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What do these procedures cover? The review process for new or changed academic programs to be offered by any college or campus of the University of Minnesota requires a series of steps, leading to endorsement by the Executive Vice President and Provost (EVPP) and a recommendation for approval by the Board of Regents. Procedures for program approval and review are established by departments, colleges, and the Graduate School (for post-baccalaureate degrees), the chancellors, the Executive Vice President and Provost, and the Board of Regents. Six types of changes are included in this process (see "SPECIFIC ACTIONS REQUIRED" below, for detail):

I. Process Overview
II. Specific Actions Required

I. PROCESS OVERVIEW

Review and Actions for Academic Programs

By the Board of Regents

• Establishment of New Academic Programs
• Addition of Formal Tracks and of New Sites for Existing Academic Programs (including new sites within Minnesota and in the U.S.; degree programs offered at international sites; and the distance delivery of existing degree programs)
• Discontinuance/Merger of Existing Programs
• Changes in Program Titles/Degree Designation

By the Office of the Executive Vice President & Provost

• Changes in Curricula (changes in credits in majors/minors, required courses, definition of options within major) are reviewed by the EVPP, but do not require Board approval.
• Agreements for academic exchanges and articulations.

Review Sequence

Routing of the Program Proposal for Department/College/Campus Review

A department or program proposing changes or additions to its academic offerings should consult with its college dean's office concerning collegiate and campus review and approval procedures. For Graduate School programs, consultation, review, and endorsement must include both the budgetary college and the Graduate School. Consultation with parallel units is also required, as appropriate, for departments proposing new programs or changes that may raise questions of duplication or overlap, and where there are changes in prerequisites or related coursework in other units.

Routing of the Program Proposal for Central Review

After consultations, departmental and collegiate review, and approval, proposals are forwarded by the dean(s) of the college(s) to the Office of the Executive Vice President and Provost through one of four routes:

• Campuses: Programs involving the campuses at Crookston, Duluth, and Morris will be reviewed and approved by the appropriate vice chancellor and chancellor, who then forward the material to the Office of the Executive Vice President and Provost. Programs for Rochester are submitted by the sponsoring college or campus.

• EVPP Schools/Colleges: Programs involving these Twin Cities academic units are reviewed, approved, and forwarded by the appropriate dean to the Office of the Executive Vice President and Provost:

  Agricultural, Food, and Environmental Sciences
  Architecture and Landscape Architecture
  Biological Sciences
  Carlson School of Management
  Continuing Education and Extension
  Education and Human Development
  General College
  Human Ecology
  Humphrey H. Humphrey Institute of Public Affairs
  Institute of Technology
  Law
  Liberal Arts
  Minnesota Extension Service
  Natural Resources

• AHC Schools/Colleges: Proposals are forwarded by deans of the following academic units for review, approval, and forwarding to the Office of the Executive Vice President and Provost:
  Dentistry
  Medicine (Twin Cities and Duluth)
  Nursing
  Pharmacy
  Public Health
  Veterinary Science

• Graduate School Programs:
  For post-baccalaureate programs offered by the Graduate School, collegiate units (or, occasionally, faculty groups) forward proposals to the Graduate School; after review and approval, the Graduate School dean forwards proposals to the Office of the Executive Vice President and Provost.

Final Proposal Review and Approval Steps by the EVPP

Sequence

• Upon receipt of academic proposals, Office of the Executive Vice President and Provost reviews materials, consults as appropriate, and, once the proposal is considered ready for recommendation for approval, prepares a synopsis for the Board of Regents' docket.
• A preliminary draft may be sent directly to the Office of the Executive Vice President and Provost for suggestions and comments early in the development process.
• Following approval by the Board of Regents, the Office of the Executive Vice President and Provost will notify the collegiate unit and the Registrar's Office of the change so that an appropriate program code and program title can be included in the student records database.
• No changes in academic programs should be included in campus or collegiate bulletins and Web sites, nor may students be admitted to proposed programs until after approval by the Board of Regents.

Timing

The timelines, below, are general; each proposal is unique, and may require additional time for review. The Office of the EVPP encourages units to consult in advance to determine the likely timeline for particular proposals.

• Proposals for new academic programs and additions: Please allow 8 to 10 weeks from receipt by the EVPP to formal approval by the Board of Regents.
• Proposals for other changes: Please allow 6 weeks from receipt by the EVPP to formal approval by the Board of Regents
• Please allow 2 weeks following Regents' approval for data entry into the Peoplesoft system.
• The Office of the EVPP establishes and distributes in July of each year deadlines for receipt of proposals to meet particular Regents' meeting dates.

