Curriculum and Program Approval Process

NOTICE - Changes to Level II requirements went into effect July 2007.

Overview

A number of curricular changes can be done internally. Others require external approval from the Board of Regents. As a consequence, there are different procedures (and forms) for submitting such proposals, depending on where final approvals are made. The definitions from the Board of Regents and the procedures for submitting proposals of various types will be described below. In addition, we provide lists of the materials required for each type of proposal, information regarding format, and links to internal and external forms, as well as to the Faculty Senate and to the Board of Regents websites.

Proposals to be submitted to the Senate for approval should be sent to the Provost's Office for initial approval by September 24 during the fall 2007 semester. The Senate committees do not review curriculum in the spring, unless there is a strong justification why the proposal could not make the fall deadline. Level I and Level II proposals approved by the Senate are prepared by the Provost's Office, so that they may go forward to the Board of Regents.

The Board of Regents has set a schedule for accepting Level I and Level II proposals. Level II proposals can be submitted only for January, March, July and September. They are submitted as information items; they do not come to the BOR for a vote until a subsequent meeting. Level I proposals may be submitted only for March, May, September and November. As an example, a Level II proposal submitted in September to the Faculty Senate is likely to be approved at the November meeting. The approved proposal must be revised and formatted in the Provost’s Office, sent to the President’s Office in mid-December, and then submitted to the Office of the Commissioner of Higher Education approximately 4 weeks before the next BOR meeting (end of December). A Level II proposal typically takes 7 months from submission to the Faculty Senate to approval by the Board of Regents. If the proposal is approved at the December meeting of the Faculty Senate, the timeline shifts such that it will probably be submitted to the Board of Regents in March for approval in May.

Please review the 2006 Montana Board of Regents Level I and II Program Approval Process and the proposal flowchart.

Just as when you submit a grant proposal to a federal or private agency, there are forms and deadlines, and adhering to them will make the process run more smoothly. Contact Associate Provost Arlene Walker-Andrews, arlene.walker-andrews@umontana.edu, if you have questions about the Senate or Board of Regents' requirements. Also see http://www.montana.edu/wwwbor/AgendaHandbook.pdf for the Montana Board of Regents of higher Education, Procedures and Guidelines for Agenda Items.

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Description of Procedures

Internal Approval Only: Procedure for Submitting Course Changes or (small) Modifications to Programs

Catalog changes, such as adding or deleting a course, changing a course title or description, or changing pre- and co-requisites can be done internally. In addition, small modifications to a program (such as adding a writing course required of all majors) need only internal approval. Requests for curricular changes of this type require submission of an internal course form (downloadable .doc file); or for program modifications, a program modification form (downloadable .doc file).

Submission to the Faculty Senate

Submit this form directly to the Faculty Senate Office for dissemination to either ASCRC (Academic Standards and Curricular Review Committee) or the Graduate Council. Before submission, obtain all of the required signatures on the Course Form (including Program Chair/Director, program chairs/directors from other affected programs, and the appropriate Dean's signature).

External Approval Required: Level I and Level II proposals

There are two types of proposals, Level I and Level II, which require external approval. Level I proposals include campus initiatives characterized by (a) minimal costs; (b) clear adherence to approved campus mission; and (c) the absence of significant programmatic impact on other institutions within the Montana University System. Level I proposals address changes such as re-titling or eliminating existing majors, minors, and options; adding new minors where there is a major; departmental mergers and name changes; program revisions; and distance delivery of previously authorized degree programs. An amplified description may be found at BOR descriptions of Level I and Level II (pdf). See also the new Policy 303.1

When a Level I proposal requires the addition of new courses, you should include a course form, along with the appropriate syllabi, so that the program can move forward as soon as it is approved.

