AM SYSTEM ACADEMIC PROGRAM PROPOSAL TRAINING College Station by tomato739

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									           A&M SYSTEM
    ACADEMIC PROGRAM PROPOSAL
             TRAINING
                       College Station, Texas



                    January 21-22, 2009

Presented by:    Verna L. Dewees, Assistant Vice Chancellor,
                 Academic Affairs, TAMUS
SPECIAL GUEST:   Dr. Kevin Lemoine, Deputy Assistant Commissioner,
                 Academic Affairs & Research Division, THECB

                                                                     1
               ACRONYMS
THECB       Texas Higher Education Coordinating Board
MS          Mission Statement
TOP         Table of Programs
PREL AUTH   Preliminary Authority
TAMUS       The Texas A&M University System
BOR         Board of Regents
SO          System (Administrative) Offices
HSC         Texas A&M System Health Science Center
VCAA        Vice Chancellor for Academic Affairs
OGC         [System] Office of General Counsel

                                                        2
 ACADEMIC PROGRAM PROPOSAL TRAINING
                      Objectives


Enhance the handling of academic proposals and
agenda item materials at System universities & HSC
through overviews and discussions on:
    (1)   Timelines at the System
    (2)   TAMUS Planning Guidelines
    (3)   TAMUS Submission Guidelines
    (4)   SO Agenda Item Review Process

F2F interaction of academic affairs colleagues across
System institutions and the exchange of „best
practices‟ in handling proposal development

                                                        3
Wednesday – January 21 – 1:30 to 5:00 p.m.
 Revisiting the Overview and Discussions


               PART 1
      TAMUS AND THECB OVERVIEWS

          TAMUS Academic Affairs –
  Recent changes in academic proposal processes


THECB Academic Affairs & Research Division
   Update on various proposal review processes

                                                  4
          Part 1 cont’d -- TAMUS Overview
• Electronic submission of all academic agenda items by due date
• Institutions responsible for development of attachment items
• VCAA office submits all academic related agenda items to CHAN no
  later than scheduled due date
• VC reviews carried out on all new degree program requests in
  advance of BOR action
• New doctoral programs require external consultants review; led by
  TAMUS/THECB in advance of BOR action
• Online distance education requests of existing B & M programs no
  longer require BOR action but still require VCAA office review &
  THECB notification
• All THECB-related program requests submitted electronically to
  THECB by VCAA Office


                                                                  5
   Part 1 cont’d -- THECB Overview

• Academic Affairs/Research Division

  – Division structure
  – Proposal review processes (4-yr cycle MS, TOP;
    preliminary authority requests; new doctoral
    programs; others)
  – Update to Policies & Procedures manual;
  – Other issues discussed



                                                     6
     Thursday – January 22 – 8:30 to Noon
  PART 2: Academic Proposal Review Process

• Topics to be covered
  – Proposal Review Timelines for BOR action
  – Planning Guidelines (deadlines by types of proposals)
  – Submission Guidelines (proposal materials)
• Agenda item review process by stages
  –   VCAA (A)
  –   CHAN (B)
  –   BOR (C)
  –   SO follow-up (D)

                                                        7
            A&M System Timelines for BOR Review of
 Proposals for New Degree Programs and Administrative Changes
                                     Non-Doctoral proposals*
             If Proposal is                                       Doctoral proposals*
                                       must be considered
          received before the                                     must be considered
                                        on or before the
           Board of Regents                                         on or before the
                                        Board of Regent
             meetings in:                                          Board meeting in:
                                          meeting in:


           January 2009                    May 2009               September 2009
            March 2009                    July 2009               December 2009
              May 2009                September 2009               January 2010
             July 2009                 December 2009                March 2010
          September 2009                January 2010                 May 2010
          December 2009                  March 2010                  July 2010

