PROGRAMS - McGill
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GUIDELINES FOR THE NEW PROGRAM/CONCENTRATION
PROPOSAL FORM
These guidelines are intended to accompany the McGill University
New Program/Concentration Proposal Form
that is available on the Web at .
Updated August 2019
TABLE OF CONTENTS
1. Contacts 3-4
2. The Pathway for Approval 4-5
3. Length of Time for Approval 5
4. Important Deadlines 5-6
5. How to find the program proposal form 6
6. How to fill out the New Program/Major or Minor/ 6-11
Concentration Proposal Form
7. Appendix 1 - Departmental consultation report form 12
8. Appendix 2 - Sample program proposal – see separate file
Acronyms:
APB Analysis, Planning, and Budget within the Provost’s Office
APC Academic Policy Committee of Senate [formerly APPC]
CGPS Council of Graduate and Postdoctoral Studies
ES Enrolment Services
GPS Graduate and Postdoctoral Studies
GRAD Graduate
MEES Ministère de l'Éducation et de l’Enseignement supérieur
MSE McGill School of Environment
SCTP APC Subcommittee on Courses and Teaching Programs
UG Undergraduate
1. Contacts/Communications
These people can be contacted for specifics related to meeting dates, faculty-specific and other issues.
APC Secretary
Julie Degans, Academic Planning Officer
Tel: 398-2985
julie.degans@mcgill.ca
Room 600, James Administration Building
APB, Office of the Provost and Vice-Principal (Academic)
SCTP Secretary
Cindy Smith, Course and Program Administrator
Tel: 398-2624
cindy.smith@mcgill.ca
Room 600, James Administration Building
APB, Office of the Provost and Vice-Principal (Academic)
Director – Resource Allocation
Marilyn Baron
Tel: 398-2312
marilyn.baron@mcgill.ca
Room 641, James Admin. Building
APB, Office of the Provost and Vice-Principal (Academic)
CGPS Secretary
Sarah Curci, Administrative Coordinator
Tel: 398-5527
cgps.gps@mcgill.ca
Room 400, James Admin. Building
Office of the Dean, GPS
Faculty of Agricultural and Environmental Sciences
Joanne Ten Eyck
Tel: 398-8677
Fax: 398-7766
joanne.teneyck@mcgill.ca
Dean’s Office, Macdonald-Stewart Building
Macdonald Campus
Faculty of Arts
Susan Sharpe
Tel: 398-4400 ext. 094859
Fax: 398-8102
susan.sharpe@mcgill.ca
Course and Program Officer
Dawson Hall
School of Continuing Studies
Diana Iasenza
Tel: 398-6155
Fax: 398-2832
diana.iasenza@mcgill.ca
Dean’s Office
Faculty of Dentistry
Patricia Bassett – Undergraduate proposals
Tel: 398-4400 ext. 00091
nikoo.taghavi@mcgill.ca
2001 McGill College
TBA – Graduate proposals
Tel: 398-
2001 McGill College, Suite 545
Faculty of Education
Associate Dean Alain Breuleux
Tel: 398-4228
alain.breuleux@mcgill.ca
Dean’s Office, Room 230, 3700 McTavish Street
Faculty of Engineering
Sarah Voss
Tel: 398-7261
Fax: 398-5681
academic.engineering@mcgill.ca
McGill Engineering Student Centre
Graduate and Postdoctoral Studies Office
Maggie Do Couto
Tel: 398-3050
Fax: 398-3296
progprososals.gps@mcgill.ca
4th Floor, James Admin. Building
Faculty of Law
Cara Stuckey – Undergraduate proposals
Tel: 398-6608
Fax: 398-4659
cara.stuckey@mcgill.ca
Chancellor Day Hall
Bianca Bourgeois – Graduate proposals
Tel: 398-6635
Chancellor Day Hall
Desautels Faculty of Management
Yazmet Madariaga – Undergraduate proposals
Tel: 398-4067
Fax: 398-3402
yazmet.madariaga@mcgill.ca
Program, Bronfman Building
Desautels Faculty of Management
Mercedes Santamaria – Graduate proposals
Tel: 398-4042
Fax: 398-2499
mercedes.santamaria@mcgill.ca
MBA Program, Bronfman Building
Faculty of Medicine
Kimberly John
Tel: 398-2849
Fax: 398-8807
bcc.med@mcgill.ca
McIntyre Medical Sciences Bldg., Room 637
Schulich School of Music
Diana (Dino) Dutz
Tel: 398-6337
Fax: 398-1540
diana.dutz@mcgill.ca
Associate Deans Office, Strathcona Music Building
Faculty of Science
Josie D'Amico
Tel: 398-4215
Fax: 398-8102
josie.damico@mcgill.ca
Assistant to the Dean, Dawson Hall
Communications regarding course and program decisions are sent via the above faculty contact people. Course and program approvals appear in reports and minutes posted on the Web (see Section 5).
