Submission Guidelines

This section provides guidance for the preparation of the various Curriculum Committee proposal request forms. The CRS Liaison assigned to the proposal will verify that all information required by a proposal form has been supplied before forwarding the materials to the CRS - only then will the proposal will be reviewed by the CRS.

i.              General Note: When multiple proposals are submitted simultaneously by a Sponsor(s), the proposals will be grouped together into a packet; the Sponsor(s) is required to provide a simple narrative or outline explaining what, if any, relationship(s) exist amongst the individual proposals.

ii.            New Majors. Any addition of a new major program requires additional approval beyond the Salem State University internal governance process. See the document Process for the Submission of Program Requests to the Board to Higher Education for details. Information on the Massachusetts Board of Higher Education guidelines and procedures for approval of new programs at public institutions of higher education can be found at http://www.mass.edu/forinstitutions/academic/publicnewdegrees.asp

·               An 'intent to plan' form for a new program (degree, certificate, etc.) may be submitted at any time for review.  Forms are available in the Academic Affairs Office and must be submitted to the Academic Affairs Staff Assistant for review by the Academic Vice President prior to submission to the Board of Higher Education.  'Intent to plan' does not go through the governance process.

·               The program proposal itself does go through the governance process and must follow the guidelines for New Concentrations below. The complete proposal must include the supporting documentation and forms required by the Board of Higher Education as well as all relevant Curriculum Committee request forms and support documentation.

·               NOTE: Any degree programs requiring more than 120 credits, or more than 55 credits in the major department, will require a waiver of these limits. Explicit documentation justifying granting of such exceptions must be incorporated into the proposal.

iii.          New Concentrations / Options within a Major. Proposals for new concentrations or options must be submitted on a “Request for New Flowsheet” form with an accompanying flowsheet indicating all degree requirements for the proposed concentration, the reasons for the new concentration, and the intended audience.  Any concentration proposals containing support courses outside the sponsoring department or otherwise affecting another department must be accompanied by a statement from each affected department. All courses that appear on the flowsheet must be approved, either as part of the packet of materials accompanying the proposal or courses that have been previously approved through the governance process. Supporting documentation as requested on the “New Flowsheet” form must be submitted in order for the proposal to move forward to the All College Committee once the proposal has been approved by the Curriculum Committee.

iv.          Change in Major / Concentration / Options.  Proposals for changes in major / concentration / option requirements must be submitted on a “Request for Change in Flowsheet” form. If the change will impact multiple flowsheets, a form must be submitted for each flowsheet affected. The form must be accompanied by the current flowsheet with the areas that are being changed highlighted and a revised flowsheet template form also highlighting the changes/additions. All courses that appear on the flowsheet must have been approved as noted above in New Concentrations. Additional supporting documentation may also be required.

·               See note in New Programs regarding credit caps.

v.            Deletion of Concentration / Option within a Major.  A proposal to delete an option or concentration within a major must be submitted on a “Deletion of Flowsheet” form and must be accompanied by a copy of the flowsheet to be deleted.  If the change will impact any other department other than the sponsoring department, a statement from each such affected department must be attached to the proposal. All deletion of concentration / option within a major must also be accompanied by a statement outlining a plan for students currently enrolled in the concentration/option to be deleted. 

vi.          New Courses. Proposals for new courses must be submitted on the “Request for New Course” form.  The request form must be electronically signed by the proposal Sponsor(s) and must be dated.  A course syllabus and bibliography that complies with the Course Information Policy must accompany the request form. Course numbers must be checked against the Historical Course File via the Registrar’s Office. If the course would affect the curriculum of any department other than the host department of the new course, a statement from each such affected department must be attached to the proposal.

vii.        Changes in Courses. Proposals for changes in existing courses must be submitted on the “Request for Change in Existing Course” form and should indicate clearly what features are being changed and why. If the change(s) would affect the curriculum of any department other than the host department, a statement from each such affected department must be attached to the proposal.  If the changes to the course are substantive, the Curricuum Committee may request the submission of an updated course syllabus.

viii.      Deletion of Courses. Requests for deletion of courses must be submitted on the “Request for Course Deletion” form and must indicate the reason for deletion. If the deletion would affect the curriculum of any department other than the host department, a statement from each such affected department must be attached to the proposal.  A request for reinstatement of a deleted course will be treated as a request for a new course, and is subject to the guidelines set forth in New Courses above.