•For these timelines to be effective, proposals must have met all System level proposal
review requirements and have completed/submitted all supplemental agenda item
materials.
•For new programs anticipated to be implemented within a fall, spring or summer semester,
proposals should be submitted to the A&M System at least a year in advance of the proposed
implementation date to allow for:
                       System review (and approval)
                       Board of Regents approval (if required),
                       THECB staff review and approval, and / or recommendation for
                       THECB meeting and approval (as applicable).
                                                                                             8
     A&M SYSTEM ACADEMIC PROPOSAL REQUESTS PLANNING GUIDELINES
       Office of the Vice Chancellor for Academic Affairs (VCAA Office)

   TYPES OF                SPECIFIC TYPES OF                                            TIMELINES:
    THECB             ACADEMIC PROPOSAL REQUESTS                                    Proposals due to VCAA
  PROPOSALS


ADMINISTRATIVE   Creation of new administrative structure              One (1) month in advance of agenda item deadline
   CHANGE        Renaming College
  REQUESTS       Academic Reorganizations requiring new
                      structures
                 Modification to existing administrative               Once proposal has been approved by appropriate
                 structures, renaming of departments, academic         internal committees (as applicable) and the
                 reorganizations not requiring any new structures      University President/Provost. Proposal requires
                                                                       action by System administration only (no BOR
                                                                       action).


 CERTIFICATE     Upper-level undergraduate certificates of 21-36       One (1) month in advance of agenda item deadline
  PROGRAMS       hours in disciplinary areas where the institution
     NEW         already offers an undergraduate degree program.
                         Any certificate program <21 SCH can be
                 implemented w/o TAMUS or THECB notification
                 Graduate-level and professional certificates of 16-   One (1) month in advance of agenda item deadline
                 29 hours in disciplinary areas where the
                 institution already offers a graduate program at
                 the same level as the certificate
                                         (<16 SCH, same as for UG)
                                                                                                                    9
     A&M SYSTEM ACADEMIC PROPOSAL REQUESTS PLANNING GUIDELINES-2
                             VCAA Office
  TYPES OF                     SPECIFIC TYPES OF                                           TIMELINES:
   THECB                  ACADEMIC PROPOSAL REQUESTS                                   Proposals due to VCAA
 PROPOSALS



 CERTIFICATE        To existing upper or graduate level and             Once proposal has been approved by appropriate
  PROGRAMS/         professional certificates that had required         internal committees (as applicable) and the
MODIFICATIONS       THECB approval.                                     University President/Provost.
                                                                        Proposal requires action by System administration
                                                                        only (no BOR action).


   DEGREE                           Bachelors, Masters                  Fourteen (14) months in advance of proposed
  PROGRAMS                                                              implementation date
     NEW
                                        Doctoral*                       Sixteen (16) months in advance of proposed
                                                                        implementation date


MODIFICATIONS       To existing degree programs (merging programs,      Once proposal has been approved by appropriate
                    changes in curriculum, phasing out programs,        internal committees (as applicable) and University
                    changing degree status, etc.)                       President/Provost.
                                                                        Proposal requires action by System administration
                                                                        only (no BOR action).



* Requires System-led external consultant review and site visit prior to BOR action.                                   10
    A&M SYSTEM ACADEMIC PROPOSAL REQUESTS PLANNING GUIDELINES-3
                            VCAA Office
     TYPES OF                         SPECIFIC TYPES OF                                     TIMELINES:
      THECB                      ACADEMIC PROPOSAL REQUESTS                             Proposals due to VCAA
    PROPOSALS



     DISTANCE           For Existing Bachelors and Masters Programs**             One (1) month in advance of agenda
    EDUCATION                                                                     item deadline
     REQUESTS

                        For Existing Doctoral Programs                            Six (6) weeks in advance of agenda
                                                                                  item deadline



   ROLE & SCOPE         Mission Statement (MS) and/or Table of Programs (TOP)     One (1) month in advance of agenda
                        4-year cycle update                                       item deadline

                        MS and/or TOP: mid-cycle MS change and/or TOP             One (1) month in advance of agenda
                        preliminary authority requests for new programs           item deadline



      CORE              Request with specific changes and rationale, to include   Two (2) weeks in advance of agenda
   CURRICULUM           current and proposed core curriculum                      item deadline
    REVISIONS