2. The Pathway for Approval
For details on the approval process for all new programs, see presentation completed by the Provost’s Program
Working Group at: .
2.1 New degree programs (these are degrees that have never existed before at the University)
Department ( Faculty ( CGPS (if GRAD) ( SCTP ( APC ( Senate ( BCI ( MEES
See section 6.7.0 for financial consultation needed for new degree or self-funded programs. If centrally-funded resources are being requested, APB must review the request prior to the program proposal submission to CGPS (if GRAD) or SCTP. See section 6.5.4 below for specific details.
2.2 New Concentration/Option of Existing Program, New Minor, or Major Revision (to
existing University degree programs or options); new concentrations reported to MEES for information
Department ( Faculty ( CGPS (if GRAD) ( SCTP ( APC
(
For information to: Senate; ES ( Calendar
(
Degree Evaluation staff
IMPORTANT NOTE: Any proposal requiring the Ministry’s final approval may not be advertised, marketed, or
opened for admissions before the Ministry’s final Avis is received by the University [this is sent to the Provost and
circulated to proposers by the Secretary to APC].
Information on the streamlining of approval pathways [as approved by APC January 17, 2013] may be found at:
mcgill.ca/apc entitled “Approval Paths”. This document outlines major program revisions vs.
minor/moderate.
Any change in the modality [or offering] of the program: on campus to another version of the program
either online or taught elsewhere, requires review at SCTP following Faculty/School approval.
2.3 Faculty Deadlines
Please consult your faculty contact person for internal faculty deadlines and timeline information.
2.4 Meetings
SCTP meets on alternate Thursdays from APC, September through May. The meeting dates for APC and SCTP may be found on their individual Web sites.
3. Length of time for approval for a new program/major or minor/concentration
3.1 Completely new degree programs require provincial government approval, which takes between 2 and 5 years. (An exception: completely new privately-funded programs do not require extended government review, but they do need to review and approve the budget; this takes approximately 6-9 months following Senate approval.) Before new degree programs begin the approval process, it is imperative that the Provost’s Program Working Group be contacted for consultation [contact Dr. Phil Smith, APB].
3.2 It takes 3 to 4 months on average for a new program/concentration to be approved. However, it can take from 6 to 9 months (or even longer) from the departmental level, if substantial changes are requested by the Faculty, CGPS (if GRAD), SCTP or APC (see 3.3 below).
3.3 The following are some of the most common reasons why proposals are returned (unapproved) to departments:
3.3.1 The department did not provide a side-by-side comparison of the existing program with the proposed new concentration (option) proposal.
3.3.2 The department submitted only one proposal form when two separate proposals were required (e.g., one for a thesis program, one for a non-thesis program).
3.3.3 The department did not consult with other departments about possible overlap with other programs, or neglected to submit a consultation form (Appendix 1) when listing another unit’s courses in a program. This includes financial consultations from APB.
3.3.4 The department did not receive written approval from the Director – Resource Allocation, APB, when centrally-funded resources are required.
