Proposed Graduate Program Development Process Guidelines Utah Valley University November 17, 2015

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1 Proposed Graduate Program Development Process Guidelines Utah Valley University November 17, 2015 This document outlines the process for the development, approval, and implementation of new graduate programs. Graduate programs include both graduate degrees and graduate certificates. This document contains forms that must be completed and submitted during the process. These forms are also available as fillable pdf forms on the Graduate Office website in the New Graduate Program Development Process section. The graduate program development process is divided into nine steps. The steps and related forms are as follows: Curriculum Approval Process Steps Steps Approvers/Reviewers Roles/Responsibilities Review and Approval Form 1 Department Curriculum Committee (includes Department Chair) Initiates all curriculum proposals; designs new curriculum or revisions of existing curriculum; conducts feasibility study for new programs; enters all proposals into Curriculum Management System (CMS). Approves design and initiates review process for all course and program proposals originating in their department. A 2 AAC (as applicable) Reviews curriculum proposals (feasibility study) and supporting data for new programs submitted by faculty/departments to determine mission appropriateness, internal/external demand, resource implications, institutional readiness, impact on existing programs, and other relevant factors. Also responsible for strategic planning related to curriculum. Approves feasibility for program additions including emphases. A 3 College/School Curriculum Committee Provides peer review of curriculum proposals and identifies and resolves conflicts. Reviews all proposal types within the college. R401, B, C, D, E, G, H, Curriculum Map, Course Key Assignments 4 Dean Vets changes within departments in their colleges/schools and with other colleges/schools that may be affected; also submits new program feasibility studies to AAC. Reviews all proposal types within their college. R401, B, C, D, E, G, H, Curriculum Map, Course Key Assignments 1

2 5 University Curriculum Committee/Graduate Council for Graduate Programs and Courses Reviews R401 documents; acts as stewards of the curriculum by reviewing broad issues related to new courses and programs and addressing questions to ensure quality, appropriateness, and feasibility. For graduate programs, the Graduate Council reviews courses and programs before forwarding them to the University Curriculum Committee as a consent agenda item. Reviews all proposal types. R401, B, C, D, E, G, H, Curriculum Map, Course Key Assignments 6 SVPAA In cooperation with AAC and the president, reviews all completed R401 documents prior to their submission to BOT. 7 BOT Reviews all completed R401 documents prior to their submission to SBR. 8 SBR Reviews and approves all completed R401 documents prior to their submission to NWCCU. 9 NWCCU Reviews and approves all proposals approved by SBR. Reviews all C, E, F, and G proposals; and approves for proposal types C, E, & F (types E & F are not implemented until their relevant R401 [type G] is finalized). Reviews all type G proposals. Reviews and approves all type G proposals. Reviews and approves all type G proposals. R401, B, C, D, E, G, H, Curriculum Map, Course Key Assignments R401 R401 R401 Forms Form A New Program Feasibility Template The following forms are in or linked from the appendix to this document Form R401Template Link Form B - New Graduate Program Application Form C - Program Review and Approval Form D-Department Impacted by Proposed Program Form E-Library Resource Analysis for Proposed Program Form F-Curriculum Map Form G-Graduate Faculty Course Coverage Form H-Graduate Faculty Application Form If you have questions regarding the process, please contact the Director of Graduate Studies: Jim Bailey, 2

3 Curriculum Review Process Department Curriculum Committee Academic Affairs Council Feasibility Review Senior Vice-President, Academic Affairs/ President Allow 2 weeks Graduate Council 2 nd Monday Curriculum Comm. -3 rd Tuesday Board of Trustees Submit 2 weeks before Trustee s meeting State Board of Regents Allow up to 3 months College/School Curriculum Committee Length of time is up to college/school Dean Submit at least 3 weeks before university review Northwest Accreditation Review takes 90 to 120 days 3

