IX. New Academic Program Approval
New Academic Program Approval
(Degree and Non-Degree Programs)
The development of a new academic program within one of the various academic units of the Institute is a significant undertaking, requiring a commitment to our collective intelligence and resources. A multi-step process for review and approval of new programs, including degree and non-degree programs, is used to uphold standards of excellence and ensure a high-quality curriculum while incorporating diverse input and perspectives. The Office of the Provost oversees the new academic program approval process and is periodically reviewed to ensure efficacy and relevance. This policy does not pertain to educational activities that do not result in credit on an Institute transcript (e.g., continuing professional development, faculty or staff development activities, workshops, seminars, etc.).
Within the Office of the Provost, the process involves three stages. These stages are subsequent to discussion, planning, and endorsement at the academic unit level proposing the new program. If the program proposal comes from one of the Institute’s schools, then it is necessary that a discussion of the proposal among the relevant faculty within that school has occurred and endorsement of the school dean is given.
Stage I: Concept Proposal
The first stage in the review and advancement of a new academic program is the development and presentation of a concept proposal, which provides an overview of the proposed program. A concept proposal describes the goals and purpose of the proposed program; offers additional context and the rationale for the program; illustrates the program’s alignment with the mission, vision, and values of the school and/or Institute; and presents known advantages or potential challenges with the proposed program. Concept proposals are submitted to the Office of the Provost for review. If the proposal comes from one of the Institute’s schools, then a written endorsement of the proposal by the school dean is required. In most cases, the concept proposal will first undergo review by the New Initiatives Committee (NIC), led by the Associate Provost for Academic Affairs. The NIC is an advisory committee to the provost, which includes an interprofessional group of faculty and administrators. Delegates to the NIC include important constituents from the faculty and administration, including representatives from campus support teams (e.g., enrollment services, enrollment marketing, finance, and library). The NIC works collaboratively with the proposal developer(s) to support the refinement of the proposal and begin to consider resource needs. The NIC makes recommendations to the provost regarding concept proposals. At times, the provost (or delegate) may review a concept proposal directly without the involvement of the NIC. Upon acceptance by the provost, a concept proposal is then presented to the Academic and Student Affairs Committee (ASAC) of the Institute’s Board of Trustees (the IHP Board). With the approval from the ASAC, the concept proposal is accepted, and the next stage of the new program approval process can occur. The ASAC chair makes the board aware of the committee’s determination and discussions related to concept proposals.
Stage II: Program Proposal with Business Case
The second stage is the development and presentation of a program proposal with a business case (proforma business plan) using guidelines established by the Office of the Provost. The guidelines for a new program proposal are published annually in the Faculty Handbook and describe key timelines, required elements to include in the proposal, and information about cooperative agreements, if applicable. The Office of Finance provides support and templated tools for the development of the program budget and business case. The developer(s) notifies the Course and Curriculum Review Committee (CCRC), a standing committee of the Institute’s Faculty Senate, of any new program proposal. This notification serves to initiate the course review process and allows the CCRC to stage and schedule the necessary It is acceptable for a program proposal to describe program objectives, student learning outcomes, and the overall curriculum and assessment plan. While individual course syllabi may not be complete at the time of submission of a program proposal, it is important to note that all new courses require review and approval of CCRC prior to implementation. At times, the developer(s) of a new academic program may desire broader input from the Institute community to support the development of a new course or academic program. Those developing proposals are encouraged to consider presenting and gathering input during a Faculty Senate and/or Staff Council meeting as well as discuss plans with relevant Institute experts and support staff (e.g., admissions, enrollment marketing, learning experience design, instructional technology, facilities, finance, JEDI, student financial aid, student services, etc.). Such requests should be directed to the respective administrative teams, offices, and/or Faculty Senate and Staff Council leadership.
Once the program proposal is complete, a business case must be attached prior to submission to the Office of the Provost. The developer(s) of the program proposal should work with the Office of Finance to develop a program budget and business case. If the program proposal includes new capital requests (e.g., incremental space, renovations, software, equipment, etc.), then the developer(s) of the program proposal should also work with the Office of the Chief Operations Officer to draft a capital project plan to attach to the submission. A completed program proposal with a business plan is submitted to the provost. The provost will review the proposal and may assign it to the NIC for further review. Upon acceptance by the provost, a program proposal with the business case is then presented to the ASAC. The program proposal with the business case is reviewed by the ASAC and, upon its recommendation, is presented and considered by the IHP board. In some circumstances, the chair of the ASAC may recommend that the proposal go directly to the IHP Board.
Stage III: Final Review and Approval
The final stage involves review and approval by the Institute’s fiduciary authorities, state regulators, and accreditation bodies. The program proposals require review and approval by the Institute’s Board of Trustees and the Massachusetts General Hospital (MGH) Board of Trustees, which is the final authority for new program approvals within the organization as the Institute’s sole corporate sponsor.
Before implementing any new courses, the CCRC must conduct a thorough review of all new courses and grant its approval. This is an essential step to ensure that the proposed courses meet the academic standards and objectives of the institution.
New programs and some non-degree offerings require review and authorization by the Massachusetts Department of Higher Education (DHE). Additionally, they may require review and approval from the New England Commission of Higher Education (NECHE), the Institute's regional accreditation authority. The Office of the Provost will initiate the review process with DHE and NECHE, recognizing that review and approval requirements differ based on the type of program being developed, ranging from written notice to substantive change action.
If the degree program requires or desires approval by a specialized (disciplinary) accrediting body, the program director and/or dean will ensure that all applications, fees, self-study, or other processes are completed according to the program timeline that has been proposed. The Office of the Provost is committed to supporting the specialty/program accreditation process as necessary.
A simple checklist summarizes levels for review/approval.
Stage I: Concept Proposal
- Submit Concept Proposal: The dean or designee submits the concept proposal to the Associate Provost for Academic Affairs
- NIC Review: The New Initiatives Committee reviews the concept proposal and provides recommendations to the provost.
- Provost Review: The provost reviews the proposal and provides feedback.
Stage II: Program Proposal with Business Case
- CCCR Notification: The developer(s) inform CCRC to initiate course reviews and scheduling.
- Program/School-Level Review: The developer(s) vets the program proposal with appropriate department or school-level governance.
- Provost Approval: The provost reviews and makes a recommendation to ASAC.
Stage III: Final Review and Approval
- Board Approvals: Review and approval by the IHP Board of Trustees and the MGH Board of Trustees are required.
- DHE Approval: Review and approval by the Massachusetts Department of Higher Education are required.
- NECHE Approval: Review and approval of substantive changes by the New England Commission of Higher Education, if required.
- Specialty/Program Accreditation: Review and approval by specialty program accrediting bodies, if required or desired.
- CCRC Approval: Review and approval of new courses by the Course and Curriculum Review Committee are required.
Additional Resources:
General Matrix for the Approval Process New Programs and Program Modifications
New Program Checklist
Template for Program Proposal
Template for Business Case