Faculty of Arts and Science

Priorities & Process for the Development of New Programs/Plans

December 2014

To ensure that the Associate Deans and the Faculty Curriculum Team can adequately support Departments in their development of new programs (undergraduate and graduate), the following Faculty priorities will be used to assess new programs for the next couple of years.

1. The program is academically sound and has a high degree of academic integrity;2. The program will attract new students to the Faculty;3. The program will be financially sustainable;4. The program will promote new or enhanced relationships with external partner institutions;5. The Department is committed to the long-term support and promotion of the new program.

The process for initiating a new program proposal includes:

1. Discussion of the initial idea for a new program within the Department to ensure theDepartment is willing to support it before Pre-Approval process starts.

2. Consultation by the Department Head with both the Associate Dean responsible for theDepartment (Jessup, Lemieux, Smith) and the Associate Dean who is part of the FacultyUndergraduate Curriculum Team (Benard, Horton, Ravenscroft); consultation with AssociateDean Jessup for Graduate programs.

3. Consultation with Cormac Evans, Director, Strategic Initiatives to verify feasibility.4. Development of New Program Pre-Approval form within the Department.5. Pre-Approval form signed by the Department Head and then the Dean.

Once approved, program development would follow the normal curricular and QUQAPs processes.

How The Faculty Office Can Help:

Development of a new program requires consultation with students, staff, faculty, and shared services. Additionally, an evaluation of student demand for the program is needed as well as a scan of similar programs to help establish the need for the program.

FOR SUPPORT: Please call Cormac Evans ext. 78580 or email: evansc@queensu.ca DRAFT

New Undergraduate Program Approvals

Proposals for all “brand” new undergraduate programs, regardless of whether or not the University will be applying for provincial funding, require internal approval by the Queen’s Senate and must also be appraised by the QC Appraisal Committee.

IMPORTANT: Once you have plans to develop a new program, certificate, diploma etc., please follow the 5 steps outlined above in the ‘Process for Initiating a New Program Proposal’ before starting the Pre-Approval process.

Also, please keep in mind that the development of a new program will take 12- 18 months. Thus, timeline development is important.

DRAFT

School of Graduate Studies, August 2014

Path and timeline for approval of a new graduate Certificate, Diploma, or Collaborative program*

Once you have plans to develop a new graduate certificate, diploma or collaborative program, contact the School of Graduate Studies to discuss your proposal, review the process, establish a timeline, and discuss potential grant support from the Ministry of Training, Colleges and Universities (graduate certificates do not require Quality Council approval and are not eligible for MTCU funding and in collaborative programs, students are counted in the home program). In our experience, program directors know when they would like the program to launch, so it’s often best to work backwards keeping in mind the meeting schedules of those committees that must consider and approve the proposal. Note that SCAD and Senate break for the spring and summer. Also, consult the Senate Policy on Certificates and Diplomas: (http://www.queensu.ca/secretariat/policies/senateandtrustees/certificateprograms.html)

Below is a timeline to serve as a guideline for the approval and launch of a new graduate certificate, diploma or collaborative program. The time taken to develop the proposal varies by unit; but we know that consultation with the SGS early on can speed things up – we are here to assist. Graduate Certificate programs may accept applications and launch once approval from Senate is granted. Diplomas and Collaborative programs require Quality Council’s approval and only diplomas require MTCU approval for funding (for collaborative programs, the ‘parent’ programs are already MTCU funded)

Timeline

* New Master’s and Doctoral programs follow the full New program approval process – contact the SGS for details.

** Ensure that required signatures have been obtained

Months 1-2 Consult with stake- holders and SGS

Month 3 Pre-approval to GSEC**

Months 4-6 Develop full proposal including budget template **

Month 7 Faculty Board approval (FAS, FEAS, EDUC, LAW & QSB)

Month 8 GSEC approval

Month 9 SCAD approval

Month 10 Senate approval (can advertise diploma and collaborative program as ‘pending QC approval’)

Month 11 Quality Council’s Appraisal Committee approval – Diploma and Collaborative programs only (open

application process once approved)

Month 12 Submit Diploma programs only for MTCU approval

program launch

DRAFT

School of Graduate Studies, August 2014

Notes The Pre-Approval requires a summary of the proposed new program(s), the expectations in terms of demand, enrolment and anticipated resource implications. Sign-off is needed from the Department Head/director, appropriate Faculty Dean(s), Vice Provost and Dean (SGS), the Graduate Studies Executive Council and the Provost.