4 Proposed Graduate Program Development Process Phase A Program Feasibility Evaluation Step 1A Department faculty consider developing a graduate program The first step in the program development approval process is for the department faculty to consider the interest, need, and sustainability of a graduate program. The ideas for new programs come from faculty responding to changes in a specific field, accreditation standards, professional licensing standards, student demand, and market forces. Institutional and Regents reviews hold academic programs to high standards of quality and assure that graduates who earn these degrees and credentials are prepared to live successfully in, and contribute to, the welfare of the State, region, and its citizens. The department faculty needs to consider whether or not their proposed program would meet these expectations. When deciding whether or not to develop a new graduate program, the department faculty should consider the following Guidelines for Master s Degree Proposals adopted by the Academic Affairs Council on December 2, Faculty a. Do you have the faculty with the needed expertise (# of doctoral-qualified, research record, currency in the discipline, etc.)? b. What is the workload for faculty who will teach in the master's program? For supervision of theses? What are the expectations and workload implications for on-going scholarship/research of graduate faculty? 2. Demand a. How much demand exists for the graduate program? Consider area businesses; capacity/graduation/placement rates for similar programs in the state. b. How many students are anticipated? UVU undergrads vs drawing other students. c. How much demand exists for the undergraduate program - number of graduates, placement, etc.? 3. Logistics a. Will it be a PT or FT program? b. What are the entry dates - annual or by semester? 4. Quality a. Consider that the regents and USHE institutions will look closely at quality and ability to deliver the program b. Have a consultant look at the program & curriculum. c. Consider accreditation standards - this may be important to students. What are the requirements and costs of accreditation? d. How will the graduate program affect the quality of undergraduate programs? If you pull faculty from undergraduate programs, who will teach the undergraduate courses? Will faculty want to continue teaching undergraduate courses? e. Will the master's degree have a negative impact on the undergraduate degree? 5. What resources are needed? a. New faculty, labs, space? b. What is the impact of repurposing current space used for undergraduate courses/labs? 4

5 Departments, colleges, and the university are prohibited from marketing or recruiting students for graduate programs until final approval is received by the Northwest Commission on Colleges and Universities. Since this may take a considerable amount of time, departments are encouraged to begin early and prepare their documents carefully in order to avoid delays in the process. Step 1B Complete and Submit Form A Program Feasibility Template The department completes Form A Program Feasibility Template for proposed programs it wants the university to consider. This form is used to evaluate the purpose of the program, its fit with the university mission, and the need for the program, including labor market demand, student demand, and similar programs. The Department Chair submits the completed Form A including supporting documentation appendices to the Dean. If the Dean determines that the program is feasible, the Deans submit Form A to the Office of Academic Affairs for consideration by the Academic Affairs Council. Step 2 Feasibility Approval by Academic Affairs Council The Academic Affairs Council evaluates Form A for the proposed program for its purpose, fit with the university mission, and the need for the program, including labor market demand, student demand, and similar programs. The Office of Academic Affairs will notify the department and Dean of the decision of the Academic Affairs Council. If the Academic Affairs Council recommends the development of the proposed program, the department may proceed to Phase B with Step 5. Otherwise, the process ends with Phase A for the proposed program. 5

6 Form A New Program Feasibility Template Name of the Proposed Degree or Certificate: Proposed Degree Type: Undergraduate (Check all that apply) Bachelor of Arts Bachelor of Science Bachelor of Associate of Arts Associate of Science Associate of Applied Science Associate of Certificate in Minor in Emphasis in Other Graduate Master of Arts Master of Science Master of Graduate Certificate in Emphasis in Other Department School/College Department Chair Name Telephone Extension Date Authorized Signature Recommended by Academic Affairs Council for R401 Development Note: Do NOT contact Linda Makin s office for assistance until after the New Program Feasibility Template is approved by the Academic Affairs Council. 6

