Program and Course Management Academics & Research Academics & Instruction

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1 DRAFT May 01, 2012 Program and Course Management Academics & Research Academics & Instruction Academic Policy Effective, Authority: University President Proponent: Academic Senate Summary: This policy describes standards for developing and maintaining graduate programs and courses at Eastern Washington University. History: This policy revises and supersedes Topic 3 and appendices D, G, H and I of the Graduate Affairs Council Policy Manual dated May, CONTENTS Chapter 1 General Provisions Chapter 2 Program Management Chapter 3 Course Management Chapter 4 Certificate Programs Chapter 1 General Provisions 1-1. Administration Academic programs and courses are developed and managed through the joint efforts of academic departments, colleges, and the councils and committees of the academic senate Responsibilities a. Academic Departments have overall responsibility for developing, managing, and maintaining quality academic programs and courses under their authority. b. The Undergraduate Affairs and Graduate Affairs Councils develop policy recommendations relative to academic program and course management. The councils furnish information and advice to divisions and departments as new programs or courses are proposed. c. The Course and Program Approval Committees review and make recommendations to the Undergraduate and Graduate Affairs councils relative to course and program proposals. d. The Academic Senate reviews course and program proposals and approves proposals for submission to the University President. e. The University President takes action on course and program recommendations submitted by the Academic Senate. Appendix A Program and Course Development Appendix B HECB Procedures Appendix C Degree Program Discontinuance Appendix D Graduate Faculty Policy Overview and Summary of Change The bulk of this policy comes from existing provisions of the Graduate Affairs Council policy manual, the annual catalog, and the CPAC websites. Synopsis of material changes: Throughout the policy, text from the GAC manual has been expanded to cover undergraduate courses & programs as well. This policy substantially revises some current practices by incorporating a single process to handle all program and course management actions. Appendix D, Graduate Faculty, modified as directed by GAC. Text Color Keys: Red Text: From GAC Manual Green Text: From Annual Catalog Black Text: New material, or material from other Academic Policy , GAC approved May 9,

2 Chapter 2 Program Management 2-1. Program Establishment and Revision Procedures for the establishment of degree programs at Eastern have been developed in cooperation with the other state institutions of higher learning and the Higher Education Coordinating Board (HECB). Specific procedures for establishing/revising degree programs are at appendix A Reappraisal All graduatenew degree programs are tomust be reappraised within five years of original approval Advertising of New/Revised Programs Advertising related to any new or a substantively revised academic program requires the prior review and approval of the appropriate vice provost before publication. The vice provost must approve any advertising that is anticipated to precede Undergraduate/Graduate Affairs Council consideration or approval of new or substantively revised graduate degree programs. Substantive here means a change in any core requirements, changes effecting an entire cohort or group of students, or changes to more than 20% of the minimum credits for the degree program Program Discontinuance Procedures for the discontinuation of degree programs are at appendix C. Chapter 3 Course Management 3-1. Procedures Procedures for establishing and revising courses are included at appendix A Credits One quarter hour of credit is assigned in the following ratio of hours per week devoted to the course of study: lecture/discussion: one hour in the classroom per week for each credit hour (two hours outside preparation expected); studio (art classes): minimum two hours in the classroom per week for each credit hour (one hour of outside preparation expected per credit hour); laboratory: minimum two hours in the lab per week for each credit hour (one hour of outside preparation expected per credit hour). Ensemble (music classes): minimum two hours per week for each credit hour (one hour of outside preparation expected per credit hour); independent study: minimum three hours of work per week for each credit hour. The proportion of time in each course assigned to lecture, studio, laboratory, independent study or ensemble is recommended by faculty of the department offering the course. The term quarter hour corresponds with credit, hour or credit hour Non-Standard Courses a. Non-standard courses have course numbers are identified asending in 539, 95, 596, 597, 98, and 99. These numbers are not to be used for structured courses which are offered on a regular basis. All non-standard courses must adhere to established standards for approval of graduate courses. (see EWU Graduate Affairs Council policy 3.3.1) b. A structured course is one with defined subject matter content rather than one in which the student may be investigating a problem, performing an internship, or in which the topics vary from one offering to another as in a current topics course. A regular basis is considered to be more than twice in a two year period or on an annual basis for more than two consecutive years. c. The following numbers are assigned to specific courses: (1) Courses with numbers ending in 39 arethe number 539 is used for special, selected or current topics. These courses may be repeated for credit under a different title/topic. (2) Course numbers ending in 95 are used for internships. (3) The numbers 496 and 596 areis used for experimental courses. These are courses which are being evaluated for implementation as regular courses. If offered on an annual basis 2

