HANDBOOK FOR THE REVIEW AND
APPROVAL OF NEW ACADEMIC
PROGRAMS
DRAFT
OFFICE OF ACADEMIC AFFAIRS
MAY 2010
REVISED MARCH 2014
i
CONTENTS
New Program Review and Approval....................................................................... 1
Program Proposal Documents................................................................................................................ 1
Concept Proposal ............................................................................................................................. 1
Program Proposal ............................................................................................................................ 1
Program Announcement or Letter of Intent.................................................................................... 2
Program Design Team Membership ....................................................................................................... 2
Transmission from One Step to the Next ............................................................................................... 2
Substantive Changes to the Proposal ..................................................................................................... 3
Posting for Comment ............................................................................................................................. 3
Initiator Participation in Governance Meetings ..................................................................................... 3
Review Processes and Timing ................................................................................ 4
New Advanced (Graduate) Certificate Program..................................................................................... 5
Advanced (graduate) Certificate Program Proposals ...................................................................... 6
Concept Proposal ...................................................................................................................... 6
Program Proposal ...................................................................................................................... 6
New Undergraduate Certificate Programs ............................................................................................. 8
Undergraduate Certificate Program Proposals................................................................................ 9
Concept Proposal ...................................................................................................................... 9
Program Proposal ...................................................................................................................... 9
Program Announcment ........................................................................................................... 10
New Undergraduate Degree Programs ................................................................................................ 11
Undergraduate Degree Program Proposals (includes new AOS)................................................... 12
Concept Proposal .................................................................................................................... 12
Program Proposal .................................................................................................................... 12
Program Announcment ........................................................................................................... 13
i
External Review ....................................................................................................................... 13
New Graduate Degree Programs ......................................................................................................... 14
Gradaute Degree Program Proposals ............................................................................................ 15
Concept Proposal .................................................................................................................... 15
Program Proposal .................................................................................................................... 15
Letter of Intent ........................................................................................................................ 16
External Review ....................................................................................................................... 16
Timelines ............................................................................................................. 18
Timelines for Advanced Certificate Proposals ...................................................................................... 18
Timelines for New Undergraduate Certificate Proposals ..................................................................... 19
Timelines for New Degree Proposals ................................................................................................... 21
Design Teams........................................................................................................................... 21
If New Faculty and Staff Are Required for Program Development… ............................................. 21
Concept Development............................................................................................................. 21
Program Planning .................................................................................................................... 22
Program Development ............................................................................................................ 22
Program Launch....................................................................................................................... 22
If Existing Faculty and Staff Are Available for Program Development… ........................................ 24
Concept Paper for a New Degree Program .......................................................... 25
Summary of Academic Program Proposal Actions ............................................... 26
ESC Advanced Certificate Template ..................................................................... 27
SUNY Requirements for Advanced Certificate Proposals .............................................................. 27
Advanced Certificate Template ............................................................................................................ 28
ii
NEW PROGRAM REVIEW AND APPROVAL
The review and approval process for new programs is designed to encourage consultation within the
college and to facilitate an orderly approval process. Within the college, it is a shared process that
involves relevant parties at the program and center levels, in governance and in the administration, and
it culminates with the Provost and the President. Once approved within the college, new program
proposals are approved by the State University of New York (SUNY) and The New York State Education
Department (SED). The college must wait until SED registers a program before it begins marketing or it
enrolls students into that program.
Although there is an orderly and linear approach to approval, from the earliest planning phase,
communication among the parties involved is essential.
PROGRAM PROPOSAL DOCUMENTS
To meet internal and external needs, the program proposal process requires three documents. The first
is a concept paper that is used internally. Next is a program proposal that serves internal needs as well
as the needs of SUNY and SED. The third is a program announcement or letter of intent that serves
SUNY needs, much as the concept paper serves the college’s needs. SUNY’s processes and templates for
graduate and undergraduate programs differ considerably. For advanced (graduate) certificates, the
college will require more information than SUNY requests and has developed a separate template for
the program proposal. For all other program proposals, the college uses SUNY templates. Programs
leading to professional licensure or teaching certificate require additional information. For more
information, please contact the Assistant Vice President for Academic Programs in the Office of
Academic Affairs.
CONCEPT PROPOSAL
The concept proposal is an internal document that allows initiators of a new program to present their
ideas and investigation of the need for the program without significant investment of time and
resources. It provides sufficient description about the proposed program to allow academic affairs, in
consultation with the relevant standing committee of the Senate, to make an informed judgment about
whether the proposed program should move ahead. The outline for the concept proposal is included in
the pages that follow.
PROGRAM PROPOSAL
The program proposal is a fully detailed presentation of the proposed program and it uses the SUNY
forms and adheres to the expectations outlined in relevant handbooks and guidelines, with one
exception. SUNY requires minimal information for the review and approval of advanced (graduate)
certificate programs and the college requires additional information for internal review. In this case, the
proposals will use a college template rather than a SUNY template. That template is included in this
document. The SUNY Campus Resource Center includes relevant forms and information about the SUNY
academic program proposal process. The college’s Assistant Vice President for Academic Programs
assists program initiators in navigating the resources and with proposal development.
1
PROGRAM ANNOUNCEMENT OR LETTER OF INTENT
The program announcement for undergraduate programs and the letter of intent for graduate
programs are documents that the college submits, to receive SUNY approval to move ahead with new
program development. They are similar to the college’s concept paper and serve a similar purpose in
that the college is proposing an idea to SUNY. SUNY posts the program announcements for 30 days and
they are visible to academic affairs officers within SUNY institutions. The college must have SUNY
approval to submit a program proposal. The approval is good for two years. Advanced (graduate)
certificates normally do not require a letter of intent. The SUNY Campus Resource Center includes
relevant forms.
The college has developed a practice of submitting program announcements and letters of intent once
we have carefully developed a proposal and are sure about the market for the program and the
curriculum. Generally, this comes at about the time of the standing committee recommendation to
move ahead with the proposed program. However, in some cases, this document may come earlier in
the process.
PROGRAM DESIGN TEAM MEMBERSHIP
A new program proposal (certificates and degree programs) may be initiated by faculty or
administrators and development of the proposal involves a program design team who collaborate to
develop the concept paper and the proposal. The size and composition of the design team is driven by
the scope of the program under consideration, the existing expertise and by the stage of development.
At the concept stage, the design team may be relatively small and members will consult others as
needed. If the new program arises from existing programs at the college, the design team will likely
include members of that program and may consist entirely of program members. In cases where the
college undertakes an entirely new initiative, the development team is more broadly constructed and
may include external experts.
Once the Provost approves the concept, the design team membership broadens is membership for the
program proposal stage. In particular, the team invites the Office of Integrated Technology to include a
representative who can help identify and explore technology needs for the program. Certificate
program credits are applicable to at least one degree program/AOS and consequently, design teams
should include representation from the relevant program/AOS. Undergraduate certificate programs are
generally designed to be available across the college and through multiple modes of delivery.
Accordingly, those teams should include representatives from two regional centers, the Center for
Distance Learning, the Labor Center and International Programs (the latter two deans may decline).
TRANSMISSION FROM ONE STEP TO THE NEXT
Formal transmission from one stage to another is essential to understanding what review has occurred
and appropriate next steps. The “Summary of Program Proposal Actions” included in this document
accompanies submissions and is updated as it moves from step-to-step. Governance bodies formally
communicate actions to the proposal originators, sponsors, the graduate dean (if applicable) and the
assistant vice president for academic programs. In addition, the Senate includes the president and the
provost in its communication.
2
SUBSTANTIVE CHANGES TO THE PROPOSAL
Minor modifications to a proposal, such as adding or modifying language for clarity or the inclusion of
additional information that enhances the proposal need not impede forward movement in the review
and approval process. However, a substantive modification or a request for substantive change requires
that the proposal initiators revisit the proposal and then move it through the review and approval
processes again. These sorts of changes include changes to:

