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.
Please see the "Building a New Bachelor's Program - Step by Step Procedures" tab in the above menu.
Please see the "Building a New Bachelor's Program - Step by Step Procedures" tab in the above menu.
Please see the "Building a New Master's Program - Step by Step Procedures" tab in the above menu.
Please see the" Building a New Master's Program - Step by Step Procedures" tab in the above menu.
Please see the "Building a New Doctoral/Professional Program - Step by Step Procedures" tab in the above menu.
Complete the New Certificate Request Form and Proposal Budget.
THECB notification required.
Complete the New Minor request form and Course Add Form (if applicable).
Institutional approval (only) required.
Complete the New Concentration/Track Request and Course Add Form (if applicable).
Institutional approval (only) required.
Complete the New Fast Track Program Request.
Institutional approval (only) required.
Complete the Course Add form. If more than one new course is proposed please copy the Course Add and syllabus pages as needed.
Institutional approval only required.
Complete the Core Curriculum Course Addition Proposal and Course Add form, if applicable.
An institution can only submit core curriculum changes to the THECB once a year. The submission is done in March, and the THECB must acknowledge the changes before they can be implemented.
Complete the request for changes to Graduate Admission Requirement Change.
UT System approval required.
Complete the SCH Change Application.
THECB approval required.
Complete the Course Change Form to the course description and/or title.
Institutional approval only required.
Complete the Program Modality Change to a program’s mode of delivery.
THECB notification required.
Copy and paste the catalog page to the Change to Catalog Content template, using track changes to indicate the proposed updates.
Send to curriculum@utep.edu
For changes to degree plans go to ‘Degree/Certificate Program Change’ under the ‘Changes’ tab
Complete a Course Change form for each of the changes listed below.
Administrative Approval Required:
- Course prefix change
- Course number change (if same level)
- Addition of keywords to course description
Departmental Approval Required
- Restriction removal
- Contact hour change
- Grade mode change
College Curriculum Committee approval required
- Prerequisite removal
Complete the course deactivation/reactivation form. One form can be used for multiple requests.
Departmental Approval Required.
All requests should be forwarded to the Director of Academic Reports and Curriculum for implementation after approval is obtained.Complete the request for changes to a Fast-Track program.
College Curriculum Committee Approval is required.
All requests should be forwarded to the Director of Academic Reports and Curriculum for implementation after approvals are obtained.Complete the request for changes to Block Electives.
College Curriculum Committee approval is required.
All requests should be forwarded to the Director of Academic Reports and Curriculum for implementation after approvals are obtained.Complete the Program Closure Request of a degree or certificate program.
THECB and SACSCOC approval required.
Complete the Minor/Concentration Closure request.
Institutional approval (only) required.
Complete the Off-Site Course Offering Request.
THECB Board approval required.
You must go through the Office of International Programs website to address requirements for and Out-of-State/Out-of-Country course (OIP/Study Abroad)
Complete Request to Offer an Off-Campus Programs.
The Curriculum Director must send a notification of the addition/change/closure of an off-campus program to all public universities within a 50-mile radius of UTEP. There is a 30-day comment period that must expire before the request can be submitted.
THECB approval required.
|
|
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
Curriculum Approval Process and FAQs
Curriculum Proposal Submission Deadlines
| Graduate Council | ||
|---|---|---|
| College Submission to Provost's Office | GC Meeting* | |
| 08/21/2024 | 09/04/2024 | |
| 09/18/2024 | 10/02/2025 | |
| 10/23/2024 | 11/06/2024 | |
| 11/20/2024 | 12/04/2024 | |
| 01/22/2025 | 02/05/2025 | |
| 02/19/2025 | 03/05/2025 | |
| 03/19/2025 | 04/02/2025 | |
| 04/23/2025 | 05/07/2025 | |
| Undergraduate Curriculum Committee | ||
| College Submission to Provost's Office | UGCC Meeting* | |
| 08/19/2024 | 09/02/2024 | |
| 09/16/2024 | 09/30/2024 | |
| 10/21/2024 | 11/04/2024 | |
| 11/11/2024 | 11/25/2024 | |
| 01/20/2025 | 02/03/2025 | |
| 02/10/2025 | 02/24/2025 | |
| 03/17/2025 | 03/31/2025 | |
| 04/14/2025 | 04/28/2025 | |
| *UGCC meeting dates are scheduled for 8 days prior to Faculty Senate Meetings | ||
| *Meeting dates are subject to change | ||
Steps for Building a New Bachelor’s Program
Step 1: Notify the Director of Academic Reports and Curriculum of your intent to develop a new program prior to completing any forms.
- An initial meeting will be scheduled to discuss the process, forms, and documentation required for the submission of a request for a new program.
- Please ensure that your college dean is aware of your plan to develop a new program before this meeting is held.
