Development of New Academic Programs

Developing the initial idea for the new program

Typically the initial ideas for a new program are initiated at the faculty/unit level. When thinking through a new program, it is important to consider existing demand and what need this program would fullfill. In addition, consider what new resources would be required (courses, faculty, facilities)? What other changes might be needed (e.g., deletion of anything? Reorganizations?).

There are a number of other features of the new program that should be considered during this early stage. Some of these include:

• What is the nature of the proposal? A New sequence (definition here), a new degree program (definition here), or a new certificate (at the moment ISU only offers graduate certificates). View Curricular Definitions
• Baccalaureate Degree Programs Policy - Undergraduate degrees available at Illinois State University include the Bachelor of Arts, Bachelor of Science, Bachelor of Science in Education, Bachelor of Science in Nursing, Bachelor of Fine Arts, Bachelor of Music, Bachelor of Music Education, and Bachelor of Social Work degrees.
• Accelerated Masters programs ("4+1" programs) - these are undergraduate sequences that are designed to feed directly into Master's programs, allowing students to take graduate courses as undergraduate seniors that will count towards their Master's degree at Illinois State University. A template of the FIF for these programs can be provided to programs by the Office of the Provost.
• Is there an Internationalized aspect of the program?
• Will the program use a traditional funding model or a Full Cost Recovery (FCR) model?
  Note: the choice of fiscal model may constrain the program in unique ways.
• What new needs would be required (courses, faculty, facilities)? What other changes might be needed (e.g., deletion of anything? Reorganizations?)

Submit a Screening Form

This form will give the Provost's Office an early notification of the coming proposal, which will allow staff to bring together the relevant parties for an early meeting to go through processes, provide resources, and answer questions.

Early meeting with the Office of the Provost

Once the general idea for the new program has been discussed at the unit level, program administrators or faculty members considering program changes are encouraged to contact the Associate Provost early the planning process to discuss the proposal and the applicable review process. The purpose of this meeting is to give the Office of the Provost a “heads-up” and a chance to let the unit know what the road ahead will entail. Topics that may be discussed include:

• Discuss potential for an EAB feasibility study

  In some cases Illinois State asks EAB (an educational consulting firm) to evaluate the market demand for a new program to help understand the proposed program and audience. The feasibility study may provide information regarding regional employer demand levels, projected relevant employment, and competitive saturation.

  Please complete the Feasibility Study Worksheet and email it to the Assistant Vice President for Academic Planning at jccutti@IllinoisState.edu.

• Discuss potential CIP codes that best fit the program

  • What are CIP Codes? - The Classification of Instructional Programs (CIP) provides a taxonomic scheme that supports the accurate tracking and reporting of fields of study and program completions activity.
  • Used for identifying comparator programs - What are other institutions doing? Is there a need? What niche would our program be serving?
  • Seach other nationally programs by CIP code using NCES College Navigator
  • Comprehensive list of CIP codes, titles and definitions | CIP FAQs
  • Crosswalk between CIP codes and SOC codes (Standard Occupational Classification) - links CIP codes with specific occupations that are codified in the Federal and State employment demand statistics used as part of the demand/needs analyses.
  • STEM designated CIP codes - The Department of Homeland Security maintains a complete list of fields that fall within the regulatory definition of “STEM field” that qualifies certain degrees to fulfill the extension requirement. The Department of Education’s Classification of Instructional Program (CIP) taxonomy system serves as the basis for the STEM OPT extension.

• Depending on the type of new academic program being developed, additional approvals may be needed beyond Illinois State’s curricular committees

  • Board of Trustees (typically meet 4 times each year; Feb, May, July, Oct)
  • Illinois State Board of Education (ISBE) - if the new program is teacher education related
  • Illinois Board of Higher Education (IBHE): full board (new program proposal, typically meeting 5 times each year; January, March, June, August, November), versus staff review (RME)

• Discuss what information will be needed to create the webpages and other supporting infrastructure needed to launch the program

  Even though this does not happen until the program is approved, providing this information early will speed up the development and implementation of the supporting infrastructure. It is strongly recommended that initiators complete the short New Academic Program Intake form to initiate the collection of the required information.

• For proposals that will need full IBHE board approval, programs should begin considering how the new program aligns with IBHE's strategic plan, A Thriving Illinois as the application will include several questions related to equity, sustainability, and growth.

• New programs, sequences, and certificates will require the completion and approval of the Financial Implications Form (FIF) which is discussed in the next section.

Purpose: To complete the curriculuar approval process, proposed new undergraduate and graduate programs must include information concerning what financial resources are needed to begin and sustain the program . A “program” can be a degree, a sequence within a degree, a minor, or a certificate. This completed form is to be approved by the Department/School Curriculum Committee chair, department chair/school director, college dean, and Provost prior to submission of the proposal to the College Curriculum Committee. This form is to be used for both undergraduate and graduate programs. Portions of the FIF will be used in the proposals submitted to IBHE. When drafting the FIF, use the FIF template (see below). This document can then be used to collaborate by sharing the document with the college office and the office of the Provost. Once the draft has been finalized, then the contents can be copy and pasted into the Financial Implication Form is that is now available in the online Kuali workflow system. Drafts and submitted forms can be tracked within the Kuali system. The AVP for Academic Planning will provide the link to the Kauli system once the draft is ready to be submitted.

