Program Development Process and Procedures

at Penn State Altoona

Summer 2009

Process for Program Development and Review

Proposals for new degree programs at Penn State Altoona generally emerge from the faculty in the discipline(s), but the implementation timeframe for new programs will be set by strategic planning. As the faculty consider a new program, they should discuss their idea with the Division Head in order to gauge the likelihood of support. While programs that are not specifically mentioned in the Division and/or College strategic plans will be considered, Academic Affairs will develop a plan for the addition of new degree programs based on input from the divisions and the criteria discussed later in this document.

Program proposals take roughly 3-4 months to go through the consultation and approval processes, once the proposal draft is complete. Ideally, new program proposals will complete the consultation and approval processes by early in the fall semester of the year prior to their beginning to accept students. This will allow for the recruitment of both incoming first-year students and a small junior class, which will assist with upper division enrollment numbers.

The Division Head will request a market assessment from the Assistant Dean for Policy and Planning by May 15 in the year prior to proposal development. The market assessment will be considered as a key piece of evidence of the viability of the proposed new program. If the proposing faculty or the Division Head believe that the assessment unfairly represents the market for the proposed new program, they can provide suggestions for additional research or data sources for the Assistant Dean for Policy and Planning to consider in the market assessment. However, the Assistant Dean for Policy and Planning is to provide an independent review of the market for the proposed program.

Once the market assessment is complete, the faculty can work on drafting the program proposal and the ACUE prospectus. The ACUE prospectus (typically 2-3 pages) must be submitted to ACUE by the 15^th of the month prior to consideration, and ACUE only meets through the academic year (August to May).

Proposals for new programs should address the five criteria listed later in this document. The five criteria are: program quality, viability, feasibility, impact on college, and curricular alignment.

Once the ACUE prospectus is submitted, the consultation processes can begin. The program faculty should share the draft proposal with faculty in the disciplinary community. The program faculty or Division Head should collect any correspondence, and make any revisions to the proposal based on the comments received. The Division Head will also circulate the proposal for internal review to the other Division Heads, the Registrar, Director of DUS, the Head Librarian, and Director of Admissions. These individuals will be asked to provide feedback on the proposal, especially how it might impact on their respective areas of responsibility. They may also raise important questions about the proposal that will need to be addressed (entrance to major requirements, impact to language course enrollments, etc.). Program faculty will make any necessary revisions to the proposal that result from this internal consultation. The correspondence should be collected and noted in a grid (which the Assistant Dean for Policy and Planning can make available).

The proposal then goes for review at the divisional level with either the division as a whole or its representatives in a curricular affairs committee reviewing and providing a recommendation about the proposed new program. If the program is interdisciplinary, then the relevant divisions or their curricular affairs committees will each review the proposal and make a recommendation about the program. The Head of each Division involved in approving the proposal will provide an email indicating the division’s approval and mentioning the process used for review. This will be added to the consultation documentation and grid.

Once the proposal is approved by the Division, and the ACUE prospectus has been approved, the proposal will be posted on the Senate Proposal webpage. The Assistant Dean for Policy and Planning will send out an email to the ACUE list for consultation throughout the university. An email will also be sent to the Penn State Altoona Faculty listserve with a request for comments to be sent to Division Head and Chair of Curricular Affairs Committee. A two week window of response is required for both ACUE and the Altoona faculty.

The Assistant Dean for Policy and Planning will submit the proposal with supporting correspondence to the Curricular Affairs Committee of the Altoona Faculty Senate with a request for review. Proposals should be submitted at least one month in advance of the next Faculty Senate meeting. There can be an overlap between the faculty and ACUE consultation period and the Curricular Affairs review. The Curricular Affairs Committee may ask the Division Head and program faculty to meet with them to answer any questions about the proposal. The Assistant Dean for Policy and Planning may also attend.

The Curricular Affairs Committee will either approve, reject; or send the proposal back to the Division Head and program faculty for further information. The Curricular Affairs Committee will make a recommendation to the Altoona Faculty Senate to either support, reject, or table the proposal. The Faculty Senate will then review the proposal.

