Office of the Provost

Undergraduate Program Development

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Undergraduate Program Development 

For minors, certificates, associates and baccalaureate  programs. Note this process is not required for new concentrations added to existing degree programs.

Be sure you have discussed this program concept with your dean and department chair prior to submitting the concept form.

Step 1:  Initiator completes Undergraduate Program Concept Form

  •  Form submission triggers an email to the Vice Provost of Academic Affairs for action.

Step 2:   Initiator meets the Provost Office team to review the submission process.   

Topics of this meeting will include: development of the degree pathway and plan of study; formulating program learning outcomes (PLOs); aligning PLOs with curricular materials, course outcomes and assessments; and curricular mapping and signature assignments. We will also assist with completing the Initial Inquiry Form and the ODHE proposal.


Step 3:  Office of the Provost Submits Initial Inquiry Form to the ODHE.  


Step 4:  Initiator submits CIM new program proposal to receive department, college, dean and faculty governance approvals via workflow process.

  • We require Board of Trustee approval before submitting final proposals to the ODHE. 

Step 5: Initiator completes the following tasks while internal approval process is completed

  • Meet with Office of Finance to discuss financial impact statement
  • Complete market analysis for ODHE proposal
  • Prepration of presentation for the Board of Trustees

For certificates: Review process and complete  form below to determine financial aid eligibility. 


Step 6:  University Faculty Governance (Faculty Senate/Grad Council) approve program proposal in CIM. 


Step 7:  Provost reviews new program proposal with the college/department, if applicable.


Step 8:  Program is presented to the Board of Trustees, if applicable.


Step 9:  Office of the Provost submits New Program Proposal & Financial Impact Statement to the ODHE, if required.


Step 10:  Upon receiving ODHE approval, Provost provides signature approval in CIM.  If the proposal is not approved, then revisions begin.  

HLC screening form will be completed after Provost’s signature.  If additional HLC approval is required, the program will be notified of next steps.


Step 11:  Registrar adds to Banner, new Program is launched.                                    

  • The indicator receives notifications when new programs are approved via CIM. 
  • CIM will notify Office of Accreditation and Program Review, Institutional Research, Provost Office and other key offices.

Process for Program Suspension of Admissions via CIM Inactivation Request

Please use the following process to suspend admissions.

• Colleges suspending a program because it is not accepting new students, should submit an "Inactivate" proposal in the CIM. Inactivate = Suspension of Admissions.

Example:
CIM inactivation button

 

  • CIM Inactivate/Suspension of Admission proposals pass through a shortened workflow.

Undergraduate workflow: Initiator- department chair- UG college dean or proxy - provost- registrar - program final.

  • Once the undergraduate proposal reaches the Provost’s Office level in workflow, Vice Provost for Academic Affairs will seek approval/notify the ODHE of the suspended program.  Undergraduate programs that received approval from the Chancellor’s staff for suspension have five years from the approval of the suspension to reactivate the program to avoid full program review. Upon ODHE approval, the CIM proposal will receive the Provost level approval for final notifications.

  • ODHE Guidelines & Procedures for Academic Program Review Resource

  • The Provost Office will track the five-year period and notify programs at two years and one year in advance of the five-year deadline for discontinuation. 

  • The Office of the Registrar will notify students still enrolled in the programs they must maintain continuous enrollment in order to complete the program. Students will need to be admitted into a different program if they fail to maintain continuous enrollment in the inactivated program. 

  • To reactivate a program within the five-year timeframe, the CIM program proposal must be reviewed and submitted to workflow.  The proposal will filter through the full workflow steps.

  • Programs that have been inactivated in excess of five years must submit a NEW PROGRAM REQUEST to the state in order to reactivate the  program.

After a program suspension of admission/inactivation of a program proposal is fully approved in CIM:

  • University Catalog pages will be removed,  marketing major page (https://www.utoledo.edu/programs) we be pull from the web site, and college web pages should also be updated.

  •  CIM Program Final notifications go to the following roles:  
    • Provost - get notification for approval of all new, all modifications, and inactive and reactivation proposals. Everything.
    • Registrar Programs - get notification for approval of all new, all modifications, and inactive and reactivation proposals. Everything.
    • CATeditor - get notification for approval of all new, all modifications, and inactive and reactivation proposals. Everything.
    • UT Online - gets FYI ONLY notification of all new, all modifications, and inactive and reactivation proposals.  Everything but FYI only.
    • Intuitional Research - FSS (For State Subsidy), gets FYI ONLY notification of all new, all modifications and inactive and reactivation proposals. Everything but FYI only.
    • Admissions - gets FYI ONLY notification of all new proposals or program title changes, and inactive and reactivation proposals
    • Graduate Admissions - gets FYI ONLY notification of all new proposals, program title changes, and inactive and reactivation proposals
    • Financial Aid -gets FYI ONLY notification of all new proposals, program title changes and inactive and reactivation proposals
    • Marketing - gets FYI ONLY notification of all new proposals, program title changes and inactive and reactivation proposals
    • Academic Finance - gets FYI ONLY notification of all new and program title changes and inactive and reactivation proposals
    • Accreditation Program Review - gets FYI ONLY notification of all new and program title changes and inactive and reactivation proposals

 

 

Last Updated: 10/5/22