the nature of the curriculum (a change in overall credits or goals)

the primary mode of delivery

the program purpose

the audience(s) that the program is intended to serve
POSTING FOR COMMENT
To provide the opportunity for comment and input, the Office of Academic Affairs will post program
proposals for comment for 30 calendar days, excluding reading and no appointment periods. This
posting will precede any formal action from the relevant standing committee (CUSP and GSPC) allowing
time for faculty review and input. The posting will include an announcement on ESCNet with a link to
the document and discussion space. With a public announcement and sufficient time before the
standing committee takes action, the proposal will have had a broad vetting and subsequent steps in
the approval process serve to ensure due diligence in preparing the proposal and in consultation.
INITIATOR PARTICIPATION IN GOVERNANCE MEETINGS
Program proposal initiators, sponsors and the assistant vice president for academic programs will briefly
present new program proposals to relevant governance committees. Those individuals will remain
present for the discussion and actions to answer questions about the program and accept responsibility
for any follow-up that may be necessary.
3
REVIEW PROCESSES AND TIMING
While program proposals are considered on a rolling basis, each proposal requires multiple reviews and
a comment period to ensure appropriate consultation. Thus, the timelines included in this document
are useful in thinking through planning for new programs. Missing the windows of opportunity may
delay the launch of a program by as much as a year.
The flowcharts on the pages that follow provide an overview of the steps for review and approval of
concept papers and program proposals within the college. Because of differences in external processes,
the processes for four types of proposals are presented separately from least complex to most complex.
Each is followed by a description of the steps.

New Advanced (Graduate) Certificate Program Proposal

New Undergraduate Certificate Program Proposal

New Undergraduate Degree Program Proposal (includes AOS)