7 Many of the items in this feasibility template can also be used later for the R401. Writing for this template should be in third person using Ariel Narrow 12 point font, so you can cut and paste these responses into the R401. Program Description One paragraph description of the program (Remove italics after completing this section of the template). Role and Mission Fit One paragraph statement showing how the proposed certificate or degree is in harmony with the current role, mission, and goals of Utah Valley University. (Remove italics after completing this section of the template). Purpose of Degree State why UVU should be approved to offer this degree and the expected outcomes. (Remove italics after completing this section of the template). Benefits State how the institution and Utah State Higher Education benefit by offering the proposed program. (Remove italics after completing this section of the template). Program Need Clearly indicate why such a program should be initiated (Remove italics after completing this section of the template). Labor Market Demand Include local, state, and national data; job placement information; and the types of jobs graduates have obtained from similar programs. Indicate future impact on the program should market demand change. Include as an appendix Burning Glass reports on employment demand. Burning Glass reports can be obtained from Laura Busby at In addition to Burning Glass data, other resources for obtaining this information include the following: -IRI Website - -Bureau of Labor Statistics -Utah Department of Workforce Services (Remove italics after completing this section of the template) 7

8 Student Demand Describe evidence of student interest and demand that supports potential program enrollment. (Remove italics after completing this section of the template). Projected Program Enrollment and Graduates Using the format below, indicate the projected number of graduates and declare majors expected over the next five years in the new program proposed. (Remove italics after completing this section of the template). Data Category Data for Proposed Program Number of Graduates in Proposed Program Total # of Declared Majors in Proposed Program Current Prior to New Program Implementation X X PROJ YR 1 PROJ YR 2 PROJ YR 3 PROJ YR 4 PROJ YR 5 Expansion of Existing Program If the proposed program is an expansion or extension of an existing program, present enrollment trends by headcount and by student credit hours (if appropriate) produced in the current program for each of the past five years for each area of emphasis or concentration. (Remove italics after completing this section of the template). 8

9 Similar Programs Complete the chart below. Are similar programs offered elsewhere in the state or Intermountain Region. If yes, cite justifications for why the Regents should approve another program of this type. How does the program differ from similar program(s)? Be specific. Information requested in the table below could be obtained from the Utah System of Higher Education at (Remove italics after completing this section of the template). What similar programs are in place at other USHE institutions? What are their enrollments and graduation/placement rates? Institution Program(s) Offered Degree Type Enrollment Graduation/ Placement Rates Accreditation Indicate any special accreditation which will be sought and how that accreditation will impact the program. Project a future date for a possible accreditation review; indicate how close the institution is to achieving the requirements, and what resources will be needed to achieve them. (Remove italics after completing this section of the template). Additional Resources Needed for the Proposed Program Expected number of new full-time faculty lines needed to support the proposed program Expected number of new adjuncts needed to support the proposed program Expected number of new staff to support the proposed program Additional resources needed to support the proposed program (describe) For Proposed Graduate Program Expected number of FTE faculty, if any, reassigned from teaching undergraduate courses to teach graduate courses Describe how the graduate program will impact undergraduate education. Will the proposed program charge differential tuition? Yes No (Note: Differential tuition is tuition amounts that exceed 110% of undergraduate tuition. See Regents policy below). Board of Regents Policy R510 Tuition and Fees 9

10 3.6. Graduate/Undergraduate Tuition Relationships: Tuition for resident and non-resident graduate students will be set at not less than one hundred ten percent (110%) of tuition for undergraduate students. For this purpose, a graduate student is a student who has been formally admitted to a graduate program at the institution. (Remove italics after completing this section of the template). Attach Supporting Documents for Feasibility Template Submit the completed new program feasibility template to your dean who submits it to the Academic Affairs Council for consideration. STOP Do not proceed to Step 1C or later steps until after the Academic Affairs Council approves the feasibility template and recommends the development of a R

