SJSU Special Session
Access to quality lifelong education
Special Session Program Proposal Template
Instructions and Tips










Be sure to read the Special Session Program Proposal Guide first. The guide provides an overview about the
process for proposing a program. It makes several references to this program proposal template document.
The template includes the major sections and sub-sections that need to be addressed in the proposal.
Within those sections, we provide instructions and examples of what to include or address. Be sure to
delete all the instructional information when submitting the proposal.
The template includes a number of tables. In some of the tables, there is example data. You can directly
edit the table within the template by replacing the example data with your program information.
Alternatively, you can use the Excel versions of the tables – a link is always provided to the full Excel
spreadsheets. The advantage of the Excel spreadsheet is that it contains more tools and functions (e.g.,
calculated sums, pre-filled drop-down menus, etc.) than the tables inserted into the template. If you decide
to work with and use the Excel versions of the tables (which we recommend), just copy and replace the
appropriate cells/tables that are in the template.
If you have additional information/documentation that would be helpful to your proposal (e.g., a market
report), attach it or provide a link to it.
The full program proposal package should have the following documents:
Special Session Program Proposal (this form)
CIES Program Review Form
Finance and Administration (F&A) fee proposal executive summary (instructions can be found at
http://www.sjsu.edu/finance/about_us/core_services/campus_fee_program/fee_proposals/)
Once you have completed all necessary documents in the program proposal package, have CIES do a final
review of the documents. You will then send the entire package to the Provost’s Office, and in turn, the
Provost’s Office will send it to F&A for final approval.
CIES will gladly review drafts of the proposal and will provide feedback to you within three (3) working days.
Send the drafts to Nami Shukla (namrata.shukla@sjsu.edu). Likewise, if you have questions about the
program proposal template, or general questions about special session programming, please do not hesitate
to contact Nami.
We look forward to learning more about your program and collaborating with you on its development.
Special Session · College of International and Extended Studies · San José State University
210 N. Fourth St., Suite 301, San Jose, CA 95112 · T 408.924.2742 · F 408.924.2666 · http://sjsu.edu/specialsession
1|P a g e
<<Enter Title of Proposed Program Here>>
Date: <<Enter Date Submitting Proposal Here>>
Proposer’s Information
Name:
Email:
Phone number:
Department:
College:
Program Launch Timing Estimate (Month, Year):
Special Session · College of International and Extended Studies · San José State University
210 N. Fourth St., Suite 301, San Jose, CA 95112 · T 408.924.2742 · F 408.924.2666 · http://sjsu.edu/specialsession
2|P a g e
I. Program Purpose
Provide a program overview here with a rationale, including a brief description of the program, its purpose and
strengths, fit with institutional mission, and a justification for offering the program at this time. The rationale
may explain the relationship among the program philosophy, design, target population, and any distinctive
pedagogical methods including delivery of instruction. This section should address questions such as:





What are the goals and objectives of the program?
What is unique and distinctive about your program?
What niche does it fill? Which business, industry, or public sector does this program affect?
What professional development and/or educational needs will the program meet?
How does the program provide value to the department, college, and SJSU?
Statement of Meeting Executive Order 1099 Requisite Conditions
Describe how the program meets the requisition conditions for extended education opportunities outlined in
Article 5 of Executive Order 1099.
II. Program Administrative Information
First, summarize the key proponents of the program and denote whether there is support for the proposed
program from administration (e.g., College Deans, Provost, etc). Address questions such as:



Who is the "champion" of this program? Faculty? Chair? Dean? What is their commitment level?
Who is the program lead – the individual who will take this program from initial stages (e.g., proposal phase
to implementation)?
What personnel (program manager, program coordinator, instructional technologists, instructional
designers, student advisors, etc.) will be needed to administer the program for the long term? What
resources are already in place that will contribute to the sustainability of the program?
Key Contacts
In this sub-section, list the contact information for the key personnel responsible for the program proposal
and/or management of the program. The proposer (as noted on the cover page) and first person listed will be
the main contacts for CIES and other reviewers of the proposal.
1) First and last name
Title
Program Role/Responsibility
Unit Name (e.g., Department or School)
College
Phone number
Email address
2) First and last name
Title
Program Role/Responsibility
Unit Name (e.g., Department or School)
Special Session · College of International and Extended Studies · San José State University
210 N. Fourth St., Suite 301, San Jose, CA 95112 · T 408.924.2742 · F 408.924.2666 · http://sjsu.edu/specialsession
3|P a g e
College
Phone number
Email address
Special Session · College of International and Extended Studies · San José State University
210 N. Fourth St., Suite 301, San Jose, CA 95112 · T 408.924.2742 · F 408.924.2666 · http://sjsu.edu/specialsession
4|P a g e
III. Program Structure: Coursework, Instruction, Admissions, Evaluation
In this section, summarize the overall program structure, such as:




program outcome – e.g., degree, certificate, eligibility for credential, etc.
length of program – i.e., expected number of terms/years to complete the program
program model – e.g., cohort vs. non-cohort, online vs. on-ground, etc.
course/degree prerequisites prior to entering (being admitted) in the program
Then provide details below in the areas of coursework, instruction, admissions, and evaluation.
Coursework
In this sub-section, summarize the program’s coursework including the number of courses and units, sequencing
of courses (if any), length of courses, and delivery method for each. Summarize all activities for program
completion, including requirements, electives, prerequisites and/or co-requisites. Then delineate the courses in
table format. Review and edit example below or see template at 2013-1203_Special_Session_Proposal_Excel_Sheets under the blue Course List tab.
Existing
or New
Existing
Existing
Existing
Existing
Course
#
SMPD
283A
BUS
286
SMPD
281A
SMPD
283B
Course Name
Regulatory
Affairs I
Project
Management
Clinical
Development I
Regulatory
Affairs II
Course
Type
Units
Mode of
Delivery
Lecture
3
Online
Lecture
3
Online
Lab
2
Hybrid
Lecture
3
Online
Timing notes: When will
the course be taught
(year, semester)? How
often?
Offered once a year in the
fall
Offered once a year in the
fall
Offered once a year in the
fall
Offered once a year in the
spring
Requirement notes:
Pre-requisites,
optional/required for
degree, etc.
Pre-req. for SMPD 283B
Instructors
In this sub-section, describe the instructional staff, addressing questions such as:



What number and level of expertise of faculty will be required to deliver the program?
Will the entire faculty be SJSU affiliated or will you need to hire “external” instructors (e.g., professionals
from a specific industry)?
Are there opportunities to use faculty from other departments or areas within SJSU? If so, describe.
Special Session · College of International and Extended Studies · San José State University
210 N. Fourth St., Suite 301, San Jose, CA 95112 · T 408.924.2742 · F 408.924.2666 · http://sjsu.edu/specialsession
5|P a g e


If proposing an online program, are there faculty within the department/college that can teach the courses
in an online delivery format? Or will faculty or experts need to be recruited and/or trained (e.g., for online
teaching)?
Does SJSU have adequate institutional support such as from MLK Library or academic technology?
If you have already identified instructors for you program, list them here in table format. Review and edit
example below or see template at 2013-12-03_Special_Session_Proposal_Excel_Sheets under the blue
Instructor List tab.
Instruct
or First
Name
Instructor
Last
Name
John
Jane
Doe
Doe
john.doe@sjsu.edu
jane.doe@sjsu.edu
Julie
Doe
julie.doe@roche.com
Instructor Email Address
Instructor
Phone
4-0000
4-0001
408-1234567
College or
Institution (if not
SJSU affiliated)
Department
Course Number(s) to
Teach
Science
Science
MDPM
MDPM
SMPD 283A
BUS 286
Roche
NA
SMPD 281A
Student Admissions
In this sub-section, explain the admissions requirements for your program including degree or course
requirements for admission, admissions time-frame (when will you be accepting applications), acceptance of
Open University students, etc. Also explain your process for student admissions.
Assessment
In this sub-section, explain the strategies that will be used to evaluate the quality, success, and learning
outcomes of the program. What mechanism(s) will you put in place so assessment can nurture program
development and improvement? How will you evaluate faculty teaching the courses? How will you evaluate
the student’s success in the courses and in the program as a whole, and their “experience” with the program?
When and how often will you do the course/program assessment?
Special Session · College of International and Extended Studies · San José State University
210 N. Fourth St., Suite 301, San Jose, CA 95112 · T 408.924.2742 · F 408.924.2666 · http://sjsu.edu/specialsession
6|P a g e
IV. Market Research and Analysis
A successful self-supporting program requires a market niche and an ongoing pipeline of interested students.
The program should broaden the existing student population of SJSU and supplement its existing programs.
Supplementing existing programs may include: preparing students for graduate programs, serving the working
professional, providing continuing education, or education about new skills/knowledge or emerging fields of
study. The proposal must include market research and analysis that supports the feasibility/viability of the
program before investing resources and the extensive development of a full program.
You will need to describe the analysis performed and results obtained to determine that an appropriate market
is available. If there is a current state-side academic program that currently exists, please note the extent to
which the enrollment will be affected after the new program is available. In this section, address the following:
Audience-Demand








