This guide was created to provide a high-level overview of the process for creating a new academic program, from initial planning to final approval.
For more detailed information regarding the State Board of Education (SBOE) approval process, please refer to the SBOE Program Change Process webpage.
New Program Workflow
Three Year Plan
The first step in developing a new academic program is to ensure that it is included in the institution’s Three-Year Academic Plan.
Each spring, the Vice Provost for Academic Planning and Institutional Effectiveness submits a list of potential new programs, program discontinuations, and program changes to the State Board of Education (SBOE) for review.
Any new program that is not listed in the three year plan will not be considered for the fall curriculum cycle.
Timeline
Early Spring: Preceding the Fall curriculum cycle in which new program components are created in Kuali, departments will submit any planned new programs to the Office of the Provost using the Three-Year Plan template.
Mid to Late Spring: The Vice Provost for Academic Planning and Institutional Effectiveness submits the three-year plan to the State Board of Education for approval.
New Subject Prefix
If needed, determining a new course subject code, or prefix, is the next step in developing a new academic program.
Department chairs and academic leaders must request new subject prefixes by emailing the Vice Provost for Academic Planning and Institutional Effectiveness before the fall curriculum season begins.
Once the new subject prefix is approved, the Registrar’s Office will add it to Kuali so that it can be used for new course proposals.
Propose Curriculum
After the new subject prefix is added to Kuali, you may begin submitting courses curriculum proposals in Kuali. This step allows proposed courses to be used as requirements in the program proposal, which will be drafted and submitted following the submission of course proposals.
If the program includes any concentrations each additional program specialization (emphasis or option) must also be proposed and submitted for approval.
Fall (during the regular curriculum season): Propose program courses, program curriculum, and program emphases or options (in order) within Kuali.
September 15: is the deadline to submit curriculum and have time for department and college approval if planning to have the program reviewed by the State Board in a timely manner.
This deadline is necessary but may not be sufficient to have the new program reviewed by the SBOE in December. This deadline is especially important for scholarship and financial aid availability for students who want to enroll in an approved new program the following fall semester.
SBOE Program and Budget Proposal
Department chairs and academic leaders, in collaboration with faculty, will next need to draft SBOE approval proposal and budget sheet, which will be submitted upon program approval within Kuali.
The proposal and budget should be drafted early in the program development process to ensure the proposal can move promptly to the next steps, obtaining internal approval signatures and submitting to the SBOE, as soon as the curriculum is internally approved
Make sure to work with the Vice Provost for Academic Planning and Institutional Effectiveness or designee in the Office of the Provost before finalizing the proposal and the budget template.
Timeline
Due dates vary depending on which Board meeting the proposal will / may be considered for approval.
General rule: must submit by the end of fall semester to ensure review and consideration for approval by the SBOE in the following spring semester.
Approval
The approval process has many steps and is conducted by numerous committees. The following steps capture the approval workflow:
Department / Program Approval – The department chair or head reviews and approves the proposals submitted in Kuali
College Curriculum Approval – The college curriculum committee reviews and approves proposals.
Dean Approval – The College Dean reviews and approves.
From here the next steps of approval process is determined by the program’s academic level.
Undergraduate level programs will be reviewed and approved by the Undergraduate Curriculum Committee (UCC), and Graduate level programs will need to be reviewed and approved by the Graduate Council and Graduate Dean.
Upon successful approval by the appropriate committees and Dean’s the proposal then needs to be reviewed and approved by the Vice Provost for Academic Planning and Institutional Effectiveness.
Finally, the proposal will be reviewed by the SBOE. The proposal will pass through many committees and groups during this step of review and approval, and more details can be found on the SBOE Curriculum Change webpage.
Timeline
First Friday in October: Deadline to have curriculum approved by college curriculum and college dean.
This deadline is necessary but may not be sufficient to have the new program reviewed by the SBOE in December. This deadline is especially important for scholarship and financial aid availability for students who want to enroll in an approved new program the following fall semester.
Proposals must have full curriculum approval in Kuali, 45 days prior to the anticipated review date
SBOE — Can take up to 6 weeks to get internal approvals on a SBOE proposal