11 Proposed Graduate Program Development Process-Program Proposal, Review, and Approval Step 1C - Draft R401 and Forms B, C, D, E, F, G, and H for the Proposed Master s Program Do not proceed with this step or later steps until after the program feasibility template has been approved by the Academic Affairs Council. If the Academic Affairs Council recommends development of a R401, the Department Chair develops the following forms: 1. Form R401at Choose the template that is appropriate for your proposed program. Note: Tables and supporting documents cannot be added to the R401 See Appendix 1 for the following forms: 2. Form B-New Graduate Program Application 3. Form C-Program Review and Approval 4. Form D-Department Impacted by Proposed Program 5. Form E-Library Resource Analysis for Proposed Program 6. Form F-Curriculum Map for Proposed Program 7. Form G-Graduate Faculty Course Coverage 8. Form H-Graduate Faculty Application Form for each Graduate Faculty Member All documents must be completed. The R401 and Forms B, D, E, F, G and H will be used throughout the program approval process. Therefore, it is imperative that they are complete, comprehensive, and correct. A large portion of the information already presented in Form A can also be used for the R401. Appendix 2 Graduate Policies and Procedures includes important links and information that should be used in the development of the graduate program documentation. Step E Review by Department Chair and Dean of Impacted Departments, if applicable Department impacts include teaching courses in the department that are normally taught in another department, proposing course titles and new courses that would be taught in the impacted department, and course enrollment impacts of the proposed program on current course offerings. A separate Form D should be prepared for each department impacted. The Department Chair of the proposing department provides the Department Chair of the impacted department with Form D-Department Impacted by Proposed Program. If the Department Chair and the Dean of the affected department approve the impact on their department s program, they sign Form D and Form C and return it to the Department Chair. Step 1E Review by the Library Director The Department Chair provides the Library Director with Form C and Form E-Library Resource Analysis for Proposed Program with details for the current library resources and new library resources required by the proposed program. The Department Chair discusses library support needs with the Library Director. The Library Director reviews Form E for cost accuracy. If approved, the Library Director signs Form E and Form C and returns it to the Department Chair. Step 1F Review and Approval by Director of Academic Assessment and Program Review The Department Chair provides the Director of Academic Assessment and Program Review of copy of the R401 with Forms B, C, D, E, F-Curriculum Map, and Key Assignments for each course in the program. The Curriculum Map is at the following link: (Curriculum Map is listed under Resources) 11

12 Each course key assignment should link to at least one of the program learning outcome objectives. Course learning objectives should include program learning outcome objectives as well as course specific objectives. Each course should have at least 3 course specific learning outcomes in addition to the program learning outcomes. (See Writing Learning Outcome Recommendations at the end of this syllabus). The Director of Academic Assessment and Program Review reviews these forms, the curriculum map, and course key assignments. The Director may require changes to the documents to meet institutional assessment and accreditation expectations. If the Director approves the proposed program, the Director signs and returns the approved R401 and all forms to the Department Chair. Step 1G - Budget Review by the Vice President for Planning, Budget, and Human Resources Do not contact the Vice President for Planning, Budget, and Human Resources until the feasibility template has been approved by the Academic Affairs Council and the previous steps have been completed. The department develops the budget for the proposed program in conjunction with the Vice President for Planning, Budget, and Human Resources. The Vice President for Planning, Budget, and Human Resources reviews the finance section of the R401 to determine if it is properly presented. When satisfied that the finance section properly reflects the financial impact of the proposed program, the Vice President for Planning, Budget, and Human Resources signs Form C. The department chair sends it with the R401 and other forms to the Office of Graduate Studies. Step 1H Review and Approval by Department Curriculum Committee The department curriculum committee including Department Chair reviews the proposed program as presented in the R401 and Forms B, D, E, F-Curriculum Map, G, and H documents, as well as course key assignments. See Form I for a sample syllabus with instructions on areas that will be subject to review at the university level. Where appropriate, the course numbering should articulate with other state institutions. If approved by the faculty, the Department Chair records the date of approval on Form C. The curriculum is entered into the Curriculum Management System (CMS). Step 3 Review and Approval by College/School Curriculum Committee The College/School Curriculum Committee reviews the R401 and Forms B, D, E, F-Curriculum Map, G, and H documents, as well as course key assignments. The College/School Curriculum Committee also reviews the program and courses in the Curriculum Management System (currently COMET). The Curriculum Committee may require changes in the program or courses. If approved by the Curriculum Committee, the proposal is forwarded to the Dean. Step 4 Review and Approval by Dean The Dean reviews the R401 and Forms B, D, E, F-Curriculum Map, G, and H documents, as well as course key assignments. The Dean also reviews and approves the program and courses in the Curriculum Management System (currently COMET). If the Dean approves, the Dean signs and sends all the forms to the Director of Graduate Studies. This should be done 30 days before the next Graduate Council meeting. 12