Communication

Units can expect to receive the following communications from the Office of the Executive Vice President and Provost:

• Acknowledgment of receipt of the proposal and timetable for review by the Office of the Executive Vice President and Provost and presentation to the Board of Regents.
• Notification to collegiate unit of action taken by the Board of Regents.
• Copy of letter to the Registrar's Office and catalogue, authorizing establishment of appropriate program codes, title, and relevant program information.

II. SPECIFIC ACTIONS REQUIRED

A complete proposal includes four parts:

• Cover Memo (from dean/vice president/chancellor)
• Academic Program Proposal Form
• Proposal Narrative
• Proposal Supporting Material

Proposals for new programs and additional sites require more extensive documentation than proposals for other types of changes. Following are the specific steps needed to complete the proposal process.

1. Review these guidelines and the Proposal Requirement Matrix, Appendix A to determine documentation requirements.
2. Prepare Appropriate Program Proposal Narrative (See instructions below & Appendix A)
   1. Instructions for New Programs, Additions, Mergers/Discontinuations, & Name Changes
   2. Instructions for Curricular Changes
   3. Instructions for Academic Exchanges/Articulations
3. Prepare Program Proposal Supporting Materials (See Appendix A)
4. Complete the Academic Program Proposal Form (All proposals; see instructions, below)
5. Prepare Cover Memo (See requirements below)
6. Route the Program Proposal for Department/College/Campus Review
7. Route the Program Proposal for Central Review

Prepare Appropriate Program Proposal Narrative

1. Instructions for New Programs, Additions, Mergers/Discontinuations, & Name Changes

   Type of Proposal:
   (Indicate on the Academic Program Proposal Form the type of proposal you are submitting)

   • Establishment of New Academic Program:
     A new program consisting of courses that are awarded credit on the student's transcript, for example:
     • A new degree program that the college/campus does not currently offer
     • A new major within an approved degree
     • A credit certificate program (indicate level)
     • A free-standing minor (i.e., a minor that does not relate to an existing major)
     • An interdisciplinary cross-college minor
     • Changing a degree from a B.A. to a B.S.

   • Addition of New Site(s) or Track(s) for Existing Program:
     Modifications to an existing academic program.
     • Adding formal tracks to an existing major
     • Adding sites to an existing degree: Please note that because of regional accrediting agency policies, Board of Regents approval is required for the following program additions, which must also be submitted for regional accreditation review. Please contact John Ziegenhagen in the Office of the EVPP (612-626-8711) for additional information.
     • Within Minnesota: for Crookston, Duluth, and Morris, Board review and approval are required to offer programs beyond their accredited regions.
     • Outside Minnesota - U.S. and International Degree Programs for all campuses: also requires institutional accreditor review. Please contact the Office of the EVPP for additional information.
     • Distance-Delivered Degree Programs for all campuses: degrees offered entirely by distance technology also require institutional accreditor review. [For a summary of best practices, see http://www.higherlearningcommission.org/resources/electronic_degrees/index.html.]

   • Merger or Discontinuation of Program:
     • Merging two or more existing programs
     • Eliminating a degree option for majors
     • Discontinuing a major program in its entirety

   • Name Change:
     • Changing the name of programs or degrees (when relevant, submit program/degree name changes concurrently with name changes for departments/collegiate units)

   Contents of Proposal:
   

   • Proposals for new academic programs must concisely address each of the following points.
   • Proposals for additional sites, tracks, merged and discontinued programs, should address points as relevant (see matrix, Appendix A, for a guide to information to include).
   • Please see Appendix B for an elaboration of the University's general criteria for program review.

   Contribution and Centrality to Mission and Relation to Collegiate/Campus Priorities:

   • In what ways is the program consistent with the University's mission? With the unit's mission? [See http://www1.umn.edu/systemwide/factsmission.html for an overview of the University's mission.]
   • What are the unique characteristics of the program (comparative advantage) that make it particularly appropriate to the University of Minnesota?
   • How will the program contribute to the University's and the unit's priorities and Compact?
   • How will students benefit from the program?

   Demand:
   Describe the need for the program, using the following kinds of evidence, as appropriate, and considering both short- and long-term demand. Generally, programs for very small numbers of students are discouraged.

   • Enrollment data for similar programs
   • Employment data (availability of jobs for graduates)
   • Evidence of consultation with employers or professional organizations
   • Data reflecting student interest or demand
   • Evidence that the program meets societal needs and expectations.
   • Projected number of applicants for the program
   • Projected number of degrees to be conferred per year at full operation

   Duplication and Interrelatedness:

   • Are there comparable academic programs in Minnesota, and, if applicable, elsewhere?
   • Describe the intended geographic service area and the prospective student market, and document your consultation, or research of institutions with similar programs, if they exist, in the area.
   • Does the program relate to other existing academic programs on campus?
   • Describe implications - including impact of prerequisites and related courses on other units - for other colleges/campuses, and document your consultation in the supporting materials (through correspondence with relevant units) to establish collaborations on interdisciplinary programs, use of courses from other units, or possible overlaps.