New Graduate Degree Program Proposal
Timelines for certificates and degree programs follow the flow charts.
4
NEW ADVANCED (GRADUATE) CERTIFICATE PROGRAM
Concept
Design team
develops concept
proposal
Design team
consults with
program faculty
Dean transmits to
OAA
CGP recommends
AVP recommends
GSPC
consultation
Provost approves
If substantive change
If substantive change
If substantive change
If substantive change
Administrative review of business plan
Design team
develops program
proposal
Program
recommends
CGP recommends
Dean recommends
AVP recommends
Dean finalize and
submit business
plan
Post for 30 days
for comment &
incorporate
feedback
GSPC
recommends
Senate
recommends
President
approves
Program Propsal
If substantive change
Design
Team
If substantive change
If substantive change
SUNY approves
If substantive change
SED
approves and
registers
program
Implementation
5
ADVANCED (GRADUATE) CERTIFICATE PROGRAM PROPOSALS
CONCEPT PROPOSAL
1. The design team develops a concept proposal following the college’s template for certificate
concept proposals and the “Guidelines for Developing Certificate Programs1.”
2. The design team consults with the relevant program faculty to ensure that the certificate
offerings are in keeping with the purpose of the degree program into which the offerings are
applicable.
3. The concept paper is reviewed by the School for Graduate Studies and the center recommends
it to the Office of Academic Affairs.
4. The dean transmits the concept proposal to the Assistance Vice President (AVP) for Academic
Programs.
5. The AVP reviews the concept paper to ensure that it is ready for further review and gathers
additional information that may be needed. Once the concept proposal is complete, the AVP
also makes a recommendation to the Provost, while at the same time submitting the concept
proposal to GSPC.
6. After considering the proposal, recommendations, and the feedback from GSPC, the Provost
approves (or not) the concept for a certificate. If the concept is approved, the design team
begins developing a full program proposal.
PROGRAM PROPOSAL
1. The design team develops the program proposal following the college’s template for advanced
(graduate) certificate proposals (rather than the SUNY outline) and the “Guidelines for
Developing Certificate Programs.” SUNY does not generally require a letter of intent or external
review for advanced certificates. The design team should be working with the dean’s office, as
the dean is responsible for the business plan in the proposal.
2. The design team submits the proposal to the program for their recommendation. The program
ensures that the certificate offerings are in keeping with the purpose of the degree program into
which the offerings are applicable.
3. The program chair submits the proposal to the SGS for the center and recommendation.
4. The dean considers and recommends the certificate proposal to the Office of Academic Affairs,
transmitting the proposal with the business plan to the Assistance Vice President (AVP) for
Academic Programs.
1
6
The document will be revised after this document is finalized.
5. The AVP reviews the proposal to ensure that it is ready for further review and gathers additional
information that may be needed.
6. Once the proposal is complete, the AVP posts the proposal for a 30-day comment period, and
submits concept proposal to GSPC.
7. Once the comment period is over, GSPC reviews the feedback and considers the proposal. GSPC
communicates its recommendation to the initiators, the SGS dean, AVP for Academic Programs
and the Senate. If GSPC recommends that the proposal go forward, the GSPC chair also submits
it to the Senate for consideration.
8. The Senate considers the proposal and communicates its recommendation to the initiators, the
SGS dean, AVP for Academic Programs, Provost and President. If the Senate recommends that
the proposal go forward, the Senate chair makes that recommendation to the President.
9. The AVP for Academic Programs prepares the SUNY submission, gathers the relevant signatures
and submits the proposal to SUNY. The president’s signature is the college approval of the
proposal.
10. SUNY staff review the proposal and if approved, submit it to the New York State Education
Department (SED).
11. SED staff review the proposal and if approved, register the certificate program. The notice of
registration is forwarded to the SUNY Provost and then to the ESC President.
7
NEW UNDERGRADUATE CERTIFICATE PROGRAMS
8
UNDERGRADUATE CERTIFICATE PROGRAM PROPOSALS
CONCEPT PROPOSAL
1. The design team develops a concept proposal following the college’s template for certificate
concept proposals and the “Guidelines for Developing Certificate Programs.”
2. The design team consults with the relevant Area of Study (AOS) or program faculty to ensure
that the certificate offerings are appropriate to the AOS or the degree program into which the
offerings are applicable.
3. The AVP reviews the concept paper to ensure that it is ready for further review and gathers
additional information that may be needed. Once the concept proposal is complete, the AVP
also makes a recommendation to the Provost, while at the same time submitting the concept
proposal to CUSP.
4. After considering the proposal, recommendations, and the feedback from CUSP, the Provost
approves (or not) the concept for a certificate. If the concept is approved, the design team
begins developing a full program proposal.
PROGRAM PROPOSAL
1. The design team develops the program proposal using “Appendix B-- Undergraduate Program
Proposal Form” from the SUNY’s 2003 Handbook for the Submission of Undergraduate Program
Proposals outline, available at the SUNY Campus Resource Center and following the college’s
“Guidelines for Developing Certificate Programs.” SUNY does not generally require external
review for undergraduate certificates, but does require a program announcement. The design
team should be working with the Assistant Vice President for Academic Programs office, as the
AVP is responsible for the business plan in the proposal.
2. The design team consults with the relevant Area of Study (AOS) or program faculty to ensure
that the certificate offerings are appropriate to the AOS or the degree program into which the
offerings are applicable.
3. The design team submits the certificate proposal to the Office of Academic Affairs and begins
work on the program announcement required by SUNY.
4. The AVP finalizes the business plan, reviews the proposal to ensure that it is ready for further
review, and gathers additional information that may be needed.
5. Once the proposal is complete, the AVP posts the proposal for a 30-day comment period, and
submits concept proposal to CUSP.
6. Once the comment period is over, CUSP reviews the feedback and considers the proposal. CUSP
communicates its recommendation to the initiators, AVP for Academic Programs and the
Senate. If CUSP recommends that the proposal go forward, the CUSP chair also submits it to
the Senate for consideration.
9
7. In parallel with submission of the program announcement and the SUNY review and comment
period, the Senate considers the proposal. The Senate communicates its recommendation to
the initiators, the AVP for Academic Programs, Provost and President.
PROGRAM ANNOUNCMENT
1.
Upon CUSP recommendation to approve the proposal, the AVP for Academic Programs
finalizes the program announcement, gathers the appropriate signatures, and submits the
program announcement and a request for waiver of external review to SUNY
2. SUNY posts the program announcement for 30 days to allow other SUNY institutions the
opportunity to comment and provide feedback.
3. SUNY approves the development of the new program and notifies the college President.
4. The AVP for Academic Programs, in consultation with the design team incorporates
