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Undergraduate Program and Course Development 

OnBase Curriculum Workflow User Guide

Curriculum Process

Catalog Deadlines

Approved courses and program proposals will appear as appropriate in the University Catalog.

Catalog Deadline for final processing for next Academic Year:

  • Existing program changes - April 1 

  • Existing course changes - 3 weeks prior to the Fall wish list

  • New programs - April 1

  • New courses can be created after wish list opens

Proposals that have not secured final approval will be held on the agenda of the Curriculum Committee. 

Undergraduate Approval Process Steps

  1. Initiator submits proposal via OnBase curriculum workflow

  2. Department Chair reviews and approves 

  3. Office of the Dean reviews/preps for College Curriculum Committee

  4. College Curriculum Committee reviews and approves

  5. Dean of College reviews and approves

  6. Proposal is received by the Undergraduate Studies Office and is reviewed/prepped for University Undergraduate Curriculum Committee

  7. University Undergraduate Curriculum Committee reviews and approves 

  8. Proposal is finalized by the Undergraduate Studies Office (this final step must be completed by April 1 and 3 weeks prior to fall semester wish list for existing courses)

Additional System-Level Approval Steps

  • course designation requests require additional step in committee review

  • new degrees, option elevations, title changes and degree designation changes require review by the Academic Senate

Program Approval Requirements

Chancellor’s Office Approves Notify Chancellor’s Office Notification via Degrees Database Only Campus Approval Process Only
New Program Proposals, including projections Before adding new concentrations, options, or emphases, specific information is sent to the Chancellor’s Office, including exact titles, course list, CSU Degree program codes Changes in unit requirements for degrees (as long as a bachelor’s does not exceed Title 5 maximum) Certificates
  • Add
  • Discontinue
  • Change
 Pilot Conversion to Regular Program Proposals Pilot Proposal- notification is sent prior to implementation. Degree Program Admission Suspension and/or Reinstatement

Credentials

  • Add
  • Discontinue
  • Change
Proposal to elevate options and concentrations to full degree major programs 4 + 1 Degrees: Two programs such as a Bachelor’s + Master’s degree may be linked in an accelerated “blended” route to a graduate degree.

E-mail notification + update to Degrees Database

Reasonable (minor) modification of Campus- Specific Degree Title or Concentration Title.

Minors

  • Add
  • Discontinue
  • Change
Proposal to convert special sessions programs to state support Degree Program Discontinuance: Campuses with approved discontinuation policies may discontinue programs without prior Chancellor’s approval.
Notification + update to Degrees Database.
Degree Program change to Obsolete status: used when there are no more students in a discontinued program. Department Name Changes
Proposal to add a self- support counterpart of a previously approved state-support degree program Concurrent Degrees: contact the CO for issuance of a unique CSU degree code for concurrent degrees.    
Proposal to change a degree title or suggest a new CSU degree reporting code      
Proposal to change a CSU degree designation (e.g., BA to BS, MA to MS)      

WASC substantivechange

  • Degree Authority
  • Off-campus > 25 miles
  • ≥ 50% online
     

Course Development

New Course Proposal and T-Course Conversion

To begin the process, complete a Course Proposal request form via OnBase. 

The following attachments will be required

Note: a program change request must also be submitted in order for a new course to be reflected in program/graduation requirements.

Course Revision Request

To begin the process, complete a Course Proposal request form via OnBase and select the requested revisions on the form. This form is also used to deactivate/reactivate a course.

The following attachments will be required

  • Course Revision Request Justification 
  • Course syllabus that follows the syllabus template, is accessible, contains all elements required in APM 241 and adheres to APM 232 (an old syllabus will also be required for unit value changes)
  • Current catalog description with strikethrough of the old language and underlining of new language
  • Memo of support if the proposal affects another department

Note: a program change request must also be submitted if the course revision request affects program/graduation requirements.

Course Designation Requests

New Program Development 

New Degree Programs

Departments/Schools and college must first meet with the Dean of Undergraduate Studies to discuss the proposed program.

Steps to establish a new degree program

  1. Departments, Schools, or Colleges that desire to institute a new degree program must first meet with the Dean of Undergraduate Studies.
  2. After confirmation from the Dean of Undergraduate Studies, the Department (School or College) will complete the Projected Degree Proposal form to be included on the Academic Master Plan (AMP) for the university. 
  3. The completed Projected Degree Proposal is submitted to the Office of the Dean of Undergraduate Studies in the academic year before starting the formal proposal (due date will be provided).
  4. The AMP is submitted in early January to the Chancellor's Office for approval by the CSU Board of Trustees. Approval does not authorize the new program, but gives the “go-ahead” to pursue the development of a formal proposal.
  5. To begin the formal process, the department (school or college) will complete and submit a program proposal via OnBase.