4. Important Deadlines
4.1 October 15
The ES deadline for entries in the UG & GRAD Calendars is January [at the latest; earlier if possible]. If the program is to be listed in the next year’s Calendar, it should arrive at SCTP by October 15 of the previous year.
4.2 February 1
If you wish to be able to offer a new program/concentration or wish major revisions to a program/ concentration to come into effect the following September, the proposal should arrive at SCTP no later than February 1, as it may require Senate approval before the end of the academic year. Meetings may be cancelled, which could result in approval delay of the proposal.
4.3 Late Spring
It is suggested that departments begin working on program proposals in late spring and summer so that the rest of the approval process may begin in early fall. It is recommended to submit draft proposals to Julie Degans – Secretary to APC or Cindy Smith - Secretary to SCTP for editorial comments/review before submission for approval at the departmental level.
5. How to find the New Program/Concentration Proposal Form
5.1 The web site is located at .
5.2 Following the listing of the guidelines and the new course proposal and course revision forms you will find the program forms under “TEACHING PROGRAMS”; there is a link to Microsoft Word and PDF versions of the latest New Program/Concentration form. Click on this link and save the blank form on your computer system for further use. It is preferred that academic units use the Word version, as it is easier to list program requirements and make revisions to the proposal.
NOTE: Handwritten proposals will not be considered.
5.3 Attach any additional information required by the form (e.g., completed consultation form/email from other departments, financial write-off or resource allocation approval).
5.4 After the proposal has received departmental approval it should be forwarded to the faculty, which will review it and report it to CGPS (if GRAD) or SCTP following approval at the faculty level. The SCTP Faculty Contact person is responsible for submissions to CGPS or SCTP.
5.5 The status of a program proposal may be checked by searching the minutes on the Web sites for SCTP, APC, CGPS, Senate or a large number of faculty Curriculum/Academic Committee. The SCTP Faculty Contact for your Faculty will know the status, as SCTP, CGPS, APC, and Senate [the latter by the APC Secretary] reports back to faculty contacts.
6. How to fill out the New Program/Concentration Proposal Form
DO NOT MANIPULATE BOX SIZES ON THE WORD FORMS
Please note that in order to name a program after a donor, there are certain criteria and procedures that need to be followed. Please refer to the Naming Policy for University Assets reviewed by Senate .
Terminology used on the forms is Banner specific.
6.1.0 Degree Title
Enter the proposed full degree only as it will appear in the Calendar, e.g. Bachelor of Arts or B.A., B.Ed. or Bachelor of Education, Master of Engineering or M.Eng., etc. In the case of concurrent programs, both degrees should be indicated (e.g., B.Mus./B.Ed.). Contact the Course and Program Administrator or the Secretariat to confirm the accepted abbreviation of a degree.
6.1.1 Major (Subject/Discipline) (30-character maximum)
The subject/discipline of the program is the topic that the program (degree) covers (e.g., Biology). It is
not indicated as a “Major in Biology”, but this does refer to simply “Biology” as the subject, and
“Major” would be checked in Category (box 5.2).
6.1.2 Concentration (Option)
The option is a sub-topic within the subject of the program, e.g. B.A.; Major Concentration in English;
Literature = the Concentration is “Literature”.
In the final program title, semicolons should be used to separate the program title by: degree, category, major, and concentration. An example of a correctly formed composite degree title is B.A.; Major Concentration in English; Literature.
6.1.3 Complete Program Title
This is a combination of information in boxes: 1.0, 1.1., 1.2, and 5.2; semi-colons are used in between the various information.
6.2.0 Administering Faculty or GPS
Enter the name of the faculty that administers the program. Note that there are cases when the faculty administering the program is not the same as the faculty offering the program. Graduate and Postdoctoral Studies (GPS) administers all graduate programs – with the exception of graduate certificates and graduate diplomas offered by the School of Continuing Studies only.
Offering Faculty & Department
Enter the name of the faculty and department that offers the program.
