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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

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:

Step 2: Submit for internal approval.

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

Off-Site Course Offerings

Step 1: Request to offer existing courses off-site:
This request does not require institution-wide curriculum approval.

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

Catalog Changes

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.

View Submission Procedures

Change to CIP (Classification of Instructional Program)

The process below is for changes to a program CIP *This change requires THECB approval

Please complete the following:

View Submission Procedures

Change to Degree Title

The process below is for changes to a program’s degree title *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.
  • Degree Title Change form.

View Submission Procedures

Change to an Existing Certificate

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.

View Submission Procedures

Change to an Existing Degree

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-yr 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 indicate changes on the document, or list 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.

View Submission Procedures

Change to an Existing Fast-Track Program

Please complete the following:
Fast-track requires a proposal (and relevant memo) to be submitted to both the Graduate Council and UGCC for approval.

View Submission Procedures

Change to Graduate Admission Requirements

Please complete the following:

  • Brief memo, outlining the rationale for the change.
  • Approval page to accompany your proposal through the review process.
  • Form for Proposed Changes to Graduate Admission Criteria.
  • Include data supporting the proposed changes(s).

View Submission Procedures

Change to SCH (Semester Credit Hour)

The process below is for changes to the SCH required for a program. *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.
  • SCH Change form.

View Submission Procedures

Changes Not Requiring Full Curriculum Approval-Undergraduate

Below are the (undergraduate) proposals that do not require full curriculum approval (i.e. approval by Graduate Council or UGCC/Faculty Senate.
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Administrative Approval: Email administrative approval requests to curriculum@utep.edu. Please include 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
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
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 prerequisite is from the same college as the course

 

Changes Not Requiring Full Curriculum Approval-Graduate

Below are the (graduate) proposals that do not require full curriculum approval (i.e. approval by Graduate Council or UGCC/Faculty Senate.
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Administrative Approval: Email administrative approval requests to curriculum@utep.edu. Please include 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

 

Course Addition

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.

    View Submission Procedures

Course Change

Please complete the following:

View Submission Procedures

Course Deactivation

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.

View Submission Procedures

New Bachelor's Program

Please see ‘Building a New Bachelor's Program – Step by Step Procedures’ tab under Curriculum Changes

New Certificate Proposal

Please complete the following:

View Submission Procedures

New Concentration or Track Proposal

Please complete the following:

View Submission Procedures

New Doctoral Program

Please see ‘Building a New Graduate Program – Step by Step Procedures’ tab under Curriculum Changes

New Fast-Track Program

Please complete the following:
Fast-track requires a proposal (and relevant memo) to be submitted to both the Graduate Council and UGCC for approval.

View Submission Procedures

New Master's Program

Please see ‘Building a New Graduate Program – Step by Step Procedures’ tab under Curriculum Changes

New Minor Proposal

Please complete the following:

View Submission Procedures

Reinstatement of a Course

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.

University Core Curriculum - Addition

Please complete the following:

View Submission Procedures

 

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).
Plan Accordingly: The last opportunity to have curriculum changes added into next year’s academic catalog requires that proposals be presented by the last UGCC or GC meeting of the calendar year, in order to meet the catalog publishing deadline.

Curriculum Approval Process and FAQs

Curriculum Proposal Submission Deadlines

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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

Building a New Bachelor's Program – Step by Step Procedures

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Steps 1-2: Proposal Preparation

Step 1: Review the following to determine the contents of your proposal.

  • UT System’s Proposing New Programs
    • Determine whether a Request for Planning Authority is required. (Only required if the program is within the College of Engineering and the cost of over 5 years is greater than $2M)
  • THECB Standards for Bachelor’s and Master’s Degree Programs
  • New Bachelor’s and Master’s Degree Program Certification Form
  • New Bachelor’s or Master’s Degree Program Full Request Form
  • Budget Template

Step 2: Inform the Director of Academic Reports and Curriculum of this request prior to the development of the full proposal and the development of the Request for Planning Authority.

  • The Director of Academic Reports and Curriculum will inform the Provost of the request and schedule a required, initial meeting with the following individuals:
    • College Dean
    • College Associate Dean for Curriculum
    • Chair
    • Program Director
    • CAO
    • Vice Provost for Curriculum Effectiveness and Improvement
    • Director of Academic Reports and Curriculum
    • Representatives from all relevant colleges
      • Proposed interdisciplinary programs that span multiple colleges should include representatives from all relevant colleges in this initial meeting.