feedback from SUNY program announcement process.
8. With the Senate recommendation and the SUNY approval, the AVP for Academic Programs
prepares the SUNY submission, gathers the relevant signatures and submits the proposal to
SUNY. The president’s signature serves as the college’s approval of the proposal.
9. SUNY staff review the proposal and if approved, submit it to the New York State Education
Department (SED).
10. SED staff review the proposal and if approved, register the certificate program. The notice of
registration is forwarded to the SUNY Provost and then to the ESC President.
10
NEW UNDERGRADUATE DEGREE PROGRAMS
11
UNDERGRADUATE DEGREE PROGRAM PROPOSALS (INCLUDES NEW AOS)
CONCEPT PROPOSAL
1. The design team develops a concept proposal following the college’s template for degree
program concept proposals and this handbook.
2. The design team consults with appropriate faculty experts to shape the general focus and
anticipated design.
3. The AVP reviews the concept proposal to ensure that it is ready for further review and gathers
additional information that may be needed. Once the concept proposal is complete, the AVP
also makes a recommendation to the Provost, while at the same time submitting the concept
proposal to CUSP.
4. After considering the proposal, recommendations, and the feedback from CUSP, the Provost
approves (or not) the concept for the new degree program. If the concept is approved, the
design team begins developing a full program proposal.
PROGRAM PROPOSAL
1. The design team develops the program proposal using “Appendix B-- Undergraduate Program
Proposal Form” from the SUNY’s 2003 Handbook for the Submission of Undergraduate Program
Proposals outline, available at the SUNY Campus Resource Center. The design team should be
working with the Assistant Vice President for Academic Programs office, as the AVP is
responsible for the business plan in the proposal.
2. The design team consults with the relevant faculty experts and appropriate experts outside the
college who can help to define and shape the program and expectations.
3. The design team submits the program proposal to the Office of Academic Affairs, begins work
on the program announcement required by SUNY, identifies several external reviewers, who
may be called upon to conduct the formal review required by SUNY, and collects their CVs.
4. The AVP finalizes the business plan, reviews the proposal to ensure that it is ready for further
review, and gathers additional information that may be needed.
5. Once the proposal is complete, the AVP posts the proposal for a 30-day comment period, and
submits concept proposal to CUSP.
6. Once the comment period is over, CUSP reviews the feedback and considers the proposal. CUSP
communicates its recommendation to the initiators, AVP for Academic Programs and the
Senate. If CUSP recommends that the proposal go forward, the CUSP chair also submits it to the
Senate for consideration.
7. In parallel with submission of the program announcement, the SUNY review and comment
period, and the external review, the Senate considers the proposal. The Senate communicates
its recommendation to the initiators, the AVP for Academic Programs, Provost and President.
12
PROGRAM ANNOUNCMENT
1.
Upon CUSP recommendation to approve the proposal, the AVP for Academic Programs
finalizes the program announcement, gathers the appropriate signatures and submits the
program announcement and a list of potential external reviewers and CVs to SUNY.
2. SUNY posts the program announcement for 30 days to allow other SUNY institutions the
opportunity to comment and provide feedback.
3. SUNY approves potential reviewers and notifies the AVP for Academic Programs
4. SUNY approves the development of the new program and notifies the President.
5. The AVP for Academic Programs, in consultation with the design team incorporates
feedback from SUNY program announcement process.
EXTERNAL REVIEW
1. The AVP for Academic Programs submits the list of potential reviewers to SUNY for
approval along with the program announcement.
2. Upon SUNY approval of external reviewers, the AVP for Academic Programs coordinates
the external review that includes a site visit.
3. The AVP for Academic Programs, in consultation with the design team incorporates
feedback from external review process.
8. With the Senate recommendation and the SUNY approval, the AVP for Academic Programs
prepares the proposal for submission to SUNY, gathers the relevant signatures and submits the
proposal to SUNY. The president’s signature serves as the college’s approval of the proposal.
9. SUNY staff review the proposal and if approved submit it to the New York State Education
Department (SED).
10. SED staff review the proposal and if approved, register the degree program. The notice of
registration is forwarded to the SUNY Provost and then to the ESC President.
13
NEW GRADUATE DEGREE PROGRAMS
14
GRADAUTE DEGREE PROGRAM PROPOSALS
CONCEPT PROPOSAL
1. The design team develops a concept proposal following the college’s template for degree
program concept proposals and this handbook.
2. The design team consults with appropriate faculty experts to share the general focus and
anticipated design.
3. The concept paper is reviewed by the School for Graduate Studies and the center recommends
it to the Office of Academic Affairs.
4. The dean transmits the concept proposal to the Assistance Vice President (AVP) for Academic
Programs.
5. The AVP reviews the concept proposal to ensure that it is ready for further review and gathers
additional information that may be needed. Once the concept proposal is complete, the AVP
also makes a recommendation to the Provost, while at the same time submitting the concept
proposal to GSPC.
6. After considering the proposal, recommendations, and the feedback from GSPC, the Provost
approves (or not) the concept for the new degree program. If the concept is approved, the
design team begins developing a full program proposal.
PROGRAM PROPOSAL
1. The design team develops the program proposal using “Preparation and Submission of a Formal
Proposal for a Graduate Program” from SUNY’s 2005 Guidelines for the Submission of Graduate
Program Proposals, available at the SUNY Campus Resource Center. The design team should be
working with the SGS dean’s office, as the dean is responsible for the business plan in the
proposal.
2. The design team consults with the relevant faculty experts and appropriate experts outside the
college who can help to define and shape the program and expectations.
3. The design team submits the proposal to the SGS for the center consideration and
recommendation.
4. If approved by the center, the dean considers and recommends the proposal to the Office of
Academic Affairs, transmitting the proposal with the business plan to the Assistance Vice
President (AVP) for Academic Programs.
5. The design team and the dean’s office begin work on the letter of intent required by SUNY and
identify several external reviewers who may be called upon to conduct the formal review
required by SUNY, and collects their CVs.
15
6. The AVP finalizes the business plan, reviews the proposal to ensure that it is ready for further
review, and gathers additional information that may be needed.
7. Once the proposal is complete, the AVP posts the proposal for a 30-day comment period, and
submits the program proposal to GSPC.
8. Once the comment period is over, GSPC reviews the feedback and considers the proposal. GSPC
communicates its recommendation to the initiators, AVP for Academic Programs and the
Senate. If GSPC recommends that the proposal go forward, the GSPC chair also submits it to the
Senate for consideration.
9. In parallel with submission of the letter of intent and the SUNY review and comment period, the