** Requires THECB notification only. NOTE: Online B & M requests – no BOR action; only VCAA office review.             11
  A&M SYSTEM ACADEMIC PROPOSAL REQUESTS PLANNING GUIDELINES-4
                          VCAA Office
    TYPES OF                      SPECIFIC TYPES OF                                       TIMELINES:
   NON-THECB                 ACADEMIC PROPOSAL REQUESTS                               Proposals due to VCAA
   REQUESTS


    CENTER or        Concept Paper (Step 1) ; Formal Proposal (Step 2)         Five working days in advance of
   INSTITUTE         Changes to existing ones; administrative transfers        agenda item deadline
  [New / Existing]   Closures –change in System policy-review by Chancellor

   ADMISSION         Updated admission requirements by level, in response to   TAMUS submission; call for updates
 REQUIREMENTS        request and formatting from System Office of Academic     to institutions six weeks in advance of
 [Annual Updates]    Affairs                                                   agenda item deadline

   ACADEMIC          Includes Vice Presidents, Deans (per System Policy        Ten working days in advance of
 APPOINTMENTS        01.03, Appointment Power and Terms and Conditions of      agenda item deadline
                     Employment); also includes TAMU@G Board of Visitor
                     appointments
   ACADEMIC
    TENURE;
EMERITUS/EMERITA     Following samples, format guidance provided on            One (1) week in advance of
 DESIGNATION;        website:                                                  agenda item deadline
   FACULTY           www.tamus.edu/offices/chancellor/agendaitems/
 DEVELOPMENT
    LEAVE;
  HONORARY or
  POSTHUMOUS
    DEGREES                                                                                                        12
              2009 BOR Deadlines for Academic Proposals requiring
                      THECB notification and/or approval
   MARCH                 MAY            Types of          JULY              SEPT.              DEC.
                                        Request
VCAA       CHAN     VCAA      CHAN                   VCAA      CHAN    VCAA       CHAN    VCAA       CHAN
Jan. 13    Feb 13   Mar 10    Apr 10   New Admin.    May 5     Jun 5   Jul14      Aug14   Sep16      Oct16

Jan. 13    Feb 13   Mar 10    Apr 10   Reorganize    May 5     Jun 5   Jul14      Aug14   Sep16      Oct16


Jan. 13    Feb 13   Mar 10    Apr 10   Certificate   May 5     Jun 5   Jul14      Aug14   Sep16      Oct16


Dec.13     Feb 13   Feb 10    Apr 10   Bach/Mast     Apr 5     Jun 5   Jun14      Aug14   Aug16      Oct16


Sep. 13    Feb 13   Dec 10    Apr 10    Doctoral     Jan. 5    Jun 5   Mar14      Aug14   May16      Oct16

Per CB     Feb 13   Per CB    Apr 10   MS/TOP 4yr    Per CB    Jun 5   Per CB     Aug14   Per CB     Oct16
& Jan 13            & Mar10                          & May 5           & Jul 14           & Sep 16

Jan. 13    Feb 13   Mar 10    Apr 10   MS/TOP mid    May 5     Jun 5   Jul14      Aug14   Sep16      Oct16


Jan. 13    Feb 13   Mar 10    Apr 10    Dist Educ    May 5     Jun 5   Jul14      Aug14   Sep16      Oct16


Jan. 13    Feb 13   Mar 10    Apr 10   Core Curr     May 5     Jun 5   Jul14      Aug14   Sep16      Oct 16


                                                                                                         13
                    2009 BOR Deadlines for Academic Proposals
                          requiring BOR review/approval

  MARCH                   MAY           Types of              JULY             SEPT.                  DEC.
                                        Request
VCAA     CHAN     VCAA      CHAN                          VCAA     CHAN    VCAA      CHAN     VCAA      CHAN

Jan 30   Feb 13   Mar 27    Apr 10       Apptmts          May 22   Jun 5   July 31   Aug 14   Oct 2     Oct 16

