Curriculum and Administrative Unit Changes
To facilitate the approval of changes to curricula or administrative units, select a topic from the menu for guidance on the appropriate process. Prior to initiating program changes or new program planning, faculty, administrators, and staff are encouraged to contact the Director of Academic Reports and Curriculum in the Provost's Office at (915) 747-7163 to discuss the requirements and approval process.
Administrative Changes
Administrative changes involve the creation of or changes to an academic administrative unit at the university and include the creation of new administrative units--colleges, schools, divisions, departments--as well as changes to existing administrative units, such as a name change, consolidation of existing units, or movement of a program into another unit.
Step 1: Complete the following form and memo:
- Complete the Notification Form for Administrative Changes.
- Compose a cover memo outlining the rationale for the change.
Step 2: Submit for internal approval.
- College Dean to contact Provost about proposed changes.
- Forward cover email and Notification Form for Administrative Changes to Curriculum Director.
Step 3: External approval by THECB.
- Upon Provost’s approval, the Curriculum Director will forward the proposal to the THECB for approval.
Off-Site Course Offerings
Step 1: Request to offer existing courses off-site:
This request does not require institution-wide curriculum approval.
- Complete off-site course offering form.
- Route memo to Department Chair and College Dean for appropriate signature.
- Forward signed memo to Curriculum Director for review.
Step 2: Submit for internal approval.
Only internal approval (program/college/provost) is required.
- Obtain program and college approval.
- Submit to Curriculum Director.
- Curriculum Director will submit to Provost for review.
- 60 days prior to proposed start date, Curriculum Director must notify all institutions of higher education within a 50-mile radius of UTEP’s proposal to offer the off-site course(s). Institutions have 30 day to respond with concerns or objections. Notification will be sent after internal approval is received for off-site offering.
Curriculum Change Procedures
Please complete the following:
- Brief Undergraduate Memo or Graduate Memo, outlining the rationale for the course addition.
- Approval page to accompany your proposal through the review process.
- Provide the changes to the Catalog copy currently in the Catalog by copying and pasting the information onto a Word document and using the track changes tool to indicate proposed changes. Please do not use the strikethrough or highlighting tools available in Word. See Example.
The process below is for changes to a program CIP *This change requires THECB approval
Please complete the following:
- Brief Undergraduate Memo or Graduate Memo, outlining the rationale for the course change(s).
- Approval page to accompany your proposal through the review process.
- CIP Change form.
The process below is for changes to a program’s degree title *This change requires THECB approval
Please complete the following:
Please complete the following:
- Brief Undergraduate Memo or Graduate Memo, outlining the rationale for the change.
- Approval page to accompany your proposal through the review process.
- Changes to the certificate degree plan currently in the Catalog by copying and pasting the information onto the Degree Plan Changes From Catalog template and using the Track Changes tool to indicate proposed updates. This form is intentionally blank, but must be used due to formatting issues. See Example.
- If appropriate, provide the changes to the Catalog copy currently in the Catalog by copying and pasting the information onto a Word document, using the Track Changes tool to indicate proposed updates. See Example.
- If you are requesting an increase in the required SCH to 21-36 SCH for undergraduate certificates or 16-29 SCH for graduate certificates, complete the Request Form for a New Certificate Program Certification Form.
- For every new course that is to be developed as part of this change, complete a course add form and provide a sample syllabus.
- For each course that is to be deactivated as part of this change, complete a course deactivation form.
- If changes to an existing course are included in this proposal, complete a course change form.
*Do not include any additional versions of the degree plan other than those listed above.
Please review THECB guidelines for changes to existing programs and complete the following:
- Brief Undergraduate Memo or Graduate Memo, outlining the rationale for the course addition.
- Approval page to accompany your proposal through the review process.
- Changes to the degree plan currently in the Catalog by copying and pasting the information onto the Degree Plan Changes From Catalog template and using the track changes tool to indicate proposed updates. This form is intentionally blank but must be used due to formatting issues. See example.
- Changes to the 4-year sample plan (undergraduate only) currently in the catalog by copying and pasting the information onto a Word document, using the track changes tool to indicate proposed updates. See example.
- Changes to degree flowchart (undergraduate only) either by downloading pdf and indicating changes on the document, or by listing the changes on a separate sheet.
- If appropriate, provide the changes to the Catalog copy currently in the Catalog by copying and pasting the information onto a Word document, using the Track Changes tool to indicate proposed updates. See Example.
- For each new course that is to be developed as part of this change, complete a course add form and provide a sample syllabus.