The FIF includes the following subsections: A brief description of the proposed program, enrollment projections, budget rationale, and resource requirements.

• FIF Tips & FAQs
• FIF template for drafting

The unit develops course and program proposals and submits them to ISU’s curriculum forms for review by shared governance curricular bodies. Once the electronic proposal is submitted to the system, it will be electronically routed to obtain the approval signatures from the Department/School Curriculum Committee Chair, Department Chair or School Director, College Curriculum Committee Chair, and College Dean. If the program requires approval from Council for Teacher Education (CTE; for teacher education programs) or Council on General Education (CGE; for interdisciplinary programs), after the College Dean approves the proposal, it will be automatically routed as appropriate to CTE or CGE. After the College Curriculum Committee and College Dean (and if required CTE or CGE) have approved the program proposal, it will be automatically routed to the University Curriculum Committee Secretary for circulation and consideration by the University Curriculum Committee or Graduate Curriculum Committee.
Note: If the program proposal is to be associated with a course proposal (a course added to a program as required or as an elective), the online program proposal must be started before the online course proposal(s) in order for the system to associate them.

Specific details regarding how to navigate the Curricular Forms:

• Login to the Curriculum Forms System
• Curriculum Forms Instructions
• Curriculum Proposal Guidelines and Procedures
• Curricular Deadlines
• Procedure Flowcharts: Undergraduate programs flowchart | Graduate programs flowchart

For Minors, sequences, and graduate certificates with a related degree a memo of approval is circulated with approval date and effective date (more about the difference between these later).

For new programs (including those being elevated from an existing sequence) and graduate certificates not related to an existing degree program, additional approval processes are required. Note, communications with the approving entities regarding these additional approval processes are coordinated through the Office of the Provost.

• Illinois State University's Board of Trustees (BoT)

  The approval of the Board of Trustees is required prior to the establishment of any new unit of instruction which is submitted to the Illinois Board of Higher Education for approval. These items include new degree programs, certificates of advanced study, professional development sequences, centers, institutes, departments, schools, divisions, campuses, off-campus programs, and international programs. The Board of Trustees typically have four meetings per year (Feb., May, July, Oct.). See Illinois State's governing document

• Illinois State Board of Education (ISBE)

  If the program is part of teacher education, then an additional ISBE (SEPLB) proposal may be required. It is generally advisable to receive approval from ISBE prior to submitting an IBHE proposal (either RME or full new program proposal). Proposal initiators may want to consult with the Lauby Teacher Education Center for advice regarding state teacher education requirements.

• Illinois Board of Higher Education (IBHE)

  Once proposals have been approved through Illinois State's internal approving bodies, those that require IBHE approval will be further developed in conjunction with the Office of the Provost. Submissions to IBHE are made by the Office of the Provost (not directly by faculty, units, or colleges).

  New Program Proposal - New programs (and certificates that are not related to an existing program) require full board IBHE approval. The Board typically meets 5 times annually. Normally submissions should be received about 4-6 months prior to the board date. New program proposals are prepared by the Office of the Provost in collaboration with the unit and submitted by the Office of the Provost to IBHE.

  • Notice of Intent (NOI) for IBHE – an NOI for the new program is submitted by the Office of the Provost. NOIs are required of all institutions seeking operating or degree granting authority in Illinois. These notices are posted online and open for public comment for a period of 30 days from the date of submission.
  • IBHE new program proposal template
  • Tips and FAQs for new program proposals - coming soon

  Reasonable and Moderate Extension (RME) - There are specific guidelines that allow for an IBHE staff member review rather than a full IBHE board review. The most common of these are if the program is being elevated from an existing sequence to a degree program. RMEs are prepared by the Office of the Provost in coordination with the unit. Once submitted to IBHE, their staff member reviews the proposals and determines whether or not the proposal should be approved.

• Higher Learning Commission (HLC)

  Our institutional accreditor tracks substantive changes. These may include new programs and certificate. The Office of the Provost will submit a screening form to HLC to determine whether a substantive change proposal is required for a new program (new sequences do not require screening).

Undergraduate Approving Bodies

* ¹ HLC approval of a new program may be needed if the proposed program represents a significant departure from the university mission and profile.

Graduate Approving Bodies

Notes:

• * ¹ New graduate programs must be approved by the Illinois Board of Higher Education (including those that are being elevated from an existing sequence).
• * ² New Graduate certificate programs that are affiliated with a graduate degree receive final approval at the Academic Senate level. New graduate certificate programs that are NOT affiliated with a graduate degree must be approved by IBHE.
• * ³ HLC approval of a new program may be needed if the proposed program represents a significant departure from the university mission and profile.