Jan 30   Feb 13   Mar 27    Apr 10        Tenure          May 22   Jun 5   July 31   Aug 14   Oct 2     Oct 16

Jan 30   Feb 13   Mar 27    Apr 10      Emeritus/a        May 22   Jun 5   July 31   Aug 14   Oct 2     Oct 16

Jan 30   Feb 13   Mar 27    Apr 10      Fac Dev Lv        May 22   Jun 5   July 31   Aug 14   Oct 2     Oct 16

Jan 30   Feb 13   Mar 27    Apr 10       Hon/Post         May 22   Jun 5   July 31   Aug 14   Oct 2     Oct 16


                                     Centers/Institutes
Feb 6    Feb 13   Apr 3     Apr 10        Step 1          May 29   Jun 5   Aug 7     Aug 14   Oct 9     Oct 16

Jan 30   Feb 13   Mar 27    Apr 10        Step 2          May 22   Jun 5   July 31   Aug 14   Oct 2     Oct 16

Jan 23   Feb 13   Mar 20    Apr 10       Changes          May 15   Jun 5   July 24   Aug 14   Sep 25    Oct 16



                                                                                                             14
             TAMUS SUBMISSION GUIDELINES -1

   TYPE OF                                                                Draft Agenda Materials
THECB Proposals         Required Proposal Documentation                    (submit at same time as proposal)




                  • Substantive type Administrative Change Proposal    • Agenda Item Briefing Sheet
                  • Dated & Signed Proposal Title Page
                                                                       • Agenda Item Minute Order
                  • Name of Academic Committee(s) approving Proposal       (without signature)
                    & Dates(s) of Action (include within Agenda Item
ADMINISTRATIVE      Briefing Sheet, background information section)    • Executive Summary & other
                                                                         attachments as applicable
   CHANGE
                  • Nonsubstantive type Change Proposals               Only if request needs Board action:
  REQUESTS        (no new costs, etc.)
                  • Dated & Signed Proposal Title Page                 • Agenda Item Briefing Sheet

                  • Name of Academic Committee(s) approving Proposal   • Agenda Item Minute Order
                    & Date(s) of Action (include within Agenda Item       (without signature)
                    Briefing Sheet, background information section)
                  •NOTE: most nonsubstantive requests do not require   • Executive Summary & other
                  BOR action.                                            attachments as applicable


                                                                                                               15
               TAMUS SUBMISSION GUIDELINES-2
    TYPE OF                                                                    Draft Agenda Materials
 THECB Proposals         Required Proposal Documentation                        (submit at same time as proposal)




                   For Bachelors and Master’s programs, include:            • Agenda Item Briefing Sheet

                   • Program Proposal                                       • Agenda Item Minute Order
                   • Dated & Signed Proposal Title Page                         (without signature )
      NEW          •ADDITIONAL SYSTEM FORMS
                                                                            • Program Review Outline
UG/G CERTIFICATE   • Name of Academic Committee(s) approving
                     Proposal & Date(s) of Action (include within Agenda
   & DEGREE          Item Briefing Sheet, background information section)

                   For Doctoral programs, include:                          • Agenda Item Briefing Sheet
   PROGRAMS
                   • Substantive Degree Program Proposal (Long)             • Agenda Item Minute Order
                   • Dated & Signed Proposal Title Page                         (without signature )

                   • Name of Academic Committee(s) approving                • Program Review Outline
                     Proposal & Date(s) of Action (include within Agenda
                   Item Briefing Sheet, background information section)     • External Consultations Report




                                                                                                                    16
                   SUBMISSION GUIDELINES-3
   TYPE OF                                                                      Draft Agenda Materials
THECB Proposals            Required Proposal Documentation                      (submit at same time as proposal)




                       For Existing Bachelors and Master’s Degree             • Agenda Item Briefing Sheet
                       Programs:*
                                                                              • Agenda Item Minute Order
                       • Expansion of Planning Authority                         (without signature )