- 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 (who works with curriculum/academics)
- Department Chair
- Program Director
- College Administrative Officer
- Vice Provost for Curriculum Effectiveness and Improvement
- Director of Academic Reports and Curriculum
- College Representatives (as needed)
- Proposed interdisciplinary programs that span multiple colleges should include representatives from all relevant colleges in this initial meeting.
Step 2: Planning Notification
- Required for all new programs
- Work with Director of Academic Reports and Curriculum to complete the Planning Notification
- Planning notification will be submitted to the THECB and UT System as soon as possible after the initial meeting.
Step 3: Budget Template
- Budget template should be completed by the College Administrative Officer
- Prior to advancing the budget template for internal review, seek administrative input from the department chair and college dean.
- Submit budget spreadsheet to Provost for review prior to review by University Budget Committee
- Provost will consult with Vice President for Business Affairs about costs and whether a review by the University Budget Committee is necessary.
- 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 the full proposal can be submitted to the President and UT System.
- Step 3 and Step 4 (below) should be worked on concurrently
Step 4: Work with Director of Academic Reports and Curriculum to prepare proposal for new program (Duration: program dependent*)
- Complete Request for a New Bachelor’s Degree Program with less than 50% new content
- Complete Request for a New Bachelor’s Degree Program with 50% or more new content
Step 5: Submit full proposal for internal review (Duration 3 months*)
- Submit proposal to Director of Academic Reports and Curriculum for review
- After review by Director of Academic Reports and Curriculum submit proposal to college curriculum committee for review
- College will forward approved proposal to the Director of Academic Reports and Curriculum for addition to the Undergraduate Curriculum Committee agenda.
- Proposal presented to Undergraduate Curriculum Committee for review and 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 second Faculty Senate meeting and forwarded to the Provost and President for signatures
- Upon receipt of signed Action Report, the Director of Academic Reports and Curriculum will advance the proposal to the UT System for approval.
Step 6: Submit for external review and approval
- UT System review and approval (Duration: 30-60 days*)
- THECB review and approval (Duration: 6-9 months*)
- Staff review
- THECB staff make recommendation to the Assistant Commissioner
- Programs with less than 50% new content require Assistant Commissioner approval (Duration: 30-60 days)
- Programs with 50% or more new content require Commissioner approval (Duration: 60-90 days)
- 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.
- While waiting for UTS and THECB approval work with Vice Provost for Curriculum Effectiveness and Improvement to develop prospectus for SACSCOC
*Approval timeline is an estimate – Timeline can be affected by multiple factors such as time of year submitted, staff workload, etc.
New Undergraduate Program Proposal Process
Steps for Building a New Master’s Program
Step 1: Notify the Director of Academic Reports and Curriculum of your intent to develop a new program prior to completing any forms.
- An initial meeting will be scheduled to discuss the process, forms, and documentation required for the submission of a request for a new program.
- Please ensure that your college dean is aware of your plan to develop a new program before this meeting is held.
- The Director of Academic Reports and Curriculum will inform the Provost of the request and schedule a required, initial meeting with the following individuals:
- Graduate School Dean
- College Dean
- College Associate Dean (who works with curriculum/academics)
- Department Chair
- Program Director
- College Administrative Officer
- Vice Provost for Curriculum Effectiveness and Improvement
- Director of Academic Reports and Curriculum
- College Representatives (as needed)
- Proposed interdisciplinary programs that span multiple colleges should include representatives from all relevant colleges in this initial meeting.
Step 2: Planning Notification
- Required for all new programs
- Work with Director of Academic Reports and Curriculum to complete the Planning Notification
- Planning notification will be submitted to the THECB and UT System as soon as possible after the initial meeting.
Step 3: Budget Template
- Budget template should be completed by the College Administrative Officer
- Prior to advancing the budget template for internal review, seek administrative input from the department chair and college dean.
- Submit budget spreadsheet to Provost for review prior to review by University Budget Committee
- Provost will consult with Vice President for Business Affairs about costs and whether a review by the University Budget Committee is necessary.
- 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 the full proposal can be submitted to the President and UT System.
- Step 3 and Step 4 (below) should be worked on concurrently.
Step 4: Work with Director of Academic Reports and Curriculum to prepare proposal (Duration: program dependent*)
- Complete Request for a New Master’s Degree Program with less than 50% new content
- Complete Request for a New Master’s Degree Program with 50% or more new content
Step 5: Submit full proposal for internal review (Duration 3 months*)
- Submit proposal to Director of Academic Reports and Curriculum for review
- Submit proposal to college curriculum committee for review after the proposal has been reviewed by Director of Academic Reports and Curriculum
- College will forward approved proposal to the Director of Academic Reports and Curriculum for addition to the Graduate Council agenda.
- Proposal presented to Graduate Council for review and approval
- Action Report will be generated after Graduate Council meeting and forwarded to the Provost and President for signatures
- Upon receipt of signed Action Report, the Director of Academic Reports and Curriculum will advance the proposal to the UT System for approval.
