Preparing Program Proposal Forms
Departments should identify individuals to help prepare the necessary forms and to review them for accuracy
and completeness. These individuals should consult with their dean’s office about the preparation of forms.
Often the person is the contact listed on the Program Proposal Form.
Proposals should be submitted in hard copy with originals of all signature pages, and via email attachment
in Microsoft Word format with scanned signature pages. The Word document can be corrected and revised as
necessary during the approval process, and relevant portions readily incorporated into Academic Notes and
Acalog, the University’s on-line catalog.
A. Deadlines for Submission
Refer to the Academic Affairs website for deadlines and effective dates for catalog changes,
http://www.indstate.edu/academicaffairs/curriculum.htm. The length of time necessary for program approvals
varies considerably based on many factors. A sample timeline and flowchart of the approval process appear
in Appendices A and B. Departments should consult their dean’s office for details and estimates of the time
B. Overview of Forms
Program proposals normally include the following forms. All forms can be found on the Academic Affairs
website; samples are included in Appendix E of this manual.
- Program Proposal Form: presents details of the program, including a summary and rationale for the proposal, catalog copy, course-by-course list of program requirements (side-by-side comparison of old and new requirements for program modifications), and approval signatures.
- Office of Registration and Records Report for Programs: completed by the Office of Registration and Records and returned to the dean and contact person before dean approval.
- Program/Course Consultation Form: sent by the dean's office to other departments who are affected by or would logically have an interest in the proposed program, and returned to the dean's office and originating department.
- Unit and Deans' Office Review for Completeness and
Accuracy: completed by the originating department.
- Library Report:
- Financial/Staffing Resources Checklist: completed by the originating department.
- When proposing new programs, especially graduate programs, it may be necessary to include
the Library Report, to confirm the availability of necessary library resources.
- Additional Materials:
- For review beyond the college level, proposals for new programs requiring ICHE approval must be accompanied by the complete ICHE proposal.
- Proposals for new majors, reactivated majors, or significantly revised majors must be accompanied by complete assessment plans.
- Proposals for undergraduate majors with course changes must be accompanied by a four-year plan of study.
- Proposals for new or substantially revised courses associated with a program proposal must be submitted in the course work flow at the same time that the program proposal is submitted to the dean's office. Course proposals follow the program proposal through the approval process for information purposes and are published as approved with the program proposal.
C. Instructions for the F-2
The form itself includes directions. The comments below are designed to supplement those.
- Contact Person: Often the department chair or program director, this person is usually involved in the preparation of the forms and is expected to
attend meetings of the approving bodies to present the proposal and answer questions.
- CIP Code: The Classification of Instructional Program Code for you program is available from your deans office. If you are proposing a new major, you may propose an appropriate CIO code, but the actual code will be assigned by the ICHE See section V.B.2 for further explanation.
- Major Code: All majors and minor codes are available from your dean's office. If you are proposing a new program, leave this area blank as the code will be assigned by the Registrar. See section V.B.2 for further explanation.
- Program Title: This should be no longer than 30 characters, including spaces. See section V.B.2 for further explanation.
- Change of Title: If you're changing title only, consult your dean's office for next steps. When modifications are minor it may not be necessary to complete the entire F-2.
- Summary: Give a concise overview of your new program, or clearly state the changes you are proposing to make. This should be clear to a reader unfamiliar with your program. Provide a rationale and justification. If you are making changes for reasons other than, or in addition to, student learning, indicate these here.
- Student Learning: All curriculum changes, whether or not they are prompted by assessment results, must include consideration of student learning. You should articulate correspondences between your program's design and the curriculum map provided in your assessment plan here.
- Proposed catalog copy: Language in this section will be published in
Academic Notes and appear in the catalog exactly as published there. What to include: This
section should include only curriculum and related program requirements that will be programmed into the degree audit system and Banner.
- Note: So-called prefatory material, which is descriptive in nature and not subject to curriculum approval, may be added to the catalog or modified by the department each year at the time of new catalog preparation (consult your dean's office).
- Helpful hint: When proposing a revision to an existing program, copy and paste the old text directly from the program section of the catalog, into the form, then make changes to that.
- Organization and Format: The presentation of catalog copy is especially important, as the copy must be easily understandable to students and consistent with Acalog format. It is often helpful to look at the catalog layout of similar programs. Academic Affairs may edit catalog copy for clarity and consistency. The usual order is: Title of the major, followed by total number of credits for the major only; core or required courses, including pre-requisites for these courses; followed by directed electives, electives, and concentrations. Within concentrations the same order applies—required courses including pre-requisites, then electives.
Each section begins with a descriptive heading including the total number of credits (ex.: Core Courses—16 credits) followed by a list of courses (which in Acalog will appear as links to course descriptions). Sections may include Notes, usually of an explanatory or directive nature. See example in Appendix F.
- Important: Check your math-all credits and totals should add up.
- Side by Side: This section allows reviewers to easily see proposed modifications. It should be prepared so that the same courses appear side by side, when possible, and new courses appear on their own lines. The order and headings should follow that of the proposed catalog copy.
- Signatures: Confirm that all department signatures and votes are present before forwarding the original and the scanned copy.
When you have completed your F-2, forward it to your dean's office.
D. F-3 Degree Audit Report for Programs
Your dean’s office will forward this with the F-2 to the Office of Registration and Records. Information
about transfer and articulation agreements, or other programs potentially affected by the proposed curriculum
will be reported here. The completed F-3 is returned to the dean’s office to accompany the F-2 through the
college and university level approval processes.
E. F-4 Consultation Form
Based on information received from the degree audit report, and consultations with the proposing department,
the dean’s office sends consultation forms to the other programs potentially affected by the proposed curriculum.
These should be returned to the dean’s office and to the proposing department within fourteen days. If a consulted
department raises issues about the proposed curriculum, the proposing department responds on the F-4 and may
make adjustments to the curriculum on the F-2 before proceeding to college-level approval. The signed originals
are returned to the dean’s office; a scanned copy accompanies the electronic version of the proposal.
F. F-8 Financial/Staffing Resources Checklist
This form is required for new programs not needing ICHE approval (ICHE requires its own extensive resource
documentation) and for substantial revisions to existing programs.
For new programs and significant revisions, attach assessment plans, four-year programs of study (for
undergraduate programs), and transition plans. Additional documents such as minutes of meetings or
memoranda detailing resource allocations may be included as necessary.