College Station Texas February 2 2011 Introductions TAMUS Ken Poenisch Associate Vice Chancellor AA Irma Harper Assistant Vice Chancellor AA Shauna King Assistant to the Vice Chancellor for AA ID: 712416
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A&M SYSTEMACADEMIC PROGRAM and ADMINISTRATIVE PROPOSAL WORKSHOPCollege Station, Texas
February 2, 2011Slide2
Introductions
TAMUSKen Poenisch, Associate Vice Chancellor AAIrma Harper, Assistant Vice Chancellor AA
Shauna King,
Assistant to the Vice Chancellor for AA
Carolyn Krenek, System Planning and Policy CoordinatorStacy Flores, Senior Office Associate
2Slide3
Introductions
THECB Academic Programs Anya Sebastien, Director Van Davis, Special Projects Director
Institutional Representatives
Please introduce yourself and institution you represent.3Slide4
Objectives
Make everyone’s life easier when handling items that go to the Chancellor, the Board of Regents, and the THECB. 4Slide5
Objectives
Discuss and demonstrate what we are doing to provide information to institutions regarding preparation and submission of new programs and administrative change requests.Explain what happens when items are submitted, who to contact and why deadlines are so important.
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Objectives
Hear from the THECB on what they look for and topics on distance educationCover a few issues regarding item preparation and submission
Get feedback from institutions and how we can be of greater assistance
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Item Guidelines
Item format and process are dictated by:Board of RegentsSystem Policy 01.04, Items Requiring Action by the Board of RegentsFormat of items and required documents Office of General Counsel to assure legal sufficiencyChief Business Officer
Chancellor
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Item Guidelines
Texas Higher Education Coordinating BoardVarious Rules found in the Texas Administrative Code Title 19 Education Part 1Texas StatutesEducation CodeChapter 51. Provisions Applicable to Higher Education
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Why Are These Important?
On July 30, 2009 the THECB adopted rules to streamline the process of approval for most new bachelor’s and master’s degree programs (TAC Ch 5, Subchapter C, Sect. 5.44) as well as for administrative change approval and certificate program approval. 9Slide10
Why Are These Important?
These new rules permit automatic approval of a new bachelor’s or master’s degree if an institution and governing board certify certain criteria. These criteria are found on the signature page of the Certification Form for New Bachelor’s and Master’s Degrees as well as Administrative Changes.10Slide11
Why Are These Important?
Institutions do not want their President’s signature on a document that does not meet these criteria. For items requiring THECB approval, all engineering, doctoral programs and programs with new costs of over $2M the approval process is the same with very little difference in the submission process.11Slide12
What Are We Doing?
Update Academic Affairs website to provide institutions one location to obtain information about each item, documentation, and resources.With the retirement of Verna DeWees, AA has reorganized and assigned Shauna King to be institutions’ first contact regarding item submission. 12Slide13
Overview of Submission Process
Step 1: Institution submits item(s) by emailStep 2: Shauna will review item:Determine if BOR and/or THECB approval is needed.Are all required documents included?Review document formatting.
Distribute to SME for review.
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Overview of Submission Process
Step 3: SME will review content and determine if BOR, Chancellor, and THECB criteria are met.Step 4: SME will discuss with Dr. Ashley if there are questions and brief him on item.Step 5: Return to Shauna who will submit to Chancellor’s staff or return to the institution for revisions.
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Overview of Submission Process
Step 6: Chancellor’s staff reviews to assure all BOR’s formatting is correct.Step 7: Chancellor’s staff submits to the Office of General Counsel to evaluate for legal sufficiency.Step 8: Returned to Chancellor’s staff for final preparation and signatures.
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Overview of Submission Process
Step 9: Item(s) submitted to BOR office.Step 10: Dr. Ashley meets with BOR Chairperson of Academic Affairs Committee to discuss items.Step 11: BOR approves items.Step 12: AA submits required documents to the THECB through their AA Administrative Change Request System.
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Overview of Submission Process
Step 13: THECB sends automated response once item is sent.Step 14: THECB reviews item and takes appropriate action.Step 15: If item is approved a letter is sent to respective institution.
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Deadlines Are Important!
If questions arise item may not be approved at planned meeting date.Some items are sent out for review by outside experts.Due date to Chancellor is the date the item should be reviewed and revised if necessary.
