GUMC New Program Procedures
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 all Steps 1 through 11 completed by May, then they can enroll students for the Fall of the same year.
The best scenario is the program is approved. The worst scenario is the program is not approved.
Schedule a meeting with Senior Associate Dean (SAD) of BGE or Dean of NHS and Chair of Graduate Advisory Committee (GAC) and others as needed (e.g. BGE Council Members or 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 BGE Council; C) go directly to STEP 2.
If approved by SAD of BGE or Dean of NHS and Chair of GAC, then 1) draft a proposal using the GSAS template and forward to GAC subcommittee and 2) BGE: set up a meeting with Assistant Vice President and Chief Business Officer, Senior Accounts Analyst for BGE, and Assistant Dean of Administration and Finance for BGE to draft the budget. NHS: set up a meeting with Assistant Vice President and Chief Business Officer and Associate Dean for Finance and Administration at NHS. 3) The drafted budget will be sent to Senior Associate Vice President for Business Affairs and Administration for input and approval.
Note: Budget preparation comes after academic approval from STEP 1.
Steps 3 to 5 can take between 6 to 12 months.
Draft proposal with Letters of Support (LOS) (including LOS from EVP with necessary financial and space commitment and LOS from SAD of BGE or Dean of NHS depending on the program’s administrative home within GUMC) & 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.
Once the GAC subcommittee has read and approved the proposal & financial statement/budget, then it goes to the entire GAC for discussion and vote. If there is an unresolved disagreement between GAC subcommittee and the new program director(s), then the proposal goes to general GAC for discussion and resolution.
New program director(s) should make a presentation in general GAC and provide the following to all GAC members: 1) New Program Proposal Completed 2) Letter of Support from EVP with necessary financial and space commitment 3) Letter of Support from Chair of the academic home 4) Letter of Support from the respective Dean of one of the educational sectors at GUMC 5) Financial Budget (from STEP 2)
Steps 6 and 7 can take between 6 to 12 months
If approved by GAC with a majority, then it goes to 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.
If approved by ExCo subcommittee, then it goes to the full ExCo to be reviewed and approved.
Steps 8 and 9 can take between 1 to 4 months.
If approved by ExCo, then it goes to the Board to be approved. The Board meets 3 times a year (February, June, October). The Board does have a subcommittee that can vote on urgent matters via email on a monthly basis.
If approved by the Board, then a Board approved document is written out and the EVP’s office send that off to the appropriate academic home, whether NHS or BGE.
Steps 10 and 11 can take between 2 to 3 months.
NHS/BGE engages the Office of University Registrar (OUR) to have them submit the appropriate paperwork for DC HELC (DC government) approval.
Once DC 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.