Step 6: Submit for external review and approval
- UT System review and approval (Duration: 30-60 days*)
- THECB review and approval (Duration: 6-9 months*)
- Staff review
- THECB staff make recommendation to the Assistant Commissioner
- Programs with less than 50% new content require Assistant Commissioner approval (Duration: 30-60 days)
- Programs with 50% or more new content require Commissioner approval (Duration: 60-90 days)
- 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.
- While waiting for UTS and THECB approval work with Vice Provost for Curriculum Effectiveness and Improvement to develop prospectus for SACSCOC
*Approval timeline is an estimate – Timeline can be affected by multiple factors such as time of year submitted, staff workload, etc.
New Graduate Program Proposal Process
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Procedures for Building a New Doctoral/Professional Program
Step 1: Notify the Director of Academic Reports and Curriculum of your intent to develop a new program prior to completing any forms.
- An initial meeting will be scheduled to discuss the process, forms, and documentation required for the submission of a request for a new program.
- Please ensure that your college dean is aware of your plan to develop a new program before this meeting is held.
- The Director of Academic Reports and Curriculum will inform the Provost of the request and schedule a required, initial meeting with the following individuals:
- Graduate School Dean
- College Dean
- College Associate Dean (who works with curriculum/academics)
- Department Chair
- Program Director
- College Administrative Officer
- Vice Provost for Curriculum Effectiveness and Improvement
- Director of Academic Reports and Curriculum
- College Representatives (as needed)
- Proposed interdisciplinary programs that span multiple colleges should include representatives from all relevant colleges in this initial meeting.
Step 2: Planning Notification
- Required for all new programs
- Work with Director of Academic Reports and Curriculum to complete the Planning Notification
- Planning notification will be submitted to the THECB and UT System as soon as possible after the initial meeting.
- Planning notification for doctoral and professional programs must be submitted a minimum of one year before submission of the full proposal.
Step 3: Budget Template
- Budget template should be completed by the College Administrative Officer
- Prior to advancing the budget template for internal review, seek administrative input from the Department Chair and College Dean.
- Submit budget spreadsheet to Provost for review prior to review by University Budget Committee
- Provost will consult with Vice President for Business Affairs about costs and whether a review by the University Budget Committee is necessary.
- 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 the full proposal can be submitted to the President and UT System.
- Step 3 and Step 4 (below) should be worked on concurrently
Step 4: Work with Director of Academic Reports and Curriculum to prepare proposal (Duration: program dependent*)
Step 5: Submit full proposal for internal review (Duration: 3 months*)
- Extended Dean’s Council Review (Deans, Vice Provosts, Vice President of Research, Vice President of Business Affairs, Associate Vice President of Planning, Director of Library)
- Presentation and discussion led by program director, chair, and Academic Dean
- Provost solicits written input from all participants (following presentation)
- Ratings and input on each major topic (need, academics, faculty & resources)
- Alignment with UTEP’s mission and strategic plans(s)
- Relevance and connections to existing or planned doctoral programs
- Submit proposal to Director of Academic Reports and Curriculum for review
- Submit to college curriculum committee for review after proposal has been reviewed by the Director of Academic Reports and Curriculum
- College will forward approved proposal to the Director of Academic Reports and Curriculum for addition to the Graduate Council agenda.
- Proposal to Graduate Council for review and approval
- Action Report will be generated after Graduate Council meeting and forwarded to the Provost and President for signatures
- Upon receipt of signed Action Report, the Director of Academic Reports and Curriculum will advance the proposal to the UT System for approval.
Step 6: Submit for external review and approval
- UT System Board of Regents review and approval (Duration: 4-5 months*)
- THECB review and approval (Duration: 6-9 months*)
- Staff review
- THECB staff make recommendation to the Assistant Commissioner
- Doctoral and Professional program proposals require THECB Board approval
Step 7: 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.
- While waiting for UT System and THECB approval, work with Vice Provost for Curriculum Effectiveness and Improvement to develop prospectus for SACSCOC
*Approval timeline is an estimate – Timeline can be affected by multiple factors such as time of year submitted, staff workload, etc.
New Doctoral/Professional Program Proposal Process
UT System and THECB Board Meetings
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Individual Forms
First check the Curriculum Change Procedures & Forms tab to determine what is needed for a proposal before downloading individual forms. The individual forms should be used when additional change requests need to be included in a proposal being developed.
Administrative Unit Changes to Degree Plan
Block Elective Change
Budget Template
Catalog Copy-Minor
Catalog Copy-New Program V
CIP Change
Closure - Degree Program or Certificate
Closure- Minor or Concentration
Core Curriculum Template H
Course Add form
Course Change Form
Course Deactivate/Reactivate Form
Course Sequencing Template
Degree Plan Changes
Fast Track Change
Grad Admission Change
New Certificate
New Concentration/Track
New Fast Track
New Minor
Program Modality Change
SCH Change