Procedure for Submitting Level I Proposals

1.   Submission to the Provost's Office: To submit a Level I proposal, additional procedures are required because forms and copies of the proposal are submitted to bodies outside of The University of Montana. Completion of the required forms before submission of the proposal to the Provost's Office will facilitate the process. Instructions are given below for completing the various forms and for formatting the proposal itself. (The BOR has also created a new site that provides this information.)

We ask that you submit the proposal as a single Word document, including all forms, the proposal itself and any appendices.

A Level I Program Change Form must accompany an electronic version (CD or disk) of the proposal that is submitted to the Provost's Office for review. The Program Change Form requires the signature of the program chair/director, signatures from chairs/directors of other affected programs, and the appropriate dean's signature before the initial review in the Provost's Office. Click here to download the Level I Program Form (ASCRC-Senate approval; initial review by Provost).

When a Level I proposal requires the addition of new courses, you should include a course form, along with the appropriate syllabi, so that the program can move forward as soon as it is approved.

In addition, a system-level form is required: the Montana Board of Regents Level I Program Change Request Form (downloadable .doc file). Notice that the item number and date of the BOR meeting should be left blank. This information will be added in the Provost's Office before final submission. (Formatting hint: once the form is completed, go to Tools on the menu bar and "unprotect" a form in order to copy, paste, or otherwise save it for submission.) If a program is being terminated, a Program Termination checklist (pdf) must also be submitted.

After review by the Provost or his/her designee. the proposal will be returned to the appropriate Dean. The system-level form will be retained in the Provost's Office to be attached to the proposal should it be submitted to the Office of the Commissioner of Higher Education/Board of Regents.

2. Submission to the Faculty Senate: After the review in the Provost's Office, the proposal will be submitted to the Faculty Senate Office. Once the proposal is received in the Senate Office, it will be logged in, reviewed by the ASCRC or the Graduate Council, and then placed on the Senate agenda for action.

3. Submission to the Office of the Commissioner of Higher Education (OCHE): Following Senate approval, the proposal will be prepared by the Provost's Office for submission to OCHE. The electronic copy of the proposal will be revised as necessary to conform to OCHE requirements. The system-level forms will be completed and submitted with the proposal.

Summary of requirements for Level I proposals:

For initial screening in the Provost's Office: (The items indicated in green are those prepared by the unit proposing the change; they are revised and submitted to the Senate and to the OCHE/BOR.)

• Level I Program Change Form (an internal form), which includes:
  Chair's/director's signature
  Signature from chairs/directors of other affected programs
  Dean's signature
• Montana Board of Regents Level I Program Change Request Form, no item number or date will be assigned until later (a BOR form that will be retained by the Provost's Office until final submission of the proposal) Program Termination Checklist (if applicable)
• Electronic copy (CD or disk) of the proposal which includes the Level I Program Change Form from the Senate-ASCRC and Montana Board of Regents Level I Program Change Request combined with the text of the proposal as a single document.

For approval by the Faculty Senate:

• Level I Program Change Form with signature of Provost or Provost's designee (from above)
• Copies of the proposal (1 electronic; 2 paper)

For external approval (OCHE, BOR):

Montana Board of Regents Level I Program Change Request (from above; date and assigned item number will be added in the Provost's Office)

Copies of the proposal as needed

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Procedure for Submitting Level II Proposals

Level II proposals also involve both internal and external approval. Proposals such as: changing the name of a degree (e.g., from B.A. to B.F.A.); implementing a new minor where there is no major; establishing a new degree; adding a new major; expanding an approved mission; or making organizational changes, such as formation, elimination or consolidation of a college, division, school, department, institute, bureau, center, station, or laboratory are all Level II changes. They are initially approved internally and receive preliminary screening. A Level II proposal provides a detailed explanation of the proposed new program, justification for the new program, description of fit within UM-M's mission, budgetary implications, etc. When a Level II proposal requires the addition of new courses, you should include a Course form, along with the appropriate syllabi, so that the program can move forward as soon as it is approved.