Senate considers the proposal. The Senate communicates its recommendation to the initiators,
the AVP for Academic Programs, Provost and President.
LETTER OF INTENT
5. Upon GSPC recommendation to approve the proposal, the AVP for Academic Programs
finalizes the letter of intent, gathers the appropriate signatures, and submits the letter of
intent and a list of potential external reviewers and their CVs to SUNY.
1. SUNY posts the program announcement for 30 days to allow other SUNY institutions the
opportunity to comment and provide feedback.
2. SUNY approves potential reviewers and notifies the AVP for Academic Programs
3. SUNY approves the development of the new program and notifies the President.
4. The AVP for Academic Programs, in consultation with the design team incorporates
feedback from SUNY program review process.
EXTERNAL REVIEW
1. The AVP for Academic Programs submits the list of potential reviewers to SUNY for approval
along with the program announcement.
2. Upon SUNY approval of external reviewers, the AVP for Academic Programs coordinates the
external review that includes a site visit.
3. The AVP for Academic Programs, in consultation with the design team incorporates
feedback from external review process.
11. With the Senate recommendation and the SUNY approval, the AVP for Academic Programs
prepares the SUNY submission, gathers the relevant signatures and submits the proposal to
SUNY. The president’s signature serves as the college’s approval of the proposal.
16
12. SUNY staff review the proposal and if approved, submit it to the New York State Education
Department (SED).
13. SED staff review the proposal and if approved, register the degree program. The notice of
registration is forwarded to the SUNY Provost and then to the ESC President.
17
TIMELINES
The college considers proposals for new programs on a rolling basis. Each program proposal requires
comment periods and multiple approvals. Additionally, the college is not permitted to market a
program or enroll students until the New York State Education Department (SED) has registered the
program. Thus, initiators need to be aware of steps and timeframes for internal and external review and
approval.
For programs with no state licensure or teaching certificate, the deadlines in the sections that follow
apply. For licensed professions and teaching certificates, additional time is required for review and
approval with SUNY and SED. Consult with the Assistant Vice President for Academic Programs
regarding additional requirements.
TIMELINES FOR ADVANCED CERTIFICATE PROPOSALS
Table 1 shows two potential scenarios for developing a graduate certificate. Both result in a September
program launch. The first provides lead-time to begin marketing by May in advance of the September
start. In that case, the deadline for center completion, approval and transmission of the concept
proposal in final form is August 21 in the year preceding the launch, which allows 30-day comment
period and transmission of comments before the start of the of the winter no appointment period and
submission of the program proposal to SUNY by March 1. The deadline for center completion, approval
and transmission of the program proposal (including dean approval) in final form is mid-October – the
start of the fall term is ideal. This provides time to begin marketing by May.
The second scenario shows the latest possible beginning of the process permitting a program launch the
following September. This start precludes start-up marketing and results in a soft launch. This launch
without marketing presumes that relevant courses/studies will be included in the fall term guide as a
matter of course. In this case, the deadline for center completion, approval and transmission of the
concept proposal in final form is mid-November and the deadline for center completion of the full
proposal is mid-February.
18
TABLE 1. ADVANCED (GRADUATE) CERTIFICATE TIMELINE TABLE
Step
Goal
Market in May
Soft Launch September
SGS Dean submits concept
proposal to AVP
August 21
December 1
GSPC consultation
September meeting
January meeting
Provost approves concept
September 30
January 21
SGS Dean submits program
proposal to AVP
October 23
Feb 21
AVP preliminary approval
November 1
March 1
Post for 30 days
November 1
March 1
GSPC
December meeting
April meeting
Senate approves
Feb meeting
May meeting
President signs proposal
March 1
June 1
ESC (OAA) submit to SUNY
March 1
June 1
SUNY submit to SED
April 1
July 1
Program registration -- begin
marketing
May 1
N/A
Launch
Fall Term
Fall Term
(not reading periods /no appointment weeks)
Please note that the shaded area is in the calendar year preceding the September launch.
TIMELINES FOR NEW UNDERGRADUATE CERTIFICATE PROPOSALS
Table 2 shows two potential scenarios for developing an undergraduate certificate. Both result in a
September program launch. The first provides lead-time to begin marketing by May in advance of the
September start. In that case, the deadline for the design team to submit the concept proposal in final
form to the AVP for Academic Programs is August 21, which allows 30-day comment period and
transmission of comments before the start of the of the winter no appointment period and submission
of the program proposal to SUNY by March 1. The deadline for the design team to submit the program
proposal in final form to the AVP for Academic Programs is mid-October – the start of the fall term is
ideal. This provides time to begin marketing by May.
The second scenario shows the latest possible beginning of the process permitting a program launch the
following September. This start precludes start-up marketing and results in a soft launch. This launch
19
without marketing presumes that relevant courses/studies will be included in the fall term guide as a
matter of course. In this case, the deadline for the design team to submit the concept proposal in final
form is December 1 of the year preceding the launch and the deadline for the design team to submit the
full proposal is mid-February. This is a very short window for proposal development, so an earlier start
may be preferable.
The design team for undergraduate certificates offered across the college includes representation from
at least two regional centers, and one each from CDL, CIP and the Labor Center (the latter two deans
may decline). The team is strongly encouraged to consult the AVP for Academic Programs early in the
discussions.
TABLE 2. UNDERGRADUATE CERTIFICATE TIMELINES
Step
Goal
Market in May
Soft Launch September
Design team submits concept
proposal to AVP
August 21
December 1
CUSP consultation
September meeting
January meeting
Provost approves concept
September 30
January 21
Design Team submits program
proposal to AVP
October 23
Feb 21
AVP preliminary approval
November 1
March 1
Post for 30 days
(will not count reading periods and
no appointment weeks)
November 1
March 1
CUSP approval
December meeting
April meeting
Senate approves
Feb meeting
May meeting
President signs proposal
March 1
June 1
ESC (OAA) submit to SUNY
March 1
June 1
SUNY submit to SED
April 1
July 1
Program registration - begin
marketing
May 1
N/A
Launch
Fall Term
Fall Term
Please note that the shaded area is in the calendar year preceding the September launch.
20
TIMELINES FOR NEW DEGREE PROPOSALS
For degree programs in existing degrees (AA, AS, BA, BS, BPS, MA, MBA and MAT), in fields in which the
college already has programs, and with no state teaching certificate or professional licensure, the
deadlines in Tables 3 and 4 apply. For licensed professions and teaching certificates as well as new
degrees or new fields, additional time is required for review and approval outside the college. Further
SED and SUNY require additional proposal items for these areas.
For ease of discussion, the following terms apply:

