Include a clear, concise statement of the policy addressing the following: What is expected, when the policy applies, and any major conditions or restrictions that apply.
Georgia Regents University faculty develop and approve curricula for all academic programs. This policy articulates the approval process for changes to the curriculum by any college or department at Georgia Regents University. Such changes may include modifications of existing academic programs and degrees, addition or deletion of courses, changes to existing courses, additions of new degree programs, majors, minors, certificate programs, and other changes affecting the content of the Georgia Regents University Graduate and/or Undergraduate General Catalogs.
Reason for Policy
Include a clear, concise statement of the reason this policy is needed addressing the following: the overarching basis for the policy, what those involved need to do (but not procedures), the problem or conflict the policy is designed to resolve, and any legal or regulatory reasons for policy.
A variety of reasons may necessitate changes to existing programs and curricula: new knowledge, changing concepts and requirements in the delivery of program components, consideration of program accreditation, and fulfillment of certification and licensure requirements. This may necessitate changes in the curriculum of a given program, department, or college. Full consideration must be given to the impact these changes might have on the student’s overall academic program during his/her period of matriculation. Consideration will also be given to the impact of any changes on the faculty and on the institution as a whole. The purpose of this policy is to articulate an institutional approval process for all curriculum revisions.
• USCAPC– University Senate Curriculum & Academic Policies Committee
• PEC—Professional Educators’ Council
• VPAFA—Vice President for Academic and Faculty Affairs
This policy articulates the approval process for changes to the curriculum by any college or department at Georgia Regents University. Such changes may include modifications of existing academic programs and degrees, addition or deletion of courses, changes to existing courses, and other changes affecting the content of the Georgia Regents University Graduate and/or Undergraduate General Catalogs. Georgia Regents University faculty and administration both take part in developing and approving curricula for all academic programs.
There are two main processes whereby curriculum proposals are approved. The Simple Approval Process is for proposals only affecting one college and not affecting the undergraduate common core curriculum. The Complex Approval Process is for all other proposals.
Simple Approval Process
Proposals affecting only one college (and not affecting undergraduate common core curriculum) are approved at the college level, approved by the VPAFA, and then they are sent to the Provost for final approval. Upon approval by the Provost, proposals are forwarded to the Registrar for entry into the relevant draft catalog(s), and the Registrar confirms that the proposal has been entered. The Simple Approval proceeds through these specific steps:
1. Originates from any member of the university community.
2. Follows approval process as outlined in the relevant college’s bylaws.
3. Is sent to VPAFA for approval.
4. Proposals requiring the complex approval May be referred by the VPAFA to the University Senate Curriculum and Academic Policies Committee at his/her discretion.
5. Is sent to Provost for final approval.
6. Approved proposals are sent to the Registrar to be entered into the GRU graduate and/or undergraduate general catalog(s).
7. Registrar confirms to originator that proposal has been entered into catalog(s).
Complex Approval Process
Proposals requiring the Complex Approval Process include proposals affecting the undergraduate common core curriculum and proposals crossing multiple colleges. Proposals crossing multiple colleges require approvals by each of the involved colleges in accordance with each of the relevant colleges’ bylaws, and approval by the VPAFA, USCAPC, and the Provost. At the same time that proposals crossing multiple colleges are sent to the Provost for approval, they are posted to a USCAPC repository for review and approval within two weeks of posting. After USCAPC approval, the Provost is notified by the chair of the USCAPC that proposals are ready for his/her approval. Proposals approved by the Provost are forwarded to the Registrar for inclusion in the GRU graduate and/or undergraduate catalog(s), and the Registrar confirms to the originator that the proposal has been entered into the relevant catalog(s). The Complex Approval Process follows these specific steps:
1. Originates from any member of the university community.
2. Follows approval process as outlined in the originating college’s bylaws.
3. Follows approval process as outlined in other affected colleges’ bylaws.
4. Proposals affecting teacher education must be approved by the Professional Educators’ Council (PEC).
5. Proposals with graduate education components must be approved by Graduate Council, at which point, those without effects on additional colleges would be sent directly to the VPAFA and then to the Provost, but not the USCAPC (as described below in 8).
6. Sent to VPAFA for approval.
7. Approved proposals are sent to the Provost for review.
8. At the same time that proposals are sent to the Provost for review, they are posted to a USCAPC repository for review and approval by the USCAPC within two weeks of posting.
