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Approval and Revision

New academic and degree programs and revisions of academic and degree programs (including elimination of programs) must undergo a specific approval process. Specific procedures should also be followed when deleting degrees or academic programs.

Prior to the Development Process

Types of academic and degree programs include degree or major (including concentrations), co-major, minor, and certificate.

Prior to beginning the process of developing or revising an academic program, you should contact Carolyn Haynes, Senior Associate Provost, about participating in the Miami Academic Incubator Program (MAPI). Departments or faculty proposing new programs or significant revisions of existing programs (meaning more than 25% of the content or credit hours are being changed) are encouraged to participate in MAPI.

Additionally, proposers should review the definitions of curricular terms and consult the General Bulletin (General Information section) for a listing of existing Miami academic programs and their requirements to ensure that the program you intend to propose does not overlap significantly with existing programs. As a general rule of thumb, departments should aim for at least 50% of their credit hours of the program to be unique. To aid advising and retention of students, healthy program enrollments, as well as efficient use of resources, it is important to keep the Miami curriculum as streamlined as possible.

Once you have completed the MAPI program, you should create a full proposal for the program via Miami’s Course Information Management (CIM) system. The CIM workflow approval processes for each type of program are articulated below.

Undergraduate Programs

New Programs and Majors

These steps should be followed when creating a new major and/or an associate or bachelor’s degree program:

Note: This is an action item of the University Senate, meaning that it will require a presentation by the proposer(s) and a vote

New Degree Program
Action Step Estimated Time Needed
  1. Notification of Intention for New Major to Dean and Provost's Office; participation in Miami Academic Incubator Program
 1-3 months
  1. Initial inquiry submitted to the Higher Learning Commission, by Provost Office

Note: This step will require completing a separate form that can be provided by the Provost's Office. If  the new program will be offered at a non-approved location, the time period needed may be up to 6 months in order to gain HLC and federal approvals.

 1 month (but could be longer, depending on the context of the new location)
  1. Creation of new program proposal in Miami's Course Management System (CIM)
 1 month
  1. Departmental approval of proposal
 1 month
  1. Preliminary review of proposal for compliance-related issues by Provost Office and University Registrar, and referrals made as appropriate

Note: This step could take several months if there are significant compliance issues such as state authorization.

1 week (but could be longer if there are compliance issues to be resolved)
  1. Divisional curriculum committee approval
 1 month
  1. Council of Undergraduate Curriculum approval
 1-2 months, depending on meeting schedule and whether revisions are needed
  1. Council of Academic Deans approval
 1-2 months, depending on meeting schedule and whether revisions are needed
  1. University Senate approval
 1-2 months, depending on meeting schedule and whether revisions are needed
  1. Board of Trustees approval
 1-3 months, depending on meeting schedule
  1. ODHE approval (forwarded by Associate Provost for undergraduate programs and Graduate Dean for graduate programs)

Note: This step involves three parts: ODHE staff member review and approval, public notification period on the ODHE website, and Chancellor approval. Status of proposals can be viewed on the ODHE website.

3-4 months
  1. Notification sent to University Registrar and to Higher Learning Commission (by Provost Office)
 1 week
Total Time Needed 13 - 24 months

Please note: All new degree programs and majors must create a plan for assessment of student learning outcomes within the first year of inception and then submit annual assessment reports each year thereafter. Plans and reports should be submitted to the Senior Associate Provost.

Revision of Existing Programs, Majors, and Concentrations

There is also an approval procedure for revising an existing degree program or major, including a concentration within the degree program or major.