The year that the program enrolls its first students is referred to as the launch or inaugural year.

The year that precedes the launch is referred to as the program development year.

The year that precedes the program development year is referred to as the planning year.

The year that precedes the planning year is referred to as the concept development year.
Two scenarios are outlined in the sections that follow. The first shows a timeline for new programs that
will require additional faculty and/or staff in the development year. Anticipate a three-year
development cycle. The second is a more abbreviated timeline applicable when degree programs can
be developed and launched with existing resources. In this case, a two-year development cycle is
possible.
DESIGN TEAMS
Design teams for degree programs may be drawn from experts within the college and may include
external consultants; the membership is dependent upon the nature of the program and expertise
available. It also includes a representative from the Office of Integrative Technology. The design team
for undergraduate degree programs offered across the college includes representation from at least two
regional centers, and one each from CDL, CIP and the Labor Center (the latter two deans may decline).
Relevant faculty with the School for Graduate Studies will participate in teams for programs closely
related to current graduate programs. The team is strongly encouraged to consult the AVP for Academic
Programs early in the discussions.
IF NEW FACULTY AND STAFF ARE REQUIRED FOR PROGRAM DEVELOPMENT…
Some new degree programs require significant time to hire new faculty and develop courses and
resources. Programs that require new resources for implementation are folded into the college budget
cycle and faculty hiring cycles. For example, starting new faculty in July of the pre-launch year 2011 (FY
2011-12) requires budgetary approval in the budget development period for FY 2010-11, as recruitment
begins in January 2011. Anticipating this need is challenging but vital in cases where new faculty and/or
staff are required for program development. Table 3 shows key deadlines in this scenario.
CONCEPT DEVELOPMENT
In consultation with the AVP for Academic Programs, a design team will convene in the concept
development year to develop the concept paper by the January 15 deadline for completion of the
21
concept proposal. This early transmission of the concept paper (32 months in advance of the program
launch) allows consultation with the relevant standing committee and administration in conjunction
with the budget approval cycle for the coming fiscal year. Without an approved concept, any
anticipated faculty recruitment will be delayed and an optimum window for recruitment will slip by.
PROGRAM PLANNING
Program planning culminates with the completion, approval and transmission of the program proposal
in final form by September 1, which 24 months in advance of the program start. This provides time for
governance and administrative review before recruitment of new faculty begins in January. It also
provides sufficient time for SUNY and SED review and approval, which in turn, provides time to begin
marketing well in advance of the program launch.
PROGRAM DEVELOPMENT
Once the college governance and administration have approved the program proposal, program
development begins. Requirements for implementation plans will be included in another document yet
to be developed. New faculty and staff generally join the development team after July 1 and before
September 1, 12 to 14 months before program launch.
PROGRAM LAUNCH
Generally, the college will launch new programs in the September term. While resources may be ready
for the first term for the inaugural cohort, development continues in advance of upcoming terms.
Program faculty and staff routinely revisit courses, procedures, policies and supports and make
improvements as they learn more about student and programmatic needs.
22
TABLE 3. UNDERGRADUATE DEGREE PROGRAM TIMELINE WITH NEW FACULTY/STAFF ONE
YEAR BEFORE LAUNCH
Step
Deadline
Concept Development Year
Design team submits concept proposal to AVP
January 15
CUSP consultation
February meeting
Provost approves concept
February
Request budgetary authorization for January 2011 search (FY
2011-12)
March
Conditional budgetary authorization for January 2011 search
(FY 2011-12)
June
Planning Year 2010-11
Design Team submits program proposal to AVP
September 1
AVP preliminary approval
September 15
Post for 30 days
(will not count reading periods and no appointment weeks)
October
CUSP approval
November meeting
Senate approves
December meeting
Submit program proposal to SUNY
January
Recruit new faculty and staff (approved 2010 for 2011-12)
January
Program Development Year
New faculty and staff begin
July – September
Begin marketing
November
Application deadline
June 30
Launch Year 2012-13
Launch
23
September
IF EXISTING FACULTY AND STAFF ARE AVAILABLE FOR PROGRAM DEVELOPMENT…
Occasionally, new degree programs can be developed and launched with existing resources. In these
cases, an abbreviated timeline is possible. The concept approval can occur in the same fiscal year as the
program proposal approval. In some cases, enrollment may begin as soon as the State Education
Department registers the program. This would typically be a soft launch and the college would still
formally launch the program in the upcoming fall term. Table 4 shows key deadlines in this scenario.
In this case, the concept proposal is due in mid-October – 23 months in advance of the program launch.
The full proposal is due January 15 – 20 months in advance of the program start.
TABLE 4. UNDERGRADUATE DEGREE PROGRAM TIMELINE FOR PROGRAMS BASED UPON
EXISTING RESOURCES
Step
Deadline
Concept Development & Planning Year
Design team submits concept proposal to AVP
October 21
CUSP consultation
November meeting
Provost approves concept
December
Design Team submits program proposal to AVP
January 15
AVP preliminary approval
January 31
Post for 30 days
(will not count reading periods and no appointment weeks)
February
CUSP approval
March meeting
Senate approves
May meeting
Submit program proposal to SUNY
June
Program Development Year
Begin marketing
November
Application deadline
June 30
