Curriculum Approval Process

Curriculum Actions Summary Table

 

Curriculum Change UPA Office Review College  University Level TSUS BOR THECB SACSCOC Time for Approval
Adding a course Yes

Dept, Committee and Dean

UUCC (UG)

Graduate Council (Graduate)

Add course to Inventory No No 6 mos
Changing existing course Yes Dept, Committee and Dean

UUCC (UG)

Graduate Council (Graduate courses)

depends no no 6 mos
Delete existing course No Dept, Committee and Dean

UUCC (UG)

Graduate Council (Graduate courses)

yes no no 6 mos
Add new academic program (non-engineering) Yes Dept, Committee and Dean

UUCC (UG)

Graduate Council (Graduate courses)

yes yes depends 1-2 years

Overview

What is the basic process for approving curriculum?

Step 1. First, determine what type of curriculum change you need if you are not sure contact Dr. Hefner-Babb 

Step 2

Fill out the appropriate document(s) to initiate the approval process. 

Step 3

The Department Chair reviews and approves document(s) then forwards to the appropriate College Curriculum Council for review.

Step 4

The College Curriculum Council reviews and approves documents(s) then forwards to the Dean.

Step 5

The Dean reviews and approves document(s) then forwards to the appropriate University Curriculum Council. Decide which council to forward document(s) to:

a. Is it a proposal for a doctoral degree? Send to Dr. Theresa Hefner-Babb - Box 10089

b. Is it for a masters level course or degree plan? Send to Graduate Council Attn: Carly Cox - Box 10078

c. Is it for an undergraduate course or degree plan? Send to University Undergraduate Curriculum Council Attn: Aida Tucker - Box 10002 

d. Is it for a 4+1 or stacked course? Send copies to both Graduate Council and Undergraduate Curriculum Council? 

e. Is it for an administrative change? Send it to the SACSCOC Liaison.

Step 6 

Either Carly or Aida receive the documents and will forward to Dr. Theresa Hefner-Babb, SACSCOC Liaison.

Step 7

Dr. Hefner-Babb will review and 1) approve the documents or 2) contact the department with any questions or comments. Once approved the documents will be returned to either Carly or Aida to addition to the appropriate University Curriculum Council Agenda.

Step 8

The appropriate University Curriculum Council reviews and approves the document(s) then forwards to the Associate Provost.

Step 9

The Associate Provost reviews and approves the document(s).

Step 10

Depending on the type of request the document(s) will be either forwarded to the Texas State University System (TSUS) Board of Regents for review and approval or they will be forwarded to the Registrar's office.

a. If document(s) need to be submitted to the TSUS Board of Regents they will stay in the Associate Provost's office until the next TSUS Board of Regent's Meeting. (Meetings are held quarterly in February, May, August and November). 

b. If document(s) do not need to be submitted to the TSUS Board of Regents they will be forwarded to the Registrar's office 

Step 11

The TSUS Board of Regents reviews and approves the documents. The Provost or Associate Provost notifies the SACSCOC Liaison after the meeting about the approved items.

Step 12

The SACSCOC Liaison reviews the TSUS agenda items to determine what items need to be forwarded to the Texas Higher Education Coordinating Board (THECB) for review and approval.

a. If items need to be submitted to the THECB they are held by the SACSCOC Liaison until the THECB notifies the Provost and the THECB Liaison of the item's approval.

Some items require 50 mile radius notification BEFORE document(s) can be submitted to the THECB.

The THECB staff reviews items year round and the board makes decisions on a monthly basis.

b. If document(s) do not need to be submitted to the THECB they will be forwarded to the Registrar's office.

Step 13

Depending upon the nature of the request some items might require a notification or prospectus to be submitted to SACSCOC for substantive change review.

a. If the document(s) need to be submitted to SACSCOC they will stay with the SACSCOC Liaison until approval is received.

b. If document(s) do not need to be submitted to SACSCOC they will be forwarded to the Registrar's office.

Step 14

After appropriate document(s) have been approved by SACSCOC they will be forwarded to the Registrar's Office.

Individual Courses

A. Adding a new course?

To add a new course to the LU inventory

Form: Course Addition Form

Syllabus: Sample Syllabus using the Concourse template

Approvals: Department, College and Curriculum Council, TSUS Board of Regents

Exception: If the course will be taught at the 4000/5000/6000 levels the graduate section(s) will need to meet the requirements for academic rigor (SACSCOC Standard 9.6)

B. Proposing stacked 4000/5000/6000 courses?

Proposing stacked 4000/5000/6000 courses for the curriculum?

Form: Course Addition Form for both courses

Syllabus: Sample Syllabus using the Concourse template for both courses

Approvals: Department, College, Undergraduate Curriculum Council and Graduate Council, TSUS Board of Regents

Exception: If the course will be taught at the 4000/5000/6000 levels the graduate section(s) will need to meet the requirements for academic rigor (SACSCOC Standard 9.6) for the course title, course description, learning outcomes and research,

C. Changing an existing course?

To change or modify an existing course in the LU inventory

Form: Course Change Form

Syllabus: Sample Syllabus using the Concourse template

Approvals: Department, College and Curriculum Council, TSUS Board of Regents

Exception: If the course will be taught at the 4000/5000/6000 levels the graduate section(s) will need to meet the requirements for academic rigor (SACSCOC Standard 9.6)

D. Deleting an existing course?

To delete a course in the LU inventory

Form: Course Deletion Form

Approvals: Department, College and Curriculum Council, TSUS Board of Regents

 

Degree Programs

Adding a new masters or baccalaureate academic program?