Revisions to a major or degree program that includes any of the following items must be approved:

  • Change in name of program
  • Curriculum modification, including revision or creation of new concentration within the major/degree
  • Change in delivery mode for 50% or more of the requirements
  • Change in sites where program is offered
  • Accelerated or flexible delivery

These steps should be followed when revising a major/degree, including revising or eliminating a concentration within the degree program or major:

  1. Creation of program proposal in Course Management System (CIM) to revise a major (including a concentration)
  2. Departmental approval
  3. Divisional curriculum committee approval
  4. Council of Academic Deans approval
  5. University Senate approval via Consent Calendar
  6. Ohio Department of Higher Education and/or Higher Learning Commission approval or notification, coordinated by Provost Office

Note relating to Revising a Major or Degree: If the revision concerns a change in the site where program is offered, change to accelerated delivery, or a modification of more than 25% of curriculum, the Office of Provost will need to seek approval from ODHE and (in some situations) from HLC.

Deletions of Programs or Majors

Approval Steps for Program Elimation

If the program is being eliminated, the Department should follow all its governance processes to approve the program elimination.

Steps
  1. Creation of program proposal in Miami's Course Management System (CIM) to eliminate a program 
  2. Departmental Approval
  3. Divisional curriculum committee approval
  4. Council of Academic Deans approval
  5. University Senate approval via Consent Calendar
  6. Ohio Department of Higher Education and/or Higher Learning Commission approval or notification, coordinated by Provost Office.

Note: If members of the department cannot agree on the program elimination (step 2 listed below), the Department may contact the Executive Committee of the University Senate and Provost who will identify a process coordinator and oversee the process outlined in Section 8, Appendix A of the University Senate Bylaws. At completion of these Senate-guided steps, the proposal will updergo the approval steps 3-6 listed above. 

Once the program elimination has been approved (steps 1-5), the Provost Office will notify ODHE and HLC request a deactivation of the major/degree. Deactivation will be effective five years after the notification. Once this discussion has been made, the department should notify all current students and students who have stopped out of the program of the five-year window to encourage them to complete the program within the window of time. 

New Co-Majors

Approval Steps for Co-Major Creation

New Co-Major
Action Step Estimated Time Needed
  1. Notification of Intention for New Co-Major to Dean and Senior Associate Provost for undergraduate programs and Graduate Dean for graduate programs; participation in Miami Academic Incubator Program

1-3 months
  1. Creation of co-major (program) proposal in Miami's Course Management System (CIM)
 1 month
  1. Departmental approval of proposal
 1 month
  1. Preliminary review of proposal for compliance-related issues by Provost Office and University Registrar, and referrals made as appropriate

Note: This step could take several months if there are significant compliance issues such as state authorization.

 1 week
  1. Divisional curriculum committee approvals

Note: Co-major proposals require approval of all divisional curriculum committees since a co-major could be coupled with any major or degree program

 At least 2 months, depending on meeting schedule and whether revisions are needed
  1. Council of Academic Deans approval
 1-2 months, depending on meeting schedule and whether revisions are needed
  1. University Senate Consent Calendar approval
 1-2 months, depending on meeting schedule and whether revisions are needed
Total Time Needed 7-12 months

Revision or Deletion of Co-Majors

Approval Steps for Co-Major Revision or Deletion

Revisions to a co-major that include any of the following items must be approved:

  • Change in name of program
  • Curriculum modification, including concentrations
  • Change in delivery mode for 50% or more of the requirements
  • Change in sites where program is offered
  • Accelerated or flexible delivery
Steps
  1. Creation of the program proposal in Miami's Course Management System (CIM) to revise or eliminate a co-major
  2. Departmental approval
  3. Divisional curriculum committee approval
  4. Council of Academic Deans approval
  5. University Senate approval via Consent Calendar

New Minors

Approval Steps for Minor Creation

New Minor
Action Step Estimated Time Needed
  1. Notification of Intention for New Minor to Divisional Dean

2 weeks
  1. Creation of (program) proposal in Miami'Course Managemes nt System (CIM)
 1 month
  1. Departmental approval of proposal
 1 month
  1. Preliminary review of proposal for compliance-related issues by Provost Office and University Registrar, and referrals made as appropriate

Note: This step could take several months if there are significant compliance issues such as state authorization or new location.