Launch Year 2012-13
Launch
24
September
CONCEPT PAPER FOR A NEW DEGREE PROGRAM
The concept paper for a new degree program is prepared in advance of the investment of college
resources for preparing a program proposal. The concept paper provides information for the Office of
Academic Affairs and governance committees to review the major areas, but will not have full detail, as
additional program research and engagement with the faculty and functional offices will be conducted
during the proposal development stage. Concept papers should generally be 4-5 pages.
1. The proposed title (or titles if several in research) and proposed degree award
2. Overall guiding vision/goals of the program
3. The rationale and need for the program (which should include preliminary market research)
4. The intended student population
5. Any anticipated impacts on other academic programs of the college
6. The anticipated major topics/areas for curriculum development
7. The major admission requirements (e.g. graduate enrollment requires proof of a bachelor’s
degree)
8. The anticipated delivery methods
9. Any anticipated significant technology or facilities implications
10. Anticipated additional resources (faculty, staff) required to offer the program
11. The individual (or position) who will serve as the program development lead
12. Resources required for development of program proposal
Others that may or may not apply:
1. A description of any partner(s) and the partner’s roles in the delivery or use of program
2. Identify program accreditation needed
3. Any off-site or international delivery plans (has implications for external review and approval
processes and notification requirements for Middle States)
4. Any plans for delivery of courses by non-degree awarding organizations (has implications for
external review and approval processes and notification requirements for Middle States)
25
SUMMARY OF ACADEMIC PROGRAM PROPOSAL ACTIONS
Proposed Program Title: enter title
Proposed degree or certificate award(s):
Undergraduate
Certificate (undergraduate)
Associate in Arts
Associate in Science
Bachelor of Arts
Bachelor of Science
Bachelor of Professional Studies
Other2 enter award
Graduate
Advanced Certificate (graduate)
Master of Arts
Master of Business Administration
Master of Arts in Teaching
Other1 enter award
Submitted by: enter name
Program coordinator (if applicable): enter name
Concept
Program Proposal
If graduate program (certificate or degree):
If graduate program (certificate or degree):
Date of program approval:
Date of program approval:
Date of SGS approval:
Date of SGS approval:
Date transmitted to OAA:
Date transmitted to OAA:
If undergraduate Certificate:
Date of consultation with AOS:
For all concepts
If undergraduate Certificate:
Date of consultation with AOS:
For all proposals
Date of AVP acceptance of concept:
Date of AVP acceptance of proposal:
Date of CUSP consultation:
Proposal comment period:
Date Provost approves concept:
Date of CUSP recommendation:
to
Date of Senate recommendation:
Date President signs proposal :
Date ESC (OAA) submits to SUNY:
Date SUNY submits to SED:
Date of Program Registration:
2
ESC’s first time use of other award titles requires additional information and external approval steps; please consult the AVP for Academic
Programs.
26
ESC ADVANCED CERTIFICATE TEMPLATE
The SUNY requirements for advanced (graduate) certificates are
limited and the college requires additional information to review
and approve these certificates. For context, SUNY requirements
for an advanced certificate proposal are on the right.
ESC proposals follow the SUNY structure, but require additional
detail about learning outcomes and comparability to other
programs. Use the SUNY cover sheet (found in appendix A on p.
16 of the SUNY’s 2005 Guidelines for the Submission of Graduate
Program Proposals).
The rationale summarizes the certificate program’s educational
and career objectives; explains the need for the program and the
likely sources of students; estimates the size of the potential
audience and identifies similar programs.
The description of the curriculum includes goals and objectives for
the program, including a list of the learning outcomes students
should demonstrate upon completing the program. In the body of
the curriculum description, include course descriptions drawn
from the graduate catalog. If the courses are new, include the
syllabi as appendices. Finally, map the curriculum to the student
learning objectives, showing how course activities support
learning objectives. Also, compare the proposed certificate
requirements to similar programs or professional standards.
Present the faculty credentials and course responsibilities in the
table included in the template. Include vitae for faculty who are
not part of a currently existing graduate program as appendices.
Identify student information by defining admission criteria and the
advisor or coordinator for the program. At the minimum, students
seeking admission into advanced certificates need an official
transcript containing evidence of successful completion of a
baccalaureate degree and a completed application. Further, while
the certificate credits are fully applicable to a degree program,
candidates for the degree meet admission requirements for the
degree and complete the degree program admission process.
Identify the resources and support for the program. Normally,
certificate programs fill excess capacity in existing courses.
Include enrollment projections and explain mechanisms for
managing growth as well as the impact of not achieving expected
enrollments.
27
SUNY REQUIREMENTS FOR ADVANCED
CERTIFICATE PROPOSALS
The Advanced Certificate, known informally as
the Graduate Certificate, may be proposed for
any post-baccalaureate curriculum that does
not lead to a degree (i.e., a master’s or
doctorate). …
Because the courses are part of registered
graduate programs and the faculty is affiliated
with such programs, advanced certificate
proposals typically follow an abbreviated
review process. In general, advanced certificate
proposals are not required to go through the
Letter of Intent or external review stages. The
proposal for an advanced certificate will
normally include the following components:
Elements of the Abbreviated Proposal

