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AM SYSTEMACADEMIC PROGRAM PROPOSAL
TRAININGCollege Station, Texas

• January 21-22, 2009

Presented by Verna L. Dewees, Assistant Vice
Chancellor, Academic Affairs, TAMUS SPECIAL
GUEST Dr. Kevin Lemoine, Deputy Assistant
Commissioner, Academic Affairs Research
Division, THECB
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ACRONYMS

• THECB Texas Higher Education Coordinating Board
• MS Mission Statement
• TOP Table of Programs
• PREL AUTH Preliminary Authority
• TAMUS The Texas AM University System
• BOR Board of Regents
• SO System (Administrative) Offices
• HSC Texas AM System Health Science Center
• VCAA Vice Chancellor for Academic Affairs
• OGC System Office of General Counsel

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ACADEMIC PROGRAM PROPOSAL TRAININGObjectives

• Enhance the handling of academic proposals and
  agenda item materials at System universities
  HSC through overviews and discussions on
• (1) Timelines at the System
• (2) TAMUS Planning Guidelines
• (3) TAMUS Submission Guidelines
• (4) SO Agenda Item Review Process
• F2F interaction of academic affairs colleagues
  across System institutions and the exchange of
  best practices in handling proposal development

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Wednesday January 21 130 to 500
p.m.Revisiting the Overview and Discussions

• PART 1
• TAMUS AND THECB OVERVIEWS
• TAMUS Academic Affairs
• Recent changes in academic proposal processes
• THECB Academic Affairs Research Division
• Update on various proposal review processes

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Part 1 contd -- TAMUS Overview

• Electronic submission of all academic agenda
  items by due date
• Institutions responsible for development of
  attachment items
• VCAA office submits all academic related agenda
  items to CHAN no later than scheduled due date
• VC reviews carried out on all new degree program
  requests in advance of BOR action
• New doctoral programs require external
  consultants review led by TAMUS/THECB in advance
  of BOR action
• Online distance education requests of existing B
  M programs no longer require BOR action but
  still require VCAA office review THECB
  notification
• All THECB-related program requests submitted
  electronically to THECB by VCAA Office

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Part 1 contd -- THECB Overview

• Academic Affairs/Research Division
• Division structure
• Proposal review processes (4-yr cycle MS, TOP
  preliminary authority requests new doctoral
  programs others)
• Update to Policies Procedures manual
• Other issues discussed

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Thursday January 22 830 to NoonPART 2
Academic Proposal Review Process

• Topics to be covered
• Proposal Review Timelines for BOR action
• Planning Guidelines (deadlines by types of
  proposals)
• Submission Guidelines (proposal materials)
• Agenda item review process by stages
• VCAA (A)
• CHAN (B)
• BOR (C)
• SO follow-up (D)

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AM System Timelines for BOR Review ofProposals
for New Degree Programs and Administrative Changes

• For these timelines to be effective, proposals
  must have met all System level proposal review
  requirements and have completed/submitted all
  supplemental agenda item materials.
• For new programs anticipated to be implemented
  within a fall, spring or summer semester,
  proposals should be submitted to the AM System
  at least a year in advance of the proposed
  implementation date to allow for
• System review (and approval)
• Board of Regents approval (if required),
• THECB staff review and approval, and / or
  recommendation for
• THECB meeting and approval (as applicable).

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AM SYSTEM ACADEMIC PROPOSAL REQUESTS PLANNING
GUIDELINESOffice of the Vice Chancellor for
Academic Affairs (VCAA Office)
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AM SYSTEM ACADEMIC PROPOSAL REQUESTS PLANNING
GUIDELINES-2VCAA Office
Requires System-led external consultant review
and site visit prior to BOR action.
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AM SYSTEM ACADEMIC PROPOSAL REQUESTS PLANNING
GUIDELINES-3VCAA Office
Requires THECB notification only. NOTE
Online B M requests no BOR action only VCAA
office review.
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AM SYSTEM ACADEMIC PROPOSAL REQUESTS PLANNING
GUIDELINES-4 VCAA Office
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2009 BOR Deadlines for Academic Proposals
requiring THECB notification and/or approval
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2009 BOR Deadlines for Academic Proposals
requiring BOR review/approval
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TAMUS SUBMISSION GUIDELINES -1
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TAMUS SUBMISSION GUIDELINES-2
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SUBMISSION GUIDELINES-3
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TAMUS SUBMISSION GUIDELINES-4
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TAMUS SUBMISSION GUIDELINES-5
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TAMUS SUBMISSION GUIDELINES-6
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LETS STOP FOR A BREAK