- For each course that is to be deactivated as part of this change, complete a course deactivation form.
- If changes to an existing course are included in this change please complete a course change form.
*Do not include any additional versions of the degree plan other than those listed above.
Please complete the following:
Fast-track requires a proposal (and relevant memo) to be submitted to both the Graduate Council and UGCC for approval.
- Brief Undergraduate Memo and Graduate Memo, outlining the rationale for the request.
- Approval page to accompany your proposals through the review process.
- Fast-track change request form.
The process below is for changes to the SCH required for a program. *This change requires THECB approval
Please complete the following:
Below are the (undergraduate) proposals that do not require full curriculum approval (i.e. approval by the Graduate Council or UGCC/Faculty Senate.
Printer Friendly
Administrative Approval: Email administrative approval requests to curriculum@utep.edu. Please include an effective term for all changes.
| Administrative Approval | ||
| Change | Example | Comment |
| Change in course prefix | SPLP 3XXX to SLP 3XXX |
Only if no changes are to be made to the existing course. Provide a list of current courses that require the new prefix |
| New course # | ESCI 1201 to ESCI 2201 | The same level only. Change in level requires curriculum approval |
| Schedule type change |
Add Independent Study Lecture to Lecture/Lab |
|
| Addition of keywords | Requesting keywords for all course descriptions to improve course searches | |
| Clear up catalog rules | TOEFL scores change at the state level, requiring us to change | Remove and/or replace rules in the Catalog if they supersede existing institutional rules and replace them with links when possible |
Departmental Approval: Email requests to curriculum@utep.edu and include the approval page with the department chair approval. Please include an effective term for all changes.
| Department Approval | ||
| Change | Example | Comment |
| Deactivate course | Course no longer offered | Replaced in degree plan by different course |
| Reactivate course | New faculty hired | Program able to provide course again |
| Contact hours change | Practicum courses increase/decrease | Change in accreditation requirements |
| Removal of departmental approval | Approved courses added to list in degree plan | Reduces workload for advisers |
| Non-curricular related changes to catalog language w/o degree plan changes | Description of program, marketable skills | No effect on degree plan |
| Grade mode change | Standard to pass/fail | |
College Approval: Email requests to curriculum@utep.edu and include the approval page with the College Curriculum Chair and Dean approvals. Please include an effective term for all changes.
| College Approval | ||
| Change | Example | Comment |
| Fast track – add or remove courses (if departmental courses only) | Requires curriculum approval if courses are outside of the department | |
| Reorganize credit distribution | 4 lecture w/ 0 lab to 3 lecture with 1 lab | |
| Block Electives – add or remove courses | College of Liberal Arts only | |
| Restriction/prerequisite change |
Add or remove majors Level restriction change – SR to JR and SR Remove prerequisite |
If change does not negatively impact programs outside of the requesting college Prerequisite removal only if the prerequisite is from the same college as the course |
Below are the (graduate) proposals that do not require full curriculum approval (i.e. approval by Graduate Council or UGCC/Faculty Senate.
Printer Friendly
Administrative Approval: Email administrative approval requests to curriculum@utep.edu. Please include an effective term for all changes.
| Administrative Approval | ||
| Change | Example | Comment |
| Change in course prefix | SPLP 3XXX to SLP 3XXX |
Only if no changes are to be made to the existing course. Provide list of current courses that require the new prefix |
| New course # | ESCI 1201 to ESCI 2201 | Same level only. Change in level requires curriculum approval (e.g., 5000 to 6000) |
| Schedule type change |
Add Independent Study Lecture to Lecture/Lab |
|
| Addition of keywords | Requesting keywords for all course descriptions to improve course searches | |
| Clear up catalog rules | TOEFL scores change at state level, requiring us to change | Remove and/or replace rules in catalog if they supersede existing institutional rules and replace with links when possible |
Departmental Approval: Email requests to curriculum@utep.edu and include approval page with department chair approval. Please include effective term for all changes.
| Department Approval | ||
| Change | Example | Comment |
| Deactivate course | Course no longer offered | Replaced in degree plan by different course |
| Reactivate course | New faculty hired | Program able to provide course again |
| Contact hours change | Practicum courses increase/decrease | Change in accreditation requirements |
| Removal of departmental approval | Approved courses added to list in degree plan | Reduces workload for advisers |
| Non-curricular related changes to catalog language w/o degree plan changes | Description of program, marketable skills | No effect on degree plan |
| Grade mode change | Standard to pass/fail | |
College Approval: Email requests to curriculum@utep.edu and include approval page with College Curriculum Chair and Dean approvals. Please include effective term for all changes.