If the Senate approves the proposal, it will be forwarded to the University Faculty Senate (new program, P-1, 5 copies) or to the Vice President for Commonwealth Campuses (existing program, P-3, 2 copies) by the Assistant Dean for Policy and Planning. Proposals for brand new programs (P-1) will be posted on the University Senate Curricular page for a month, and then reviewed by the University Committee on Curricular Affairs. If approved, the proposal will then undergo a final administrative review.

Proposals for the transfer or extension of programs that already exist in the University (P-3) will be reviewed by the Vice President for Commonwealth Campuses, and if he approves forward it to the Provost’s Office for final review.

Criteria for Program Development

Criteria to be used in determining the recommendation for new degree programs by the division, Associate Dean for Academic Affairs, and the Chancellor include the quality of the proposed program, the viability of the program (can the program attract and/or recruit students and is there a market for graduates in the program ?), the feasibility of the program (do we have the resources ?), the impact on the direction of the college, and whether or not the program contributes to curricular alignment across the university.

Program Quality

The quality of the proposed new program should be of paramount importance. First, the program should be based on high standards for the field of study, and should plan to pursue specialized accreditation, where appropriate, and should develop a plan for assessing student learning. Second, the program should emphasize the use of full-time faculty and the most advanced technology and techniques employed in the field. Finally, the proposed program should include a solid foundation in general education, a thorough understanding of the history, theory, and methodology of the field, appropriate, well-grounded applied educational activities (internship, research, performance, etc.), and a clearly identified capstone experience. The capstone is required by Altoona College Faculty Senate legislation and should have a strong writing component.

Viability

The first issue is to resolve is the nature of the market for the degree program under consideration. Can the program attract and retain students ? Can it provide job opportunities for its graduates ? To answer these questions, the Assistant Dean for Policy and Planning will produce a market assessment report that will be circulated for comment to the faculty proposing the program, the appropriate division head(s), the Associate Dean, and the Chancellor.

Some measure of student interest in the degree will be gauged by local surveys, Penn State and national enrollment trends, and national surveys. Student interest is the primary element in determining the market. An ancillary issue in the determination is the availability of employment for graduates in our service area and beyond.

Feasibility

The second criterion to be addressed by proposals for new degree programs is the resource requirements for the program. These include faculty, staff, space requirements, as well as the on-going operational budget. The operational budget includes fees for speakers, special activities, fields trips, etc. The proposal will need to indicate the number of additional faculty and staff necessary to run the program, both at start-up and as it grows to its full size. The proposal will also need to identify how the facilities needs can be met, either through conversion of current space or the addition of new space. In either case (conversion or addition), the proposal will need to indicate the cost of these changes or additions to the college’s facilities, and how these costs can be met. Faculty are strongly encouraged to consider the University Classroom Improvement Fund, outside funding sources, as well as temporary funds in determining how to meet the facilities requirements.

Based on a formula developed by the Financial Officer and the Assistant Dean for Policy and Planning, an assessment of the program’s feasibility will be conducted using the attached costing analysis tables (See Appendix A).

Impact on the College

The impact of the proposed new program on the college and its array of programs also needs to be considered. First, the proposed new program should have limited impact on enrollments in current degree programs, yet provide for continued growth in enrollment. In the case of programs that are complementary to existing programs, an assessment will be made as to how the addition of the new program(s) will impact the overall enrollment of the College. There may be circumstances in the future when new programs are added that shift students away from existing programs, yet enhance or otherwise complement the overall array of academic programs offered by the College. In these circumstances, additional care should be taken in planning the new program, including assessing the potential impact on current students, faculty, and staff.

Second, the mix of current programs needs to be considered in evaluating proposals for new degrees. Proposals for new programs should strive either to create competitive niches, or complement existing programs, or build on existing resources. Of special concern is developing an appropriate balance between the liberal arts and sciences and pre-professional programs, and between traditional and innovative programs. This criterion asks the reviewers of program proposals to weigh also the larger vision and direction of Penn State Altoona.

Curricular Alignment

The program should also be reviewed on how it contributes to curricular alignment within the University. Transfers of existing Penn State degree programs obviously contribute to curricular alignment. Proposals for new programs will require additional consultation across the colleges and locations which offer similar degrees. For new programs, a strong case will need to be made for how this new program is significantly different from existing degrees, and how it adds value to the array of programs offered at the University. Proposing faculty should be aware that proposals for new programs, especially those similar to existing degree programs, will face additional scrutiny at every level of review, and may be less likely to be supported.

