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New Program Approval Process

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The provost, as the chief academic officer of the university, is responsible for approving proposals for new academic programs (degrees, majors, and certificates) in preparation for presentation to the OUS Provosts' Council and final approval by the State Board of Higher Education. The Office of Academic Affairs is responsible for managing the new program review and approval process at the university level, as well as with the OUS Provosts' Council and State Board. Our internal process begins with the dean of the proposed new program discussing its feasibility with the provost. Once there is agreement to proceed, a full proposal is prepared, approved by the dean, and then sent to the Office of Academic Affairs (to the attention of Associate Vice Provost Gwen Steigelman). The proposal is routed to the appropriate council (Undergraduate Council or Graduate Council) and vice provost (Undergraduate Studies or Graduate Studies) for the respective review and recommendations, which are sent to Academic Affairs, and finally to the provost.

The document below provides more details on the review and approval procedures.

Review and Approval Process for New Academic Programs

Internal and State-level Reviews
When is Review Required?
Steps for Internal Review
Steps for State-level Review
Review Procedures for Other Kinds of Programs and Changes
Removal of a Degree, Certificate, Major, or Minor
Name Changes
Existing Program offered in a new location

 

Internal and State-level Reviews    Back to top

 

Most new academic programs are reviewed in two stages: first, within the University by the relevant curriculum committees and faculty councils; second, externally by the Oregon University System (OUS) Provosts' Council, an External Review Panel for graduate programs, and the State Board of Higher Education.

If a program is approved by the internal reviewers, it then enters the external state-level review process, with the Provost taking the lead in presenting it to the OUS Provosts' Council and then to the State Board of Higher Education. Generally, 12 to 18 months should be allowed between the initiation of the internal review process and the first academic term in which the program will be offered.

The Associate Vice Provost for Academic Affairs (Gwen Steigelman; gwens@uoregon.edu) is the Provost's designee for managing the initial stage of internal reviews (Synopsis) and all stages of state-level reviews (OUS Provosts' Council, Office of Degree Authorization, Northwest Commission on Colleges and Universities, and State Board of Higher Education).

 

When is Review Required?   Back to top

New programs

  • New academic programs that result in new degrees, certificates and majors, or that propose to offer an existing program in a new location, must go through the two-stage (internal and state level) review process described above.
  • New programs that result in undergraduate minors are exempt from state-level review, but must go through the same internal review as do other new programs

Revised programs

  • Revisions to programs vary in magnitude and scope, but all proposals for significant changes (e.g. deletion or addition of areas of concentration) must be reviewed internally.
  • If the revision is substantial, the proposal will be reviewed at the state level as well. The decision as to whether a state-level review is required will be made at the initial Synopsis stage (see "Internal Review: Sequence of Steps", below).

Other

 

Internal Review - Sequence of Steps      Back to top

1. Synopsis to Provost. Before submitting a full proposal for a new or revised program, the relevant dean provides the Provost with a synopsis of it, using the Pre-Proposal Synopsis for a New Academic Programs. This 1-2 page summary should discuss the overall intent of the program or change, and its general feasibility - particularly whether any additional resources, such as new faculty positions, are required. In consultation with the Deans' Working Group and with the Vice Provosts for Graduate and Undergraduate Studies, the Provost will decide whether or not a full proposal should be prepared, whether revision could strengthen the proposal, and whether a state-level review, in addition to the internal review, will be required. The Provost will notify the relevant dean accordingly, and will give the Chair of the relevant Council (Undergraduate or Graduate) advance notice of full proposals that are likely to come to them.

2. Preparation of Full Proposal. A full proposal should be developed by the relevant department or school/college faculty, using the appropriate Oregon University System (OUS) Form for New and Existing Programs - regardless of whether an external, state-level review is anticipated.

o Proposals for all new programs except certificates should use the OUS Full Proposal Outline.

o Proposals for new credit-bearing certificate programs should use the OUS Certificate Outline.

o Proposals for offering an existing program in a new location should use the OUS Proposal for Delivery of an Existing Program to a New Location Outline.

o In all cases, the budget for the proposed program should be prepared using the OUS Budget Outline Form and Budget Instructions, and should be submitted as part of the full proposal.