Who is the target market? What are their attributes? Educational /career goals? Segment of industry?
What is the size of the market – current, in 3 years, in 5 years?
Where are they located geographically? Are you considering the international market?
Do you have access to databases of potential students / customers? If so, specify the databases.
What are the relevant social, social, professional, or industry organizations for outreach and networking
purposes?
What are the best methods of reaching/communicating with the target market?
What instructional delivery method (e.g., online, hybrid, or in-person) is appropriate for the market? Explain.
To what extent will the enrollment for the current state-support program be impacted?
Competition





What universities or entities, have already developed or deliver the program (i.e., your competitors)?
Where are they located? For each, describe the enrollment of these programs – e.g., the number of
students/participants.
Describe your competitors’ successes and/or failures.
What is the competitor's price (program or course fees)? How are your proposed program/course fees
going to compare to your competitors?
What are your competitive advantages or disadvantages for the proposed program? How will you overcome
any disadvantages?
For each competitor, what instructional delivery methods do they use - face to face, hybrid, completely
online?
If you conducted a formal market analysis with a comprehensive report, append/attach it to this document or
provide a link to it.
Special Session · College of International and Extended Studies · San José State University
210 N. Fourth St., Suite 301, San Jose, CA 95112 · T 408.924.2742 · F 408.924.2666 · http://sjsu.edu/specialsession
7|P a g e
V. Financial Plan
You will need to develop a financial plan and budget for the program, including a timeline for reaching financial
stability. Work with your college/department analyst on this section. CIES can also assist. In this section, first
summarize your financial model to ensure that your program is sustainable and under what conditions
(enrollment targets, fees, cost minimization efforts, required resources, etc.) it would remain viable for the long
term. If you have external funds, e.g., from a grant, explain how you will be using the funds, as well as the
program’s ability to continue to operate when the funds are no longer available.
In addition to the narrative summary, provide a table such as the one below showing your balance (revenue
minus the total of costs and expenditures) over three (3) years. Review and edit example below.
Item
Year 1: 20XX-XX
Year 2: 20XX-XX
Year 3: 20XX-XX
Revenue
Mandatory Costs to Infrastructure Units
Expenditures: Personnel
Expenditures: Operating
Balance
$0.00
$0.00
$0.00
The information that you provide in the sub-sections below should provide the details of the financial plan and
budget.
Revenue
In this sub-section, you will need to detail the program revenues. First, provide a summary table of the three (3)
year projected revenues, followed by details for each of the three (3) years. Be sure to explain in detail
significant year to year changes - e.g., projected increase in enrollments/headcount. Below you will see example
tables to display program revenue. Edit the tables below, or use the 2013-1203_Special_Session_Proposal_Excel_Sheets under the orange Revenue Summary Years 1-3 tab first then paste
your tables here. Note that if you use the Excel template, the Revenue Summary Years 1-3 (Tab 3) will be autopopulated if you complete Years 1-3 first (Tabs 4-6 in the spreadsheet).
Year
Year 1: 20xx-20xx
Year 2: 20xx-20xx
Year 3: 20xx-20xx
Revenue
$159,000.00
$371,000.00
$424,000.00
Total: 3 Years Revenue
$954,000.00
% Revenue Change
133%
14%
Year 1 (20XX-XX): Details
Term
Course
Number
Course Name
Course Type
Units
Fee/Unit
Headcount
Revenue