Program Development Process

1. Proposal Development

Before preparing a proposal for a major, option, or minor at Penn State Altoona. Program faculty must meet with their Division Head and the Assistant Dean for Policy and Planning by September 15 of the year of proposal development. Assistant Dean for Policy and Planning can advise faculty on requirements for proposals and processes. Faculty should also review:

Senate Guide to Curricular Procedures- http://www.psu.edu/ufs/guide/contents.html

University Policy for transferring programs http://www.psu.edu/dept/oue/aappm/P-3.html

Proposing faculty are responsible for developing a preliminary proposal, which should include:

A. Rationale for program and link to strategic plan, college mission, etc.

Note: This is often best done last, because it draws on other elements in the program proposal, including focus on program, faculty and staff resources, etc.

B. Program Description (Blue Book). This should include:

Brief description of program and list of any new courses

Catalog copy of program (If existing Penn State program, catalog can be found at

http://www.psu.edu/bulletins/bluebook/

Options and minor, if appropriate

Capstone experience (required by Altoona Senate)

C. Schedules. This should include:

Matrix of Course Offerings for 2-4 cycle-which should indicate which are new courses and which are replacement for other offering.

Sample student schedule for each option (Or BA and BS)

D. Faculty and Staff Resources. This should include:

Listing of current faculty with areas of teaching and research expertise

Identify program coordinator or professor-in-charge (minor)

Indicate new faculty needs with areas of expertise (link to course matrix)

List current staff support and indicate new needs for staff (FT, PT, and wage)

E. Facilities Assessment. This should include:

Listing/analysis of current facilities

Indication of new facilities needed to offer program (this should be explicitly linked to course offerings as indicated by Course matrix [#3]).

Indicate plans for developing new resources (grants, college support, etc.)

F. Market Assessment: Division Head must request a market assessment from Assistant Dean for

Policy and Planning by May 15 in the year in advance of the proposal.

G. Costing Analysis

Need to complete College Costing form (see appendix A)and University Costing Analysis Form

(http://seante.psu.edu/curriculum_resources/guide/costing_analysis_form.html)

2. ACUE- Program Prospectus is filled out by Division Head and submitted to Associate Dean. Associate Dean submits to ACUE for review. If approval is granted, the proposal moves on to next steps.

3. Divisional Review- (2 weeks)

Division Head requests market assessment from Assistant Dean for Policy and Planning. If draft assessment or market scan prepared earlier, Division Head should request update or final version.

Proposal is completed, and presented to Division or divisional curricular affairs committee by Division Head.

Division or curricular affairs committee makes recommendation of high priority, low priority, or a non-recommendation to Division Head.

If this is an interdisciplinary program, then each division impacted by the program should conduct a review and provide a recommendation.

Division Head will work with Assistant Dean for Policy and Planning to prepare costing analysis forms, and add these to the proposal for submission to Academic Affairs.

4. Consultation- (1 month or more)

While program prospectus is under review by ACUE, the faculty will share a draft of their proposal with faculty from their disciplinary community across the university. Copies of the correspondence should be kept, including responses to questions or indications of changes made in the proposal based on comments by the disciplinary community.

At the same time, the Division Head will request letters of support from the other Division Heads, Admissions, Library, Registrar, and DUS. Copies of the correspondence should be kept, including responses to questions or indications of changes made in the proposal based on comments by the other areas. A log (grid) of correspondence should also be developed (a copy is available from the Assistant Dean for Policy and Planning)>

If the prospectus is approved by ACUE, the Assistant Dean for Policy and Planning will prepare the proposal for consultation and approval processes, and add internal letters of consultation. The proposal will be posted on the Senate Curricular Proposal website (pdf preferred format).

The Assistant Dean for Policy and Planning will then send email to ACUE listserve with link to proposal for consultation. All consultative comments will be gathered into a single record. Any concerns or negative comments will be forwarded to the appropriate Division Head(s) for response, in consultation with the proposing faculty.

5. Altoona College Faculty Senate- (1 month)

Once the consultation period is concluded, the Assistant Dean for Policy and Planning will send copies of the proposal and correspondence to the Curricular Affairs Committee of the Senate requesting review, and to the faculty listserve for any comments to be sent to Division Head and Curricular Affairs Committee Chair.