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THECB
Dr. Anya SebastienTHECB Evaluation of Items Dr. Van DavisIssues with Distance Education19Slide20
BREAK
Start Back in 15 min.Dr. Irma Harper Overview of AA Website20Slide21
Item Preparation and Submission
Type of Item Determines who needs to approveDetermines what documents are requiredDocuments RequiredBORTHECBDocument FormatInformation Within Proposal
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Type of Item
TYPES OF
THECB
PROPOSALS
SPECIFIC TYPES OF
ACADEMIC PROPOSAL REQUESTS
Required Action
ADMINISTRATIVE
CHANGE
REQUESTS
Creation of new administrative structure
Renaming College
Academic Reorganizations requiring new structures
BOR to THECB Cost < $2 mil submit with Certification Form
BOR to THECB Cost > $2 mil submit full proposal for THECB Approval
Modification to existing administrative structures, renaming of departments, academic reorganizations not requiring any new structures
Submit proposal to Academic Affairs with Certification form. If approved submits to THECB.
DEGREE PROGRAMS
NEW
Bachelors, Masters
BOR to THECB Cost < $2 mil and not Engineering, with Certification form
BOR to THECB Cost > $2 mil or Engineering submit with full proposal and THECB must approve
Doctoral
Step 1 Preliminary Authority: BOR to THECB with full proposal.
Step 2 Full Proposal: BOR to THECB with full proposal. Slide23
Website
Degree Programs »Degree program approval includes new bachelor, master, doctoral, cooperative and joint degrees. It also includes the reclassification or modification of degrees.
New Bachelor or Master Degree
Non-Engineering/Does Not Exceed $2 Million
Engineering/Exceeds $2 Million New Doctoral Degree Reclassify/Modify Cooperative/Joint Degree
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Website
Process and Required Documents Non Engineering/Does Not Exceed $2 Million Program Approval:
Academic Affairs
Board of Regents
THECB (Notification)Forms: Briefing and Minute Order (Word document template) Program Review Outline New Program Request Form Certification Form
Resources:
Sample Request
System Approval Checklist (Excel spreadsheet)
Links:
THECB
THECB
Flowchart
Standards
for
Bachelor’s and Master’s Programs
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Additional Website Resources
Document Format:Chancellor’s WebsiteCommunications’ Website
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Agenda Items »
Signature Block Style TemplateStyle Guidelines
A&M System Written Style Guidelines »
Referencing the A&M System
Referencing
other A&M System membersSlide26
Information Within Proposal
New Program Request Form (New Degree)Provides Outline of Required Information to be Submitted in ProposalSignature Page States Program Meets THECB Standards for Bachelor’s and Master’s Degree ProgramsSection 5.45 of the THECB Rules set forth the criteria that must be met in developing new degree programs.
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Outline For New Program
Asks Institution to provide information regarding:I. NeedII. QualityIII. Cost and Funding27Slide28
Modification to New Degree Proposal Form
Proposal Form On WebsiteIncorporates THECB informationStandards for Bachelor's and Master's
Cost
and Funding Tables Forms for
calculating costs/funding included28Slide29
I. Need
A. Job Market Need – The institution has researched and documented recent and reliable data on the number of potential job openings in the discipline that reflect both short and long-term need. Types of data to be used:
Documented vacancies in existing positions
Documented need for new positions
Evidence of emerging marketsFor programs that do not lead directly into a job, the institution has documented other justification for the program such as enhancing educational opportunities currently unavailable to students, preparing for graduate education, etc.29Slide30
I. Need
Student Demand – The institution has researched and documented recent and reliable data of short and long-term evidence of student interest. Types of data to be used:
Increased enrollments in related programs at the institution
High enrollment in similar programs at other institutions
Qualified applicants rejected at similar programs in the state or nationStudent surveys30Slide31
II. Quality
A. Degree RequirementsB. CurriculumC. FacultyD. Other Resources
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II. Quality
A. Degree Requirements 1. Core Curriculum 2. Number of hours in the major 3. Number of hours in the degree program a. Bachelor's 120 hours unless waiver is requested with compelling academic reason
4. Transfer issues
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II. Quality
B. Curriculum 1. Required courses 2. Prescribed electives 3. Free electives 4. Initial teaching certificate
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II. Quality
C. Faculty1) Core Faculty - A core faculty member is tenured (or tenure-track) who devotes an average of fifty percent or more of his or her teaching time in the program. (Some programs such as interdisciplinary degrees may have core faculty devoting less than 50 percent of their teaching time to the program.) The background and education of each core faculty member shall be in the field of the program or in a closely related field.