• Upon return from this break, will engage in some
  open discussion about academic proposal
  submissions, specifically new degree program
  proposals and preliminary authority requests.
• Also encourage colleagues to discuss any
  challenges your office encounters with these
  System guidelines.
• Our goal is to have everyone return to your
  offices with better ideas for enhancing academic
  proposal processes.

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SUMMARY/OVERVIEW

• BOR timelines help determine when a proposal
  needs to move forward to System
• Planning guidelines give specific deadlines for
  submission
• Submission guidelines provide types of
  documentation required for each academic proposal

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

• Submit proposal(s) and agenda materials to the
  VCAA office at AA-agendaitems_at_tamu.edu .
• The degree proposal review is carried out under
  the direction of one of the System VCs with a
  specified deadline.
• VCs reviewer comments are forwarded to the
  institutions Provost Office for review.
• If revisions are recommended by the reviewer, the
  institution updates the degree program proposal
  and returns to the VCAA office.
• VCAA Office assures that all agenda item
  materials for the proposal are complete, accurate
  and meet formatting criteria.

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VCAA Phase A, continued

• 6. The completed academic agenda item is
  forwarded to the CHAN (SO-Agendaitems_at_tamu.edu )
  for SO review and signature.
• 7. The VCAA reviews all academic agenda requests
  with the CHAN. If more information is needed, or
  a decision is made to hold back the request for
  any reason, the VCAA will contact the
  institutions President and/or Provost to discuss
  the matter.

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Chancellor Phase B

• All agenda item materials must meet the legal
  sufficiency requirements as determined by the
  OGC). Upon review and approval by OGC, the
  agenda item material is then circulated for
  further review and approval by applicable SO.
• Once agenda item request is approved by all SO,
  it is considered FINALIZED and forwarded to the
  BOR office for inclusion on the Board agenda item
  docket.
• Note All formal academic degree proposals are
  retained in the VCAA Office and made available to
  BOR members or others if requested.

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BOR Phase C

• BOR office posts finalized agenda item material
  on board agenda docket and distributes to BOR
  members in advance of the scheduled meeting.
• VCAA 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 VCAA 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.
• If applicable, the agenda item may be pulled for
  further discussion between President and
  CHAN/VCAA as necessary.
• BOR reviews agenda item and take action at
  meeting.

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ChancellorVCAA Phase D

• For all academic agenda proposals acted on by the
  BORs Committee on Academic Student Affairs the
  VCAA Office prepares letters for the CHAN
  signature which formally notify the
  institutions CEO/President of BOR approval.
  All related agenda item documentation is included
  with this letter.
• Once the CHAN signs these letters, the VCAA
  Office submits a copy of this letter of BOR
  action electronically to the THECB along with all
  academic proposal materials. Electronic receipt
  notifications are submitted back to the VCAA and
  the respective institutions provost.
• THECB Academic Affairs Division posts all
  proposalsubmissions on their web proposal
  tracking system.

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ADDITIONAL INFORMATION

• VCAA/CHAN DEADLINE TABLE provides specific
  deadlines for each type academic proposal, for
  the 2009 BOR meetings (March, May, July,
  September and December)
• DOCUMENTATION TEMPLES for each type proposal
  submission are being developed for use by System
  members (A draft sample for substantive
  Administrative Change requests is included in
  registration folder.)

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Your input please!

• What other information do you need for our office
  to assist your office/institution in enhancing
  your academic proposal submissions ?
• PLEASE complete the evaluation form on this
  training session to let us know how to improve
  future sessions.
• Thanks for your participation and feedback.