Program Approval Workshop Program Approval September 4 2014

Program Approval Workshop Program Approval September 4, 2014

Introductions l Dr. James Hallmark – l Dr. Ken Poenisch – l Program Approval: Distance Education/College of Education Ms. Sheri Pappas – 2 Program Approval Dr. Irma Harper – l Academic Affairs Submission Portal

Introductions l Ms. Carolyn Krenek – l Ms. Stacy Flores – l 3 Policy Office (agenda item liaison) System members introduce themselves and the institutions they represent

Objective Expedite the processing and review of academic affairs items by increasing the awareness of issues that require changes or edits before going forward to the Board of Regents or the Texas Higher Education Coordinating Board. 4

Agenda l l l l 5 l Higher Education Hierarchy Types of Items Documents Required in Submission Document Preparation Submission Process Review Workflow and Process Individual Item Resources

Higher Education Hierarchy l Texas State Legislature – – 6 Texas Statutes Texas Education Code Title 3. Higher Education contains statutes that dictate how universities will operate

Higher Education Hierarchy l Texas Higher Education Coordinating Board – – – 7 Created by the State Legislature to provide leadership and coordination for the Texas higher education system. Power is granted by the State Legislature The Texas Administrative Code or Coordinating Board Rules provide guidance and clarification to state statutes found in the Education code.

Higher Education Hierarchy l The Texas A&M University System Board of Regents – – 8 Governing Board of A&M System Institutions System Policies and Regulations determine university and agency operations

Types of Items l l l 9 Proposals Requiring Action by the Board of Regents and the THECB Proposals Requiring Action by the A&M System Offices and the THECB Proposals Requiring Action by the Board of Regents

Proposal/Request l Proposals Requiring Action by the Board of Regents and the THECB – – 10 Mission Statements New Degree Programs Administrative Changes at the College Level Core Curriculum

Documents Required in Submission l Proposals Requiring Action by the Board of Regents and the THECB – – – 11 Briefing and Minute Order Program Review Outline or Executive Summary THECB Certification Form Cover and signature page for Engineering and Doctoral Degrees and Programs Costing > $2 million dollars over the first 5 years Proposal

Proposal/Request l Proposals Requiring Action by the Board of Regents Only – – 12 Individual Institution Collective Items

Proposal/Request l Individual Institution Items – – – 13 Academic Appointments Academic Tenure Centers and Institutes Faculty Development Leave Honorary Degrees

Documents Required in Submission l Individual Institution – – Briefing and Signed Minute Order Attachment l l 14 CV Tenure or FDL List

Proposal/Request l Collective Items – – 15 Admission Requirements Emeritus/Emerita

Documents Required in Submission l Collective – – 16 Cover letter Attachment

Proposal/Request l Proposals Requiring Action by the A&M System Offices and the THECB – – – 17 Administrative Changes Distance Education Changes to Existing Degrees

Documents Required in Submission l Proposals Requiring Action by the A&M System Offices and the THECB – – 18 Proposal/Request Certification/Notification Form

Item Preparation l Agenda Item Documents presented to the BOR – – 19 Briefing and Minute Order Item Attachment or Exhibit

Item Preparation l BOR Documents Format Review – – 20 Policy Office Style Guidelines http: //www. tamus. edu/offices/agendaitems/ Office of Marketing and Communications Written Style Guidelines http: //www. tamus. edu/offices/marcomm/system/

Item Preparation l BOR Documents Format Review – – • Unique Format for Other Items – – – 21 Program Review Outline Executive Summary Tenure FDL Emeritus/Emerita

Item Preparation – – Review and compare samples of previous Boardapproved submissions Understand the audience. l l l – – 22 Regents are not usually academicians Agenda book is hundreds of pages Keep items simple and to the point Submissions are received from 11 universities and seven agencies. Check tables that contain numbers to assure totals are correct.

Submission Process • Institution submits item(s) via email to: AA-Agenda. Items@tamus. edu • Submit one item per email Subject Line of email should include: • • • Institution name Brief item identifier l 23 For example: TSU-Appointment; TAMU-C Center for Advance Solar Systems; TAMU-FDL; WTAMU-Tenure

Submission Deadlines l Deadlines are set in accordance with Board meeting dates – – 24 Agenda Item submission schedule is set by the Chancellor. See agenda item webpage. Academic Affairs deadlines are set to provide time for review to meet Agenda Item submission schedule. See Academic Affairs webpage.

Submission Deadline Shock Recognizing Submission Deadline Shock Three Stages • Fear – Oh Snap! • Check to see if deadline has passed • Withdrawal • Shock set in–yes, deadline has passed • Adjustment - Regroup • What is plan “B”? 25 How to Beat the Shock • Submit on time • Narrow the gap (pro-active) • Articulate the plan (communicate) • Prevent deadline shock

Overview of Review Process l BOR Items – – Academic Affairs reviews item and submits to Agenda Item/Policy Office reviews agenda item l – – 26 Routes to OGC for legal sufficiency review Signed final sent to Board Office Chancellor reviews final agenda items with Executive Committee prior to BOR meeting

Overview of Review Process l Non-BOR Items – – 27 Do not necessarily follow submission deadlines Academic Affairs reviews item Signed by Dr. Hallmark Submitted to the THECB

Review Process l Step 1: – – l Step 2: – – – 28 Items are copied into electronic folders Items are entered onto Academic Affairs tracking log Are documents in Word format? Were all required documents submitted? Are documents signed?

