GUMC New Program Procedures: School of Health

GUMC New Program Procedures is a reiterative process when changes require a return to one or both of the committees. The approval of a new program can take 1 to 2 years. If a program has completed Steps 1 through 11 by May, then they can enroll students for the Fall of the same year.

New Program Procedures

Potential Outcome: The best-case scenario is the program is approved. The worst-case scenario is the program is not approved.

Step 1

Schedule a meeting with Dean of the School of Health and Chair of the Graduate Advisory Committee (GAC) and others as needed (e.g., Chairs of Department where faculty are involved). This meeting is scheduled as needed. In this meeting, a one-page summary of the proposal should be given. Items to be discussed are: space, market for the new program, financial impact, viability of the program, type of program: online, in-person, joint, etc. (MOU is needed if it is a joint program that outlines the financial and administrative support from both schools/institutions.) After the meeting(s), the decision may be: A) do not proceed; B) further discussion at School of Health; C) go directly to Step 2.

Step 2

If approved by Dean of School of Health and Chair of GAC, then:

Note: Budget preparation comes after academic approval from Step 1.

GAC Review

Steps 3 to 5 can take from 6 to 12 months.

Step 3

Draft proposal with Letters of Support (LOS) (including LOS from EVP with necessary financial and space commitment and LOS from Dean of School of Health) and financial budget (from STEP 2) for GAC subcommittee review. GAC subcommittee may go back and forth with the new program director(s) to aid the proposal, prior to Step 4.

Step 4

Once the GAC subcommittee has read and approved the proposal and financial statement/budget, then it goes to the entire GAC for discussion and vote. If there is an unresolved disagreement between the GAC subcommittee and the new program director(s), then the proposal goes to the general GAC for discussion and resolution.

Step 5

The new program director(s) should make a presentation in general GAC and provide the following to all GAC members:

ExCo Review

Steps 6 and 7 can take from 6 to 12 months.

Step 6

If approved by GAC with a majority, then it goes to the Executive Committee of Graduate Studies (ExCo) on Main Campus to form an ExCo subcommittee for review. One reviewer usually comes from the GAC subcommittee and two other reviewers from ExCo.

Step 7

If approved by ExCo subcommittee, then it goes to the full ExCo to be reviewed and approved.

Board Review

Steps 8 and 9 can take from 1 to 4 months.

Step 8

If approved by ExCo, then it goes to the Board to be approved. The Board meets three times a year (February, June, October). The Board does have a subcommittee that can vote on urgent matters via email on a monthly basis.

Step 9

If approved by the Board, then a Board-approved document is written out and the EVP’s office sends it to the Dean of School of Health.

D.C. HELC Review

Steps 10 and 11 can take from 2 to 3 months.

Step 10

School of Health engages the Office of University Registrar (OUR) to have the office submit the appropriate paperwork for D.C. HELC (D.C. government) approval.

Step 11

Once D.C. HELC approves it, then the program website can be launched and the admissions portal can be created, and thus the new program can begin to enroll students.