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1 A&M SYSTEM ACADEMIC PROGRAM and ADMINISTRATIVE PROPOSAL WORKSHOP 1 A&M SYSTEM ACADEMIC PROGRAM and ADMINISTRATIVE PROPOSAL WORKSHOP

1 A&M SYSTEM ACADEMIC PROGRAM and ADMINISTRATIVE PROPOSAL WORKSHOP - PowerPoint Presentation

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1 A&M SYSTEM ACADEMIC PROGRAM and ADMINISTRATIVE PROPOSAL WORKSHOP - PPT Presentation

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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1

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.

5Slide6

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

6Slide7

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

7Slide8

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

8Slide9

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.

13Slide14

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.

14Slide15

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.

15Slide16

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.

16Slide17

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.

17Slide18

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.

18Slide19

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

21Slide22

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

23Slide24

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

24Slide25

Additional Website Resources

Document Format:Chancellor’s WebsiteCommunications’ Website

25

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.

26Slide27

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

31Slide32

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

32Slide33

II. Quality

B. Curriculum 1. Required courses 2. Prescribed electives 3. Free electives 4. Initial teaching certificate

33Slide34

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.

34Slide35

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.

35Slide36

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.

36Slide37

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?

37Slide38

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.

39Slide40

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.

40Slide41

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

41Slide42

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

43Slide44

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

44Slide45

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