  DISTANCE                                                                    • Executive Summary &
                                                                                  Certification Form
  EDUCATION
                       For Existing Doctoral Degree Programs:                 • Agenda Item Briefing Sheet
  REQUESTS
                       • CB Format for Distance Doctoral Degree Program       • Agenda Item Minute Order
                       Request                                                   (without signature)
                       • Dated & Signed Proposal Title Page
                                                                              •Executive Summary &
                       • Name of Academic Committee(s)                          Certification Form
                       Approving Proposal & Date(s) of Action; SACS
                       notification status; reference to SACS notification)
                       (include within Briefing sheet, background
                       information section)


   *Online B&M requests handled by VCAA Office only
                                                                                                                    17
             TAMUS SUBMISSION GUIDELINES-4
   TYPE OF                                                                  Draft Agenda Materials
THECB Proposals        Required Proposal Documentation                       (submit at same time as proposal)




                  When submission is in response to 4-year cycle for      • Agenda Item Briefing Sheet
                  Mission Statement and/or Table of Programs:
                                                                          • Agenda Item Minute Order
                  • Modified Mission Statement and/or Table of Programs       (without signature )

                  • Name of Academic Committee(s) Approving Role &        • For preliminary authority, use
                  Scope Updates & Date(s) of Action (include within       THECB form for EACH proposed
    ROLE          Briefing Sheet, Background information section)         new program

      &           • Report on Low-Producing Programs

                  When submission is in mid-cycle with amendments for     • Agenda Item Briefing Sheet
    SCOPE         Mission Statement and/or Table of Programs:
                                                                          • Agenda Item Minute Order
                  • Modified Mission Statement and/or Table of Programs      (without signature )

                  • Name of Academic Committee(s) Approving Role &        • For preliminary authority, use
                  Scope Amendments & Date(s) of Action (include within    THECB form for EACH proposed
                  Briefing Sheet, Background information section)         new program




                                                                                                                 18
              TAMUS SUBMISSION GUIDELINES-5
   TYPE OF                                                                    Draft Agenda Materials
THECB Proposals         Required Proposal Documentation                        (submit at same time as proposal)




                  For Step 1:                                              • Memorandum to Board of Regents

                  • Concept Paper for proposed new center or institute,    • Concept Paper Briefing Sheet
                  following System Procedures (3 sections)
     NEW                                                                   • Concept Paper Proposal

   CENTERS

      OR          For Step 2:                                              • Agenda Item Briefing Sheet

 INSTITUTES       • Formal proposal of proposed new center or institute,   • Agenda Item Minute Order
                  following System Procedures (7 sections)                     (without signature)

                                                                           • Proposal OR Executive Summary
                                                                           of formal Center or Institute
                                                                           Proposal if proposal > 20 pgs.




                                                                                                                   19
              TAMUS SUBMISSION GUIDELINES-6
   TYPE OF
TAMUS Proposals        Required Proposal Documentation                   Draft Agenda Materials
                                                                          (submit at same time as proposal)




                  For [substantive] name and scope change:             • Agenda Item Briefing Sheet

                  • Formal request to change the name and scope with   • Agenda Item Minute Order
  CHANGES
                  specific change and rationale                           (without signature )

      TO

  EXISTING
                  For closures or transfers to other administrative    NO BOR ACTION NEEDED on
   CENTERS        units:                                               closures.
                                                                       •Per System Policy 11.02, section
      OR          • Formal request to close [or move] a center or      5: “In the event that a system
                  institute with justification for closure [or move]   member proposes to dissolve a
 INSTITUTES                                                            center or institute, the system
                                                                       member CEO shall submit a
                                                                       request for dissolution to the
                                                                       chancellor who will either
                                                                       approve or disapprove.”