The following attachments will be required

 Additional Requirements:

  • The approval ("go-ahead") date will be required on the OnBase form
  • SOAPs will need to be inserted in the proposal.  Program Assessment Template and Curriculum Matrix Template should be used with the proposal
  • The proposal will undergo a full system-level review

For additional information or assistance, please contact the Office of the Dean of Undergraduate Studies

Fast-Track & Pilot Program Processes

Prior to submitting a Fast-Track or Pilot Program Proposal, the department and college must first meet with the Dean of Undergraduate Studies

Fast-Track Process

The fast-track process shortens the implementation by allowing proposals to be submitted at the same time that the degree projection is proposed to the Trustees.  Fast-track proposals still undergo a non-expedited system-level review process.

Two approval cycles per year are available, the first Monday in January-for July approval or the second Monday in June-for December approval.  Proposals are due to the Chancellor's Office by the end of December or early June. A program is automatically approved if no questions are raised by a specific date. September (January) or February (June)

To begin the process, complete and submit a program proposal via OnBase.

The following attachments will be required

 

Pilot Program

A pilot program can be implemented without being placed on the campus AMP and is authorized to operate up to for five years. The proposal requires Chancellor's Office review prior to implementation and is identified as a pilot program in the next annual update of the campus AMP. The campus may have up to 2 pilot programs operating at once.  

To begin the process follow steps to submit a program proposal via OnBase.

The following attachments will be required

 

Pilot Program Conversion

Conversion to regular program status requires the campus submit a pilot-conversion proposal to the Chancellor’s Office.

To begin the process follow steps to submit a program proposal via OnBase.

The following attachments will be required:

For self-support programs, please provide a complete budget indicating all revenue sources and anticipated expenditures as well as the per-unit cost to students, the total cost to complete the program, and a cost recovery budget.  See the Self-Support Sample Budget Template.

Campuses electing not to convert to regular status are expected to submit a letter of discontinuation, specifying program teach-out provisions.

New Options and Emphases

While the CSU does not have system wide definitions of options, concentrations, emphases in practice, these are considered “subprograms” that are minimal requirements relative to the major core.  Degree programs shall maintain consistent requirements that reflect the approved title and learning outcomes.  A new option or emphasis requires Chancellor's Office review prior to implementation. 

To begin the process for a new option or emphasis submit a program proposal via OnBase.

The following attachments will be required

  • Completed Proposal Template for adding a new option or emphasis
  • Memo of Support if the proposal affects another department on campus

 Reminders:

  • The option or emphasis must not be more than 49% of the programs unit requirements per EO 1071.
  • Both a 2-Year and 4-Year roadmap are required as part of the proposal
  • An option is included in the degree name where an emphasis is a set of courses to follow in a specific area, but is not included in the degree name

For additional information or assistance, please contact the Office of the Dean of Undergraduate Studies 

Minor / Pre-Major / Certificate

The information required for review and approval of a proposed minor, pre-major, certificate, or credential is less detailed than for a full degree major program. Campuses are not required to submit notification to the Office of the Chancellor for new minors or certificates.

To begin the process, submit a program proposal via OnBase.

The following attachments will be required

Reminders:

  • Minor consists of a minimum of 12 units, at least 6 of which much be upper-division residence units completed with a GPA of 2.0
  • Certificate of Special Study consists of a minimum of 12 upper-division units.
  • Pre-Major unit requirements must be included in the total major requirement unit count
For additional information or assistance, please contact the Office of the Dean of Undergraduate Studies 

Adding Self-Support Counterpart

Adding a Self-Support Counterpart of a Previously Approved State-Support Degree Program must follow the specification EO 1099 self-support criteria.

To begin the process, submit a New Program proposal via OnBase. The proposal would also be reviewed by Continuing and Global Education prior to submission to the Chancellor's Office.

The following attachments will be required

For additional information or assistance, please contact the Continuing and Global Education Office. 

Existing Program Modifications 

Program Revision Request

This form should be used for program adjustments to undergraduate degree, minor, certificate and credential programs due to course changes, revision of electives, changes in additional requirements, rearrangement of required courses, changes in unit requirements, etc.

