Policies and Procedures
Major Changes and New Proposals
- If submitting a new program, read the Guide to New Programs below.
- Proposals are to be submitted in Curriculog.
- Proposals must be submitted in Curriculog a minimum of two weeks before the date of the first reading.
- A representative from the department submitting the proposal must be present at the first and second readings or the proposal will be tabled.
- All proposals must have the first reading completed before or during the last February meeting (with the second reading on or before the last March meeting), in order to be included in the following year’s catalog.
- Actions require a quorum of voting members (9; there are a total of 16 voting members—12 faculty; 3 administrators; 1 student).
- A simple majority approves an issue.
- Format of meetings will be:
- Approval of Agenda
- Approval of Minutes of previous meeting
- Introduction of individual agenda items
- Motion to approve item (formally opens discussion of item)
- Discussion of item
- Motion to accept item
- When the floor opens for motions, voting and non-voting members can make a motion.
- Motions require a second (voting and non-voting members can second a motion).
- For motions to be approved, a simple majority of voting members is required.
Committee Member Expectations
Committee members are expected to review the agenda and proposals prior to each meeting and be ready to discuss agenda items and make appropriate motions. The agenda will be posted and announced one week before the meeting. Members may contact presenters if they have questions about an agenda item/proposal.
Executive Summaries and Side-by-Side Comparisons
If you are considering asking the GPCC for a waiving of the second reading, you must include an Executive Summary in Curriculog. While this does not guarantee the second reading will be waived, it is a minimum requirement, and is generally considered good practice.
If you are making changes to an existing program or course, it is recommended that you include a side-by-side comparison of the old versus the new. This provides a clear indication of what has changed, and eliminates a significant amount of confusion during review.
The Minimalist's Guide to GPCC
(A Guide for New Program Proposals)
Things to think about before drafting a new program proposal...
- Enrollment: programs that are likely to start small and remain small will have difficulty downtown. As such, they are discouraged unless previously identified by the University as a strategic program.
- Demand: A program proposal should have evidence (i.e. data) clearly demonstrating strong demand for the program. This includes US and Georgia Department of Labor projections, Governor’s high priority programs, or letters from large employers explicitly addressing hiring needs. See "Resources" below.
- Benefit to students: As a result of successfully completing the program, students should have ample employment opportunities in their major/discipline.
- Benefit to the State of Georgia: While national trends data regarding enrollment and public benefits of a program may be persuasive, the State of Georgia bears most of the financial cost of offering programs. Consequently, USG will want the proposal to specifically address how the program will benefit the State of Georgia.
- Resources and Support: Disciplinary faculty support is one of the strongest predictors of program success. Proposals should show strong backing from the faculty responsible for teaching in the program. While proposals should be realistic about resources needed to offer the program, they should also envision most of the program being supported through existing faculty lines and resources.
- Disciplinary and College Accreditation Requirements: Program proposals are expected to meet disciplinary and college accreditation requirements (if any) before coming to GPCC. This is the responsibility of the departmental and college curriculum committees, where expertise on these matters resides.
Note: As of November 1st, 2016, the Board of Regents encourages universities to submit an “Academic Program Concept Paper” to receive feedback on potential degrees. This feedback will likely highly influence KSU’s internal rankings for new program proposals.
Curriculum Committee Training and Resource Rubric
New program proposals, or programs that are changing significantly, should adhere to the critieria found in the Curriculum Committee Training and Resource Rubric. This document serves as a guide during curriculum development and review.
Pathway to GPCC
- For new programs, initiate a discussion with departmental faculty and college administration. If the program is conceptually supported at both levels, request a meeting with The Graduate College to see if it aligns with institutional goals.
- Following this meeting, prepare an Academic Program Concept Paper.
- Upon the concept being formally approved, begin the academic proposal development process. Remain in contact with The Graduate College and the departmental home college to ensure resource needs are accurate and available, as well as ensuring the proposal is consistent with the University’s overarching graduate education priorities.
- Allow members of the Graduate Faculty in the discipline to lead development and approve the proposal
- Enter the proposal into Curriculog.
- The Department Curriculum Committee approves the proposal in Curriculog.
- The Chair/Director approves the proposal in Curriculog.
- The College Curriculum Committee approves the proposal in Curriculog.
- The Dean of the home college approves the proposal in Curriculog.
- The GPCC Executive Committee vets the proposal one week before the monthly GPCC meeting, either approving it as an agenda item or asking the proposal initiator for clarification.
Tips for Success
- Talk to The Graduate College as soon as possible! The Graduate College very much wants you to offer a successful, sustainable graduate program about which your faculty can be intellectually excited and proud. We also want to ensure you avoid problems challenging other programs. We can help you identify possible resources for supporting your program and can help “nest” it inside the University’s larger graduate strategy. We can also help identify members of the Graduate Faculty in other departments whose proposal experience may have been similar to yours who might assist you in developing your program.
- Developing a graduate program is a detailed and time-consuming process. Allot faculty time and resources accordingly. Given that changes to graduate proposals may require review and re-approval by previous levels, it is advisable to anticipate and address challenges during the planning stage rather than taking a proposal back through prior stages. Note that, to make the next catalog (for the following academic year), GPCC approval is required on or before the February meeting. We recommend targeting November or December in case a second reading is required.
- When outlining a proposal, include an Executive Summary that provides a high-level summary of what the proposal is trying to accomplish, ensuring reviewers see the proverbial forest and the trees in your proposal.
- If the proposal is a change to a curriculum or program, include a side-by-side comparison of the old and new versions
- Remember that faculty and staff outside your discipline are generally not as familiar with your discipline as you are, and write your proposal accordingly. Reviewers are unlikely to understand acronyms and discipline-specific terms nor have the same belief in your discipline’s inherent value to the University. Make an effective, accessible case for your program.
- Remember that it takes approximately 20-30 graduate students to support one faculty member in a graduate program. Most members of the Graduate Faculty teach on a 3/3 load, and the minimum class size for most graduate courses is approximately ten (10) tuition-paying students.
- If your program is built upon non-tuition paying students (such as relying upon stipends or the University’s Tuition Assistance Plan), anticipate a much more challenging review process. The cost of a stipend and tuition supplement for a full-time in-state graduate student is approximately $25,701 per year (including summer semester). Out-of-state is approximately $45,600 per student per year. Ensure your program proposal clearly explains and fully details the benefits the University will see from the program (such as students alleviating the need for part-time or full-time faculty to teach specific undergraduate courses).
- If the program spans more than one academic unit, remember to include a description of the collaboration.
- Don't forget to include information about library resources in the budget area of the proposal.
- Prior to the program leaving your department, have a discussion with the Registrar’s Office about course numbers and proposals. This is a part of the academic “world” into which faculty members seldom tread, and often delays proposals when corrections must be made.
- Keep your presentation to GPCC short! The GPCC agenda is usually full, so try to keep it to 10 minutes.
Resources to Consider
New program proposals should include data that demonstrates demand for the program, as well as benefits to our students and the State of Georgia. Below are some links to get you started.
Georgia Department of Labor (see “Hot Careers”): https://explorer.gdol.ga.gov/vosnet/Default.aspx
Governor’s High Demand Career Initiative: http://www.georgia.org/competitive-advantages/workforce-division/programs-initiatives/high-demand-career-initiative-hdci/