Curricular Approval Processes Presentation for the Faculty Center 16 November 2017 Dr. Eileen Morgan-Zayachek, Associate Provost, Academic Programs

Starting Points: Curriculum Planning Major vs. Program College Catalog “Program” > “Major” Degree Program = Degree Requirements (Major, Gen Ed & Other Reqs for Degree: min. 120 s.h.; 48 s.h. upper-div.; 60 s.h. for BS/ 90 s.h. for BA; min. 2.0 gpa cum & in major; min. 45 s.h. in residence, incl. 30 of last 60 ) The “Catalog” = Definitive Source of Degree Requirements Published Annually Binding for Students According to Matriculation Date (Academic Year) Deadline for Catalog Changes for Next Year: Last Day of Spring Finals

Campus Vs. Off-Campus Approvals Local Changes (Campus Approval Only): Course Changes* New Courses* Special Topics courses Minors (adding, changing, discontinuing) *To add or subtract Gen Ed attributes to new or existing courses, we must apply to SUNY too. Special Topics courses cannot carry Gen Ed attributes (not permanent courses). Changes Requiring SUNY & State Education Dept. (SED) approval New Programs Revisions to Existing Programs (under certain conditions—see “triggers” on slides 6 & 7):

Understanding Program Registration NY State Requires Registration of All Degree & Certificate Programs (Undergrad & Grad) Attestation Model: SUNY Reviews/Approves Our Curricular Proposals, Sends to State Ed Dept. for “Expedited” Final Approval We Use SUNY Forms to Propose New Programs; Change Existing Programs; De-activate, Discontinue Programs, etc. Under Certain Conditions (see slides 6 & 7), Changes to Existing Programs Compel Re-registration of Program with State Campuses Cannot Advertise, or Advise Students About, Proposed New Programs—or Changes to Existing Programs—Until Given Final Approval from SED

Program Registration (cont’d.) Upon Granting Final Approval for a Program Registration or Re- registration, SED Updates the State Inventory of Registered Programs Our Campus Has Two SUNY Program Reviewers Educator Prep Programs and Licensure Programs Have Special Rules Associate Provost, Academic Programs = Campus Contact for SUNY We Shouldn’Contact State Ed Directly….SUNY is Our Liaison

Resource from SUNY: Outlines All Off-Campus Change Processes http://system.suny.edu/media/suny/content- assets/documents/academic-affairs/SUNY- Guide-to-Academic-Program-Planning-2017-05- 24.pdf

(listed on SUNY form 3A: Program Revision Proposal) Program Changes (“Triggers”) Requiring SUNY Approval and SED Re-registration Program Changes (“Triggers”) Requiring SUNY Approval and SED Re-registration (listed on SUNY form 3A: Program Revision Proposal) Cumulative (Incremental) Changes from Last SED Registration (1/3 of entire degree program, including Gen Ed reqs, or 40 s.h. of content change) Changes in Program’s Focus or Design (eliminating management courses in business administration program) Adding or Removing One or More Options/Concentrations/Tracks Adding or Removing A Completion Requirement (e.g. internship) Altering the Liberal Arts (LA) Content & Impacting the Degree Classification (90 s.h. of LA for B.A; 60 s.h. for B.S.) Program Title Change

More “Triggers” Compelling SUNY approval & SED re-registration Program Award Change (e.g., switching degree from B.A. to B.S.) Program Delivery/Modality Change (e.g. from residential delivery to online) Format Change Altering Financial Aid Eligibility (e.g. from full-time to part-time, or to an abbreviated or accelerated semester) Change in Total # of Credits Required for Undergrad or Grad Certificate Program Any Change to a Registered Program Leading to Professional Licensure, or the Addition of Licensure Qualification to An Existing Degree Program (except if change does not impact course in required content area)

The Curriculog Project Curriculum (Content) Management System: Online Submission (“Paperless”) Customized for Our Approval Processes Transparent to Entire Campus Integrated with College Catalog (Pulls & Pushes Data) Notifications for End Users with Review or Approval Steps

Training Site: If you Want to Play W/o Consequence Go to https://oneontatraining.curriculog.com AUTHENTICATION CHALLENGE: User Name: oneontatraining Password: oneontatraining#demo Login: your Oneonta email address Password: oneontareddragons Note: Site Available Only Until End of This Year