3 for more than twice in a two year period or on an annual basis for more than two consecutive years, it must be reviewed by the Undergraduate/Graduate Affairs Council for consideration as a regular course offering. (4) The Course numbers ending in 97 are 597 is used for workshops. These courses are concerned with a single narrow subject and are may be offered in a concentrated time frame. (5) The Course numbers ending in 98 are 598 is used for graduate seminar courses. A graduate seminar is a small class of students engaged in advanced study and original research. The instructor functions more as a resource person than as a lecturer. Seminars are a full term in length and have regularly scheduled class meetings (6) Independent and directed study courses are numbered as 499 or 599. d. All Only departments offering approved graduate degree programs may use the graduatelevel non-standard numbers without prior approval. Other departments require approval from the Graduate Affairs Council to offer non-standard graduate courses on either a blanket basis or by approval of individual situations. The council will expect such departments to document their qualifications for offering graduate-level courses Stacked Courses Stacked courses: Teaching multiple levels of a course in the same discipline, program, or subject area, as indicated by the same Classification of Instructional Program (CIP) code, at the same time, location, and by the same instructor. There must be differential student performance expectations for stacked courses. Stacked courses will be reviewed for approval through the Course Term File process in Academic Affairs Cross-Listed Courses Cross listed courses: Teaching across two or more disciplines, programs, or subject areas, as indicated by distinct Classification of Instructional Program (CIP) codes, at the same time, location, and by the same instructor. Cross listed courses must be proposed to and approved by the appropriate Course and Program Approval Committee in either the Undergraduate Affairs Council or the Graduate Affairs Council or both. New, non-standard course initiatives with experimental, workshop, seminar, or other special topics numbers at the same level may be crosslisted up to three times (beginning Fall 2005) before they must be submitted to the Course and Program Approval Committee of the appropriate Council (UAC or GAC). The attributes of one cross listed course must apply to all the courses listed together, including prerequisites, applicability as prerequisites, applicability towards degree/program requirements, GECR status and course fees. Only under exceptional circumstances are courses to be cross listed across levels, lower division with upper division, upper division with graduate. In all such cases the curriculum must clearly reflect differences between the levels, and the proposing department(s) must demonstrate how students and the university are benefited by the cross listing Banked Courses a. Undergraduate Courses may be banked under either of the following cases: (1) at the request of the department chair with the approval of the Associate Vice Provost for Undergraduate Education (2) after the course has not been taught during the past 12 quarters (including summer session) To retrieve a banked undergraduate course, the department must submit a request to retrieve the course to the undergraduate CPAC committee. The request must include an updated syllabus. The course must be taught within four quarters (including summer session) from the time it is unbanked. b. Graduate Courses Any graduate course that has not been offered for three (3) or more years will be banked, with the appropriate vice provost for over Ggraduate Eeducation and Research making appropriate notification to the department. The course will not be listed in the University catalog. 3

4 To retrieve a banked graduate course, the department/program must submit a request to the appropriate vice provost for Graduate Education and Research. This request must include: a. The term and year the course was last taught. b. A new syllabus for the course. c. A statement of justification for having the course unbanked. d. The curriculum vitae of the faculty member who will teach the course. e. The next term the course will be offered. The request to retrieve a banked course must be signed by the department chair and appropriate college/school dean. The appropriate vice provost for Graduate Education and Research will review the request and make a recommendation to either the Undergraduate Affairs Council or the Graduate Affairs Council Course Discontinuation Any course that has not been taught for 24 quarters (including summer session) will be automatically discontinued. Discontinued courses must go through the usual course approval process to be reinstated Course Review Not Required The General Education Curriculum Committee (GECC) is not required to assess any course that has not been taught duringfor the past 12 quarters (including summer session). Chapter 4 Certificate Programs 4-1. Introduction Undergraduate and Graduate certificate programs may must be created and approved by the Undergraduate or Graduate Affairs Councils respectively. Students may be awarded these certificates upon completion of a well-defined program of coursework. The graduate A certificate is not defined as a degree, it is a focused collection of courses that, when completed, affords the student some record of coherent academic accomplishment in a given discipline or set of related disciplines. A certificate is not a degree. Students are awarded a certificate upon completion of the defined program of coursework. The didactic material encompassed within a graduate certificate program may represent a more practice-oriented subset of an existing graduate discipline. The title of any graduate certificate program may or may not contain the word certificate, depending on the tradition in the discipline proposing the program Graduate Certificates and Graduate Programs Moreover, thea graduate certificate is not viewed as a guaranteed means of entry into a graduate degree program. While the courses comprising a graduate certificate may be used as evidence in support of a student s application for admission to a graduate degree program, the certificate itself is not considered to be a prerequisite Approval of New Certificate Programs Proposals for new graduate certificate programs are created and submitted by faculty. They must be accompanied by endorsement from the department chairs and deans for the colleges or schools in which the contributing coursework is housed, as well as from those academic units whose students or programs could be impacted by the creation of the new graduate certificate. New graduate certificate programs in areas where joint graduate programs are conducted with other universities will normally be endorsed by the collaborating departments at the other institution. The Graduate Affairs Council considers all graduate All certificate program proposals are considered for academic merit by the UAC or GAC as appropriate. Those meeting the criteria set forth in this chapter document are then recommended to the provost for approval Criteria for Approval The overarching principles applied to the assessment of the academic quality of proposals for new graduate certificate programs include: 4

