Sufficient advance planning is critical to the successful design and implementation of a new academic program. A formal proposal for a new program must be submitted to the Curriculum Committee in CourseLeaf about seven months prior to program implementation (e.g., on November 4, 2019 for inclusion in the 2020-21 SPU catalogs), but planning should start a year or more before the proposal submission deadline.
The Curriculum Committee is the faculty policy committee that reviews and recommends to the Provost approval new programs at the undergraduate and graduate levels. Your department’s or school’s program must have the proper approvals prior to being set up and, ultimately, made available to students.
Steps to approval
(Note: this page is currently under revision to reflect new processes. -09/13/2019)
1. Download and complete the Template for Creating New Programs. Ultimately, you will attach the completed template and any other necessary documents to the Curricular Change Form in Sharepoint and submit them to the Curriculum Committee by the November deadline.
2. Obtain program approval from your department's internal curriculum committee, department chair, and dean. The University Curriculum Committee will not approve a program without chair and dean approval.
3. Begin the process of obtaining any necessary signatures from on the Cross-Curriculum Approval form, if your proposed program has impact on courses, programs, or students in other departments or academic schools.
4. Meet with University Registrar Kenda Gatlin autumn or winter quarter before taking a preliminary proposal for a new program before the Curriculum Committee. The registrar will review the proposal, make suggestions, and ask for any necessary clarifications. She also will consult with other key offices such as Undergraduate Admissions and Student Financial Services to clarify procedures.
5. Arrange with the Curriculum Committee a preliminary review of your draft proposal in the spring before your proposal is due. This is an optional step, but it is highly encouraged.
6. If pertinent, begin the process of obtaining detail codes in early September before you submit your Course Change Forms and Curricular Change Form in Sharepoint. Detail codes are necessary if your proposed program includes courses with special fees or if you are proposing a new graduate program. Read more about detail codes and their impact on program statistics below.
7. Submit in Sharepoint the Course Change Forms and any necessary accompanying Cross-Curriculum Approval Forms in Sharepoint by the early October deadline (October 8, 2018 for 2019-20 catalog changes). Even though program approval is not assured, course forms must be submitted by the deadline.
8. Submit in Sharepoint a Curricular Change Form, the template for creating new programs, and any other necessary attachments, by the November deadline. November 5, 2018 is the deadline for programs proposed to begin in the 2019-20 academic year.
9. Once your new program is approved by the Curriculum Committee, contact the catalog editor in Student Academic Services to ensure that all steps in the catalog update process are completed.
While the Curriculum Committee reviews and approves new programs, the committee's approval is essentially a recommendation to the Provost, who, in some cases, may seek input from Faculty Senate before deciding whether or not to implement a new program.
The Provost relies upon others in the Office of Academic Affairs to determine whether or not accreditation approval is required from the Northwest Commission on Colleges and Universities ((NWCCU) for new programs and major changes to existing programs (such as converting to fully online delivery). The Office of Academic Affairs files the appropriate approval seeking process with NWCCU. If your assistance with paperwork for NWCCU is required, the Office of Academic Affairs will contact you.
The Office of Institutional Research (OIR) will also maintain information on the new program. Your department will likely find OIR helpful when you are completing reports about your programs for the Assessment Committee. See more information about OIR under Registration Statistics below.
When revenue for a specific program needs to be tracked separately, a unique detail code must be created by Student Financial Services and communicated to Student Academic Services by the department. This is also true for courses that require special fees. (It usually only takes a few days to create and have a new detail code approved.)
To request a detail code:
- The department determines the need for a new fee or revenue line.
- The department gains approval from the Office of Business and Planning.
- The department works with Finance to determine the correct general ledger line or to create a new one, if needed.
- The department requests a new detail code from Student Financial Services by submitting a Detail Code Request Form.
- Once the detail code is created and given to the department, the department works with Student Academic Services to ensure that it is attached to the correct courses.
It is critically important to notify Student Academic Services of the newly assigned detail code so we can update the registration statistics report to reflect this newly tracked code/program. (See Registration statistics below.)
Official Seattle Pacific enrollment statistics are compiled by Institutional Research and posted on a weekly basis.
Statistics are compiled through the 10th day of each academic quarter (this does not apply to summer), and the final and official statistics report is posted the following working day.
Graduate programs are tracked by detail code. It is important to notify Student Academic Services of any changes in tracking (new detail codes assigned to programs, or discontinued ones) so program statistics are accurately reflected.
IR’s mission is to develop information and data management functions to directly assist and support strategic priorities set by the President’s Cabinet to achieve long-term educational, enrollment, fund-raising, positioning, and other strategic goals.