                                                                                                              20
        LET‟S STOP FOR A BREAK

• Upon return from this break, will engage in
  some open discussion about academic proposal
  submissions, specifically new degree program
  proposals and preliminary authority requests.
• Also encourage colleagues to discuss any
  challenges your office encounters with these
  System guidelines.
• Our goal is to have everyone return to your
  offices with better ideas for enhancing
  academic proposal processes.
                                                  21
           SUMMARY/OVERVIEW

• BOR timelines help determine when a proposal
  needs to move forward to System

• Planning guidelines give specific deadlines for
  submission

• Submission guidelines provide types of
  documentation required for each academic
  proposal

                                                    22
ACADEMIC PROPOSAL REVIEW PROCESS AT SYSTEM
           Office of the Vice Chancellor for Academic Affairs




VCAA (A)           CHAN (B)           BOR (C)          CHAN/VCAA (D)



                                                                   23
                  VCAA: Phase A
1. Submit proposal(s) and agenda materials to the VCAA office
   at: AA-agendaitems@tamu.edu .

2. The degree proposal review is carried out under the
   direction of one of the System VC‟s with a specified
   deadline.

3. VC‟s reviewer comments are forwarded to the institutions
   Provost Office for review.

4. If revisions are recommended by the reviewer, the
   institution updates the degree program proposal and returns
   to the VCAA office.

5. VCAA Office assures that all agenda item materials for the
   proposal are complete, accurate and meet formatting
   criteria.
                                                                24
             VCAA: Phase A, continued

6. The completed academic agenda item is forwarded to the
  CHAN (SO-Agendaitems@tamu.edu ) for SO review and
  signature.

7. The VCAA reviews all academic agenda requests with the
   CHAN. If more information is needed, or a decision is made
   to hold back the request for any reason, the VCAA will
   contact the institution‟s President and/or Provost to discuss
   the matter.




                                                                   25
                  Chancellor: Phase B

 All agenda item materials must meet the „legal sufficiency‟
  requirements as determined by the OGC). Upon review and
  approval by OGC, the agenda item material is then circulated for
  further review and approval by applicable SO.
 Once agenda item request is approved by all SO, it is considered
  “FINALIZED” and forwarded to the BOR office for inclusion on the
  Board agenda item docket.

 Note: All formal academic degree proposals are retained in the
  VCAA Office and made available to BOR members or others if
  requested.




                                                                     26
                        BOR: Phase C
 BOR office posts finalized agenda item material on board agenda
  docket and distributes to BOR members in advance of the
  scheduled meeting.

 VCAA meets in advance with the Chair of the BOR Committee on
  Academic and Student Affairs. If questions or concerns are raised
  by the Chair, the VCAA contacts the institution‟s President
  immediately and discusses these concerns.

 If applicable, additional information is obtained and shared with
  the Chair prior to the BOR committee meeting.

 If applicable, the agenda item may be pulled for further
  discussion between President and CHAN/VCAA as
  necessary.

 BOR reviews agenda item and take action at meeting.

                                                                      27
               Chancellor–VCAA: Phase D


 For all academic agenda proposals acted on by the BOR’s
  Committee on Academic & Student Affairs the VCAA Office
  prepares letters [for the CHAN signature] which formally notify
  the institution’s CEO/President of BOR approval. All related
  agenda item documentation is included with this letter.
 Once the CHAN signs these letters, the VCAA Office submits a
  copy of this letter of BOR action electronically to the THECB
  along with all academic proposal materials. Electronic receipt
  notifications are submitted back to the VCAA and the respective
  institution’s provost.

 THECB Academic Affairs Division posts all proposal
  submissions on their web proposal tracking system.



                                                                28
          ADDITIONAL INFORMATION

• “VCAA/CHAN DEADLINE TABLE” provides
  specific deadlines for each type academic
  proposal, for the 2009 BOR meetings (March,
  May, July, September and December)

• DOCUMENTATION TEMPLES for each type
  proposal submission are being developed for
  use by System members (A draft sample for substantive
  Administrative Change requests is included in registration folder.)


                                                                    29
             Your input please!

• What other information do you need for our
  office to assist your office/institution in
  enhancing your academic proposal submissions ?

• PLEASE complete the evaluation form on this
  training session to let us know how to improve
  future sessions.

• Thanks for your participation and feedback.

                                                   30

								
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