A number of different forms must accompany the proposal when it is submitted internally, although several will be used only for the external approval process. Submitting the documents and forms early in the process will help save time at the final submission. We ask that you submit the proposal as a Word document, including all forms, the proposal itself, and any appendices.

The narrative for a Level II proposal should adhere to the following outline:

1. Overview
Provide a one paragraph description of the proposed program. Be specific about what degree, major, minor or option is sought.

2. Need
a. To what specific need is the institution responding in developing the proposed program? b. How will students and any other affected constituencies be served by the proposed program?
c. What is the anticipated demand for the program? How was this determined?

3. Institutional and System Fit
a. What is the connection between the proposed program and existing programs at the institution?
b. Will approval of the proposed program require changes to any existing programs at the institution? If so, please describe.
c. Describe what differentiates this program from other, closely related programs at the institution (if appropriate).
d. How does the proposed program serve to advance the strategic goals of the institution?
e. Describe the relationship between the proposed program and any similar programs within the Montana University System. In cases of substantial duplication, explain the need for the proposed program at an additional institution. Describe any efforts that were made to collaborate with these similar programs; and if no efforts were made, explain why. If articulation or transfer agreements have been developed for the substantially duplicated programs, please include the agreement(s) as part of the documentation.

4. Program Details
a. Provide a detailed description of the proposed curriculum. Where possible, present the information in the form intended to appear in the catalog or other publications. NOTE: In the case of two-year degree programs and certificates of applied science, the curriculum should include enough detail to determine if the characteristics set out in Regents’ Policy 301.12 have been met.
b. Describe the planned implementation of the proposed program, including estimates of numbers of students at each stage.

5. Resources
a. Will additional faculty resources be required to implement this program? If yes, please describe the need and indicate the plan for meeting this need.
b. Are other, additional resources required to ensure the success of the proposed program? If yes, please describe the need and indicate the plan for meeting this need.

6. Assessment.
How will the success of the program be measured?

7. Process Leading to Submission
Describe the process of developing and approving the proposed program. Indicate, where appropriate, involvement by faculty, students, community members, potential employers, accrediting agencies, etc.

The following link also provides a description of Level II proposals, as well as a detailed outline for the format of Level II proposals (pdf) set forth by the Board of Regents.

At the end of the proposal under "Process Leading to Submission of Proposal", please include a paragraph that verfies the review of the proposal by the affected departments and under units, such as:

(You do not need signatures just names of departments and date of approval for this template below.)

Proposals for new Centers require additional steps for approval [see Regents' Policy Manual: policy 218, and University's Center Policy: center approval) (pdf)]. The proposal is submitted first to the Provost who will send copies to the President and relevant administrators and the Faculty Senate. The Provost and the Faculty Senate shall provide a written rationale for a recommendation of approval or disapproval to the President. The President shall consider all recommendations and provide a written explanation of the decision to each reviewer and the University community. If the President approves, the proposal will go to the Board of Regents for final authorization.

A link to a sample Center proposal (submitted to the BOR in 2007) is available at the end of this page.

Following internal approval, the proposal is submitted for approval to the Office of the Commissioner of Higher Education and the Board of Regents. To have a Level II proposal considered, the Office of the Provost must receive it no later than the dates given in the calendar at the top of this page. The Provost's Office will disseminate the proposal for discussion at the May, September, and January Board of Regents' meetings, respectively.

1. Submission to the Provost's Office: To submit a Level II proposal, additional procedures are required because forms and copies of the proposal are submitted to bodies outside of The University of Montana.

A Level II Regential Form (formerly known as Form C) must accompany an electronic version (CD or disk) of the written proposal that is submitted to the Provost's Office for review. The Regential Form requires the signature of the Program Chair/Director, signatures from chairs/directors of other affected programs, and the appropriate Dean's signature before the initial review in the Provost's Office. (Level II Regential Form: ASCRC-Senate approval; preliminary screening by Provost)

When a Level II proposal requires the addition of new courses, you should include a Course form, along with the appropriate syllabi, so that the program can move forward as soon as it is approved.