5 a. The proposed sequence of coursework must offer a clear and appropriate educational objective at the intended educational level (i.e. upper-division / postbaccalaureate) level. b. The proposed program will achieve its educational objective in an efficient and well-defined manner. c. A demonstrated need for such a program must exist. This provision may be defined in terms of either external markets (i.e., external demand for the skills associated with such a certificate) or internal academic needs (i.e., the need for a critical mass of students in a given discipline). d. An appropriate number of credit hours must comprise the certificate program. (1) Ordinarily, the credit requirement for any graduate certificate program will range from 12 to 20 graduate credit hours. The number of credits may not be less than 12 or more than one-half of the credits necessary for a related master s degree from EWU. (2) Undergraduate certificate programs must include a minimum of 15 credit hours and a maximum of 30 credit hours Certificate Program Review All graduate certificate programs will be reviewed within the course of regular graduate program assessment and review, as defined by the University. Graduate Affairs Council Application for a New Certificate Program For consideration by the Undergraduate or Graduate Affairs Council, proposed new graduate certificate programs must contain the following information: 1. A statement of the educational objectives of the program. 2. A statement of the proposed course sequence associated with the certificate, including titles and course descriptions both for existing courses and any new courses that may be developed. 3. A statement of how the proposed course sequences associated with the certificate will meet the stated educational objectives. 4. A statement of the need for the proposed programs and the basis for such a need, supported by either externally or internally derived data. 5. The names of the faculty associated with or contributing to the certificate program, either by teaching one or more of the courses associated with the program or participating in the design of the course sequence. Each adjunct faculty member associated with the program should also include an up-to-date curriculum vitae. 6. The name and curriculum vitae of the faculty member who will be designated as the coordinator of the program, for purposes of communication with the Graduate Studies Office. 7. If the proposed graduate certificate program contains no new courses, no new faculty, no additional costs, and maintains the admissions and academic standing requirements of a related degree program, the proposal will be given expedited review in the approval process. GAC approved 6/14/

6 Appendix A Program & Course Development This appendix describes procedures for proposing new or revised academic programs or courses. A-1. Definitions Substantive revision of existing programs includes the addition of new courses, changes in course content and credit value, and changes in total program credits. Minor revisions in existing programs, such as changes in delivery mode of select courses, pre-requisite or course title changes only, can be submitted as separate course level revisions. New program proposals will only be considered if they are included on the current university biennial program plan, or if the appropriate vice provost approves them for submission. A-2. Procedures 1. Proposal Preparation Initiating faculty member completes appropriate forms. Proposal forms and detailed instructions are available on the web pages of the Undergraduate and Graduate Studies Offices. 2. Coordination Initiating faculty member coordinates proposal with other offices as needed. a. Inter-Department Coordination: Any department that may be affected by a new/revised program or course proposal must be contacted regarding the proposal. The chair of each affected department will review and sign the proposal, indicating their concurrence or non-concurrence. b. Dean of Libraries: A CPAC Library Support for Proposed Curricula form is required for new courses, course changes that increase course credits, and changes to a course description that are beyond editing. The form is completed through the collaborative efforts of the department and the library. Once completed, it is signed by the Department Chair and the Dean of Libraries. c. Department Chair: The Department Chair reviews and approves or disapproves each proposal. d. Academic Dean: The academic dean makes the final review before submitting the proposal. NOTE: If there is no comment by the department(s) affected, the proposal will go forward with a notation that the request for reply failed. As part of its review, CPAC will request comment from the affected department(s). If the department(s) does not respond within two weeks (during the academic year), lack of reply will be considered consent, and the review will proceed in due course. NOTE: Signatures of the chair and dean must be obtained after the proposal is complete. Signatures indicate that support and resources are available for the proposed changes. NOTE: For those graduate programs which include undergraduate courses, the vice provost for Graduate Education and Research may seek the advice and counsel of the Undergraduate Affairs Council. 3. Submission The academic dean forwards the proposal to the Undergraduate/Graduate Studies Office. a. Original Packet: One paper original of each signed proposal form must be submitted to the Undergraduate/Graduate Studies Office. This packet must include a syllabus for each new course or both an old and a new syllabus for each revised course. b. Electronic Packet: In addition to the paper original packet, an electronic version of each proposal form, library form, and required syllabi will be provided, as attachments, to the appropriate Director of Undergraduate/Graduate Studies. Proposals must be submitted by the submission deadline which is published annually in the Calendar of Deadlines. 4. Administrative Review The Undergraduate/Graduate Studies Office reviews the proposal for completeness, signatures, documentation, etc, and prepares a review summary. 6