Curricular Affairs Committee will review proposal and make recommendation to the Senate to support, support with recommendations, support with reservations, or not support.

Senate will review proposal and approve or not approve proposal.

6. Vice President for Commonwealth Campuses (VPCC)- (per Working Paper, Oct. 26, 2005)

If proposal is supported by Chancellor, the Assistant Dean will submit proposal to Vice President for Commonwealth Campuses for review and approval. Proposal should be sent to Gail Gilchrest (gxg1@psu.edu). The VPCC review will be based on:

-Content Clarity

-Rational & Campus Mission

-Curricular Alignment & Course Duplication Issues

-Regional Complementarity

-Fiscal resources required to deliver the Program(in-place & new resources)

-Market Demand & Enrollment Projection

-Faculty Resources (in-place and new resources needed)

-Equipment and Lab resources

-Library resources

7.A. University Faculty Senate- (depends on timing of meeting, usually 1 month, unless new Gen Ed courses are included)

If proposal is for a new program in the University and is approved by the Altoona College Faculty Senate, the Assistant Dean for Policy and Planning will prepare forms for signature by Division Head, Faculty Senate Rep to Curricular Affairs, and Chancellor.

5 copies of proposal and consultation record submitted to University Faculty Senate Curriculum Coordinator. Proposal posted on Curricular Blue Sheets for comment.

If approved by Curricular Affairs, proposal will be sent to Provost’s Office for Administrative review.

7.B. P-3 Transfer

If proposal is to transfer an existing program to Altoona from another college within the University, the Assistant Dean for Policy and Planning will request a letter of support of the Dean of the College which currently houses the program. This will be added to the consultation and approval grid. The Assistant Dean will also prepare a memo of agreement for transfer to be signed by the Chancellor and submitted to Vice President for Commonwealth Campuses, and send 2 copies of proposal and correspondence. Vice President for Commonwealth Campuses submits proposal to Provost’s Office for review.

8. Administrative Review

The Vice Provost for Undergraduate Education and International Programs processes undergraduate academic program proposals and administrative authorizations. The University Provost reviews academic program proposals and administratively authorizes their implementation. This step includes:

consideration of the proposal supporting materials, including identification of proposed offering sites;
confirmation of consultations with affected academic program areas and academic support units--library, academic computing, instructional facilities;
costing by the Office of Budget and Resource Analysis (for new majors/options/minors);
approval by the Executive Vice President and Provost; and
review by the Board of Trustees.

Note: Administratively authorized new programs or changes in names of programs are to be implemented only after review by the Board of Trustees.

Revised June 2009

Appendix A: Costing Forms

Penn State Altoona

Program Costing Analysis for New Programs (P-1) and

Transfer of Existing Programs (P-3)

Table 1. Income Analysis
1	Projected # of new students per year (Jr & Sr)
2	Tuition per student per year	$12,000.00
3	Surcharge (if applicable)	$0.00
4	Income per student (add 2 & 3)
5	Total income annually (1 X 4)
6	Multiply by 0.68
7	Net Tuition Income

Table 2. Start-Up Costs
1	Search Costs for new FT Faculty (@$10,000 per faculty position)
2	Special Needs for New FT Faculty (equipment, etc.)
3	Program Equipment
4	Special Facilities Needs
5	Library
6	Start-Up Costs Sub-total

Table 3. On-Going Costs
1	New FT Faculty Salaries (@$52,000 for most fields)
2	Faculty Development (@ $5,000 per new FT faculty)
3	New PT Faculty Salaries (@ $900 per contact hr)
4	New Staff Salaries (salary depends on grade)
5	Additional Staff Wages (or portion of reassigned staff)
6	Library
7	Operational Budget (includes Speakers, Field Trips, & Other Activities)	$10,000-15,000
8	Equipment Replacement (annual costs, includes computers)
9	On-Going Costs Total
10	Annual Income (see Table 1)
11	Balance

Criteria for Program Development

Program Quality

Viability

Feasibility

Impact on the College

Program Development Process

Table 1. Income Analysis

Table 2. Start-Up Costs

Table 3. On-Going Costs