Special Session · College of International and Extended Studies · San José State University
210 N. Fourth St., Suite 301, San Jose, CA 95112 · T 408.924.2742 · F 408.924.2666 · http://sjsu.edu/specialsession
8|P a g e
Fall
Fall
SMPD 283A
BUS 286
Regulatory Affairs I
Project Management
Lecture
Lecture
3
3
$600.00
$600.00
15
15
$27,000.00
$27,000.00
Fall
Spring
SMPD 281A
SMPD 283B
Clinical Development I
Regulatory Affairs II
Lab
Lecture
2
3
$700.00
$600.00
15
15
$21,000.00
$27,000.00
Spring
Spring
BUS 224C
SMPD 281B
Managerial Accounting &
Financial Aspects of Medical
Product Development
Clinical Development II
Lecture
Lab
3
2
$600.00
$700.00
15
15
$27,000.00
$21,000.00
Summer
SMPD 285
Internship or Practicum
Supervision
1
$600.00
15
$9,000.00
Total
17
$159,000.00
Year 2 (20XX-XX): Details
Term
Fall
Course
Number
SMPD 283A
Course Name
Regulatory Affairs I
Course Type
Lecture
Fall
Fall
BUS 286
SMPD 281A
Project Management
Clinical Development I
Spring
SMPD 283B
Spring
Spring
3
Fee/Unit
$600.00
Headcount
20
Revenue
$36,000.00
Lecture
Lab
3
2
$600.00
$700.00
20
20
$36,000.00
$28,000.00
Regulatory Affairs II
Lecture
3
$600.00
20
$36,000.00
BUS 224C
Managerial Accounting &
Financial Aspects of Medical
Product Development
Lecture
3
$600.00
20
$36,000.00
SMPD 281B
Clinical Development II
Lab
2
$700.00
20
$28,000.00
Fall
SMPD 286
Statistics in Clinical Trials
Lecture
3
$600.00
15
$27,000.00
Fall
BUS 210
Developing & Managing
People
Lecture
3
$600.00
15
$27,000.00
Fall
SMPD 289A
Clinical Trials I
Lab
2
$700.00
15
$21,000.00
Spring
SMPD 287
Informatics in Medical
Product Development
Lecture
3
$600.00
15
$27,000.00
Spring
Spring
BUS 284C
SMPD 289B
Managing Medical Product
Development
Clinical Trials II
Lecture
Lab
3
2
$600.00
$700.00
15
15
$27,000.00
$21,000.00
Summer
SMPD 285
Internship or Practicum
Supervision
1
$600.00
35
$21,000.00
Total
Units
33
$371,000.00
Year 3 (20XX-XX): Details
Insert Year 3 table here.
Special Session · College of International and Extended Studies · San José State University
210 N. Fourth St., Suite 301, San Jose, CA 95112 · T 408.924.2742 · F 408.924.2666 · http://sjsu.edu/specialsession
9|P a g e
Mandatory Costs to Infrastructure Units
The financial model needs to include the revenue sharing plan between the program and the “infrastructure
units”. Historically, all units that provide services to self-supporting programs receive cost-recovery funds based
on a common formula so as to avoid annual negotiations with individual units and the program. In this subsection, insert a table (cost template in Excel format is also available 2013-1203_Special_Session_Proposal_Excel_Sheets under the purple Mandatory Costs tab showing the disposition of
revenue to the supporting units:
SJSU Unit
Central IES Services
Student Affairs Services
University Services
State Charges/Contingency
Total Mandatory Costs
Percentage
Yearly Cost
Total
Year 1: 20XX-XX
Year 2: 20XX-XX
Year 3: 20XX-XX
19.0%
$30,210.00
$70,490.00
$80,560.00
$181,260.00
1.5%
$2,385.00
$5,565.00
$6,360.00
$14,310.00
11.0%
$17,490.00
$40,810.00
$46,640.00
$104,940.00
0.5%
$795.00
$1,855.00
$2,120.00
$4,770.00
$50,880.00
$118,720.00
$135,680.00
$305,280.00
Expenditures
In this sub-section summarize the expenditures at start-up (the initial year) as well as the following two (2)
years. You will need to conclude with a statement on the program’s viability over three (3) years – that is, its
ability to cover all expenditures for program operations. See Excel template at 2013-1203_Special_Session_Proposal_Excel_Sheets under the orange, purple, and green tabs.
Personnel Costs
In general, your most significant expenditure will be personnel related. In this sub-section, first explain your
instructional and staff support costs. These include salaries and benefits (if applicable). To estimate these costs,
it is important to address key questions first such as:



What is the payment schedule to pay instructors? For example, are you using the “California State
University Salary Schedule Per Unit Rate” – the 2322 salary schedule?
If you are using non-SJSU faculty to teach, will they be “consultants”? If so, what will be their salary or salary
range?
What staff do you need to support and operate the program – e.g., program director/manager,
administrator/coordinator, student assistants, etc.? And how many hours will be required of them? Do you
need to pay staff benefits?
Note that if you have identified the instructors for all courses, you should be able to closely estimate instructor
salary costs – e.g., if using the 2322 salary schedule table, for each instructor, identify his/her rank and the
projected number of students for the course to get the salary per unit value, then multiply that value with the
number of units – this will give you the cost of instruction for each course.
Special Session · College of International and Extended Studies · San José State University
210 N. Fourth St., Suite 301, San Jose, CA 95112 · T 408.924.2742 · F 408.924.2666 · http://sjsu.edu/specialsession
10 | P a g e
After summarizing your personnel costs, provide a table highlighting the overall expenses such as the one below.
Also see Excel template (Tab 8 - Personnel Costs Years 1-3) at 2013-1203_Special_Session_Proposal_Excel_Sheets under the green tab Personnel Costs Years 1-3.
Personnel
Year 1: 20XX-XX
Year 2: 20XX-XX
Year 3: 20XX-XX
Total
Faculty Salaries
Staff Salaries
Benefits
Student Assistant Salaries
Total Personnel Costs
Operating Costs
In this sub-section, summarize your costs in operating the program. Common cost categories are included
below (edit as needed). Also see Excel template (Tab 9 - Operational Costs Years 1-3) at 2013-1203_Special_Session_Proposal_Excel_Sheets under the green tab Operational Costs Years 1-3.
Item
Marketing and communications
Market research
Collateral (print and online)
Advertising
Facilities and equipment
Classroom rental
Parking
Studio supplies
Laboratory supplies
Hardware
Software
Hospitality and travel
Services
Marketing (e.g., recruiting)
Transcription services
Instructional development
Content development
Total
Year 1: 20XX-XX
Year 2: 20XX-XX
Year 3: 20XX-XX
Total
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Cost Sharing
In general, expenses are the responsibility of the program. However, if you have made arrangements for other
organizational units to cover expenses, list them below. It is also important that the person responsible for the
unit covering the expenses outlined in this proposal sign the proposal. See example table below – edit and fill in
Special Session · College of International and Extended Studies · San José State University
210 N. Fourth St., Suite 301, San Jose, CA 95112 · T 408.924.2742 · F 408.924.2666 · http://sjsu.edu/specialsession
11 | P a g e
as needed. Also see Excel template (Tab 10– Cost Sharing) at 2013-1203_Special_Session_Proposal_Excel_Sheets under the green tab Cost Sharing.
Item
Market
research
Course
Development
Grant
Description
Initial market research
and analysis to be
carried out by
marketing firm. CIES
to pay for ½ of the
cost.
Instructors that will
need to convert their
in-person course to
fully online will get a
grant of $1500. CIES
will pay for 3 courses
in the first year to get
converted.
Cost
($ value or
denote if inkind
contribution)
Organization
(College,
Division,
Dept.) to
Cover Cost
Representative
Name (First and
Last) of
Organization
$2,500.00
CIES
Ruth Huard
$4,500.00
CIES:
Spartans
Online
Ruth Huard
Representative Signature
VI. Roles and Responsibilities
While the majority of the program’s implementation and management responsibilities lie with the department
and College “sponsoring” the program, you may have agreements with other SJSU organizational units within
SJSU or external sources (e.g., vendors) to take on specific tasks and duties. In this section describe key program
implementation and operations activities (see example list of activities below) in which OTHER organizational
units are responsible for or have shared responsibility. Be sure to describe the specific activity and the
organizational unit (add the name of the contact within that unit if available) that will be responsible. You may
use the example Excel template to enter the information – see 2013-1203_Special_Session_Proposal_Excel_Sheets under the teal tab Roles & Responsibilities.
Curriculum development
 Program assembly, selection of courses, class schedule development, faculty assignment
 Development of course student learning objectives
 Development of program educational objectives
Special Session · College of International and Extended Studies · San José State University
210 N. Fourth St., Suite 301, San Jose, CA 95112 · T 408.924.2742 · F 408.924.2666 · http://sjsu.edu/specialsession
12 | P a g e


Recommendation on development and improvement of courses and curriculum
Instructional design services
Program delivery & assessment
 Selection and hiring of appropriate faculty members
 Coordination of admissions with appropriate student services unit at SJSU
 Coordination of registration with appropriate student services unit at SJSU
 Administer staff hiring, assessment, and payroll
 Administer faculty hiring, assessment, and payroll
 Administer SJSU class evaluations/assessments
 Administer program evaluations/assessments
Student recruitment and admissions
 Marketing/advertising of program
 Admission and application coordination and support
 Maintaining student database
Student services
 Advising on courses and program progression
 Assisting students in registration and course enrollments
 Assisting students in getting access to appropriate resources (e.g., library, technology, etc.)
Special Session · College of International and Extended Studies · San José State University
210 N. Fourth St., Suite 301, San Jose, CA 95112 · T 408.924.2742 · F 408.924.2666 · http://sjsu.edu/specialsession
13 | P a g e