7 Results of the administrative review will be provided to the faculty contact listed on the proposal. The results may require corrections and/or additional information or documentation. The Undergraduate/Graduate Studies Office will not forward any new or revised program proposals without appropriate signatures. Once administrative review requirements are satisfied, the Undergraduate/Graduate Studies Office will forward the proposal to the appropriate Course and Program Approval Committee (CPAC). 5. CPAC The CPAC reviews the proposal and recommends approval or revision. If the CPAC recommends approval, it will forward the proposal to the UAC/GAC for consideration and voting. If the CPAC does not recommend approval, it will return the proposal to the submitting department for revision/resubmission via the Undergraduate/Graduate Studies Office. 5a. Department Response The submitting department may: either act on the CPAC recommendations for revision or submit the proposal without adjustment for a vote by UAC/GAC. a. revise & resubmit the proposal based on CPAC recommendations b. submit the proposal without adjustment for a vote by UAC/GAC c. withdraw the proposal 6. UAC/GAC Action The UAC/GAC reviews and votes on the proposal. UAC/GAC s recommendation will be presented to the Academic Senate for approval. 7. Academic Senate Action The Academic Senate reviews and votes on the proposal. The Senate recommendation will be forwarded to the Undergraduate/Graduate Studies Office for documentation and distribution. 8. Undergraduate/Graduate Studies Office Action The Undergraduate/Graduate Studies Office will document the UAC/GAC decision. If the Senate did not approve the proposal, the Undergraduate/Graduate Studies Office will inform the submitting department of the decision and will return the proposal to the department. If the Senate approved the proposal, the Undergraduate/Graduate Studies Office will forward the proposal to the appropriate vice provost for review. 8. Vice Provost and Provost Actions The vice provost, or designee, will review the proposal and provide his/her recommendation to the provost. If the provost does not approve, the proposal will be returned to the submitting department for revision and possible resubmission. If the provost approves a proposal for a new or revised course or for a revised program, the Undergraduate/Graduate Studies Office will document the approval and inform the submitting department and other appropriate offices (UAC/GAC, Registrar s Office, effected departments, etc.) within five business days. If the provost approves a proposal for a new program, he/she will forward the proposal and their recommendation for approval to the university president for further action. 9. University President The University President will review the new program proposal and approve/disapprove. If the president approves the proposal, the Undergraduate/Graduate Studies Office will document the approval and return a copy of the proposal to the submitting department within five business days. The submitting department will then have three weeks to draft the Higher Education Coordinating Board review proposal (subject to HECB review timelines). If the president does not approve the proposal, it will be returned to the submitting department for revision and possible resubmission. 7

8 A-3 PROGRAM/COURSE DEVELOPMENT FLOWCHART Question: Where should this process end for new or revised course requests? With the Academic Senate 8

9 This entire Appendix B will have to be revised to reflect the fact that the HECB does not exist after July 1, 2012 and the process for obtaining approval external to the University has not yet been identified. Appendix B HECB Procedures Once a new academic program has been approved by the provost, the following procedures will be followed when submitting the proposal to the Higher Education Coordinating Board (HECB). 1) Using the HECB guide and instructions provided by the vice provost, the submitting department will complete the HECB proposal and forward it to the appropriate academic dean for review. 2) Proposals approved by the academic dean will be forwarded to the appropriate vice provost and then to the provost for final review. 3) Proposals requiring revision will be returned to the submitting department for resubmission within three weeks, to the appropriate vice provost. 4) Revised proposals approved by the vice provost will then be submitted to the provost for final review. 5) Proposals approved by the provost will be submitted to the HECB. 6) Proposals approved by the HECB will be documented in Academic Affairs, and the Undergraduate/Graduate Studies Office, archived, distributed to appropriate campus offices, and prepared for catalog publication. Proposals rejected by the HECB will be returned to the submitting department for revision and possible resubmission. 7) HECB approved programs will also be forwarded to the Northwest Commission on Colleges and Universities for approval. Appendix C Degree Program Discontinuance 4-1. Procedures for the Discontinuation of Degree Programs Proposals for the discontinuation of degree programs may be initiated by departments, appropriate University committees (such as the Undergraduate Affairs Council (UAC), the Graduate Affairs Council (GAC), and the Program ReviewAudit Committee (PRAC)), and/or administrative officers of the University. All proposals must specify mechanisms to protect the interests of students currently enrolled in such programs and to allow those students to complete their degrees in a reasonable time period. Proposals for degree program discontinuation must include a declaration of intent with rationale for such a recommendation: (a) degree program discontinuation, or (b) discontinuation of degree program with department dissolution. All proposals must address comply with the requirements of the Collective Bargaining Agreement Chapter V.A. 1 (c), Chapter V.A. 2 and Chapter V.A. 4. Proposals for consolidating options within a given degree that allow the students to still obtain the same or a comparable degree are not included in this process but follow the normal curriculum revision process. All proposals for program discontinuance shall be forwarded to the Program ReviewAudit Committee (PRAC) for review. The PRAC, operating under the criteria currently in place, developed in 1998, and used to conduct the program screening efforts in 1998, must seek broad consultations with groups or persons likely to be affected by the degree program discontinuation, including students enrolled in the affected degree program, the department(s) housing the program and the appropriate dean(s). The PRAC will select a finite set of data according to the 1998 criteria to be collected yearly by the Office of Institutional Research. If the PRAC finds that the proposal has no merit, then this recommendation together with 9