Steps 3-5: Request for Planning Authority (Only required for programs that are projected to cost more than $2M in the first five years or are within the College of Engineering

Step 3: Work with Director of Academic Reports and Curriculum to prepare the Request for Planning Authority form.

  • Complete Preliminary Authority Request form.
  • Prior to advancing documents for internal review, seek administrative input from the following individuals on preliminary authority request and budget spreadsheet.
    • Department Chair (if applicable)
    • College Dean

Step 4: Submit request for internal review of Planning Authority. (Duration 1 to 3 months*)

  • Submit Request for Planning Authority and budget spreadsheet to Director of Academic Reports and Curriculum.
  • Provost to schedule meeting with college dean to Discuss feedback from Deans' Council and next steps (e.g., request for external review).
  • Provost to consult with Vice President for Business Affairs about costs and whether a review by the University Budget Committee is necessary.
  • President to review.

Step 5: Submit request for external review of Planning Authority. (Duration 3 to 5 months*)

  • UTS Board of Regents’ approval
  • UTS notifies THECB of approval
  • THECB acknowledges receipt

Step 6-9: Creation and Review of Full Proposal

Step 6: Work with Director of Academic Reports and Curriculum to prepare proposal. (Duration program dependent*)

  • Complete Proposal for a New Bachelor’s or Master’s Degree Program Full Request Form.
  • Complete New Bachelor’s and Master’s Degree Program Certification Form.
  • Update and revise the budget spreadsheet developed during the Request for Planning Authority.

Step 7: Meet with Vice Provost for Curriculum Effectiveness and Improvement to discuss SACSCOC prospectus.

Step 8: Submit for internal review of full proposal. (Duration 2 months + 1 month for public notification*)

  • Submit proposal and budget spreadsheet to Director of Academic Reports and Curriculum.
  • Budget Review: University Budget Committee.
    • The Provost will work with the college dean to schedule a review of the budget spreadsheet by the University Budget Committee.
      • Review and approval of the budget must be completed before submission to the President and UT System.
  • Academic Review: This review focuses on the program proposal, but the budget spreadsheet must be advanced along with the program proposal.
  • Prior to college curriculum committee review, submit proposal and spreadsheet to Director of Academic Reports and Curriculum and Vice Provost for Curriculum Effectiveness and Improvement.
    • Submit for college curriculum review.
    • Undergraduate Curriculum Committee (UGCC) review.
      • Approved proposal will be forwarded to Faculty Senate for approval
    • Faculty Senate must approve proposal when presented at the meeting and at the subsequent meeting must approve the minutes containing the proposal approval.
      • Action Report will be generated from Faculty Senate meeting once budget has been approved and forwarded to the Provost and President for signatures
      • Upon receipt of signed Action Report, Provost’s Office will notify Texas public institutions of higher education within a 50 mile radius (EPCC and TTUHSC) of intent to offer the program (this adds 30 days to the process to allow time for comments before the proposal can be advanced to the UT System).

Step 9: Submit for external review and approval.

  • UTS Board of Regents’ approval (Duration 4-5 months*)
  • THECB review (Duration 1-3 months*)
    • Staff review
    • THECB staff make recommendation to the Commissioner
    • If Commissioner approves, recommendation made to the THECB Board
      Curriculum-Approval-Process.png
  • SACSCOC approval: Prospectus must be submitted by January 1 for programs due to start the following fall. Prospectus must be submitted by July 1 for programs due to start the following spring.
Planning Authority Full Proposal
New Program Type Authority Required UTS Admin Staff Approves Planning Authority BoR Approves Planning Authority UTS Admin Staff Approves Full Proposal BoR Approves Full Proposal THECB Staff Approves Full Proposal THECB Approves Full Proposal
Bachelors ≤$2M No n/a n/a Yes No Yes No
Bachelors >$2M Yes Yes No No Yes Yes Yes
Masters ≤$2M No n/a n/a Yes No Yes No
Masters >$2M Yes Yes No No Yes Yes Yes
Engineering Bachelors ≤$2M Yes Yes No Yes No No Yes
Engineering Bachelors >$2M Yes Yes No No Yes No Yes
Engineering Masters ≤$2M Yes Yes No Yes No No Yes
Engineering Masters >$2M Yes Yes No No Yes No Yes
Doctoral & Professional Degrees Yes No Yes No Yes No Yes
*2M over the first five years of the program


UT System and THECB Board Meetings

Due to UTS UTS BoR Meeting THECB Board Meeting
Aug 1 November January
Nov 1 February April
Feb 1 May July
May 1 August October

*Approval timeline is an estimate – Timeline can be affected by multiple factors such as time of year submitted, staff workload, etc.