13 Step 5A Review and Approval by the Graduate Council The Office of Graduate Studies distributes copies of the R401, curriculum map, course key assignments, and Forms B, D, E, G, and H, as well as the course key assignments to the Graduate Council members for review prior to the Graduate Council meeting. The information should be submitted approximately 30 days before the Graduate Council meeting so preliminary reviews and changes can be made before distributing the materials to the Graduate Council. The graduate proposal is scheduled for a Graduate Council meeting. At the Graduate Council meeting, the Graduate Council reviews the R401, course key assignments, and Forms B, D, E, F, G, and H. The Graduate Council may require changes in the documentation. If the Graduate Council approves the proposed program as presented in these documents, the Director of Graduate Studies signs Form C. Step 5B Review and Approval by the University Curriculum Committee The University Curriculum Committee considers graduate programs recommended by the Graduate Council as a consent agenda item The Curriculum Committee may require changes in the program or courses. If approved by the Curriculum Committee, the Chair of the Curriculum Committee informs the Office of Academic Affairs, the college/school, and the department of the approval. Step 6 Review and Approval by the Senior Vice President for Academic Affairs The Senior Vice President for Academic Affairs reviews the R401 with the Academic Affairs Council at his discretion and with President. If approved by the Senior Vice President for Academic Affairs, the Vice President approves the program in the Curriculum Management System (MCS) and signs Form C. The R401 is sent by the President s office to the Board of Trustees for consideration. 13

14 Proposed Graduate Program Development Process Trustee, Regents, and Accreditation Approval Step 7 Review and Approval by the UVU Board of Trustees The UVU Board of Trustees (BOT) reviews the R401 for the proposed program. If the Board of Trustees approves the program, the R401 is submitted to the Utah Office of Commissioner of Higher Education (OCHE) for consideration. Step 8 Review and Approval by the Utah State Board of Regents The Utah State Board of Regents reviews the R401 for the proposed program. If the SBR approves the program, the R401 is submitted to the Northwest Commission of Colleges and Universities (NWCCU) for consideration. Step 9 Review and Approval by the Northwest Commission of Colleges and Universities The Northwest Commission of Colleges and Universities reviews the R401 for the proposed program. If the NWCCU approves the program, then the program is fully approved. Departments, colleges, and the university are prohibited from marketing or recruiting for graduate programs until final approval is received by the Northwest Commission on Colleges and Universities (NWCCU). Step 10 Program Implementation After approval by the Northwest Commission of Colleges and Universities, the university may implement the program. At this point in time, the department, college, and university can begin marketing the program and recruiting students. UVU and State program proposal timelines are located on the Academic Scheduling and Curriculum web site at If you want to track the progress of your proposal through the approval process, the Academic Scheduling and Curriculum web page provides this information at 14

15 Proposed Graduate Program Development Process Initial Implementation Processes Departments, colleges, and the university are prohibited from marketing or recruiting students for graduate programs until final approval is received by the Northwest Commission on Colleges and Universities (NWCCU). It generally takes over 90 days for the NWCCU to act after State Board of Regents approval. Even though the marketing is prohibited until final NWCCU approval, proposed programs can begin developing processes and materials after the State Board of Regents approval while they are awaiting final NWCCU approval, so the program can launch soon after NWCCU approval. This section addresses the following initial implementation processes the proposed program should develop for a successful program launch. Admissions criteria communicated to admissions Assistantships/Scholarships communicated to financial aid Financial Aid Registration Communications to students about admissions, assistantships, financial aid, etc. Student Advisement Marketing Course Schedule Forms for these areas will be developed and incorporated into this document. 15

