University Guidelines

 

Attachment 2-A: IBHE Submission Requirements for New Program Requests and Reports to the Board of Trustees


IBHE must approve all new units of instruction, research, and public service, including degree programs and off-campus programs; it must also approve certain reasonable and moderate extensions following their approval by the President and the Board of Trustees. In addition, each institution must submit annually RAMP Planning Documents, due in two parts on July 15 and October 15. Annual reports are required at various other times on such matters as faculty load; unit costs; programs added and deleted; accreditations; MWD; and Results.

IBHE staff have followed the practice of taking senior university program matters that require approval to their Board several times a year. The practice of approvals more than once a year is especially useful in cases of off-campus programs, and new units not requiring additional funds, because development of these entities does not neatly coincide with the RAMP schedule


PUBLIC UNIVERSITY REQUESTS FOR APPROVAL OF NEW UNITS OF INSTRUCTION, RESEARCH, AND PUBLIC SERVICE AND ADMINISTRATION

The Illinois Board of Higher Education has the statutory responsibility for approving new units of instruction, research, public service, and administration. All programs and units must first have received approval by the institution’s governing board. A unit of instruction is an organized program of study whose completion results in the formal conferral of a certificate or degree. Units of administration include colleges, schools, divisions, departments, centers, and institutes that carry out the instruction, research, and public service work of the university. Formally organized research and public service units are usually called centers or institutes.

An objectives-based program approval process has been newly developed. This process shifts the focus in evaluating whether or not the request meets approval criteria from examining "inputs," such as faculty and student sufficiency, equipment and library resources, and budget to determining congruence between the unit’s objectives (goals) and the measures of their achievement (outcomes).

A Request for Approval requires a description of program or unit objectives and, in the case of instruction, student learning objectives. For each objective, the request must also include corresponding outcome measures—that is, one or more measures the university will use to show that the program or unit achieved its objective(s) and, for instruction, that students, indeed, attained the knowledge, skills, behaviors, and/or attitudes (i.e. the learning objectives) proposed. In addition, each request needs to show how the program or unit will build upon the university’s strengths and focus its mission, how the program or unit will be financially supported, and how the program or unit contributes to achieving statewide goals. New doctoral program applications submitted will continue to be reviewed by at least two outside consultants.

Once a program or unit is approved, the university is required to submit a Progress Report three years after implementation, as part of the university’s annual Results Report. The Progress Report needs to demonstrate the extent to which the program is achieving each objective defined in the original request for approval. Programs that are not making progress toward achieving these objectives will be asked to submit an improvement plan.

Requests for new units will be accepted by the Illinois Board of Higher Education at any time. However, a request for a new unit that requires new resources for its implementation will only be considered during the fall budget development process and, thus, must be received no later than September 1.

For convenience, there are two separate applications: one requesting approval of a new unit of instruction, which may be offered on and/or off-campus, and the other requesting approval of a new unit of administration, research, and/or public service.

* Note: the requests and tables can be downloaded in PDF format at the bottom of this page.


REQUEST FOR A NEW UNIT OF INSTRUCTION

  • Name of Institution: _________________________________________
  • Title of Proposed Program: ___________________________________
  1. Level of Proposed Unit
    __Undergraduate Certificate (1-2 years)
    __Undergraduate Certificate (2-4 years)
    __Associate
    __Baccalaureate __Post-baccalaureate Certificate
    __Master’s __Post-master’s Certificate
    __First Professional __First Professional Certificate
    __Doctorate __Department
  2. CIP Code (6-digits) ______
  3. Proposed Date for Enrollment of First Class: ________________________
  4. Location Offered1 :
    • On-Campus ___
    • Off-Campus2: Region Number(s) _____or Statewide ___

Purpose: Objectives, Mission, and Priorities

  1. Student Learning Objectives
    What are students expected to know and be able to do at program completion? For example, to what extent are students expected to:
    • Achieve high academic standards (writing, problem-solving, statistical analysis and/or use of technology) in a way appropriate to the major field.
    • Understand the principles, modes of inquiry, and content of the discipline.
    • Apply knowledge and demonstrate interpersonal skills appropriate to future career roles, including practicum or work experience in a field of study.
    • Demonstrate attitudes and behaviors, such as ethical awareness, cultural sensitivity, and appreciation for diversity.
  2. Program Contributions
    What is the purpose (objectives of the proposed program?