6.3.0 Effective Term of Implementation
The term and year that the program will REALISTICALLY come into effect, e.g. September 2019, 201909, or Fall 2019, allowing sufficient time for the proposal to go through the approval process.
6.4.0 Rationale and Admission Requirements for New Proposal (approximately 150 words)
Discuss and justify:
the academic significance of the program;
the clientele of the program;
possible overlap with program(s) in other units; and
briefly indicate the admission requirements for this new program, and provide a rationale if they differ from current admission standards for existing programs within the department.
Also, the APC believes the University already has a large number of programs (more than 4,000). Every new program [undergraduate and graduate: new degree, option/concentration, faculty program, honours, joint honours/major, major(concentration), minor(concentration), certificate, and diploma] can be expensive to run, both in terms of resources and focus. Are any programs in your unit affected by low enrolment? If so, please explain why the program(s) is(are) being offered. Have you examined whether any program(s) in your unit could be retired or revised? Please explain in the new program proposal’s rationale.”
An executive summary [2-3 pages] should accompany new program proposals to elaborate on the rationale.
6.5.0 Program Information
6.5.1 Program Type - Check the type that applies; usually only one type, with the exception of a
Distance Education Master’s.
Some program type definitions:
Bachelor's = 90-120 credits
Master’s = maximum 45 credits for thesis programs
M.Sc.(Applied) = normally a professional degree
Dual Degree/Concurrent Program
Certificate = 30-credit first cycle program, governed by the teaching faculty
Diploma = 30-credit second cycle program that has, as a prerequisite for admission, an undergraduate degree or its equivalent, in any discipline, and for which faculty approval is by the teaching faculty
Graduate Certificate = second-cycle program of fewer than 30 but no less than 15 credits, which has as a prerequisite an undergraduate degree and it must be approved by Graduate and Postdoctoral Studies
Graduate Diploma = 30-credit second cycle program which has as a prerequisite for admission an undergraduate degree or graduate degree, or its equivalent, in the same or a related discipline, and it must be approved by Graduate and Postdoctoral Studies
Professional Development Certificate = a non-credit transcript micro-program of no less than 12 CEUs [contact the Course and Program Administrator for additional information]
Ph.D. = 0-counting credits at McGill University [this means all Ph.D. programs are worth 0 credits]
Doctorate (other than Ph.D.)
Self-Funded/Private = all self-funded/private program proposals must be reviewed by Analysis, Planning, and Budget within the Office of the Provost and Vice-Principal (Academic). Contact the Course and Program Administrator for details; a self-funded program cannot have the same title as a regulated program, and it cannot contain courses that are included in a regulated program
Off-Campus = refers to a McGill program given at a location other than either of McGill’s two campuses
Distance Education = Web based; this term refers to any non-face-to-face teaching activity; a policy is currently being developed by the Office of the Provost
Stream = A specified list of complementary courses that provides students with a suggested set of courses in an area of specialization within a program. The stream title does not appear on transcripts or diplomas. Since such a specified list of courses does not affect degree requirements, it may be added by units as comments to the Calendar; a stream does not require formal approval.
Other (Please specify)
2. Category – If applicable, check which category applies; only one category.
Faculty Program = an approved coherent selection of courses giving students a useful concentration in a recognized area, e.g., Industrial Relations or McGill School of Environment Concentration
Major = more specialized than faculty programs, usually centred in a specific discipline or department; normally 54 credits; certain majors can be taken concurrently, e.g., B.Ed, B.Sc.
