A

1
AM SYSTEMACADEMIC AFFAIRS WORKSHOPAM System
Offices-College Station

• July 25 26, 2006

Presented by Verna L. Dewees Assistant Vice
Chancellor for Academic Student
Affairs Office of Academic Student Affairs
2
WELCOME!

• Introductions
• Name
• Position Held
• Campus
• Length of time in Academic Affairs Office
• Who is your boss
• Also provide us with a unique tidbit about
  yourself

3
Organizational Chart for Academic Student
Affairs
4
ACADEMIC AFFAIRS WORKSHOPPURPOSES

• Enhance the handling of academic proposals and
  agenda item materials at System universities
  through overviews and discussions on
• (1) Timelines at the System and the
  THECB
• (2) Planning Guidelines
• (3) Submission Guidelines
• (4) System level review processes
• Provide a forum for Chief Executive and Academic
  Assistants to meet their peers from other System
  Universities
• Familiarize attendees with the System
  administrative offices and the Board of Regents
  office and meeting sites.

5
Tuesday July 25 130 to 500 p.m.Overview
and Discussion

• FIRST STEP- Phase A
• Academic Proposals - for BOR THECB Action
• Timelines
• Planning Guidelines
• Submission Guidelines
• TOURS
• AM System Administrative Offices
• Board of Regents Quarters TAMU Campus

6
Wednesday July 26 830 to 1130 a.m.Overview
and Discussion, continued

• System Review Process Phases A to B
• Review sample/template agenda items
• SECOND STEP-Phase B
• Review of Agenda Item Submission Deadlines and
  Processes
• THIRD FINAL STEPS Phases CD
• Processes AFTER BOR action
• Wrap-up

7
COMMONLY USED ACRONYMS

• THECB Texas Higher Education Coordinating Board
• MS Mission Statement
• TOP Table of Programs
• TAMUS The Texas AM University System
• BOR Board of Regents
• SO System (Administrative) Offices
• VCASA Vice Chancellor for Academic and Student
  Affairs
• AVC Assistant Vice Chancellor (for Academic and
  Student Affairs)

8
AM System Timelines for Review ofProposals for
New Degree Programsand Administrative Changes

• For these timelines to be effective, proposals
  must contain all of the information necessary for
  staff to prepare a thorough analysis.
• For new programs anticipated to be implemented
  within a fall, spring or summer semester,
  proposals should be submitted to the AM System a
  year in advance of the proposed implementation
  date to allow for
• System review (and approval if applicable)
• Board of Regents approval (if necessary),
• THECB staff review and approval, and
• THECB approval (if applicable).

9
Texas Higher Education Coordinating
BoardTimelines for Review of Proposals forNew
Degree Programs and Administrative Changes

• All non-doctoral proposals submitted in complete
  form and received before a regular quarterly
  Board meeting will be considered as soon as
  possible but no later than the third regular,
  quarterly meeting following that meeting.
• Doctoral proposals will be considered within
  four regular quarterly meetings following the
  first meeting after they are submitted.
  Consideration may result in approval, denial, or
  referral of the proposal back to the institution.

10
AM SYSTEM ACADEMIC PROPOSAL REQUESTS PLANNING
GUIDELINESOffice of the Vice Chancellor for
Academic and Student Affairs (VCASA)
11
AM SYSTEM ACADEMIC PROPOSAL REQUESTS PLANNING
GUIDELINESOffice of the Vice Chancellor for
Academic and Student Affairs (VCASA)
Requires System-led external consultant review
and site visit prior to BOR action.
12
AM SYSTEM ACADEMIC PROPOSAL REQUESTS PLANNING
GUIDELINESOffice of the Vice Chancellor for
Academic and Student Affairs (VCASA)
Requires THECB notification only.
13
AM SYSTEM ACADEMIC PROPOSAL REQUESTS PLANNING
GUIDELINESOffice of the Vice Chancellor for
Academic and Student Affairs (VCASA)
14
SUBMISSION GUIDELINES (1)
15
SUBMISSION GUIDELINES (2)
16
SUBMISSION GUIDELINES (3)
17
SUBMISSION GUIDELINES (4)
18
SUBMISSION GUIDELINES (5)
19
SUBMISSION GUIDELINES (6)
20
Wednesday July 26 830 to 1130 a.m.Overview
and Discussion, continued