    What specific objectives and measurable contributions will the program make to the university’s goals, objectives, and priorities, such as:

    • Serving a distinct population of students
    • Meeting regional needs
    • Increasing the number of graduates in a high demand or emerging field of study
    • Achieving specialized accreditation
    • Supporting other programs at the institution
    • Matching the program and curriculum to occupational demand
    • Meeting the needs of business, employers, or society

    What specific and measurable contribution will the program make to statewide goals and priorities?

Outcomes3

  1. Student Learning Measure
    What specific assessment tools or indicators will be used to measure student success in achieving objectives of the proposed program? These should be specific measures of student achievement, both qualitative and quantitative, such as:
    • Evaluation of capstone experiences, such as senior projects, recitals, exhibits, or portfolios
    • Standardized or other comprehensive examinations
    • Certification examinations
    • Pre- and post-testing (value-added assessment)

    How will the program use learning measures to improve student learning?

  2. Program Outcomes
    What targets have been set to assess the success of the program in achieving its objectives?

    These performance measures might include:

    • Percent pass rate of graduates on certification examinations
    • Graduate enrollment in graduate and/or professional programs or other subsequent education
    • Percent of graduates employed in the field
    • Career advancement achieved by program graduates
    • Graduate and employer satisfaction with the program
    • Retention and graduation rates and time-to-degree completion
    • Percent of students involved in faculty research or other projects
    • Percent of graduate students presenting or publishing papers

    How will the department use these indicators to improve program outcomes?

Curriculum

    1. Provide a complete catalog description, including program admission and graduation requirements, for the proposed program.

Instructional Practices

  1. Describe the strategies to be incorporated in the proposed program that promote student learning, such as:
    • Ensuring that students understand the purposes of the program
    • Measuring student learning and academic performance as students move through the program
    • Communicating evaluation results to students promptly and providing effective feedback on performance
    • Familiarizing students with the norms and practices of the discipline or profession
    • Promoting faculty/student and student/student contact
    • Fostering active learning
    • Promoting faculty development of teaching

Resources

  1. Complete Table IV-1 to show student demand for the program. Table IV-2 should be completed (even if no new state funding is requested in the budget year) and should reflect all sources of funds, both state and non-state and reallocations. A narrative budget statement should be provided to explain Table IV-2 with the following:
    • Projected increments in total resource requirements (line 1) should be explained in terms of projected staff requirements, equipment and instructional materials, library requirements, and contractual services for internships, practica, or clinical placements.
    • New state resources required (line 6) in the budget year should be explained in terms of assumptions and factors used to construct line items seven through eleven. If resource requirements in the budget year include non-recurring costs (e.g., one-time equipment purchases) describe how these resources will be reallocated in subsequent years.

Quality Assurance Processes4

  1. Please briefly describe the department, college, and/or university processes that will demonstrate the quality of the program and include the following elements.
    • Alignment with regional and statewide needs
    • Teaching effectiveness and course evaluation
    • Curriculum development and sequencing of courses
    • Monitoring of student progress
    • Faculty qualifications and reward structure
    • Occupational and student demand for the program
    • Faculty development that encourages quality teaching
    • Adequacy of support staff, equipment, and other resources
    • Program review process
    • Use of assessment results, program reviews, and accreditation to improve the program

REQUEST FOR NEW ADMINISTRATIVE, RESEARCH OR PUBLIC SERVICE UNIT5

    1. Name of Institution:____________________________________________
    2. Title of Proposed Unit:___________________________________
    3. CIP Code (6-digits)______
    4. Proposed Date for Initiation of Unit:_________________________________

Purpose: Objectives, Mission, and Priorities

    1. Unit Objectives and Contributions
      What are the goals and objectives of the new unit?

      What is the relationship of the unit to the university’s mission and priorities? Is the unit involved in instruction and, if so, to what extent?

      What specific and measurable contribution will the unit make to statewide priorities and needs?

      What is the demand for the unit’s services? What clients or population will the unit serve?

    2. Organization
      Describe the proposed administrative, research or public service unit’s organizational structure.
      How is the unit organized to meet its objectives?

