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Faculty Policies

Procedures for Submitting Proposals for New Graduate Programs, Curriculum Changes to Current Graduate Programs, and Steps for Permanent Status Review

Guidelines are developed to address the submission process for:

  • Change in the academic, curriculum or admission requirements of a current graduate program
  • Request for the establishment of a new graduate program
  • Request for permanent status review
  1. Must arrange a preliminary discussion and review of the proposal with the Associate Vice Provost for Graduate and Professional Education;
  2. After the meeting with the Vice Provost and when the proposal is ready, place the proposal in Curriculog. This will enable the proposal to be routed through the College for approval. After the approval at the College level, the proposal is mapped to route to Mary Martin in the Graduate College so that the proposal can be placed on the agenda of the Graduate Studies Senate Committee. Upon approval of the Graduate Studies Committee, it is routed to the appropriate Faculty Senate Committees leading to be placed on the agenda of the Faculty Senate. (Note: The Graduate Studies Committee will invite the originator of the proposal to attend a Graduate Studies Committee meeting so as to discuss the rationale and demand for the program, and answer questions of the Committee.)
  3. In Curriculog, the following items are required for all graduate program submissions:
    1. The Academic Program Approval that includes a rationale and explanation of the proposed program or changes to existing programs; new courses required; steps to submit new courses for the Registrar’s process for the challenge process are included;
    2. Must attach a copy of current Graduate Program Policy Document and the new Graduate Program Policy Document that has been developed in compliance with the Template located at
    3. For new programs, attach a Resolution;
    4. For Permanent Status Review attach the report that was prepared by the program for the Review; the Program Policy Document, and the Resolution for permanent status (Refer to for information about Institutional Research APR data)




Download a .pdf version of the template.

Part I. Program History
  1. Statement of purpose and expectation of graduate study in the program.
  2. Date of Permanent Status (or current status).
  3. Degrees offered (include brief description of concentrations, fields, etc.).
Part II. Admission
  1. Admission Requirements (be specific about GRE, GMAT, and TOEFL Scores, G.P.A and others).
  2. Prior degree requirements.
  3. Application deadlines.
  4. Special competencies needed (i.e., specific courses or experience).
  5. Admission categories (explain other than regular such as provisional).
  6. Other documents required (i.e., letters of recommendation, essays, portfolios, interviews, writing assessments, etc.).

MUST INCLUDE: University statement: Admission to the graduate program is competitive. Those who meet stated requirements are not guaranteed admission, nor are those who fail to meet all of those requirements necessarily precluded from admission if they offer other appropriate strengths.

Part III. Academic (present all info separately for each degree)

Degree Requirements


  1. List course requirements according to categories such as core requirements, concentration options, electives, research credits and dissertation credit requirements. List number of credits in each category and include total credits required for degree.
  2. Give non-registered requirements in detail; includes residency requirements, qualifying examinations (number and format), portfolios, seminars, English proficiency, language requirements, teaching experience, internships, etc.
  3. Give procedure for petitions for variance in degree requirements (e.g., course substitution policies, completion deadlines, etc.).
  4. Define any grade minimums in courses that are different from University policy.
  5. Identify any courses, which may not be used towards the degree (i.e., independent study, pre-candidacy study).
  6. Identify expectations of facility of expression in English (oral and written) as part of the degree requirement.


Committees for exams, thesis, or dissertations


  1. Identify initial procedure for advisor and advisement procedures.
  2. Identify each student committee needed and procedures for selecting committee members.
  3. Give deadlines for establishing and preparation requirements for comprehensive examinations.
  4. Give policies for dates of examinations, grading of committee examinations and retake options.
  5. Give guidelines for approving research proposals involving human or animal subjects.
  6. Define procedures for thesis/dissertation approval in the department (e.g., role of department chair, dean, etc.).
  7. Define departmental and student obligations for finding committee members.
  8. Define departmental and student obligations and procedures for changes in committee members.


Timetable and definition of satisfactory progress towards the degree


  1. Academic load (full & part-time) expectations. Define normal progress. Define departmental review procedures for evaluating normal progress and evaluation of performance.
  2. Grade requirements (general and specific). Include any special departmental expectations such as minimum grades in specific courses, limits on special problem courses, etc.
  3. Thesis/dissertation progress timetable guidelines.
  4. Thesis/dissertation defense guidelines.
  5. Forms required.
  6. Identify consequence for failure to make satisfactory progress.
  7. Protocol for grievance procedure if student has been recommended for termination for failure to make satisfactory progress.
Part IV. Assessment Plan

Indicate how the program will be evaluated and assessed. Every learning outcome needs to be assessed in at least two ways. One measure must be a direct measurement (where you can see the student demonstrate their learning). Other measures can be direct or indirect (such as a survey). Success should be measured against the criteria listed including the stated learning outcomes and against whatever objectives have been set forth in the first section of the proposal. Academic units are encouraged to consult with the Center for Educational Effectiveness to develop appropriate learning outcomes, assessment criteria, and benchmarks for success.

Part V. Financial aid

Financial Awards

Types of awards, policy for granting financial awards, summer appointments, and number of years of support.

Responsibilities of students on contract.

Evaluation of students on contract.

Part VI. Departmental Operations

General student responsibilities

  1. Up-to-date addresses, etc.
  2. Laboratories and research equipment.
  3. Hazardous Chemical Information Act.
  4. Vehicles.
  5. Keys, offices, mail, telephone, copy machine, computer terminals, etc.

Student government and organizations (both student and professional).

Travel for professional meetings or presentations

Important COVID-19 Updates: Updated guidance for graduate students and postdocs | More Information

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