If new courses are included in the proposed new or revised academic program, sufficient detail should be provided to allow reviewers to evaluate their educational quality and to understand the assignment of faculty responsibility for them. In addition, before such a program can be offered, the proposing unit must follow the regular university procedures for new course review and approval, as outlined by the UO Committee on Courses (UOCC):

http://www.uoregon.edu/~assembly/FacultyGovernanceArchive/dircom/CurChangeProc.pdf

The full proposal should be reviewed within the proposing unit, as prescribed by the unit's own curricular policies. After that review, it should be approved by the relevant dean before going further.

3. Full Proposal to Office of Academic Affairs and Vice Provosts for Graduate or Undergraduate Studies. The full proposal, including budget sheets, should be submitted to the Office of Academic Affairs and to the Vice Provost for Graduate or Undergraduate Studies, as appropriate. The Vice Provosts will distribute proposals to the relevant council - to the Undergraduate Council, if the program is at the undergraduate level; to the Graduate Council, if it is at the graduate level:

Undergraduate Council: Electronic copy + 20 hard copies

Graduate Council: Electronic copy + 15 hard copies

4. Review of Full Proposal by Undergraduate or Graduate Council. This review is at a deeper level than was possible at the initial Synopsis stage described in Step 1., and it is the first detailed review outside the proposing unit. Review by either Council is generally done as follows:

  • The proposal is distributed to Council members for discussion at subsequent meetings.
    • The Undergraduate Council meets every other week during the academic year. The meeting dates are at: http://www.uoregon.edu/~ucouncil/
    • The Graduate Council meets the third Wednesday of each month during the academic year.
  • Typically, authors of a proposal are invited to participate in the discussion by providing background and rationale for the proposal and by answering Council-members questions.
  • Based on its review, the Council may ask for revision of the substance of the proposal, clarification of its budgetary implications, or other changes that will enhance the proposal.
  • After considering revisions, if there are any, the Council will recommend approval or not.

5. Review of Individual Courses. All proposals for new individual courses that are to be included in a new or revised program must be submitted to and approved by the UO Committee on Courses before the program as a whole can be offered. It is the responsibility of the proposing unit to submit course proposals in a timely fashion that respects the Committee's work flow and allows a thoughtful review. (See

http://www.uoregon.edu/~assembly/FacultyGovernanceArchive/dircom/CurChangeProc.pdf

Typically, individual courses are under review at the same time the proposal as a whole is being considered by the Graduate or Undergraduate Council.

6. Review of Full Proposal by the Vice Provost for Undergraduate or Graduate Studies. Independent of the Council's review, the relevant Vice Provost will summarize the strengths and weaknesses of the proposal, respond to the Council's review, and forward both the Council's and the Vice Provost's recommendation to the Provost.

7. Decision by the Provost. Informed by the recommendations of the relevant Council and Vice Provost, as well as by the Deans' Working Group or other consultants, if desired, the Provost will decide whether to approve a proposal at the university level.

8. Approval by the University Senate. After approval by the Provost, the Office of Academic Affairs will be responsible for putting the proposal on the agenda of the University Senate for final approval.

 

State-Level Review - Sequence of Steps     Back to top

1. Review by OUS Provosts' Council. After successful completion of the internal university review, the UO Provost's Office submits the proposal to the OUS Provosts' Council for review at one of its monthly meetings. The proposal must be ready for circulation in final electronic form at least 3 weeks prior to the Council meeting at which it will be discussed. The Provost's Office also notifies the Office of Degree Authorization (ODA) of proposed new degrees and certificates.