| College Approval | ||
| Change | Example | Comment |
| Fast track – add or remove courses (if departmental courses only) | Requires curriculum approval if courses are outside of department | |
| Reorganize credit distribution | 4 lecture w/ 0 lab to 3 lecture with 1 lab | |
| Add to elective list | Degree plan includes section where students select from a list of electives | |
| Remove inactive courses if degree plan not affected |
Inactive course is in section where there are still enough options to fulfill the section requirement |
Will not remove required courses |
| Restriction/prerequisite change |
Add or remove majors Level restriction change – SR to JR and SR Remove prerequisite |
If change does not negatively impact programs outside of the requesting college Prerequisite removal only if prerequisite is from the same college as the course |
Please complete the following:
- Brief Undergraduate Memo or Graduate Memo, outlining the rationale for the course addition.
- Approval page to accompany your proposal through the review process.
- Course add form.
- Provide a sample syllabus.
- If this course is to be added to an existing degree plan:
- Provide the changes to the degree plan currently in the Catalog, by copying and pasting the information onto a Word document, using the track changes tool to indicate proposed changes. See Example.
- Provide changes to the 4-year sample plan currently in the Catalog, by copying and pasting the information onto a Word document using the Track Changes tool to indicate the proposed changes. See Example.
- Provide changes to the degree flowchart by either by downloading pdf and indicate changes on the document, or list the changes on a separate sheet.
Please complete the following:
- Brief Undergraduate Memo or Graduate Memo, outlining the rationale for the course change(s).
- Approval page to accompany your proposal through the review process.
- Course change form.
Please complete the following:
- Brief Undergraduate Memo or Graduate Memo, outlining the rationale for the course deactivation.
- Approval page to accompany your proposal through the review process.
- Course deactivation form.
- If this course is to be removed from an existing degree plan:
- Provide the changes to the degree plan currently in the Catalog by copying and pasting the information onto a Word document and use the track changes tool to indicate proposed updates. See Example.
- Provide the changes to the 4-year sample plan currently in the Catalog by copying and pasting the information onto a Word document and using the Track Changes tool to indicate proposed updates.
- Provide changes to the degree flowchart by either by downloading pdf and indicate changes on the document, or list the changes on a separate sheet.
- Please note that other departments affected by this change should be consulted. A memo with the department's endorsement is required.
Please see ‘Building a New Bachelor's Program – Step by Step Procedures’ tab under Curriculum Changes
Please complete the following:
- Brief Undergraduate Memo or Graduate Memo, outlining the rationale for the new certificate.
- Approval page to accompany your proposal through the review process.
- Request for a new certificate.
- Certification form for new certificate programs.
- Catalog copy.
- Budget Spreadsheet
- Complete a course add form and provide a sample syllabus for each new course to be developed for this certificate.
Please complete the following:
- Brief Undergraduate Memo or Graduate Memo, outlining the rationale for the new concentration or track.
- Approval page to accompany your proposal through the review process.
- Request for a new concentration or track.
- Budget Spreadsheet
- Complete a course add form and provide a sample syllabus for each new course to be developed for this concentration or track.
Please see ‘Building a New Graduate Program – Step by Step Procedures’ tab under Curriculum Changes
Please complete the following:
Fast-track requires a proposal (and relevant memo) to be submitted to both the Graduate Council and UGCC for approval.
- Brief Undergraduate Memo and Graduate Memo, outlining the rationale for the request.
- Approval page to accompany your proposals through the review process.
- Fast-track request form.
Please see ‘Building a New Graduate Program – Step by Step Procedures’ tab under Curriculum Changes
Please complete the following:
- Brief Undergraduate Memo or Graduate Memo, outlining the rationale for the new minor.
- Approval page to accompany your proposal through the review process.
- Request for a new minor.
- Catalog copy
- Complete a course add form and provide a sample syllabus for each new course to be developed for this minor.
If you wish to reinstate a deactivated course:
- Email the Curriculum Director requesting reinstatement; copy the program director and department chair.
- Include the effective term.
- Notification will be sent once course is reactivated.
Please complete the following:
- Brief memo, outlining the rationale for the change.
- Approval page to accompany your proposal through the review process.
- Review the following guidelines for changes to the University Core Curriculum.
- Review the Foundational Component Areas.
- Complete UTEP Core Curriculum Course Addition Form.