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II. Quality
C. Faculty 2) Support Faculty 3) Qualifications of Faculty for Bachelor’s Programs – To meet minimum SACS standards, 25 percent of faculty supporting the program shall have terminal degrees. Beyond that minimum standard, the percentage of faculty with terminal degrees shall compare favorably to the percentage of faculty with terminal degrees at similar programs in the state and nation. 4) Qualifications of Faculty for Master’s Programs - All faculty supporting the master’s degree program shall have terminal degrees.
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II. Quality
C. FacultyA minimum number of faculty shall be devoted specifically to the proposed program:• Bachelor’s program – three FTE or two FTE if comprised of four individual faculty members. (Note: The standard for upper-level institutions could be lower for those programs in which lower-division courses are required for the major and taken at feeder institutions.)
• Master’s program – three FTE or two FTE if comprised of four individual faculty members
• At least 50 percent of the faculty FTE supporting a bachelor’s or master’s program must be core faculty.
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II. Quality
C. Faculty What impact will the new program have on current programs in regards to faculty resources? 1. How will the teaching load of current faculty be impacted? 2. How will the teaching load of faculty assigned a portion of their time to the new program be covered?
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II. Quality
D. Other Resources 1) Library Resources 2) Facilities and Equipment
3) Accreditation
4) Evaluation38Slide39
III. Costs and Funding
A. Identifiable new and reallocated revenues shall cover the incremental costs of operating the program.B. New formula funding shall not be considered as a funding source for the first two years of the program and shall not exceed 50 percent of all funding for the program for years three through five.C. By year six, the identified sustainable incremental revenue shall be equal to or above the incremental costs.
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III. Costs and Funding
D. Incremental or new costs to the institution shall be below $2,000,000 for the first five years of the program.E. Costs shall include personnel, facilities and equipment, library resources, supplies and materials, administration, and any other new costs directly related to the program.
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III. Costs and Funding
Five-Year Costs
Five-Year Funding
Personnel
1
Reallocated Funds
$0
Faculty
$0
Administration
$0
Graduate Assistants
$0
Clerical/Staff
$0
Other Personnel
$0
Facilities, Equipment & IT Resources
$0
Anticipated New Formula Funding
3
$0
Other
2
Other
4
Total Costs
Total Funding
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III. Costs and Funding
Footnotes:Report costs for reassigned faculty, new faculty hires, graduate assistants, and technical support personnel. Prorate individual salaries as a percentage of the time assigned to the program. If existing faculty will contribute to program, include costs necessary to maintain existing programs (e.g., cost of adjunct to cover courses previously taught by faculty who would teach in new program).Specify other costs here (e.g., accreditation, travel).Indicate formula funding for students new to the institution because of the program; formula funding should be included only
for years three through five
of the program and should reflect enrollment projections for years three through five.
Report other sources of funding here. In-hand grants, “likely” future grants, and designated tuition and fees can be included.42Slide43
New Costs Tables Within Proposal
Cost Category
Cost Sub-Category
1
st
Year
2
nd
Year
3
rd
Year
4
th
Year
5
th
Year
TOTALS
Faculty Salaries
New
Reassigned
Program Administration
New
Reassigned
Graduate Assistants
New
Reassigned
Clerical/Staff
New
Reassigned
Supplies & Materials
Library
Equipment& IT Resources**
Facilities
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Item Submission
Email Items: aa-agendaitems@tamu.eduInclude one item per emailIn Subject Line put Institution and Item Ex. TAMU Admin Change College of Ed
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Approval Process
Following BOR Approval Institutions are Notified via emailSubmitted to THECB if requiredInstitutions receive email from THECB once item is receivedLetter sent to institutions once item is approved45Slide46
New Procedure for Bachelor’s and Master’s Degree Proposals
For All New Bachelor’s and Master’s Degree Proposals: 1. Submit Preliminary Approval Proposal 2. Similar to Preliminary Planning Procedure 3. Submit as Regular BOR Agenda Item 4. Will be voted on by BOR
5. Will not be submitted to THECB
6. Authorize institution to prepare full
proposal46Slide47
Questions?
Issues?Thoughts?How Can We Be of Assistance?47