To add a new degree to the LU inventory

Forms:

  • Initial Planning Authority to University Planning and Assessment
  • THECB New Degree Plan form
  • Approvals: Department, College and Curriculum Council, TSUS Board of Regents, 50 mile radius notification letter, THECB, SACSCOC
  • Syllabus for any new courses in the degree program.

 

Modify an existing degree program

To modify an existing degree plan in the LU inventory

Forms: Initial Planning Authority to University Planning and Assessment

Syllabus: Syllabus for any new courses in the degree program.

THECB form for Existing Program Changes:

  • Semester Credit Hour Change Form
  • Degree Title Change Request Form 
  • CIP Change Request Form

Approvals: Department, College and Curriculum Council, TSUS Board of Regents, THECB, SACSCOC (if over 25% new content)

 

Consolidate existing degree programs

To consolidate degree programs in the LU inventory

Forms: Initial Planning Authority to University Planning and Assessment 

THECB Form for Consolidation of Degree Programs

Approvals: Department, College and Curriculum Council, TSUS Board of Regents, THECB, SACSCOC (teach out plan)

Delete an existing degree program (Teach Out)

To delete a degree from the LU inventory:

Forms: Initial Planning Authority to University Planning and Assessment, Program Deletion Form

Approvals: Department, College and Curriculum Council, TSUS Board of Regents, THECB, SACSCOC (teach out plan)

 

Certificates

Add a new undergraduate certificate program?

To add a new undergraduate certificate degree to the LU inventory that is less than 20 SCH: 

Forms: Initial Planning Authority to University Planning and Assessment

Approvals: Department, College and Curriculum Council, TSUS Board of Regents

Undergraduate Certificate (21-36 SCH) Upper Division Courses only

Forms: Initial Planning Authority to University Planning & Assessment, THECB New Certificate Form, 50 mile radius notification letter

Approvals: Department, College, Curriculum Council, TSUS Board of Regents, 50 mile radius letter, THECB 

Add a new Graduate Certificate

To add a new graduate certificate degree to the LU inventory that is less than 16 SCH: 

Forms: Initial Planning Authority to University Planning and Assessment, THECB New Certificate Form (link)

Approvals: Department, College and Curriculum Council, TSUS Board of Regents

Graduate Certificate (16-29 SCH) 

Forms: Initial Planning Authority to University Planning & Assessment, THECB New Certificate Form (link), 50 mile radius notification letter

Approvals: Department, College, Curriculum Council, TSUS Board of Regents, 50 mile radius letter, THECB 

Modify an existing certificate program

To modify an existing certificate program in the LU inventory:

Forms: Initial Planning Authority to University Planning and Assessment, THECB Academic Program Modification form

Approvals: Department, College and Curriculum Council, TSUS Board of Regents

Delete an existing certificate program

To delete an existing certificate program in the LU inventory:

Forms: Initial Planning Authority to University Planning and Assessment, Program Deletion form

Approvals: Department, College and Curriculum Council, TSUS Board of Regents, THECB (if necessary)

Minors

Add a minor

To add a new minor to the LU inventory

Forms: Initial Planning Authority to University Planning and Assessment, THECB New Program form (partial)

Approvals: Department, College and Curriculum Council

To modify or delete a minor

To modify or delete a minor from the LU inventory

Forms: Initial Planning Authority to University Planning and Assessment, Program modification or deletion form

Approvals: Department, College and Curriculum Council

Degree concentrations

To add a degree concentration

To add a new degree concentration to the LU inventory

Forms: Initial Planning Authority to University Planning and Assessment, THECB New Program form (partial);

Approvals: Department, College and Curriculum Council, TSUS Board of Regents, THECB (for distance inventory only)

To modify or delete a concentration

To modify or delete a degree concentration in the LU inventory

Forms: Initial Planning Authority to University Planning and Assessment, Program Change form or Program deletion form

Approvals: Department, College and Curriculum Council, TSUS Board of Regents, THECB (for distance inventory only)

Administrative Changes

To add a new administrative department

To add a new administrative department to the LU organization structure

Forms: Initial Planning Authority to University Planning and Assessment, THECB Administrative Change form, memo to Provost/President requesting change

Approvals: Department, College and Curriculum Council, Provost, President, TSUS Board of Regents, THECB

To change the existing name of a department

To change the existing name of an administrative department in the LU organization structure

Forms: Initial Planning Authority to University Planning and Assessment, THECB Administrative Change form, memo to Provost/President requesting change

Approvals: Department, College and Curriculum Council, Provost, President, TSUS Board of Regents, THECB

To move a degree to a different department

To move an existing degree to a different department in the LU organization structure

Forms: Initial Planning Authority to University Planning and Assessment, THECB Administrative Change form, memo to Provost/President requesting change

Approvals: Department, College and Curriculum Council, Provost, President, TSUS Board of Regents, THECB

Change mode of delivery

Change a course from F2F to hybrid or online

To change the mode of delivery of a course from F2F to hybrid or online

Forms: 

Approvals: Department Chair, Dean of College, Registrar

Change mode of delivery for a degree program

To change the mode of delivery of a degree program from F2F to hybrid or online

 

Forms: Initial Planning Authority to University Planning and Assessment, THECB Distance Education Inventory, notification letter to SACSCOC 

Approvals: Department, College and Curriculum Council, Provost, President, TSUS Board of Regents, THECB, SACSCOC notification

Fast Track Degrees

Create a Fast Track degree

To create a Fast Track (4+1 or 3+2) degree program:

Forms: Initial Planning Authority to University Planning and Assessment, Fast Track degree form

Approvals: Department, College, Undergraduate Curriculum Council, Graduate Council, TSUS Board of Regents, THECB