10 the original proposal must be forwarded to the Provost. If the PRAC finds that the proposal has merit, then the PRAC will send a recommendation to the Undergraduate Affairs Council (UAC) (for an undergraduate program) or the Graduate Affairs Council (GAC) (for a graduate program). The UAC/GAC will, after giving consideration to the PRAC recommendation, make a recommendation to the Rules Committee. The Rules Committee will, after giving consideration to the UAC/GAC recommendation, make a recommendation to the Academic Senate. The entire record will be sent to the Academic Senate. The record consists of the recommendations from the PRAC, GAC/UAC, and the Rules Committee as well as a summary of the data used to arrive at a recommendation. The Academic Senate will, after giving consideration to the entire record, make a recommendation to the President. All proposals and recommendations shall be forwarded to the Provost. The Provost forwards an independent recommendation to the President. The President makes a recommendation to the Board of Trustees (BOT). The BOT takes final action. The recommendations made by the UAC/GAC, Rules Committee and the Academic Senate must be forwarded to the appropriate body/person after four (4) consecutive regular meetings of the said group. If no recommendation is forwarded by any one of these groups the recommendation from the previous group is the recommendation that is forwarded Appendix D Graduate Faculty Faculty who excel in scholarship, teaching and research or artistic creation are essential for graduate education. The title of graduate faculty recognizes the particular professorial role in graduate education. Faculty members who teach graduate courses will be current and recognized contributors to their disciplines. At Eastern Washington University, the graduate faculty are responsible for conducting graduate education. Faculty members are eligible for recommendation for graduate faculty status if they: a. Have demonstrated competence in teaching, scholarship, teaching, research or artistic creation, and/or skills appropriate to the faculty member s special field within the five-year period preceding the nomination; and b. Hold an earned doctorate; or hold a degree other than the doctorate recognized by the faculty in their academic department as a terminal or professional degree in a discipline relevant to the course. Generally, a graduate course will be taught by a faculty member who has a terminal degree in a discipline relevant to the course (see appendix A). Recognized contributors to a given field who do not have the appropriate terminal degrees may teach graduate courses in their areas of proven expertise. Graduate faculty status is required to teach graduate courses, direct master s theses, chair graduate committees, serve as a second member of a graduate committee or serve as a field supervisor. To attain graduate faculty status, the faculty member must be recommended through the appropriate departmental procedure, which may be more restrictive. The departmental standards and procedures used for recommending faculty for graduate faculty status must be approved by the appropriate college or school dean and be on file with the Graduate Studies Office as a component of the department and/or college plan. These procedures should include the procedures to be followed within a department or college/school to revoke graduate faculty status. The departmental standards and procedures within a college or school normally should be consistent across Comment [TL1]: Added to original; not added to revised. Delete or include? Include Comment [TL2]: This sentence was in the original but not in the revised. Should it be deleted? No, keep this sentence. 10

11 departments. The Department forwards the list of recommended faculty, along with a curriculum vitae and other requested documentation for each recommended faculty member to the appropriate vice provost for Graduate Education and Research. The Graduate Faculty Review Committee of the Graduate Affairs Council, which consists of the Policy Development and Review Committee except for the appropriate vice provost for Graduate Education and Research and the graduate student member, will evaluate the faculty recommended for graduate faculty status and forward a recommendation to the appropriate vice provost for Graduate Education and Research. The vice provost for Graduate Education and Research will review all evidence submitted and approve appointments to the graduate faculty. A faculty member who is denied graduate faculty status by either the department, or program, or college or school, Graduate Faculty Review Committee or the appropriate vice provost for Graduate Education and Research may request a review by the Graduate Faculty Review Committee and the appropriate vice provost for Graduate Education and Research. Appointments to the graduate faculty are reviewed periodically, according to the schedule below. Parttime and adjunct faculty must follow the above procedures on an annual basisoutlined in the Exemption section below. Term of Appointment Schedule The term of a graduate faculty appointment is inversely related to the length of time since the most recent presentation, publication or creative work highlighted in the nomination as scholarship or professional activity. Time Since Highlighted Activity Length of Appointment 1 year or less 5 years 1-2 years 4 years 2-3 years 3 years 3-4 years 2 years 4-5 years 1 year Over 5 years Exemption Approved Scholarly and Creative Activities As there is a wide variance among the departments and colleges as to what constitutes an approved scholarly and/or creative activity, the Graduate Faculty Review Committee will rely upon the activities identified as approved activities for tenure and promotion within the departmental policies and procedures. Faculty members seeking graduate faculty nominations are required to identify the particular type of scholarly and/or creative activity necessary for their appointment (e.g. journal article, professional meeting presentation, performance) as well as the specifics pertaining to the cited activity (e.g. citation of publication, date and location of performance). Faculty members seeking graduate faculty nominations are required to submit a copy of their publication or other official document detailing their scholarly and/or creative performance (e.g. performance program, conference program). The appropriate vice provost for Graduate Education and Research has authority to review exceptions to the criteria and grant status to the applicant if a proven benefit to the department is demonstrated in the department s recommendation. If faculty members lose graduate faculty status, they may not serve as chair for new students until the requirements for reinstatement are met. If a faculty member who loses status already chairs one or more graduate committees, the faculty may continue as chair of those committees until those students are finished; however, those students shall be informed of their chair s status by the Graduate Studies Office and will be given the opportunity to change chairs if they wish. Exemptions Faculty who are endorsed by their departmental colleagues as having unique qualifying skills or experience needed by the department may be recommended as exemptions to this policy by the department chair to teach graduate courses, serve as a second or third member of a graduate committee or serve as a field supervisor. The faculty who receive these exemptions may perform the listed duties but are not considered graduate faculty. Faculty receiving exemptions are reviewed every five years. Comment [TL3]: Changed as shown in the written changes; left as is in the revised document. Change or Leave as is? Change Comment [TL4]: Changed for grammar. Is it accurate? Yes Comment [TL5]: Deleted. Is it correct? Yes 11