- If the course to be added is a new course, complete a course add form and provide a sample syllabus.
|
|
Curriculum Approval |
Program Approval |
College Approval |
UGCC/FS/GC Approval |
UTS Approval |
THECB Approval |
DOE notification |
|
Bachelor’s Program-New |
Y |
Y |
Y |
Y |
Y |
Y |
N |
|
Catalog Language Updates |
Y |
Y |
N |
N |
N |
N |
N |
|
Certificate-New |
Y |
Y |
Y |
Y |
Y* |
Y* |
Y* |
|
Changes to Existing Degree Plan |
Y |
Y |
Y |
Y |
N |
N |
N |
|
CIP Change |
N |
Y |
Y |
N |
N |
Y |
N |
|
Concentration/Track-New |
Y |
Y |
Y |
Y |
N |
N |
N |
|
Course Addition |
Y |
Y |
Y |
Y |
N |
N |
N |
|
Course Change |
Y |
Y |
Y |
Y |
N |
N |
N |
|
Course Deactivation |
Y |
Y |
N |
N |
N |
N |
N |
|
Course Reactivation |
N |
Y |
N |
N |
N |
N |
N |
|
Degree Designation Change |
N |
Y |
Y |
N |
N |
Y |
N |
|
Degree Title/ Name Change |
Y |
Y |
Y |
Y |
N |
Y |
Y |
|
Department Name Change |
N |
Y |
Y |
N |
N |
Y |
N |
|
Doctoral/Prof Program-New |
Y |
Y |
Y |
Y |
Y |
Y |
N |
|
FT Updates |
Y |
Y |
Y |
N |
N |
N |
N |
|
FT-New |
Y |
Y |
Y |
Y |
N |
N |
N |
|
Master’s Program-New |
Y |
Y |
Y |
Y |
Y |
Y |
N |
|
Minor-New |
Y |
Y |
Y |
Y |
N |
N |
N |
|
Mode of Delivery Change |
N |
Y |
Y |
N |
N |
N |
N |
|
Move Program to Different Department |
N |
Y |
Y |
N |
N |
Y |
N |
|
Preliminary Authority |
N |
Y |
N |
N |
Y |
Y |
N |
|
Program Closure |
N |
Y |
Y |
N |
Y |
Y |
Y |
|
SCH Change |
N |
Y |
Y |
N |
N |
Y |
N |
|
University Core Curriculum |
Y |
Y |
Y |
Y |
N |
Y |
N |
* UTS and THECB approval only for UG Certs over 21 SCH and Grad Certs over 15 SCH
Out-of-State, Out-of-Country Course Request
Opportunities for out-of-state or abroad study should originate within the faculty of a department.
Step 1: Review standards for new Out of State and Out of Country courses.
Step 2: Complete an Out-of-State, Out-of-Country form, as is required by the Texas Higher Education Coordinating Board (THECB).
Step 3: Submit for review.
- Forward the form and a brief memo that includes a rationale for the course to the department chairperson.
- Department chairperson to inform the dean and ensure that any financial implications are addressed.
- Once all arrangements have been secured, through the department and Dean's Office, forward a copy of the memo and the THECB form to the Curriculum Director.
- Curriculum Director will submit to the THECB (this is a required notification).
Curriculum Approval Process and FAQs
Curriculum Proposal Submission Deadlines
| Graduate Council | ||
|---|---|---|
| College Submission to Provost's Office | GC Meeting* | |
| 08/23/2023 | 09/06/2023 | |
| 09/20/2023 | 10/04/2023 | |
| 10/18/2023 | 11/01/2021 | |
| 11/22/2023 | 12/06/2023 | |
| 01/24/2024 | 02/07/2024 | |
| 02/24/2024 | 03/06/2024 | |
| 03/20/2024 | 04/03/2024 | |
| 04/17/2024 | 05/01/2024 | |
| Undergraduate Curriculum Committee | ||
| College Submission to Provost's Office | UGCC Meeting* | |
| 09/18/2023 | 10/02/2023 | |
| 10/23/2023 | 11/06/2023 | |
| 11/13/2023 | 11/27/2023 | |
| 01/22/2024 | 02/05/2024 | |
| 02/12/2024 | 02/26/2024 | |
| 03/18/2024 | 04/01/2024 | |
| 04/15/2024 | 04/29/2024 | |
| *Meeting dates are subject to change | ||
This section is pending updates from THECB. Please contact Julie Rivera, Director of Academic Reports and Curriculum, for guidance.
This section is pending updates from THECB. Please contact Julie Rivera, Director of Academic Reports and Curriculum, for guidance.