Joint Major
Major Concentration = Faculties of Arts, Law, or Science, 36 credits, usually centred in a specific discipline or academic unit
Minor = a coherent sequence of courses in a given discipline or interdisciplinary area that may be taken in addition to the courses required for the degree program; normally 24 credits with up to 6 credits overlap within the degree program; Note: the Faculty of Science also offers minors that consist of 18 to 27 credits
Minor Concentration = Faculty of Arts, 18 credits of a coherent sequence of courses; can usually be expanded to major concentrations by taking 18 additional credits
Honours = demand a high degree of specialization and require students to satisfy departmental Honours requirements while maintaining high academic standing, e.g. CGPA minimum of 3.0
Joint Honours Component = two kinds of Joint Honours programs available:
fully-integrated programs such as Economics and Finance, or a combination of two joint honours components [requires departmental approval]
Internship/Co-op
Thesis = minimum 18 credits of thesis courses
Non-Thesis = maximum 18 credits of project courses
Other (please specify)
3. Level – Check which level that applies; only one level.
6.5.4 Requires Centrally-Funded Resources
If a new program (degree or self-funded) requires centrally-funded resources (financial, personnel, space), check YES. The request needs to be reviewed by the Director - Resource Allocation within APB, Office of the Provost and Vice-Principal (Academic), before the program proposal is submitted to CGPS (for graduate programs) or SCTP (for undergraduate programs) for review and approval. For specific details as to what is required, contact the Director - Resource Allocation within APB.
6.6.0 Total Credits or CEUs
Please indicate the total number of credits required for this program (as distinct from the number of credits for the entire degree) or indicate CEUs weight [if CEUs, this should be indicated within the box]. If this number differs significantly from the norm for a degree of this type, please explain why. This will save time, as University committees may need the information in order to make a decision. All Ph.D. programs are indicated as “0 credits” on proposal forms.
If CEU program, indicate CEU weight here also.
NORMS:
Ph.D. 0 (non-credit counting)
Master’s normally 45
Honours 60
Joint Honours 72
Minor (Concentration) 24 (18)
Major (Concentration) 54 (36)
The Faculty of Arts Multi-Track Program
To recognize the diversity of student backgrounds and interests and the multiple routes to understanding provided by a modern university, the Faculty of Arts offers a 90-credit multi-track undergraduate program that includes a major concentration complemented by at least a minor concentration and distribution component which may be completed in one of the following ways:
Option A Major Concentration (36 credits) + Minor Concentration (18 credits) + 36 credits of electives.
Option B Major Concentration (36) + Major Concentration (36) + 18 credits of electives.
Option C Major Concentration (36) + Minor Concentration (18) + Minor Concentration (18) + 18 credits of electives
Within Options A and B, all programs must be in different academic units. Within Option C,
one of the Minor Concentrations may be in the same unit as the Major Concentration. Students who
pursue a same-unit Minor Concentration will substitute additional complementary (non-required)
courses, to a total of 18 credits.
6.7.0 Consultation with Related Units
Related Units = academic units; evidence of consultation with other units should be appended
when the proposed program affects other units (i.e., when the program requires students to take
courses given by other units). The evidence could take the form of a summary of pertinent
comments received from other units with the names and titles (e.g., Chair, Director of GPSO,
etc.) or electronic copies of consultation reports. A rationale must be supplied when a
consultation does not result in routine consent but rather contains reservations or outright
rejections. Please see Appendix 1.
Financial Consult = Consultation with staff within Analysis, Planning, and Budget for new degree
or self-funded programs, or the Director – Resource Allocation when there are required resources for
a new program [degree or self-funded] (i.e., centrally-funded resources [financial, personnel,
space]). This consultation/approval is required before the new program proposal is submitted to
CGPS (if graduate) or SCTP (if undergraduate).
6.8.0 Program Description (Maximum 150 words)
Indicate the program description as it should appear in the Calendar (it should not be more than 150
Words) and it should give a brief, concise, and clear outline of the subject of the program. It does
not focus on students or courses listed within the program (e.g., 30 credits of Required Courses and
15 credits of Complementary Courses). The program description should not include statements
that the University cannot guarantee: “The student will learn …”, “Students will gain
skills/expertise/ or acquire skills …”
6.9.0 List of proposed program for the New Program/ Concentration
A program layout must be presented, which lists the courses under the following
University-approved categories (headings): Required Courses (# credits), Complementary Courses (# credits), and Elective Courses (# credits). The total credits of the three categories must total the program credit weight indicated in box 6. Each course must be listed as follows: Subj Code/Crse Num, Title – long eCalendar version, Credit weight; e.g., ANTH 201 Prehistoric Archaeology (3 cr.). If the proposal is for a new Concentration (option), the existing program’s requirements must be included – either following the requirements for the proposed program or as a separate page copied from the eCalendar.