12 Exemptions to teach graduate courses require a justification by the departmental chair that details: 1. The nominee s particular skill set and experience as it pertains to the subject of the course. 2. Course(s) the exempt faculty has taught at Eastern Washington University within the previous five years. 3. Course title(s) the exempt faculty will teach at Eastern Washington University over the next four academic quarters. Exemptions to teach graduate courses, direct master s theses and chair graduate committees require approval of the appropriate college dean. If the nominee does not hold an earned doctorate or does not hold a degree other than a doctorate recognized by the faculty in their academic department as a terminal or professional degree, then copies of graduate transcripts are required. Exemptions for teaching graduate courses are valid for one year and may not be renewed more than twice for a total of three years of exempt status. Exemptions to serve as a second or third member of a graduate committee or serve as a field supervisor require approval of the appropriate departmental chair. These exemptions are valid for two years. Emeritus faculty may request an exemption to direct master s theses, chair graduate committees, serve as a second or third member of a graduate committee or serve as a field supervisor without evidence of scholarly and/or creative activities. Exemptions for emeritus faculty are valid for two years. New and Revised Graduate Programs Procedures and Guidelines To propose substantive revision of existing graduate programs or a new graduate program. Definitions and conditions for submission: Substantive revision of existing programs in the graduate catalog includes the addition of new courses, changes in course content and credit value, and changes in total program credits. Minor revisions in existing programs, such as changes in delivery mode of select courses, pre-requisite or course title changes only, can be submitted as separate course level revisions. For these changes, see the guidelines for new and revised graduate courses. New program proposals will only be considered if they are included on the current university biennial program plan, or if the vice provost for Graduate Education and Research approves them for submission. Procedures In both cases, tproposalsnew or lyed s shall follow the procedures described belowproposals for n, and innew programs must also be approved by the Higher Education Coordinating Board (HECB) per the procedures in section B-4.noted below immediately after this section 1. Request a Program Approval Packetfrom the Graduate Studies Office (GSO) or its web page. The packet includes the following forms: 2. Instruction/Information Sheet (w/ flow chart) 3. Graduate Program New or Revised Cover Sheet 4. Department/Program Resource, Needs Statement 5. Library/Information Technology Resource Assessment Summary 6. New or Revised Course Proposal 7. The responsible faculty member completes all appropriate forms; department/program resource needs review, library resource analysis, and secures the consent, or notes the opposition of any department affected by the changes, as appropriate. NOTE: If there is no comment by the department(s) affected by the proposal, it will go forward to CPAC, with a notation that the request for reply failed. CPAC will then request, as part of its review, comment from the affected department. If the department(s) does not respond within two weeks (during the academic year), lack of reply will be considered consent, and the review will proceed in due course. Affected departments that do not concur with the proposal are asked to so indicate in writing on the cover sheet for the proposal, which may then go forward for CPAC review. 12