   Efficiency, Effectiveness, and Use of Resources

   • Include, in the supporting materials, a pro forma budget for the program in full operation, showing sources and uses of funds. Sources of funds will, in most cases, be reallocation internal to the unit. Tuition should be identified as a source of funds only if this program will generate an increase in total tuition receipts to unit. Uses of funds include faculty costs for newly offered courses, administrative costs, equipment, library resources, and other costs.
   • Is the program within the capability of the unit's resources?
   • Briefly describe the resources available, and indicate whether sources of additional resources will be needed to implement it; describe briefly how the program is planned to operate economically and effectively.
   • Indicate the need for, and provide documentation of consultations in supporting materials, as appropriate, for:
     • New courses to be developed
     • Number of new FTE faculty
     • Physical facilities
     • Information technology
     • Library collections and support services
     • For international degree programs; document arrangements for travel insurance for faculty, staff, and students involved.

   Quality and Program Evaluation

   • In what ways has the program development process insured that the resulting program will be of high quality?
   • What steps were taken to address issues of program quality from both the learner and disciplinary perspectives?
   • Describe briefly learning outcomes defined for the program, and methods to be used to assessment them.
   • In what ways will the program address the University's diversity goals (e.g., student and faculty recruitment, curriculum, etc.)?
   • Provide a timetable for program evaluation, indicating the date for initial program evaluation, and the schedule for succeeding evaluations. Who will conduct the evaluation?
   • Does the program have a sunset date, if it does not meet quality and programmatic goals?

   Program Development, Internal Review, Consultations, & Evidence of Support

   • Briefly describe the planning and development authorities that generated the proposal.
   • State dates of review and approval at each level (department, college/campus curriculum committees, assembly, dean's/vice president's/chancellor's office).
   • Attach in supporting materials copies of written cross-college or campus collaboration agreements.
   • As relevant, attach in supporting materials copies of signed cover letters and agreements for partnerships with other institutions. Partnerships with MnSCU should follow the "Guidelines for the Development of Applied Partnership Degree Programs". For international programs, these should include government approvals, where required.
2. Instructions for Curricular Changes
   • Proposals for curricular changes are reviewed by the Office of the EVPP, but are not forwarded to the Board of Regents. These include:
     • Changes in the overall length of degree programs or credits in the major.
     • Changes in required courses that may have an impact on prerequisites, major or degree length, or other units.
     • Definition of options, other than formal tracks, within majors (e.g., Plan A, Plan B, course-work-only master's).
     • Addition of new UMTC degree program site within Minnesota.

   • The proposal for these changes should be submitted in the form of a brief cover memo to the Executive Vice President and Provost, addressing the following points:
     • Describe the proposed change.
     • Provide dates of relevant approvals.
     • Indicate date the change will be effective.

3. Instructions for Academic Exchanges and Articulation Agreements
   • Proposals for exchange and articulation agreements are reviewed by the Office of the EVPP, but are not forwarded to the Board of Regents.
     • Articulation agreements are formal arrangements to transfer academic credits between another institution and the University of Minnesota.
     • Academic exchanges are formal two-way relationships involving students, faculty, or both, between another institution and the University of Minnesota.

   • In a brief cover memo, describe the purpose and sources of support for the program.
   • Attach the signed agreement. (See Office of the General Counsel contracting guidelines). See also, the guidelines for Block Transfer agreements.
   • For international exchanges, see http://www.international.umn.edu/exchanges/overview.html.

C. Prepare Program Proposal Supporting Materials (see Appendix A)

Attach as relevant:

• Pro forma budget
• Admission requirements: Describe any that are specific to this program (e.g., admission test, prerequisite courses, licensure, previous degree)
• Outline of curriculum: Describe the curriculum required to complete the program. For baccalaureate programs, indicate which courses fulfill the liberal education requirements for the degree. For partnership degrees, indicate which courses are provided by the partner institution.
• Evidence of consultations on resource needs and program interrelatedness, written cross-college collaboration agreements, signed partnership agreements for domestic or international programs.

D. Prepare Academic Program Proposal Form

E. Prepare Cover Memo

The covering memo must:

• Indicate approval of the submission.
• Accept budgetary responsibility for the program.
• Be signed by the relevant dean(s), senior vice president, or chancellor. This may either be in the form of co-signatures on the transmittal memo, or separate letters of support.

F. /G. Route the Proposal for College/Campus and Central Review

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