It is NOT recommended to list courses by subheadings or year [e.g., U1, U2, U3] or other categories
[e.g., Thesis Courses, Project Courses] for the program layout [which will be listed in the Calendar]. A department may break down courses with subheadings [e.g., U1, U2 etc.] for advising purposes and distribute such lists to students separately.
Nomenclature used for courses:
Required: Absolutely required in a program. All students in the program must take this (these) course(s) unless they are granted exemption(s). No “either/or” options should be used here (see “complementary” below). The only exception of alternative Required Courses (“either/or”) is where the alternative course is almost identical in content to the other [in this case, a consultation is required by the other department stating that content of both courses is almost identical or note Calendar reference that states equivalency].
Complementary: These are considered required to the program but a choice is given. Selected from a restricted list, a particular subject area, or a discipline – this also includes streams. In some programs, students must include a number of these in order to meet program requirements; either/or options that are not almost identical in content should be listed here.
Elective: Chosen freely (often stipulated as needing the advice/approval of the departmental advisor, etc.). Electives should be used only as top-up to degree.
The phrase "to be chosen from among departmental course offerings" may substitute the listing of courses when no specific courses are required. In the case of graduate programs, it MUST be specified “to be chosen from among 500-level or above departmental course offerings”. Note that GPS does not allow the listing of undergraduate-level courses [200, 300, or 400] in graduate programs [contact GPS for additional details]. If graduate students need to take such courses, they may do so for extra credits – these credits will not be counted towards the graduate program’s requirements. Also note that 600- and 700-level courses should not be listed in undergraduate programs, as these courses are not open to undergraduate students.
At the bottom of this box it is indicated “Attach extra page(s) as needed” – if the program layout requires additional page(s), add as needed.
6.10 Approvals
Routing sequence:
The dates of the meetings at which the proposal was approved should be entered here, along with the name of the Chair or Secretary of the committee.
NAME SIGNATURE MEETING DATE
DEPARTMENT
CURRICULUM/ACADEMIC COMMITTEE
FACULTY 1
FACULTY 2 (for programs involving more than one Faculty)
FACULTY 3 (for programs involving more than two Faculties)
CGPS
SCTP
APC
SENATE
Submitted by - Please complete this information to enable quick reporting or contacting for responses to queries
Name (person responsible for program)
Phone (responsible person’s telephone number)
E-mail (responsible person’s e-mail address will ensure a copy of the follow-up that is normally only reported to the SCTP Faculty Contact)
Submission Date (Date submitted to Faculty for approval)
REMINDERS: Ensure that box 5.4 is completed – see page 9. All new program proposals must be
accompanied by a 2-3 page support document (executive summary).
If you have questions about the New Program/Concentration Proposal Form, the approval process, or if you
would like assistance in preparing a proposal, please contact either Cindy Smith, Julie Degans, or the SCTP
Faculty Contact for your faculty (see Section 1 at the beginning of this guide).
APPENDIX 1
CONSULTATION REPORT FORM
RE PROGRAM PROPOSALS
DATE:
TO:
FROM:
The attached proposal has been submitted to the Curriculum Committee, and it has been decided that your department should be consulted.
Program Title:
Would you be good enough to review this proposal and let me know as soon as possible, on this form, whether or not your department has any objections to, or comments regarding, the proposal. Specifically, a course [or courses] taught by your department that has [have] been included in the program’s list of courses.
NO OBJECTIONS SOME OBJECTIONS
COMMENTS:
Signature:
Date:
................
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