13 All forms must have appropriate signatures where indicated (department chair, department chair of any program effected by the change, library dean, and academic dean, who makes final review before submission.) The Graduate Studies Office will not forward any new or revised program proposals without the appropriate signatures. A signature indicates that the signer has reviewed, understood, and approved the statements as well as the academic and fiscal commitments made on the submitted forms. For those graduate programs which include undergraduate courses, the vice provost for Graduate Education and Research may seek the advice and counsel of the Undergraduate Affairs Council. ()Submit the new or revised program proposal, (original and 4 copies) with all required forms and supporting documentation to the Graduate Studies Office by the submission deadline. This deadline is published annually in the Calendar of Deadlines. The Graduate Studies Office will document receipt of the submission in a database, and for posting to its web site, and coordinate an administrative review, which includes the following steps: a. Academic Affairs review (identification of appropriate Classification of Instructional Program code for external reporting requirements, student information system coding, HECB core requirements, prerequisites, etc.) b. Registrar s Office review (registrar impact) c. Technical review (Technical Users Group for Banner and related student service systems) d. Assessment review (end of program, etc.) e. Vice provost for Graduate Education and Research review (presentation to and vetting by provost s council) Altogether, this phase of review will normally take no more than four weeks to complete (during the academic year). The Graduate Studies Office will document completion of the administrative review and provide a summary of the findings to the faculty contact listed on the proposal. Revision may be made at this point for resubmission. However, the proposal may proceed to CPAC without adjustment. The Graduate Studies Office will then provide proposals that are ready for submission along with the administrative review summary to one of two Course and Program Approval Committees (CPAC) of the Graduate Affairs Council. The CPAC will review the proposal (see guidelines provided) and make its recommendation to GAC. If the CPAC recommends approval, the proposal comes to GAC for consideration. If the CPAC does not recommend approval, the proposal is returned to the submitting department for revision and resubmission, via the Graduate Studies Office. The Graduate Studies Office will document the return. The submitting department may either act on the recommendations for revision or submit the proposal without adjustment for a vote by GAC. GAC s decision to approve or not approve the proposal, as indicated by the signatures of the CPAC chair, and GAC chair, will be forwarded to the Graduate Studies Office for documentation and distribution. Proposals denied by GAC will be returned to the submitting department. Proposals approved by GAC will be forwarded to the vice provost for Graduate Education and Research for review. a. If the vice provost for Graduate Education and Research does not approve the proposal, the Graduate Studies Office documents the decision, and returns the proposal within five business days of receipt to the submitting department for revision and possible resubmission. b. If the vice provost for Graduate Education and Research approves a proposal for a revised program, the Graduate Studies Office documents the approval, archives it in office records, and informs the submitting department and other appropriate constituencies (GAC, Registrar s Office, effected departments, etc.) within five business days of receipt. c. If the vice provost for Graduate Education and Research approves a proposal for a new program, the Graduate Studies Office documents the approval, and returns a copy of the proposal to the submitting department within five business days. The submitting department will then have three weeks to draft the Higher Education Coordinating Board review proposal (subject to HECB review timelines) Program Establishment Procedures A faculty instructional unit division, department, center, or combination thereof which is seriously considering a new graduate program, should discuss the idea with the appropriate college dean or deans. Through such discussions, the dean(s) will be apprised of faculty aspirations, and will be able to give preliminary consideration to implied needs for staff, equipment, library support, space, and related needs. A brief document (two to five pages), outlining the nature and purpose of the proposed new program, reasons or needs for its existence, and requirements for staff, space, and their resources, including library support, should be presented to the vice provost for Graduate Education and Research. A letter from the college dean(s) indicating their awareness of the staff, equipment, library support, and space needs of the proposed program will be included with this document. Conversations at this point between the vice provost and the proposers should be informal, advisory, and exploratory. The merit of the program will be considered as it contributes to institutional goals and directions the council has established for extending the total graduate program, or as the proposal identifies desirable new avenues of 13

14 institutional service. Discussions among the vice provost, the provost and the president are held to inform the administration of prospective new programs, to provide opportunities for administrative consultation, and to offer a preliminary checkpoint for the proposal. No anticipated program will be identified to the Higher Education Coordinating Board as in preparation before it has completed this step. Preliminary consultations with other institutions may be carried on by the president, the deans and/or faculty unit concerned. After continued consultation between the proposing unit and the vice provost for Graduate Education and Research, the full proposal, including new course descriptions and approval by the appropriate college, may be presented to the Graduate Affairs Council. Detailed guidelines for program and course proposals are available in the Faculty Organization Office and the Graduate Studies Office. The council will not commence discussion on new proposals before the first regular council meeting subsequent to its presentation. The Graduate Affairs Council routinely refers such proposals to its Course and Program Approval Committee for critical review. Following council approval for circulation and criticism, the proposal must be approved by the vice provost for Graduate Education and Research, the provost and the president. When these approvals are obtained, the Graduate Studies Office secures needed copies of the proposal from the proposing unit, and the provost forwards copies to the other state institutions and the consultants. After comments from the other Washington institutions and consultants have been received and studied, the proposal is resubmitted by the proposing unit, accompanied by responses to criticisms received and including modifications in the proposal where deemed advisable. Final recommendation for approval is given when the council is satisfied with the desirability, feasibility and quality of the proposal. Approval for presentation to the Higher Education Coordinating Board is given by the vice provost for Graduate Education and Research, the provost and the president, who will keep the Board of Trustees informed and who may choose to discuss the proposal with the Council of Presidents. The proposal is submitted to the Higher Education Coordinating Board, which possesses legislative authority to review and recommend new programs in higher education. Having received the response of the Higher Education Coordinating Board, the final decisions to initiate, defer or reject the program rests with the chair of the Board of Trustees. HECB PROCEDURES The following procedures shall be followed when submitting a new for HECB Submission of a GAC Approved New Graduate Program 1. Complete the HECB proposal, using instructions provided by the vice provost for Graduate Education and Research, and submit the proposal to the appropriate academic dean for review. Proposals approved without revisions by the academic dean will be forwarded to the vice provost for Graduate Education and Research and then to the provost for final review. Proposals requiring revision will be returned to the submitting department for resubmission within three weeks, subject to HECB review timelines. Revised proposals approved by the vice provost for Graduate Education and Research will then be submitted to the provost for final review. Proposals approved by the provost will be submitted to the HECB, with notice made through the Graduate Studies Office for documentation of the submission. 2. Proposals approved by the HECB will be documented in Academic Affairs, and the Graduate Studies Office, archived, distributed to appropriate campus offices, and prepared for catalog publication. Proposals rejected by the HECB will be returned to the submitting department for revision and possible resubmission. Forward HECB approved program to the Northwest Commission of colleges and Universities for approval, via vice provost for Graduate Education and Research NEW AND REVISED GRADUATE COURSES Procedures and Guidelines Definitions and Conditions: To propose new or revised graduate courses that are not required for a graduate program currently listed in the graduate catalog or for minor revisions of courses in existing graduate programs. Content and credit value changes in courses that are part of an existing graduate program must be submitted as part of a program revision. See the guidelines for graduate program revision. Otherwise, the course revision must be submitted as follows. 1. Request a New or Revised Course Approval Packet from the Graduate Studies Office or its web page. The packet includes the following forms: a. Instruction/Information Sheet (w/ flow chart) b. New or Revised Course (content changes) c. Course Title or pre-requisite revision only d. Department/Program Resource, Needs Statement e. Library Resource Assessment Summary 14