In addition, system-level forms are required: Montana Board of Regents Level II Program Change Request Form; and an Item Template. These are available in Word format using the following links:

• BOR Level II Program Change Request (downloadable .doc file);
• an Item Template (downloadable .doc file).

Notice that two pieces of information (item number and date of BOR meeting) cannot be filled in until later. They will be entered at the Provost's Office before submission to the Board of Regents. (Formatting hint: Once the forms are complete, go to "Tools" on the menu bar and unprotect a form in order to copy, paste, or otherwise save it for submission.)

Finally, a Signature Page (dowloadable .doc file) must be submitted with the proposal, with the signatures of the department chair/division head and the dean of the appropriate college or school included on the page. (Note: Duplicate signatures are necessary in many cases. For example the department chair signs both the Level II Regential Form that is submitted to the provost and senate only, as well as the cover page that will accompany the proposal in subsequent steps.) Get all of the required signatures before submitting the proposal to the Provost's office to avoid a last-minute round of trips subsequent to Senate approval.

After review by the Provost or his/her designee, the proposal will be returned to the appropriate Dean. The two system-level forms and the Cover page will be retained in the Provost's Office for additional signatures and for attachment to the proposal should it be submitted to the Office of the Commissioner of Higher Education/Board of Regents.

2.   Submission to the Faculty Senate: After the review in the Provost's Office, the proposal will be submitted to the Faculty Senate Office. Once the proposal is received in the Senate Office, it will be logged in, reviewed by the ASCRC or the Graduate Council, and then placed on the Senate agenda for action.

3.  Submission to the Office of the Commissioner of Higher Education (OCHE) and Board of Regents: Following Senate approval, the proposal will be modified as needed by the Provost's Office for submission to OCHE and the Board of Regents. The electronic copy of the proposal will be revised as necessary to conform to OCHE requirements. The system-level forms and the completed Cover page will be submitted with the proposal.

Summary of requirements for Level II proposals:

For initial screening in the Provost's Office: The items indicated in green are those prepared by the unit proposing the change; they are revised and submitted to the Senate and to the OCHE/BOR.)

• Signature page (to be retained by the Provost's Office)
• Level II Regential Form, which includes:
  Chair's/Director's signature
  Signature from chairs/directors of other affected programs
  Dean's signature
• Montana Board of Regents Level II Program Change Request, no item number or date will be assigned until later (to be retained by the Provost's Office)
• An Item Template for Board of Regents, no item number or date will be assigned until later (leave these blank or put in XXXs)
• The Proposal, narrative
• An electronic copy (CD or disk) that includes the Montana Board of Regents Level II Program Change Request form, the Item Template, and the proposal as a single document

For approval by the Faculty Senate:

• Level II Regential Form with signature of Provost or Provost's designee
• Copies of the proposal (1 electronic; 2 paper)

For external approval (OCHE, BOR):

• Montana Board of Regents Level II Program Change Request (from above; date and assigned item number will be added in the Provost's Office)
• Montana University System New Academic Program Proposal Summary (from above)
• Copies of the proposal as needed
• Fiscal Impact and Budget Information (from above, included as a section of the proposal proper)

Sample Proposals - Below are the pdf documents and then the Word documents for copying and pasting if desired.

Level I

Revision to Ph.D. in Mathematical Sciences to Include CS coursework .pdf

Revision to Ph.D. in Mathematical Sciences to Include CS coursework WORD DOCUMENT

Level I with Level II documentation

TBA

Center Proposal

Center for Work Physiology and Exercise Metabolism.pdf

Center for Work Physiology and Exercise Metabolism WORD DOCUMENT

Level II

Major in Athletic Training in the Health and Human Performance Department.pdf

Major in Athletic Training in the Health and Human Performance Department WORD DOCUMENT

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