• System Review Process Phases A to B
• Review sample/template agenda items
• SECOND STEP-Phase B
• Review of Agenda Item Submission Deadlines and
  Processes
• THIRD FINAL STEPS Phases CD
• Processes AFTER BOR action
• Wrap-up

21
ACADEMIC PROPOSAL REVIEW PROCESS AT SYSTEM
Office of the Vice Chancellor for Academic and
Student Affairs
VCASA (A) CHAN (B)
BOR (C) CHAN/VCASA (D)
22
VCASA Phase A

• When the revisions are completed, as applicable,
  it is returned to AVCASA.
• AVCASA prepares the required attachment
  materials for the agenda item as follows a
  Program Review Outline for degree programs, or
  an Executive Summary document for
  administrative changes.
• This attachment document is forwarded to the
  institutions Provost for review and feedback.

• Once proposal is received in our office the
  proposal and date that it was received is logged
  into our electronic academic proposals record
  system.
• The original proposal review is carried out by
  the AVCASA.
• Review notes, as applicable, are documented and
  forwarded to the institutions Provost Office for
  review and feedback.¹

¹ Italics imply by electronic transmission.
23
VCASA Phase A, continued

• Once all required feedback is received from the
  Provosts office, the AVCASA discusses the
  proposal request and applicable System-level
  agenda attachment documentation with the VCASA,
  or designee, and a decision is made regarding the
  submission to the CHAN for his consideration.

• The VCASA gives his recommendation on the
  proposed action request to the CHAN. If a
  decision is made to hold back the request for any
  reason, the VCASA discusses this decision with
  the institutions President and/or Provost.
• If a consensus is reached that the proposal can
  be submitted to the Board for their
  consideration, agenda materials are forwarded to
  the CHAN Office for review and approval by
  required System office administrators.

24
Agenda Items URL

• http//www.tamus.edu/offices/chancellor/agendaitem
  s/

25
ACADEMIC PROPOSAL REVIEW PROCESS AT SYSTEM
Office of the Vice Chancellor for Academic and
Student Affairs

• VCASA (A) CHAN (B)
  BOR (C) CHAN/VCASA (D)

26
Second Step (Phase B)

• Representatives from the Chancellors Office will
  cover
• Janet Smalley and Carolyn Krenek

27
Chancellor Phase B

• Agenda item materials are reviewed by other
  System administrators for legal sufficiency and
  completeness.
• Once the finalized version of the agenda item
  materials is received, they are circulated in the
  System administrative offices for review and
  approval, for the BOR agenda docket.
• The proposal request agenda material is placed
  on the BOR agenda docket, and forwarded to the
  BOR office.
• Note The full academic proposal is retained in
  the Office of the AVCASA.

28
ACADEMIC PROPOSAL REVIEW PROCESS AT SYSTEM
Office of the Vice Chancellor for Academic and
Student Affairs
VCASA (A) CHAN (B)
BOR (C) CHAN/VCASA (D)
29
BOR Phase C

• BOR office finalizes agenda materials and
  distributes to BOR members in advance of the
  scheduled meeting.
• VCASA meets in advance with the Chair of the BOR
  Committee on Academic and Student Affairs. If
  questions or concerns are raised by the Chair,
  the VCASA contacts the institutions President
  immediately and discusses these concerns.
• If applicable, additional information is obtained
  and shared with the Chair prior to the BOR
  committee meeting.
• BOR reviews proposal and action occurs at
  meeting.

30
ACADEMIC PROPOSAL REVIEW PROCESS AT SYSTEM
Office of the Vice Chancellor for Academic and
Student Affairs

• VCASA (A) CHAN (B)
  BOR (C) CHAN/VCASA (D)

31
ChancellorVCASA Phase D

• The institutions CEO/President is notified of
  the BOR action through written communication from
  the CHAN prepared by the Office of the AVCASA.
  All required documentation is included with this
  communication.
• Each institutions CEO/President is responsible
  for submission of their proposal to the THECB.
• If requested by the President or Provost, the
  AVCASA will submit academic proposals
  electronically to the THECB for the VCASA, with
  copies of the transmission going to the
  institutions CEO/President and Provost.