Review Process (cont) l Step 3: – Documents presented to BOR are reviewed for content and formatting l l – 29 Briefing and Minute Order Attachment(s) Proposal/Request not presented to BOR reviewed for content

Review Process (cont) l Step 4: – Proposals which require THECB submission: l l – l Items submitted to THECB reviewed for content only Step 5: – 30 Engineering and doctoral degrees reviewed and edited Distance Education doctoral proposals reviewed and edited Academic Affairs forwards item to THECB after BOR or VCAA approval

Tracking Submissions l l 31 Was item received by Academic Affairs? Will item be on the BOR Agenda? – Use Agenda Item Tracking Log located on Academic Affairs website – http: //www. tamus. edu/offices/academic/approvalprocess/

Tracking Submissions l Was item approved by BOR? – Use BOR website following meeting – http: //www. tamus. edu/regents/meetingmaterials/regular/ – List of Approved Agenda Items List of Approved Consent Agenda Items – l 32 Was item sent to the THECB? – Use THECB website – http: //www. thecb. state. tx. us/apps/Prog. Admin. Tracking/search. cfm

Brief Overview of AA Website l Academic Affairs website – l Submission Resources – – – l THECB Timeline Agenda Item submission calendar Academic Affairs tracking log Submission Guidelines – – – 33 http: //www. tamus. edu/offices/academic/approvalprocess/ Academic Appointments Administrative Change Centers and Institutes - Degree Programs - Distance Education - Faculty

Questions/Comments l. Questions l. Issues –The posted mission statement MUST match the Board-approved mission statement! l. Concerns 34

Contact Information l Ken Poenisch – – l Irma Harper – – l iharper@tamus. edu 979 -458 -7421 Sheri Pappas – – 35 poenisch@tamus. edu 979 -458 -6035 Sheri. pappas@tamus. edu 979 -458 -7401

Academic Appointments l Academic appointments include: – – l Submission Requirements – – – 36 Provosts Vice Presidents Deans Board of Visitors Briefing and Minute Order Salary Justification Form Abbreviated CV – All personal info redacted!

Administrative Change Administrative changes include the creation of new administrative units, colleges, schools, divisions, and departments. Also included are changes to existing administrative units (i. e. , name change, consolidation of existing units, or movement of a program into another unit). l Submission Requirements – – – 37 Briefing and Minute Order Executive Summary Administrative Change Request Form

Centers and Institutes l Center – – – l Institute – – – l A large integrative unit, housing intercollegiate or interagency activities Is administered by a director reporting to a dean or agency director or someone with a title above dean or agency director Is focused largely on externally supported research or educational activities that are much broader than those interests of a given college or administrative unit Programs, Laboratories, Faculties and Facilities – – 38 A smaller, interdisciplinary, collaborative effort, revolving around a specific research or education activity, whose participants are involved in more than one academic department or unit Is administered by a director or agency director or someone holding a lower title Is focused largely on externally supported research or education activities broader than those interests of an individual department or administrative unit Are lesser administrative, educational or research entities, usually residing within an academic department or unit. Do not require approval by the Board of Regents.

Degree Programs Degree program approval includes new bachelor, master, doctoral, cooperative and joint degrees. It also includes the reclassification or modification of degrees. l New Bachelor or Master Degree Non-Engineering/Does Not Exceed $2 Million Engineering/Exceeds $2 Million l New Doctoral Degree l Reclassify/Modify Cooperative/Joint Degree l 39

Non-Engineering Does Not Exceed $2 M l Program Approval: – – – l Forms: – – l – Sample Request System Approval Checklist (Excel spreadsheet) Links: – 40 Briefing and Minute Order Program Review Outline New Program Request Form Certification Form Resources: – l Academic Affairs Board of Regents THECB (Notification) – – THECB Flowchart Standards for Bachelor’s and Master’s Programs

Distance Education A distance education degree or certification program is defined as “…a program in which a student may complete more than one-half of the semester credit hours required for the program through any combination of electronic and off-campus delivery methods. ” l l l 41 Electronic to Individuals (Internet) Off Campus (Face-to-Face) Off Campus Electronic to Groups (2 -Way Video)

Distance Education (cont) l Electronic to Individuals (Internet): o o l Off Campus (Face-to-Face) l Existing Masters/Bachelors/Doctorate: Non-BOR Item Off Campus (Electronic to Groups) o Existing Masters/Bachelors: Non-BOR Item o Existing Doctorate: BOR Item – 42 Existing Masters/Bachelors: Non-BOR Item Existing Doctorate: BOR Item

Faculty l Emeritus/Emerita – Latin originally meaning “veteran soldier. ” Of the former holder of an office, especially a college professor having retired but allowed to retain their title as an honor. Emerita-feminine form of the adjective l General criteria – Over 10 years of employment with system member – After official retirement l Faculty Development Leave (FDL) – 43 The Texas Legislature (Subchapter C, Sec. 51. 101) has established a program of Faculty Development Leave “…to improve and further the higher education available…at the state-supported colleges and universities…” l 5 W’s (Who, What, When, Where, Why) l How does FDL benefit the university? l “Additional” FDL must be identified as such

Faculty (cont) l Honorary Degree – An academic degree for which a university has waived the usual requirements and seeks to recognize and honor the contributions of the individual. Typically a doctorate is awarded. l l Promotion – – – 44 System member may establish a rule Promotion request sent to AA-Agenda. Items@tamus. edu VCAA reviews requests VCAA forwards recommendations to Chancellor for confirmation

Faculty (cont) l Tenure – Academic tenure is primarily intended to guarantee the right to academic freedom l l l Name – Must match bio Present (highest) Rank/Department – Professor and Head – Sociology and Criminal Justice (must match) Tenure (cont) – Years Towards Tenure l Calculation of years – Typically the current year counts towards tenure 45

Faculty (cont) l Tenure – “Upon Approval by the Board and Faculty Arrival” – Bio Section l l l 46 Name Institutions Title