Building a New Graduate Program – Step by Step Procedures

Building a New Master's Program – Abbreviated Procedure

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The abbreviated procedure is for programs that do not require Planning Authority.

Step 1: Review the following to determine the contents of your proposal.

Step 2: Seek administrative input and guidance from the Dean of the Graduate School prior to the development of the full proposal.

The Dean of the Graduate School will inform the Provost and schedule a required meeting with the following individuals:

  • Graduate School Dean
  • College Dean
  • College Associate Dean for Curriculum
  • Chair
  • Program Director
  • CAO
  • Vice Provost for Curriculum Effectiveness and Improvement
  • Director of Academic Reports and Curriculum.
  • Representatives from all relevant colleges
    • Proposed interdisciplinary programs that span multiple colleges should include representatives from all relevant colleges in this initial meeting.

Submit for academic review. (Duration is program dependent*).

  • Work with the Graduate Dean and Director of Academic Reports and Curriculum to prepare proposal. The following documents are required:
    • New Bachelor’s and Master’s Degree Program Certification Form
    • Proposal for a New Bachelor’s or Master’s Degree Program Full Request Form
    • Additional forms as needed
    • Budget Spreadsheet
      • Budget Spreadsheet (template provided by Graduate Dean)
      • Work with Graduate Dean, Graduate School CAO and College CAO to develop budget spreadsheet (copy Curriculum Director on correspondence)
      • Graduate Dean will submit budget spreadsheet to Business Affairs for review (this review is to verify that the spreadsheet is in the correct form and is ready to submit for the budget review)
  • Seek administrative input on program proposal and budget spreadsheet prior to advancing documents for review by relevant committees
    • Department Chair (if applicable)
    • College Dean
    • Dean of the Graduate School
      Curriculum-Approval-Process.png
  • Prior to college curriculum committee review, submit to Director of Academic Reports and Curriculum, and Vice Provost for Curriculum Effectiveness and Improvement.
  • Submit for college curriculum review
    • After college approval will be forwarded for addition to the Graduate Council agenda.
  • Graduate Council review
    • Action Report will be generated from GC meeting once budget has been approved and forwarded to the Provost and President for signatures.
    • Upon receipt of signed Action Report, Provost’s office will notify Texas public institutions of higher education within a 50 mile radius (EPCC and TTUHSC) of intent to offer the new program. This adds 30 days to the process to allow time for comments before the proposal can be advanced to the UT System.

Submit for internal review. (Duration 2 months + 1 month for public notification).

  • Submit proposal and budget spreadsheet to Director
  • Budget Review: University Budget Committee
  • The Provost will work with the college dean to schedule a review of the budget spreadsheet by the University Budget Committee.
  • Review and approval of the budget must be completed before submission to the President and UT System.

UT System approval (Duration: 4-5 months)
THECB Review (Duration: 1-3 months)

  • Staff Review
  • THECB staff make recommendation to the Commissioner
  • If Commissioner approves, recommendation to THECB Board

Master's Programs: Engineering and/or High Cost

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Follow this procedure for programs that are in engineering, and/or programs whose costs over the first five years of the program exceed $2M.

Request for Planning Authority

Seek administrative input and guidance (Duration: program dependent).

  • Review:
  • Inform Dean of Graduate School who will schedule a required meeting with the following individuals and inform the Provost:
    • College Dean
    • College Associate Dean for Curriculum
    • Chair
    • Program Director
    • CAO
    • Vice Provost for Curriculum Effectiveness and Improvement
    • Director of Academic Reports and Curriculum
  • Proposed interdisciplinary programs that span multiple colleges should include representatives from all relevant colleges in this initial meeting.

Prepare Documents (Duration: program dependent + 1-2 months for reviews by Business Affairs, College Dean and Dean of Graduate School)