Rationale for the certificate, which also
identifies the registered graduate programs
to which the courses apply

Curriculum, with course descriptions drawn
from the campus graduate catalog (for
each new course proposed, a syllabus is
required)

Faculty credentials and course
responsibilities—include vitae for faculty
who are not part of a currently existing
graduate program.

Students: information on admission and
advisement.

Resources and support programs
While the Letter of Intent is not an explicit
requirement for Advanced Certificate
proposals, the [SUNY] Provost’s Office may
occasionally solicit reactions from other
campuses if issues of competition have
particular importance...
From SUNY’s 2005 Guidelines for the
Submission of Graduate Program Proposals
ADVANCED CERTIFICATE TEMPLATE
Title of Advanced Certificate:
Certificate Coordinator:
Applicable Degree Program Chair:
I.
Rationale
a. Summarize the certificate program’s educational and career objectives.
b. Explain the need for the program and the likely sources of students.
c. Estimate the size of the potential audience and identifies similar programs.
II. Curriculum
a. Briefly describe the structure of the program including delivery modes.
b. Define the goals and objectives for the program and list of the learning outcomes students
should demonstrate upon completing the program.
c. Provide the course descriptions drawn from the graduate catalog. Indicate if the courses
are new or existing. If the courses are new, include the syllabi as appendices.
Format the entries as follows:
Course Title (# credts)
New/Existing
Description from catalog
d. Map the curriculum to the student learning objectives, showing how course activities
support learning objectives. If using professional standards as a basis for the program
outcomes identify the professional association and include the reference. Explain how the
program outcomes connect to the professional competencies.
Insert rows or columns into the table as needed.
CURRICULUM MAP
Programmatic
Learning
Objective
1.
2.
28
Course Title(s)
Learning Activities (sampling)
e. Compare the proposed certificate requirements and outcomes to similar programs. If the
proposed ESC program is significantly different, explain why.
PROGRAM REQUIREMENTS
ESC
Institution 1
Institution 1
Institution 1
Title (# credits)
Title (# credits)
Title (# credits)
Title (# credits)
Course
Requirements
Course
Requirements
Course
Requirements
Course
Requirements
Capstone or
integrative Study
Capstone or
integrative Study
Capstone or
integrative Study
Capstone or
integrative Study
III. Faculty Credentials and Course Responsibilities
a. Present the faculty credentials and course responsibilities in the table that follows.
Course Title (# Credits)
Faculty name (Highest
Degree)
College Title
b. Provide a brief bio for each faculty member. Include vitae for faculty who are not part of a
currently existing graduate program as appendices
IV. Student Information
a. Define admission criteria.
b. Identify the advisor or coordinator for the program.
V. Resources and Support
a. Describe the resources and support for the program.
Faculty
b. Show the enrollment projections in the table that follows and describe how those
enrollments are attained.
Enrollments
29
Enrollments
Year One
Year Two
Year Three
Year Four
Year Five
New Students
Retained Students
Total Students
Total Credits
c. Explain mechanisms for managing growth as well as the impact and fall back plans for not
achieving expected enrollments.
30