16 Appendix 2 Graduate Policies and Procedures Graduate Program Development Process Links to Northwest Accreditation, Board of Regents, and UVU graduate program policies that should be used in the graduate program planning and R401 development process are as follows: Northwest Commission on Colleges and Universities Accreditation Standards for Graduate Program: 2.C.12, 13, 14, and 15. Board of Regents Policy R510 Tuition and Fees 3.6. Graduate/Undergraduate Tuition Relationships: Tuition for resident and non-resident graduate students will be set at not less than one hundred ten percent (110%) of tuition for undergraduate students. For this purpose, a graduate student is a student who has been formally admitted to a graduate program at the institution. Forms Form R401at Choose the template that is appropriate for your proposed program. Complete the R401 using Arial Narrow 12 font. Much of the information in Form A-New Program Feasibility Template can be used in the R401 Note: Tables and supporting documents cannot be added to the R401. Form F-Curriculum Map is located at the following link: (Curriculum Map is listed under Resources) 16

17 Form B New Graduate Program Application Graduate Program Development Process Proposed Degree Title Department School/College Department Chair Extension Program Structure (check all that apply) Face to Face Hybrid Online Program Entry Points (check all that apply) Fall Spring Summer How does the proposed program serve the greater UVU community? How might it enhance UVU s standing in the community? How does the proposed program enhance or sustain professional expertise or serve students personal advancement? Why does the proposed program need to be offered at the graduate level? What will be the substantive differences from existing undergraduate programs at UVU? How might the new graduate program affect the quality of undergraduate offerings? What additional workload considerations for graduate instructors, if any, will be considered at the department level? Attach Completed R401 and Forms C, D, E, F, G, and H 17

18 Form C Program Review and Approval Graduate Program Development Process Name of the Proposed Degree or Certificate Department School/College Department Chair Name Telephone Extension Date Authorized Signature Feasibility Approved by Academic Affairs Council Reviewed by Impacted Department(s) Chair and Dean (Form D) Reviewed by Library Director (Form E) Reviewed by the Director of Academic Assessment and Program Review (Curriculum Map and Course Key Assignments) Reviewed by Vice-President for Planning, Budget, and Human Resources Approved by Department Faculty (Chair Signs) Approved by College/School Curriculum Committee Approved by Dean Approved by Graduate Council Approved by Curriculum Committee Approved by the Senior Vice President for Academic Affairs 18

19 Form D Department Impacted by Proposed Program Graduate Program Development Process Name of the Proposed Degree or Certificate Department Proposing the New Program Department Proposing New Program Department Chair Name Telephone Extension Department Impacted by the New Program Department Impacted by Proposal Department Chair Approval Name Signature Dean Approval Name Signature Describe how the proposed program impacts the affected department. (Example: Courses taught outside the normal department, new courses needed to support the proposed program, increased enrollment impact for current courses offered. Be specific). Describe additional resources (if any) the impacted department will need to offer new courses for the proposed program. (These additional resource needs must be included in the R401 proposal budget section). 19

20 Form E Library Resource Analysis for Proposed Program Graduate Program Development Process Name of the Proposed Degree or Certificate Department Proposing the New Program Department Proposing New Program Department Chair Name Telephone Extension Library Director Approval Name Signature Describe current library resources that the proposed program plans to use. (Example: Journals, journal databases, other electronic resources, books, other resources. Be specific). Describe new library resources that will be requested by the proposed program with an estimated cost for each resource (Be specific) (Include in R401 budget section). One Time Expenditures (Books, Other Resources) Resource Reason Needed Estimated Cost Total Recurring Expenditures (Journals, Databases, Other Electronic Resources) Resource Reason Needed Estimated Annual Cost Total 20

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