Changing Existing Educational Programs

Diagram of Steps for Changing Existing Educational Programs (view, download, or print pdf document)


For these curricular actions, formal review and action by the UCC is required in all cases.  Once approved by all levels at UMW, the action need not be reported to or approved by the State Council of Higher Education for Virginia (SCHEV).  Proposals requiring full UCC review without subsequent action by SCHEV are:

  • Change an existing major, minor, certificate, concentration, or degree program
  • Add a new major, minor, or concentration within an existing degree program

Because the procedures required for each of these actions vary somewhat, steps for each action are described in detail below. Please note – Any change that impacts another Department must include a written statement (such as a copy of an email) from the Chair(s) agreeing to the change.

IMPORTANT NOTES:

  • Proposers of new majors, new minors, or new concentrations within existing degree programs must complete this online form. This will enable the Library to properly evaluate the resource impact of the proposal and provide the necessary impact documentation for the proposal.
  • Proposals to deliver an already approved degree or certificate program in a majority online format must be approved by SCHEV. Such proposals must proceed through the process for “Educational Program Actions Requiring State Review.”

A.  Change an existing major, minor, concentration, or certificate

The following steps are required to propose changes to existing majors, minors, concentrations, or certificates:

  1. The proposer downloads the “Program_Change_Proposal” cover sheet from the UCC website.  The form is filled out completely, and additional pages/attachments required are added.  The cover sheet and all required additional pages should be combined into one electronic document. Be sure to include the department chair’s “signature” in the appropriate line, either by the form of an electronic signature or by simply typing the Department Chair’s name in the space provided to indicate that the proposal was submitted with the department’s approval.
  1. To ensure clarity and consistency, proposers are asked to follow the guidance regarding suggested file names as provided in Appendix II, Suggested File Names for Curriculum Change Proposals.
  1. The proposal moves through whatever procedures are standard for curricular actions within the department.  When department approval is secured, the proposal moves to the College Curriculum Committee (CCC).  (If the college permits proposals to go directly to the CCC, the departmental review step may be ignored.)  The department chair’s name on the proposal form indicates either department approval of the submission or acknowledgement of the submission in cases where a College allows faculty to submit proposals directly to its CCC.
  1. Prior to submitting the proposal to the CCC, the proposer/department may meet with the College Dean for an initial consultation about the proposed program changes.  This initial consultation step will help to identify and address potential problems and will help promote a smooth proposal review process. The Dean should inform the Provost at this point so that the Provost is aware of the program proposal. Any proposals to offer an already approved degree or certificate program in a majority online format must proceed through the process for “Educational Program Actions Requiring State Review.”
  1. Following CCC approval, the CCC chair sends the electronic copy of the proposal with all attachments to the Dean.  At the same time, the CCC Chair reports the curriculum actions approved to the College Faculty Body.  The Dean has five (5) class days to approve or reject the curriculum proposal.  If the Dean approves, the proposal is returned to the CCC Chair.  Once the College faculty Body has accepted the proposal, the CCC Chair sends the proposal to the UCC.  If the Dean rejects the proposal, it is returned to the CCC Chair with a written explanation of the reasons why the proposal was not accepted.  A complete PDF copy of the cover sheet and approved proposal (in one document) should be sent by the CCC Chair to Dr. John T. Morello, Associate Provost for Academic Affairs (jmorello@umw.edu) for posting on the UCC web site.
  1. If the UCC discovers problems with any program proposal approved by a college, it will identify the problem, return the proposal to the CCC, and request that the problem be addressed before the proposal is reviewed by the UCC.  Once the CCC has addressed the issued raised by the UCC, and with the approval of the College Dean, the proposal is returned to the UCC for action.
  1. Changes to majors, minors, concentrations, or certificates approved by the UCC are reported to the UFC as part of its regular report to that group.   When program changes are accepted by the UFC, the proposal is noted as “Approved” on the UCC curriculum website.  The approved proposal document is filed in the electronic archive at the UCC web site.

B.  Add a new major, minor, concentration, or a new major within an existing degree program*

* This option is to be used in these cases only: for interdisciplinary majors that will be grouped as part of the “Special Majors/General Liberal Arts and Sciences” degree (CIP Code 24.0101) or reported as a BLS degree (CIP Code 24.0199).  All other new major proposals must be reviewed and approved by SCHEV because they result in awarding a new degree.

The following steps are required to propose new majors, minors, concentrations, or certificates:

  1. The proposer downloads the “Program_Change_Proposal” cover sheet from the UCC website.  The form is filled out completely, and additional pages/attachments required are added.  The cover sheet and all required additional pages should be combined into one electronic document. Be sure to include the department chair’s “signature” in the appropriate line, either by the form of an electronic signature or by simply typing the Department Chair’s name in the space provided to indicate that the proposal was submitted with the department’s approval.
  1. To ensure clarity and consistency, proposers are asked to follow the guidance regarding suggested file names as provided in Appendix II, Suggested File Names for Curriculum Change Proposals.
  1. The proposal moves through whatever procedures are standard for curricular actions within the department.  When department approval is secured, the proposal moves to the College Curriculum Committee (CCC).  (If the college permits proposals to go directly to the CCC, the departmental review step may be ignored.)  The department chair’s name on the proposal form indicates either department approval of the submission or acknowledgement of the submission in cases where a College allows faculty to submit proposals directly to its CCC.
  1. Prior to submitting the proposal to the CCC, the proposer/department may meet with the College Dean for an initial consultation about the proposed program changes.  This initial consultation step will help to identify and potential problems and will help promote a smooth proposal review process. The Dean should inform the Provost at this point so that the Provost is aware of the program proposal. Any proposals to offer an already approved degree or certificate program in a majority online format must proceed through the process for “Educational Program Actions Requiring State Review.”
  1. Following CCC approval, the CCC chair sends the electronic copy of the proposal with all attachments to the Dean.  At the same time, the CCC Chair reports the curriculum actions approved to the College Faculty Body.  The Dean has five (5) class days to approve or reject the curriculum proposal.  If the Dean approves, the proposal is returned to the CCC Chair.  Once the College faculty Body has accepted the proposal, the CCC Chair sends the proposal to the UCC.  If the Dean rejects the proposal, it is returned to the CCC Chair with a written explanation of the reasons why the proposal was not accepted.  A complete PDF copy of the cover sheet and approved proposal (in one document) should be sent by the CCC Chair to Dr. John T. Morello, Associate Provost for Academic Affairs (jmorello@umw.edu) for posting on the UCC web site.
  1. If the UCC discovers problems with any new program proposal approved by a college, it will identify the problem, return the proposal to the CCC, and request that the problem be addressed before the proposal is reviewed by the UCC.  Once the CCC has addressed the issued raised by the UCC, and with the approval of the College Dean, the proposal is returned to the UCC for action.
  1. New minors, concentrations, certificates, or majors in existing degree programs (as restricted above) approved by the UCC are reported to the UFC as part of its regular report to that group.  Simultaneously, the UCC chair sends the proposal document with all attachments to the Provost.  The Provost has five (5) class days to approve or reject the proposal.  If the Provost approves, the proposal is returned to the UCC Chair.  If the Provost rejects the proposal, it is returned to the UCC Chair with a written explanation of the reasons why the proposal was not accepted.
  1. When new minors, concentrations, certificates, or majors in existing degree programs (as restricted above) are approved by the Provost and also accepted by the UFC, the proposal is noted as “Approved” on the UCC curriculum website.  The approved proposal document is filed in the electronic archive at the UCC web site.