9. Proposals approved by USCAPC are reviewed and approved by the Provost.
10. Curriculum changes affecting the Core Curriculum Areas A through E and Overlays 1 through 3 must be approved by the Board of Regents. Changes affecting Area F must be approved by the appropriate Regents’ advisory committee for the discipline(s) of the department(s) affected. It is the responsibility of the Provost or his/her designee to carry out this approval step prior to approving any such proposal.
11. Approved proposals are sent to the Registrar to be entered into the GRU graduate and/or undergraduate general catalog(s).
12. Registrar confirms to originator that the proposal has been processed.
Approvals of new programs and degrees
Approvals of new degrees and programs require a two-stage approval process at the Board of Regents of the University System of Georgia office, which includes a prospectus approval prior to submission of a formal proposal. This approval process is in addition to the university’s regular curriculum approval process, and the proposal development should be accomplished in coordination with the Vice President for Academic and Faculty Affairs and the Provost.
Guidelines for Submitting a Potential New Degree and/or Program
1. College/program leadership initiates conversations with the Vice President for Academic and Faculty Affairs (VPAFA) and Provost. For programs associated with the College of Graduate Studies, the Dean (or designee) of the College of Graduate Studies also should be included.
2. College/program faculty complete the Initial Proposal for New Degree Program. It may be helpful to reference the USG New Program Prospectus Guidelines.
3. Program/College level approval process is followed.
4. The dean of the college of origin forwards approved version to:
a. Dean of College of Graduate Studies (for all CGS programs). CGS approval process is followed.
b. Dean(s) of other affected college(s), if any.
5. College/Program revises, as necessary, using input from other colleges deans/designees, where applicable, and steps 2-5 are repeated until approved.
6. The prospectus with cover letters of approval from appropriate dean(s) (including CGS for CGS graduate programs) is forwarded to the VPAFA
7. VPAFA presents prospectus to Provost Advisory Council (PAC).
8. PAC approves prospectus or recommends changes.
9. Once approved, VPAFA submits prospectus to USG for action via the USG password protected SharePoint website.
10. Once prospectus is approved at USG office, the full prospectus is to be finalized as outlined in steps 11 – 17.
11. College/program faculty develop full program proposal and curriculum items, which must go through the appropriate Approval Process (Simple or Complex), depending on the nature of the proposal, in addition to the steps outlined in 12-17.
12. The dean of the college of origin approves and forwards to the deans of other affected colleges, as applicable.
13. As applicable, the Dean of the College of Graduate Studies and the Graduate Council review the proposal and offer any revisions needed and/or approve the proposal.
14. VPAFA shares proposal with Provost Advisory Council (PAC).
15. At the prerogative of the Provost, the program proposal is submitted to external reviewers to determine feasibility, viability, and effectiveness.
16. PAC approves proposal or recommends changes.
17. Once approved, VPAFA submits proposal to USG for action.
Required Documents for New Degree and/or Program Approval
The completed USG formal proposal paperwork should be included with these internal GRU curriculum approval forms for review during the internal approval process. Concurrent with the internal approval process, these documents should be provided to the Vice President for Academic and Faculty Affairs who shall be responsible for completing the additional USG approval requirements for the program/degree proposal, which are separate from the internal approval process. The Board of Regents of the USG shall provide final approval for any such new program or degree.
All proposed courses and programs offered at GRU go through identical approval processes. Consequently, new online courses and programs must meet the same requirements as classes offered through face-to-face instruction, and therefore must be approved through the processes previously described. Additionally, any new online or distance education degree requires the approval of the Board of Regents just as if it were any other new program or degree.
New Curriculum Forms (link pending)
Initial Proposal for New Degree Program (link pending)
Board of Regents Policy Manual, Section 3.3: http://www.usg.edu/policymanual/section3/policy/C338
University System of Georgia Program Approval Documents
College bylaws documents (links pending).
Ricardo Azziz, MD, MPH, MBA
President, Georgia Regents University and CEO, Georgia Regents Health System
Policy Owner: Office of the VP for Academic and Faculty Affairs
Point of Contact: VP for Academic and Faculty Affairs
Effective Date: June 6, 2013
Version Number: 1.0