ix.          Global Changes in Courses. In cases where an academic department needs to make changes to its subject prefix or course numbering scheme where the entire department’s course offerings are being affected, the sponsoring department may use the “Global Change Form” with the “Global Change Attachment.” No information or requisite information not relevant to the change in course numbering may be changed in this manner.

x.            New Minors.  All proposals for new minor programs must be submitted on a “Request for New Minor Form.”  As in the New Concentrations section above, all content in the proposed minor that affects departments other than the sponsoring academic department must be accompanied by written statements of support from the affected departments. All courses that appear in the minor must be approved as noted above in New Concentrations. In general, all minors must comply with degree structure guidelines, which state that minors may contain 15-18 credits. Requests for exception must be documented and justified as part of the proposal process.

xi.          Change in Minor.  All proposed changes in minor programs must be submitted on a “Request for Change in Minor” form. The proposal must be accompanied by a written statement from each academic department affected by the proposed changes. 

xii.        Deletion of Minor.  If an academic department wishes to discontinue a minor, the proposal must be submitted on a “Deletion of Minor” form. The proposal must be accompanied by a written statement from each academic department affected by the deletion, and must also be accompanied by a plan for accommodating any student currently declared in the minor to be deleted.

xiii.      General Note: Curriculum Proposals Impacting Other Departments

·         Any person, group or department requesting a change in curriculum which affects any other department must inform, in writing, any and all departments which will be affected by the proposed change.

·         The department affected by the change must respond in writing to the Sponsor(s) of the proposal within a reasonable time before the Curriculum Committee acts on the proposed changes. However, failure to respond will not preclude Curriculum Committee action on the matter.

 

A.     Submission Deadlines.

All proposals submitted to the Curriculum Committee must contain an effective implementation date.  Standard effective dates for course-related actions are September 1 and January 1. Proposals relating to majors, concentration, options, and minors will have an effective date of September 1.  Lead-time for implementing new curriculum proposals should follow the guidelines below, but in some cases additional lead time will be required, especially in the case of a new program requiring Board of Trustees and Board of Higher Education approval or in cases impacting the undergraduate admissions process:

 

Type of Change

Desired Effective Date

Deadline for Submission to All College: on or before

Final Approval by President/Provost Deadline

New Concentration or Option, or Change to existing Major, Concentration or Option

September 1 of

current AY + 1

November 1 of

current AY

January 31 of

current AY

New Minor or Change to Exisitng Minor

September 1 of

current AY + 1

November 1 of

current AY

January 31 of

current AY

New Course, Change in Course, Deletion of Course

* Summer of current AY or

September 1 of

current AY + 1

November 1 of

current AY

January 15 of

current AY

New Course, Change in Course, Deletion of Course

January 1 of

current AY + 1

March 1 of

current AY

June 30 of

current AY

New Program

September 1 of

current AY + 1

November 1 of

current AY

January 31 of current AY; final approval from the BHE should be in place by April 30 of the current AY

Other Changes Impacting Catalog Text

September 1 of

current AY + 1

December 1 of

current AY

March 30 of

current AY

AY = Academic Year. If the current AY is 1854, then AY+1 would be 1855
* Note: Typically courses will become effective September 1 or January 1, but in exceptional circumstances the Committee may approve a course to begin on May 15

 

Materials received by the Committee after these deadlines will be considered as time permits. “Proposals submitted after the deadlines stated in the preceding table will generally have an effective date September 1 of  current AY + 2. The Committee cannot guarantee that it will take action on all proposals submitted by the above dates; this will depend on the quantity of the proposals submitted.

Items not considered in one academic year will be carried to the next academic year with the same tracking number. The Committee cannot guarantee that all proposals approved by the committee will become effective by the desired dates.

 

For changes deemed to be Corrective, the changes will be implemented as soon as practicable by the Registrar’s Office.

 

B.   Extraordinary Circumstances.

The needs of the University may, from time to time, dictate that special procedures and timelines for the submission of materials be developed.  Under extraordinary circumstances, the Curriculum Committee may establish special guidelines and procedures in consultation with the All College Committee and will notify the Provost and Academic Vice President, President and the Chairpersons of the academic departments of these special guidelines in advance of putting them into effect. Every effort will be made to ensure that the dissemination of this information is shared as widely as possible in the University Community.