15 The responsible faculty member completes all appropriate forms; department/program resource needs review, library resource analysis, and secures the consent, or notes the opposition, of any department effected by the revision, as appropriate. NOTE: If there is no comment by the department(s) affected by the proposal, it will go forward to CPAC, with a notation that the request for reply failed. CPAC will then request as part of its review comment from the effected department. If the department(s) does not respond within two weeks (during the academic year), lack of reply will be considered consent, and the review will proceed in due course. Effected departments that do not concur with the proposal are asked to so indicate in writing on the cover sheet for the proposal, which may then go forward for CPAC review. All forms must have appropriate signatures where indicated (department chair, department chair of any department effected by the proposal, library dean, and academic dean, who makes final review before submission.). The Graduate Studies Office will not forward any course or program proposals without the appropriate signatures. A signature indicates that the signer has reviewed, understood, and approved the statements as well as the academic and fiscal commitments made on the submitted forms. 2. Submit the new or revised course proposal, (original and 4 copies) with all required forms and supporting documentation to the Graduate Studies Office by the published submission deadline. This deadline is published annually in the Calendar of Deadlines, which is based in part on catalog cycles, and time required for review and publication. The Graduate Studies Office will document the submission in a database and post on its web site, and coordinate an administrative review, which includes the following steps: a. Academic Affairs Review (Student Information System coding, prerequisite checks, etc.) b. Registrar s Office Review (Registrar impact) c. Assessment Review (As appropriate) d. Technical Review (Technical Users Group for SIS, and related student service systems) Altogether, this phase of review will normally take no more than four weeks to complete (during the academic year). The Graduate Studies Office will document completion of the review and provide a summary to the faculty contact listed on the proposal. Revision may be made at this point for resubmission. The Graduate Studies Office will then provide proposals that are ready for submission along with the administrative review summary to one of two Course and Program Approval Committees (CPAC) of the Graduate Affairs Council, or to the vice provost for Graduate Education and Research, as appropriate. 3. New or revised course proposals from programs without a graduate program will be routed to one of the two CPACs and follow these steps: The CPAC will review the proposal (see guidelines provided) and make its recommendation to GAC. If the CPAC recommends approval, the proposal comes to GAC for consideration. If the CPAC does not recommend approval, the proposal is returned to the submitting department for revision and resubmission, via the Graduate Studies Office. The Graduate Studies Office will document the return. The submitting department may either act on the recommendations for revision or submit the proposal without adjustment for reconsideration by GAC. GAC s decision to approve or not approve the proposal, as indicated by the signatures of the CPAC chair, and GAC chair, will be forwarded to the Graduate Studies Office for documentation and distribution. Proposals denied by GAC will be returned to the submitting department. Proposals approved by GAC will be forwarded to the vice provost for Graduate Education and Research for Academic Affairs review. If the vice provost for Graduate Education and Research does not approve the proposal, the Graduate Studies Office documents the decision, and returns the proposal within five business days of receipt to the submitting department for revision and possible resubmission. If the vice provost for Graduate Education and Research approves a proposal for a new or revised course, the Graduate Studies Office documents the approval, archives it in office records, and informs the submitting department and other appropriate constituencies (GAC, Registrar s Office, effected departments, etc.) within five business days of receipt. 4. New or revised course proposals from programs with a graduate program will be routed to the vice provost for Graduate Education and Research. If the vice provost does not approve the proposal, the Graduate Studies Office documents the decision, and returns the proposal within five business days of receipt to the submitting department for revision and possible resubmission. If the vice provost approves a proposal for a new or revised course, the recommendation is reported to the Graduate Affairs Council. The Graduate Studies Office documents the approval, archives it in office records, and informs the submitting department and other appropriate constituencies (GAC, Registrar s Office, impacted peer departments, etc.) within five business days of receipt. 15

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