The following are guidelines and information to assist you with the Program Change Process. The forms were developed in a collaborative effort by both the Undergraduate Council and Graduate Councils and the Office of the Provost.
Please Note: Certain matters require additional steps beyond UA Little Rock. These programs require approval by UA System Board of Trustees (BOT) and Arkansas Department of Higher Education (ADHE). Educator Preparatory programs require external approval from the Arkansas Department of Education in addition to BOT and ADHE. See instructions by viewing the Five Stages of the Program Change Process below or download and print the complete instructions:
| Step | Tasks | Resource | Download |
|---|---|---|---|
| 1 | Consult Interim Associate Vice Chancellor for Academic Affairs for Continuous Improvement before submitting a new program proposal. ADHE requires additional steps to introduce a new program proposal which requires additional time to proceed through the entire process. | Melvin Beavers, [email protected], can provide insight on whether your program change requires internal-only approval and/or internal and external approval. | |
| 2 | And/or consult with your college’s curriculum representative. | Find Your Rep: Undergraduate Council (UGC) | Graduate Council (GC) | Council On Core Curriculum (CORE) | |
| 3 | Complete Preparation Worksheet: | Download New or Existing Courses and Existing Programs Worksheet. | |
| 4A | For New Program Proposal – Review instructions and complete: | Appropriate Letter of Intent (LOI) based on the type of New Program. | |
| 4B | For New Educator Prep Program Proposal – Review instructions and complete: | Letter of Intent (LOI-E) for New Educator Preparation Programs available on the ADHE website. | |
| 5 | Review instructions and complete: | Program Change Form (PCF) | |
| 6A | For New Program Proposals (including New Educator Prep Programs) include with your PCF:
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Council members review each Program Change Form and accompanying documents for:
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| 6B | For External Program Changes include with your PCF:
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Council members review each Program Change Form and accompanying documents for:
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| 6C | For External Educator Prep Program Changes include with your PCF:
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Council members review each Program Change Form and accompanying documents for:
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Please Note: The curriculum approval process may vary by department. The following is an explanation of a typical department-level process.
| Step | Tasks | Resource |
|---|---|---|
| 1 | Prepare your curriculum item (PCF) and bring before your department. | Usually department-level curriculum committee and/or chair |
| 2 | For Chairs/Directors and/or Committee: Things to Consider when reviewing curriculum items: |
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| 3 | If the item is approved, submit to the College/School Committee for review. | The signature of the College/School Committee Chair indicates full review and approval. |
Some UA Little Rock colleges have more than one curriculum committee. The most common protocol is an undergraduate curriculum committee and a graduate curriculum committee. Please Note: Early-entry programs must be reviewed by the college’s undergraduate and graduate committees if applicable.
| Step | Task | Additional Information/Resource |
|---|---|---|
| 1 | For Undergraduate and Early-Entry Programs: Submit to the college-level undergraduate Curriculum Committee for review. | The signature of the College/School Committee Chair indicates full review and approval. |
| 2 | For Early-Entry Programs: After approval by the college undergraduate curriculum committee, submit the item to the college graduate curriculum committee. | The signature of the College/School Committee Chair indicates full review and approval. |
| 3 | For Graduate Programs: Submit to the college graduate curriculum committee. | The signature of the College/School Committee Chair indicates full review and approval. |
| 4 | Submit the approved item to the College Dean for review. | The signature of the College Dean indicates full review and approval. |
| 5 | Submit item (with the appropriate signatures) to Robyn Wiley-Mohammed in the Provost Office for tracking and routing. | Items without the appropriate signatures will be returned to the item originator. |
Please Note: To be considered for review, items must be received in the Provost’s Office by the close of business the Wednesday prior to the next appropriate university-level curriculum council meeting (Undergraduate Council or Graduate Council). The originator will be notified by the Curriculum Coordinator via email with additional instructions (if applicable), a copy of their item (with log number) and the date their item will appear on the UGC agenda.
| Step | Task | Additional Information/Resource |
|---|---|---|
| 1 | Keep a copy of the “logged” item for future reference. | You will be notified via email of meeting dates, time, etc. Undergraduate Council meetings are coordinated by the Provost Office. Graduate Council meetings are coordinated by the Graduate School. |
| 2A | For Undergraduate and Early-Entry Programs: Attend the appropriate Undergraduate Council meeting. | You will be notified via email by the Provost Office of meeting dates, time, etc. The review is a two-week process. If no issues arise during the first review, the item will go up for a vote during the second review. Note: If the originator or a representative is not in attendance for the first-scheduled review, the item will delayed until the following meeting. |
| 2B | For Early-Entry Programs Only: Attend the appropriate Undergraduate Council meeting. Later, attend the appropriate Graduate Council meeting. | Approved items are submitted to the Graduate Council for review after UGC approval. The signature of the UGC Chair indicates full review and approval. You will be notified by the Graduate School of meeting dates, time, etc. |
| 2C | For Graduate and Early-Entry Programs: Attend the appropriate Graduate Council meeting. | You will be notified via email by the Graduate School (GC) of meeting dates, time, etc. The GC review is a two-week process. If no issues arise during the first review, the item will go up for a vote during the second review. Note: If the originator or a representative is not in attendance at the Curriculum Subcommittee meeting, the item will not be reviewed. |
| Step | Task | Additional Information/Resource |
|---|---|---|
| 1 | UGC and/or GC approves item and indicates approval by signature of the committee chair. | Item is sent to the Provost, then the Chancellor for signatures. |
| 2 | The Provost Office forwards approved items for implementation to: |
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| Step | Task | Additional Information/Resource | More Info |
|---|---|---|---|
| 1 | UGC and/or GC approves item and indicates approval by signature of the committee chair. | Item is sent to the Provost, then the Chancellor for signatures. | |
| 2 | The Provost Office prepares documents for official submission to: |
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See External Approval Timelines. |
| 3 | The Provost Office forwards approved items for implementation to: |
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