To begin the process, submit a Program Revision request form via OnBase and select the requested revision on the form. 

The following attachments will be required

  • Completed Program Revision Request Justification
  • Current catalog edit that underscores new language and strikes through old language and include a clean copy of the new catalog description.
  • Memo of support if the proposal affects another department

Note: Substantial changes in an existing program may require Chancellor’s Office review. Depending upon the magnitude of the change, it may be treated as a new program. 

For additional information or assistance please contact the Office of the Dean of Undergraduate Studies 

Elevating Options and Concentrations to a Full Degree 

Departments should first meet with the Dean of Undergraduate Studies to discuss the proposed elevation.

To begin the process, complete and submit a New Program proposal via OnBase.

The following attachments will be required

Additional Requirements:

  • SOAPs will need to be inserted in the proposal.  Program Assessment Template and Curriculum Matrix Template should be used with the proposal
  • The proposal will undergo a full system-level review
  • Elevation of an option, concentration, or emphasis to a full degree program requires Chancellor's Office review and approval

For additional information or assistance, please contact the Office of the Dean of Undergraduate Studies 

Degree Designation or Title Change

Full system-level review and Chancellor Office Approval is required for  Degree Designation or Title Change.

In additional to following the program proposal process the below information will be required

For additional information or assistance please contact the Office of the Dean of Undergraduate Studies 

Program Discontinuance

APM 214 Standards and Procedures for Reviewing an Undergraduate Program for Discontinuance

Formal request is submitted through a program proposal via OnBase.

The following attachment will be required

For additional information or assistance, please contact the Office of the Dean of Undergraduate Studies 

Appendix

University Budget Committee Budget Analysis Guidelines

It is the charge of the University Budget Committee to provide an analysis of budgetary impact to the Academic Senate of those proposals submitted for Senate for approval.  Subsequent to implementing the present decentralized budget allocation model, the University Budget Committee now expects the initiating department/program to provide a reasoned estimate of those changes that will result from implementation of their proposal.  The estimate is to be provided in the form of quantitative and narrative descriptions, so as to permit University Budget Committee analysis.  The University Budget Committee also requires evidence that the proposal has received fiscal review at the College/School level.  The University Budget Committee therefore requests that departments/programs use the following guidelines in providing the information required.

1. Projected changes in enrollment (FTES)

     a. What is the recent enrollment history of the program and what effect will the proposed changes have on enrollment?

     b. If FTES is expected to increase, what proportion represents new FTES and what proportion represents shifts from existing programs?

     c. How did you estimate your expected changes in enrollment?

2. Projected changes in existing curriculum

     a. Will there be changes in the cost of delivering the curriculum?  What will those costs be and what is their basis?

     b. For new courses, what is the estimated class size, frequency, and level/classification (“S” or “C” classification) of course delivery?  Please specify.

     c. For courses currently being offered, will there be changes in class size, frequency, level or classification of course delivery?  Please specify.

     d. Will courses be dropped from the existing curriculum?  Please list specific courses.

3. Projected changes in faculty

     a. Will there be a shift in faculty assignments?  If so, what will be the difference between current and proposed assignments?

     b. Will there be shifts in faculty numbers or distribution (T/TT vs FT/PT)?  If so, what will they be?

     c. Will new positions be added/required and what resources will be used to acquire them?

4. Projected changes in budget

     a. What is your current operating budget?

     b. What are your current positions (T, TT, FT, PT, staff)?

     c. Do you anticipate outside revenue to support your program (state funds, grants/contracts, endowments, etc.)?

     d. Will budget requirements change and what will those changes be (e.g. in operating budget, facilities, equipment, technical support, staff, etc.)?  Please specify.

     e. Will there be any increase in administrative roles/responsibilities that require buy-back or release time?

     f. How will the expected changes in budget requirements be met?

     g. Has the budgetary impact of the proposal been reviewed by the College/School Budget Committee and Office of the Dean?

5. Effect on Support Services and programs in other Colleges/Schools

     a. Are support services (e.g. Library, AIC) required for program implementation and function?

     b. Are programs in other Colleges/Schools directly affected by the proposal and in what way?

     c. Who are the representatives in the affected service areas and/or Schools/Colleges that have been contacted?

Course Fees

Information coming soon!

Questions or assistance please contact the Undergraduate Studies Office.