

H. INSTRUCTIONS FOR CURRICULUM REVISIONS

Obtain a blank Academic Program Approval form from the Appendix or your college dean's office or the Faculty Senate Office.
Specify: A) if this revision is of an existing major or minor, B) the title of the major or minor, C) the corresponding major or minor code (a list of codes is found in the current catalog), D) if this revision is an addition or deletion of required courses, credit hours; if a concentration is to be added, including its corresponding title; or if a concentration is to be deleted and include its corresponding title.
Attach a photocopy of the requirements for the major/minor to be revised as they are found in the current Undergraduate and Graduate Catalog. Indicate what changes are being requested. This can be done by marking the photocopy of the current requirements or by providing a listing of the new requirements in the standard form as found in the Undergraduate and Graduate Catalog. Prepare a brief proposal referring to relevant items in the proposal outline in Section C. Complete all sections of the outline affected by the revision. Pay particular attention to having supporting documentation from any other unit affected by the proposed revision.
Make sure that you have any necessary supporting documentation.
Send Academic Program Approval form, Announcement for Challenge for Faculty Senate Agenda, Proposal, and all supporting documentation forward for approval. The routing sequence is specified on the bottom of the Academic Program Approval form and on the revisions flowchart.
After approval at the college level, all documentation should be sent to the Faculty Senate Office where it will be routed to the appropriate committee. Revisions must reach the Faculty Senate Office by the end of the fall semester in order to have a chance to be effective for students entering in the following fall semester. Because of the publication timeline for the catalog, items intended for the next academic year catalogs must be approved no later than the previous March Faculty Senate meeting.
Revisions will be cited in the Announcements for Challenge in the published agenda of the Faculty Senate. They are discussed only if challenged from the floor.
Upon Faculty Senate approval, the Registrar's Office will adjust the UD Student Information System and the catalog will be revised by the Office of the Provost.

(Return to top.)

Faculty Handbook For Faculty FindIt UD

Home