  • Work with Graduate Dean and Director of Academic Reports and Curriculum to prepare the request for Planning Authority (Duration: program dependent).
    • Complete Preliminary Authority Request form.
      • Critical elements in proposal: need, cost, quality, duplication
      • Program’s relevance to UTEP’s mission and UTEP/College strategic plan(s)
    • Primary sections of Planning Authority Proposal
      • Program Description: Describe proposed program, discuss accreditation (if applicable), review related & supporting programs (e.g., master’s and/or doctoral programs in same department), and other doctoral programs at UTEP that might be impacted by proposed program
      • Need: analyze job market for graduates, discuss student demand, provide enrollment projections, and discuss similar programs in region (Texas, New Mexico, Arizona)
      • Resources: faculty and staff, facilities, library holdings, student financial support, and other areas critical to the success of a high-quality doctoral program
        • Current resources that will be “re-allocated” to proposed program (e.g., faculty FTE, TAs, endowments to support program/students, etc.)
        • Requested resources Include plan for paying tuition for PhD students (new PhD proposals)
  • Budget Spreadsheet
    • Work with Graduate Dean, Graduate School CAO and College CAO to develop budget spreadsheet (copy Curriculum Director on correspondence)
    • Start working on this once major parts of the Planning Authority document are sufficiently developed to allow budget estimates.
    • Graduate Dean will submit budget spreadsheet to Business Affairs for review (this review is to verify that the spreadsheet is in the correct form and is ready to submit for the budget review)
  • Prior to advancing documents for internal review, seek administrative input on preliminary authority request and budget spreadsheet.
    • Department Chair (if applicable)
    • College Dean
    • Dean of the Graduate School

Internal Review (Duration: 1 to 3 months)

  • Submit Request for Planning Authority and budget spreadsheet to Director for Academic Reports and Curriculum.
  • College dean requests that Provost schedule review of Planning Authority Proposal by Dean’s Council
    Note: Dean’s Council review is required only for programs that are projected to cost more than $2 million in the first five years. Engineering Programs that are expected to cost less than $2 million go directly to budget review.
  • Presentation and discussion led by program director, chair, and college dean.
  • Provost solicits written input from all participants (following presentation):
    • Ratings and input on each major topics (need, academics, faculty & resources)
    • Alignment with UTEP’s mission and strategic plans(s)
    • Relevance and connections to existing or planned doctoral programs
  • Provost
    • Provost will schedule meeting with college dean, and graduate dean to discuss feedback from Dean’s Council and next steps (e.g., request external review).
    • Provost will consult with Vice President for Business Affairs about costs and whether a review by University Budget Committee is necessary
  • President

External Review and Approval (Duration: 3 to 5 months)

  • UTS Board of Regents’ approval
  • UTS notifies THECB of approval
  • THECB acknowledges receipt

Full Proposal

Review

Work with Graduate Dean and Director of Academic Reports and Curriculum to Prepare Proposal (Duration: program dependent).

  • Use the full request and certification forms for the Proposal for a New Bachelor’s or Master’s Degree Program.
  • Update and revise the Budget Spreadsheet developed during the Request for Planning Authority.

Meet with Vice Provost for Curriculum Effectiveness and Improvement to discuss SACSCOC prospectus
Internal Review (Duration: 2 months + 1 month for public notification)

  • Submit proposal and budget spreadsheet to Director of Academic Reports and Curriculum
  • Budget Review: University Budget Committee.
  • This review focuses on the budget spreadsheet that has been reviewed and approved by Business Affairs.
  • The Provost will work with the college dean to schedule a review of the budget spreadsheet by the University Budget Committee.
  • Review and approval of the budget must be completed before submission to the President and UT System.
  • Academic Review: This review focuses on the program proposal, but the budget spreadsheet must be advanced along with the program proposal.
  • Prior to college curriculum committee review, submit to Director of Academic Reports and Curriculum, and Vice Provost for Curriculum Effectiveness and Improvement.
  • Submit for college curriculum review.
  • Graduate Council review
  • Action Report will be generated from Graduate Council meeting once budget has been approved and forwarded to the Provost and President for signatures
  • Upon receipt of signed action report, Provost’s office will notify Texas public institutions of higher education within a 50 mile radius (EPCC and TTHSC) of intent to offer the program (this adds 30 days to the process to allow time for comments before the proposal can be advanced to the UT System).

External Review and Approval

  • UTS Board of Regents’ approval (Duration: 4-5 months)
  • THECB Review (Duration: 1-3 months)
  • Staff Review
  • THECB staff make recommendation to the Commissioner
  • If Commissioner approves, recommendation to THECB Board

Doctoral/Professional Programs

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Step 1: Request for Planning Authority

Seek administrative input and guidance (Duration: program dependent)

Prepare Documents (Duration: program dependent + 1-2 months for reviews by Business Affairs, College Dean and Dean of Graduate School)