Outcomes6

  1. Unit Outcomes

    What targets have been set to assess the success of the unit in achieving its objectives? These performance measures might include:

    • Expected research and/or public service products
    • Ratio of external to internal funding for the unit
    • Impact of this unit on the nation, state, region, and local area organizations, businesses or communities.
    • Collaborative research product that promotes the Illinois economy
  2. Resources
    Indicate the number of students, businesses, industries, and/or other clients to be served by this unit. Include a description of faculty participation and student involvement in the unit if applicable. Table IV-2 should be completed (even if no new state funding is requested in the budget year) and should reflect all sources of funds, both state and non-state and reallocation. A narrative budget statement should be provided to explain Table IV-2 with the following information:
    • Projected increments in total resource requirements (line 1) should be explained in terms of projected staff requirements, equipment and materials, and contractual services.
    • New state resources required (line 6) in the budget year should be explained in terms of assumptions and factors used to construct line items seven through eleven. If resources requirements in the budget year include non-recurring costs (e.g., one-time equipment purchases), describe how these resources will be reallocated in subsequent years.
  3. Quality Assurance Processes7
    Please briefly describe the processes that will yield evidence to demonstrate the quality of the unit and address the following elements.
    • Evidence that the unit supports the university’s mission and statewide goals
    • Evidence that the unit’s product or outcomes achieve stated objectives
    • Determination of organizational effectiveness
    • Faculty and staff qualifications and reward structures
    • Determination of adequate support staff, equipment, and other resources
    • Use of results from evaluations to improve the unit’s effectiveness

1 Institutions may request approval to offer a program simultaneously on and off-campus, including statewide. However, program objectives and outcomes should be developed that address all of the locations and modes of delivery for which the institution is seeking approval (excluding programs offered strictly over the internet). Under the new definition for "location," "on-campus" approval extends to the total region in which the main campus is located. Approval of off-campus programs is extended to all community college districts within the region requested. Programs currently approved off-campus will automatically be approved throughout the region of the original approval. New off-campus programs to be offered outside of the institutions’ region will require approval.

2 A Notice of Intent is required for each new off-campus program proposal and may be emailed to the Board of Higher Education prior to submission of the full proposal. Notices of Intent will be published on the Board of Higher Education web site (www.ibhe.state.il.us) monthly on the first Tuesday. The deadline for receiving notices is the preceding Friday. The Notice of Intent should be a one-page description of the degree program to be offered at the off-campus location. A sample Notice of Intent is attached. The notice should be in MS Word format and should include an email address of the contact person.

3 By the third year of operation, the institution must provide a progress report on the preliminary achievement of objectives and outcomes in the institution’s annual results report.

4 Quality assurance processes are those ongoing reviews that maintain program and instructional standards. This section will be further refined as the academic audit process is developed.

5 Temporary approval may be sought through reasonable and moderate extension for creation of a new, formally organized research or public service unit that has a temporary mission of up to five years. Following that time period, the institution must seek permanent approval if the unit continues operation.

6 These quality indicators should be sufficiently specific so that at the end, after the third year of the unit’s creation, the institution can provide a progress report on its success in achieving initial outcomes in its annual Results Report.

7 As the Academic Audit Process is developed, along with revision to review processes, this section will be further refined.


Table IV-1

STUDENT DEMAND PROJECTIONS FOR THE NEW PROGRAM

  Budget Year 2nd
Year
3rd
Year
4th
Year
5th
Year
Number of Program Majors (Fall Headcount)          
Annual Full-time-Equivalent Majors          
Annual Credit Hours in EXISTING Courses1          
Annual Credit Hours in NEW Courses1          
Annual Number of Degrees Awarded          

1 Include credit hours generated by both majors and non-majors in courses offered by the academic unit directly responsible for the proposed program.


Table IV-2

TOTAL RESOURCE REQUIREMENTS FOR THE NEW PROGRAM

    Budget Year 2nd
Year
3rd
Year
4th
Year
5th
Year
1 Total Resource Requirements          
2 Resources Available from Federal Sources1          
3 Resources Available from Other Non-state Sources1          
4 Existing State Resources2          
5 State Resources Available through Internal Reallocation3          
6 New State Resources Required (Line 1 minus the sum of lines 2 through 5)4          
             
  Breakdown of New State Resources Required for Budget Year          
7 F.T.E. Staff          
8 Equipment and Instructional Materials          
9 Library          
10 Contractual Services          
11 Other Support Services5          

1 Numbers can be positive or zero only. These lines reflect available funds, not incremental dollars.

2 The amount of existing state resources in a given year is equal to the sum of the previous year's existing state resources (line 4) plus resources available through internal reallocation (line 5) plus any new state resources required (line 6). Existing state resources allocated to the program in a given year (line 4) may exceed total requirements needed to support the program in the following year.  In this event, existing state resources should be reduced by showing a negative dollar amount on line 5 so that the sum of lines 2 through 6 equals line 1.

3 Numbers can be either positive (allocated to the program) or negative (allocated away from the program).

4 This number is the level of funding requested in the referenced year.  Dollars reported will be incremental.

5 Other dollars directly assigned to the program. Do not include allocated support services.


Downloadable forms (PDF format):

Last updated: 12 Dec 2001