 1-2 month
  1. Divisional curriculum committee approval
 At least 2 months, depending on meeting schedule and whether revisions are needed
  1. Council of Academic Dean's Approval
 1-2 months, depending on meeting schedule and whether revisions are needed
  1. University Senate Consent Calendar approval
 1-2 months, depending on meeting schedule and whether revisions are needed
Total Time Needed 7-9 months

Revision of Minors

Approval Steps for Revising a Minor

Revisions to a minor that include any of the following items below must be approved:

  • Change in name of program
  • Curriculum modification
  • Change in delivery mode for 50% or more of the requirements
  • Change in sites where program is offered
  • Accelerated or flexible delivery
Steps
  1. Creation of (program) proposal in Miami's Course Management System (CIM) to revise a minor
  2. Departmental approval
  3. Divisional curriculum committee approval
  4. Council of Academic Deans approval
  5. University Senate approval via Consent Calendar

Deletion of Minors

Approval Steps for Deleting a Minor

  • Office of University Registrar notifies chair and academic dean of minors with no or low enrollment for past four years.
  • If minor continues to have no or low enrollment for next academic year, it is removed from Bulletin listing of programs.
  • Minor may be retained for one additional year, with approval of academic dean and department chair.
  • If no or low enrollment continues for that next year, minor is eliminated.

Please note: A department may also initiate the deletion of a minor. In this situation, these steps should be followed:

  1. Departmental approval
  2. Divisional curriculum committee approval
  3. Council of Academic Deans approval
  4. University Senate approval via Consent Calendar

Certificates

There are two types of certificates:

  1. Certificates that enroll only students who are already matriculated at Miami
  2. "Free-standing" certificates, which are certificates that may enroll non-matriculating students at Miami.
Certificates for students already pursuing a degree program at Miami
  • Complete the (program) proposal in Miami's Course Management System (CIM) and follow the same approval process as that for minors.
Free-Standing Certificates

Below are the steps for "free-standing" certificates

Note: This is an action item of Senate, meaning that it will require a presentation by the proposer(s) and a vote

New Certificate
Action Step Estimated Time Needed
  1. Notification of Intention for New Certificate to Divisional Dean and Associate Provost for undergraduate-level certificates and Graduate Dean for graduate-level certificates; participation in Miami Academic Program Incubator Program (MAPI)

1-3 months
  1. Creation of certificate (program) proposal in Miami’s Course Management System (CIM) 

1 month
  1. Change request made to Higher Learning Commission

3-4 months
  1. Departmental approval of proposal

1 month
  1. Preliminary review of proposal for compliance-related issues by Provost Office and University Registrar, and referrals made as appropriate

Note: This step could take several months if there are significant compliance issues such as state authorization.

1-2 months
  1. Divisional curriculum committee approval

1 month
  1. Council of Academic Deans approval

1-2 months, depending on meeting schedule and whether revisions are needed
  1. University Senate Consent Calendar approval

1-2 months, depending on meeting schedule and whether revisions are needed
  1. Ohio Department of Higher Education approval (forwarded by Provost Office)

Note: This step involves three parts: ODHE staff member review and approval, public notification on the ODHE website, and Chancellor approval

3-4 months
  1. Approval by Higher Learning Commission (by Provost Office) and US Department of Education (by Financial Assistance)

4 months

Total Time Needed

10-15 months

Revision of Certificates

Revisions to a certificate that include any of the items listed below must be approved:

  • Change in name of program
  • Curriculum modification, including concentrations within the program
  • Change in delivery mode for 50% or more of the requirements
  • Change in sites where program is offered
  • Accelerated or flexible delivery
Steps
  1. Creation of (program) proposal in Miami's Course Management System (CIM) to revise a certificate
  2. Departmental approval
  3. Divisional curriculum committee approval
  4. Council of Academic Deans approval
  5. University Senate approval via Consent Calendar

Deletion of Certificates

These steps are followed when deleting a certificate:

  • Office of University Registrar notifies chair and academic dean of certificates with no or low enrollment for past four years;
  • If certificate continues to have no or low enrollment for next academic year, it is removed from Bulletin listing of programs;
  • Certificate may be retained for one additional year, with approval of academic dean and department chair;
  • If no or low enrollment continues for that next year, certificate is eliminated.