  • Work with Graduate Dean and Director of Curriculum and Academic Reports to prepare the request for Planning Authority (Duration: program dependent).
    • Use Preliminary Authority Request form from the UT System website.
      • Critical elements in proposal: need, cost, quality, duplication
      • Program’s relevance to UTEP’s mission and UTEP/College strategic plan(s)
    • Primary sections of Planning Authority Proposal:
      • Program Description: Describe proposed program, discuss accreditation (if applicable), review related & supporting programs (e.g., master’s and/or doctoral programs in same department), and other doctoral programs at UTEP that might be impacted by proposed program
      • Need: analyze job market for graduates, discuss student demand, provide enrollment projections, and discuss similar programs in region (Texas, New Mexico, Arizona)
      • Resources: faculty and staff, facilities, library holdings, student financial support, and other areas critical to the success of a high-quality doctoral program
        • Current resources that will be “re-allocated” to proposed program (e.g., faculty FTE, TAs, endowments to support program/students, etc.)
        • Requested resources
          • Include plan for paying tuition for PhD students (new PhD proposals)
  • Budget Spreadsheet
    • Work with Graduate Dean, Graduate School CAO and College CAO to develop budget spreadsheet (copy Director of Academic Reports and Curriculum on correspondence).
    • Start working on this once major parts of the Planning Authority document are sufficiently developed to allow budget estimates.
    • Graduate Dean will forward budget spreadsheet to Business Affairs for review (this review is to verify that the spreadsheet is in the correct form and is ready to submit for the budget review, (see below).
  • Prior to advancing documents for internal review, seek administrative input on planning authority and budget documents.
    • Department Chair (if applicable)
    • College Dean
    • Dean of the Graduate School

Internal Review (Duration: 1 to 3 months)

  • Submit Request for Planning Authority and budget spreadsheet to Director of Academic Reports and Curriculum.
  • College dean requests that Provost schedule review of Planning Authority Proposal by Dean’s Council.
    • Presentation and discussion led by program director, chair, and College Dean
    • Provost solicits written input from all participants (following presentation)
      • Ratings and input on each major topics (need, academics, faculty & resources)
      • Alignment with UTEP’s mission and strategic plan(s)
      • Relevance and connections to existing or planned doctoral programs
  • Provost
    • Provost will schedule meeting with college dean and graduate dean to discuss feedback from Dean’s Council and next steps (e.g., request external review).
    • Provost will consult with Vice President of Business Affairs about costs and whether a review by University Budget Committee is necessary.
  • President

External Review and Approval (Duration: 3 to 5 months)

  • UTS Board of Regents’ approval
  • UTS notifies THECB of approval
  • THECB acknowledges receipt

Step 2: Creation and Review of Full Proposal

Review Requirements:

Work with Graduate Dean and Director of Academic Reports and Curriculum to Prepare Proposal (Duration: program dependent)

Meet with Vice Provost for Curriculum Effectiveness and Improvement to discuss SACSCOC prospectus
Internal Review (Duration: 2 months + 1 month for public notification)

  • Submit proposal and budget spreadsheet to Director of Academic Reports and Curriculum.
  • Budget Review: University Budget Committee
    • This review focuses on the budget spreadsheet that has been reviewed and approved by Business Affairs.
    • The Provost will work with the college dean to schedule a review of the budget spreadsheet by the University Budget Committee.
      • Review and approval of budget by University Budget Committee must be completed before submission to President and UT System.
  • Academic Review: This review focuses on the program proposal, but the budget spreadsheet must be advanced along with the program proposal.
    Curriculum-Approval-Process.png
  • Submit for college curriculum review
    • After college approval will be forwarded for addition to the Graduate Council agenda
  • Graduate Council review
    • Action Report will be generated from GC meeting once budget has been approved and forwarded to the Provost and President for signatures.
    • Upon receipt of signed action report, Provost’s office will notify Texas public institutions of higher education within a 50 mile radius (EPCC and TTHSC) of intent to offer the program (this adds 30 days to the process to allow time for comments before the proposal can be advanced to the UT System).

External Review

  • UTS Board of Regents’ approval (Duration: 4-5 months)
  • THECB Review (Duration: 6-10 months)
    • Staff Review
      • Staff recommendation to Commissioner whether to proceed with a site visit
      • If Commissioner approves, THECB staff work to find external reviewers and to schedule a site visit at the institution
    • Site visit by THECB staff and external reviewers
    • Written report after site visit
    • UTEP response to site visit report
    • THECB staff make recommendation to the commissioner
    • Commissioner decides if the proposal goes to Committee on Academic Workforce and Success (CAWS) and THECB Board Agenda
    • CAWS approval
    • THECB Board approval

Connect With Us

The University of Texas at El Paso
Office of the Provost and VPAA
Administration Building Room 310
500 W. University
El Paso, Texas 79968

E: provostoffice@utep.edu
P: (915) 747-5725
F: (915) 747-7522