Development of full proposal requires consultation with students, staff, faculty, and shared services. Additionally, an evaluation of the student demand for the program is needed as well as a scan of similar programs to help establish the need for the program. Submission of the proposal must include a budget template. Sign-offs required prior to being considered by GSEC include: the Department Head/director, the appropriate Faculty Dean(s), confirmation of approval by the appropriate Faculty Graduate Council/Committee. Once approved by the Graduate Studies Executive Council, the SGS will acquire signatures from the Vice-Provost (Library), the University Registrar, the Executive Director of Budget and Planning (all of whom should have been consulted in preparing the proposal document), and the Provost before the document is directed to SCAD. No external review is required for these particular new graduate programs. Suggestions

Keep in mind that SCAD and Senate do not meet in the spring and summer so schedule your program development time such that you will not incur delays while waiting for these committees to reconvene in September.

As you consult with past graduates and the target audience keep a list of those individuals who have expressed interest so they may be contacted once the program has been approved. This has proven beneficial in the past and enabled programs to meet their projected enrolment target for year 1 when the timeframe for advertising the new program might be limited.

DRAFT

School of Graduate Studies, August 2014

Path and timeline for approval of a new Master’s and Doctoral graduate programs* Once you have plans to develop a new graduate program, contact the School of Graduate Studies to discuss your proposal, review the process and establish a timeline. Our experience has been that program directors know when they would like the program to launch, so it’s often best to work backwards keeping in mind the meeting schedules of those committees that must consider and approve the proposal. Note that SCAD and Senate break for the spring and summer. Timeline 1

Timeline 2

* New Collaborative programs, Graduate Diplomas, Graduate Certificates and new graduate fields follow an Expedited Process – contact the SGS for details.

** Ensure that required signatures have been obtained

Fall Consult with stake- holders and SGS

January Pre-approval to GSEC*

February-April Develop full proposal including budget template and suggested reviewers**

April Faculty Board approval (FAS, FEAS, EDUC, LAW & QSB)

May GSEC approval

Spring/summer Site-visit external reviewers and receipt of report

September SCAD approval

October Senate approval (can advertise program as ‘pending QC approval’)

November/December Quality Council approval (open application process once approved)

January Submit for MTCU approval

May or September program launch

September program launch

Winter Consult with stake- holders and SGS

April/May Pre-approval to GSEC*

May-August Develop full proposal including budget template and suggested reviewers**

October GSEC approval

November/December Site-visit external reviewers and receipt of report

January SCAD approval

September Faculty Board approval (FAS, FEAS, EDUC, LAW & QSB)

February Senate approval (can advertise program as ‘pending QC approval’)

March/April Quality Council approval (open application process once approved)

May Submit for MTCU approval DRAFT

School of Graduate Studies, August 2014

Notes The Pre-Approval requires a summary of the proposed new program(s), the expectations in terms of demand, enrolment and anticipated resource implications. Sign-off is needed from the Department Head/director, appropriate Faculty Dean(s), Vice Provost and Dean (SGS), the Graduate Studies Executive Council and the Provost. Development of full proposal requires consultation with students, staff, faculty, and shared services. Additionally, an evaluation of the student demand for the program is needed as well as a scan of similar programs to help establish the need for the program. Submission of the proposal must include a budget template and suggested reviewers. Sign-offs required prior to being considered by GSEC include: the Department Head/director, the appropriate Faculty Dean(s), confirmation of approval by the appropriate Faculty Graduate Council/Committee. Once approved by the Graduate Studies Executive Council, the SGS will acquire signatures from the Vice-Provost (Library), the University Registrar, the Executive Director of Budget and Planning (all of whom should have been consulted in preparing the proposal document), and the Provost before the document is sent to the external reviewers. Note that a site-visit is required by the reviewers. Suggestions As you consult with past graduates and the target audience keep a list of those individuals who have expressed interest so they may be contacted once the program has been approved. This has proven beneficial in the past and enabled programs to meet their projected enrolment target for year 1 when the timeframe for advertising the new program might be limited.

DRAFT