Please note: A department may also initiate the deletion of a certificate. In this situation, these steps should be followed:

  1. Creation of (program) proposal in Miami's Course Management System (CIM) to delete a certificate
  2. Departmental approval
  3. Divisional curriculum committee approval
  4. Council of Academic Deans approval
  5. University Senate approval via Consent Calendar

Graduate Programs

Degree Programs & Majors

Creation of New Program

New Program Timeline
Action Step Estimated Time Needed
  1. Initial notification of program idea to the divisional dean and Dean of Graduate School, participation in Miami Academic Program Incubator
 1-3 month
  1. Creation of Proposal in Course Management System (CIM) and Departmental Curriculum Committee Approval. 
 1-2 months
  1. Divisional Approval
 1-2 months
  1. Registrar/Provost Approval 
 2 weeks
  1. Graduate Council Approval
 1-2 months (depends on whether revisions are needed and meeting schedule)
  1. Council of Academic Deans approval
 1 month
  1. University Senate Approval

Note: Senate approvals can be challenged (through faculty assembly), which can also delay approval

 1-2 months, depending on meeting schedule 
  1. Board of Trustees
 1-3 months, depending on meeting schedule
  1. Ohio Department of Higher Education (forwarded by Provost Office)

Note: This step includes three parts: Chancellor's Council on Graduate Studies, Public Notification, Chancellor

 4-6 months
  1. Higher Learning Commission
 Notification (one day)
Total Time Needed 10-18 months

Note: Proposals should enter the first step of the process at least two years prior to the program start to enable time to market the program

Revision of Existing Programs

Revisions to a program or major that include any of the following must be approved:

  • Change in name of program
  • Curriculum modification, including addition or revision of concentrations
  • Change in delivery mode for 50% or more of the requirements
  • Change in sites where program is offered
  • Accelerated or flexible delivery
  • Change to more than 50% of the program (i.e., change to more than 50% of credit hours and/or program learning objectives)

If the revision concerns a change in delivery mode, change in the site (non-approved location) where the program is offered, accelerated delivery, or a modification of more than 50% of the curriculum, the Office of the Provost will need to seek approval from ODHE and (in some situations) from HLC.

Action Step

Estimated Time Needed

1. Initial notification of program idea to the divisional dean and Dean of Graduate School; participation in Miami Academic Program Incubator

1-3 months

2. Creation of (program) proposal in the Curriculum Management System (CIM) and Departmental Curriculum Committee Approval

1-2 months

3. Divisional Approval

1-2 months

4. Registrar/Provost Approval

2 weeks

5. Graduate Council Approval

1-2 months (depends on whether revisions are needed and meeting schedule)

6. Council of Academic Deans Approval

1 month

7. University Senate Approval

Note: Senate approvals can be challenged (through faculty assembly), which can also delay approval.

1-2 months, depending on meeting schedule

8. Ohio Department of Higher Education (for major revisions only; forwarded by Provost Office)

Note: This step includes three parts: Chancellor’s Council on Graduate Studies, Public Notification, Chancellor

4-6 months

10. Higher Learning Commission (only needed if more than 50% of curriculum is modified)

Notification (one day)

Total Time Needed

7-18 months

Deletion of Programs or Majors

If the program is being eliminated, the Department should follow its governance processes to approve the program elimination.