2. Review by External Review Panel (graduate-level proposals only). The Provosts' Council chair consults with the proposing Provost to establish an External Review Panel and process for reviewing graduate-level proposals and making recommendations. The proposing unit is responsible for the cost of the External Review Panel visit. The report from the Panel (the External Review Report), along with any changes to the proposal itself, is submitted by the proposing Provost to the Provosts' Council.

3. Review by the State Board of Higher Education: Proposals that have been approved by the Provosts' Council, along with External Review Reports in the case of graduate programs, are placed on the State Board of Higher Education's docket for final approval. The Provost's Office notifies the Northwest Commission on Colleges and Universities (NWCCU) of both undergraduate and graduate UO programs that have been submitted to the Board.

4. Notification of Program Implementation: After final approval by the State Board of Higher Education, the Provost's Office contacts persons on the Notification List to inform all of the new program's approval and effective implementation date (the term and year). (Note: New courses must be approved by the Committee on Courses prior to program implementation.) The Notification List includes:

  • Provost and Executive Assistant
  • Vice Provosts for Undergraduate and Graduate Studies
  • Registrar
  • Committee on Courses Chairperson and support staff
  • Undergraduate and/or Graduate Council Chairperson
  • Dean and Associate Dean (of relevant school/college)
  • Dean of Graduate School
  • Department Chair (of relevant school/college)
  • Faculty member(s) initiating the proposal/proposed change, as appropriate
  • School/College Curriculum Committee Chairperson and support staff
  • Catalogue Editor

 

Review Procedures for Other Kinds of Programs and Changes     Back to top

Minors

1. Follow procedures numbered 1 through 6 under Internal Review - Sequence of Steps. (Note: Minors do not require OUS Provosts' Council or State Board approval.)

2. The Provost's Office contacts the Notification List members to inform them of approval of the minor and the effective implementation date.

 

Removal of a degree, certificate, major, or minor      Back to top

1. Follow the same general procedures used for proposing a new degree, certificate, major, or minor (steps 1 through 5 under Internal Review - Sequence of Steps). In addition, explain why the academic program is no longer needed, the impact removal has on other programs, student enrollment, budget, faculty positions, etc., and proposed effective date of removal. Finally, the proposal needs to specify how currently enrolled students will complete their programs. (Note: Once a program is removed, it may not reappear for at least seven years.)

2. The Provost's Office contacts the Notification List to note the removal of the degree, certificate, major or minor, and the effective date, and notifies the Course Committee of any courses that will be dropped.

3. The Provost's Office notifies Provosts' Council, ODA, and NWCCU of removal (degrees, majors, certificates only)

 

Name Changes (of schools/colleges, departments, degrees, majors, minors, and certificates)      Back to top

1. The relevant Dean submits a letter to the Provost providing the proposed name change, the rationale for it, the anticipated effect, if any, of the change on student enrollment and other academic programs, and the effective date of the change. The letter requesting the change is forwarded to the appropriate Council (Undergraduate or Graduate) for review, with a copy to the Registrar.

2. The council reports its recommendations on the name change to the Provost's Office

3. If approved, Provost's Office notifies the proposing dean and contacts the Notification List with approval information and effective implementation date. The Registrar determines new department and/or subject codes as appropriate, in consultation with Undergraduate or Graduate Council.

4. The Provost's Office submits the approved name change and effective date (term and year) to the Provosts' Council and State Board as an information item, and notifies ODA and NWCCU as appropriate.

 

Existing program offered in a new location      Back to top

1. The same general review and approval procedures apply for proposing the delivery of an existing program in a new location as are used for proposing a new academic program (degree, certificate, or major).

2. Follow Internal Review steps 1-5 and State-level Review Steps 1, 3, and 4, but substitute the OUS Proposal for Delivery of an Existing Program to a New Location form and relevant OUS Budget Outline and Budget Outline Instructions for the full proposal.