Reviewing & Approving Proposals Note: You can only make decisions about proposals for which you have a step in the approval process. Step 1 Within the myoneonta portal, click the Curriculog link to the left (or use oneonta.curriculog.com) Step 2 Click “Login” (top right)—you are logged in after clicking the button Step 3 Use My Tasks or All Proposals tab to locate proposal for review\ Step 4 Hover over proposal title & click 2nd icon to right (View Proposal) Step 5 Review Propsal Step 6 Select check mark in upper right (“Decisions” icon in Proposal Toolbox) Step 7 Your decision can be to approve, reject (sends back to originator), hold (allows originator to edit on that step), suspend (no editing allowed). Approvals move the proposal to the next step.

Proposing A New Course Step 1 Within the myoneonta portal, click the Curriculog link to the left (or use oneonta.curriculog.com) Step 2 Click “Login” (top right)—you are logged in after clicking the button Step 3 Click plus sign New Proposal (top left) Step 4 Select New Course UG or Grad (hover over the form name so it’s highlighted) Step 5 Click check mark to Start Proposal (to the right of the form name) Step 6 Click “i” to turn help text on (top right) Step 7 Complete the required fields (*) & click “Save All Changes” Step 8 Click forward arrow (fast-forward button) to launch the proposal Step 9 YOU ARE NOT YET DONE: Click the check mark in the upper right & then approve/verify the proposal before it moves to the next step in the approval process

Proposing Changes to An Existing Course Step 1 Within the myoneonta portal, click the Curriculog link to the left (or use oneonta.curriculog.com) Step 2 Click “Login” (top right)—you are logged in after clicking the button Step 3 Click plus sign New Proposal (top left) Step 4 Select Course Change UG or Grad (hover over the form name so it’s highlighted) Step 5 Click check mark to Start Proposal (to the right of the form name) Step 6 Click “i” to turn help text on (top right) Step 7 Click down arrow to Import Data from Catalog (top left) Step 8 Click check mark to Select Catalog (choose ‘18-’19 working catalog) Step 9 Select Filter from Drop Down Menu (middle): Choose Prefix Step 10 Type in Prefix (e.g. MATH) and Course Number (e.g. 104) Step 11 Click “Search Available Curriculum” Step 12 View “Search Results” and Click on the Desired Course

Proposing Changes to An Existing Course (cont’d) Step 13 Review Data (Import all fields even if changes are to be made) Step 14 Click “Import This Item” Step 15 Fill In All Required Fields (*) but do not change the imported data at this point (Important!). (The Help Text will help you know how to complete the fields so make sure it is on.) Step 16 Click forward arrow (fast-forward button) to launch proposal (upper left) Step 17 Make desired changes Step 18 Click “Save All Changes” button Step 19 YOU ARE NOT YET DONE: Click the check mark in the upper right & then approve proposal before it moves to the next step in the approval process

Revising An Existing Degree Program Step 1 Within the myoneonta portal, click the Curriculog link to the left (or use oneonta.curriculog.com) Step 2 Click “Login” (top right)—you are logged in after clicking the button Step 3 Click plus sign New Proposal (top left) Step 4 Select Program Revising Existing Program UG or Grad (hover over the form name so it’s highlighted) Step 5 Click check mark to Start Proposal (to the right of the form name) Step 6 Click “i” to turn help text on (top right) Step 7 Select Type of Program (Use “Shared Core” if program has had both BA & BS recently, or if it has concentrations/tracks/options) Step 8 Click down arrow to Import Data (top left) & then select Catalog (‘17-’18) Step 9 Click “Search Available Curriculum” & Scroll to Find Program Step 10 Select Program & Click “Import This Item”

Revising An Existing Degree Program (cont’d.) Step 11 Fill in All Required (*) Fields Step 12 Launch Proposal Before Making Revisions (or Changes Won’t Track) Step 13 Import Courses from Catalog, or Add New Courses (if desired) Step 14 After Desired Revisions, Select “Save All Changes” Step 15 Select forward arrow to “Validate & Launch” proposal Step 16 Click the check mark (upper right) to approve and send the proposal to the next step