Steps to be followed when eliminating a major/degree:
  1. Creation of program proposal in Miami’s Course Management System (CIM) to eliminate a program
  2. Departmental approval
  3. Divisional curriculum committee approval
  4. Council of Academic Deans approval
  5. University Senate approval via Consent Calendar
  6. Ohio Department of Higher Education and/or Higher Learning Commission approval or notification, coordinated by Graduate School and Provost Office.

Note: If members of the department cannot agree on the program elimination (step 2 listed above), the Department may contact the Executive Committee of the University Senate and Provost who will identify a process coordinator and oversee the process outlined in Section 8, Appendix A of the University Senate Bylaws.  At completion of these Senate-guided steps, the proposal will undergo the approval steps 3-6 listed above.

Once the program elimination has been approved (steps 1-5), the Provost Office and Graduate School will notify ODHE and HLC and request a deactivation of the major/degree. Deactivation will be effective five years after the notification. Once this decision has been made, the department should notify all current students and students who have stopped out of the program of the five-year window to encourage them to complete the program within the window of time.

  1.  

Certificates

There are two types of certificates:

  1. Certificates that enroll only students who are already matriculated at Miami
  2. “Free-Standing” certificates which are certificates that may enroll non-matriculating students at Miami.

New Certificate Creation

Certificates that enroll only students who are already matriculated at Miami
  • Complete the proposal and follow the same approval process as that for minors
“Free-Standing” Certificates
Note: This step involves three parts: ODHE staff member review and approval, public notification on the ODHE website, and Chancellor approval
New Certificate Timeline
Action Step Estimated Time Needed
  1. Notification of Intention for New Certificate to Dean and Senior Associate Provost (for undergraduate) and Graduate Dean (for graduate certificates); participation in Miami Academic Program IncubatorNote: This step could take several months if there are significant compliance issues such as state authorization or offering the certificate program at a non-approved location
 1-3 months
  1. Creation of (program) proposal in the Curriculum Management System (CIM)
 1 month
  1. Change request made to Higher Learning Commission
 3-4 months
  1. Departmental approval of proposal
 1 month
  1. Divisional curriculum committee approval
 1 month
  1. Preliminary review of proposal for compliance-related issues by Provost Office and University Registrar, and referrals made as appropriate
 1 month
  1. Graduate Council approval
 1-2 months (depends on whether revisions are needed and meeting schedule)
  1. Council of Academic Deans approval
 1-2 months (depends on whether revisions are needed and meeting schedule)
  1. University Senate
 1-2 months, depending on meeting schedule and whether revisions are needed
  1. Ohio Department of Higher Education approval (forwarded by Provost Office)
 3-5+ months
  1. Approval by Higher Learning Commission (by Provost Office) and US Department of Education (by Financial Assistance)
 4 months
Total Time Needed 12-18 months

Revision of Certificates

Type of revisions that must be approved:
  • Change in name of program
  • Curriculum modification
  • Change in delivery mode for 50% or more of the requirements
  • Change in sites where program is offered
  • Accelerated or flexible delivery
Steps to follow:
  1. Creation of (program) proposal in the Curriculum Management System (CIM) to revise a certificate
  2. Departmental approval
  3. Divisional curriculum committee approval
  4. Council of Academic Deans approval
  5. University Senate approval via Consent Calendar

Deletion of Certificates

Steps for deletion due to low enrollment:
  • Office of University Registrar notifies chair and academic dean of certificates with no or low enrollment for past four years;
  • If certificate continues to have no or low enrollment for next academic year, it is removed from Bulletin listing of programs;
  • Certificate may be retained for one additional year, with approval of academic dean and department chair;
  • If no or low enrollment continues for that next year, certificate is eliminated.
Steps for deletion when initiated by the department:
  1. Creation of (program) proposal in the Curriculum Management System (CIM) to delete a certificate
  2. Departmental approval
  3. Divisional curriculum committee approval
  4. Graduate Council approval
  5. Council of Academic Deans approval
  6. University Senate approval via Consent Calendar

Contact Us

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513-529-6721
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