Substantive Changes: New York State Education Department
Many changes in degree or certificate programs do not need the approval of the New York State Education Department (NYSED). These include, for example, changes in the content and organization of individual courses or the substitution of one course for another as meeting a specific program requirement. The University is, however, obligated to ask the NYSED to modify the registered status of a program in many situations, including the following.
NYSED has defined the minimum credits or terms of enrollment required for each level of degree. Students in bachelor’s programs must complete at least 120 credits. For a master’s, the minimum number is 30. The NYSED does not specify a minimum number of credits for a PhD or professional doctorate, but it does require a minimum of three academic years of full-time graduate study for a program leading to a doctoral degree, or the equivalent in part-time study. The University may not offer degree programs requiring fewer points than stipulated in the State’s regulations. It can require more.
If a school wishes to change the number of credits in a degree or certificate program by one-third or more of the minimum required for the level of degree its students will earn, the University must ask the NYSED to amend the program’s registered status.
In joint degree programs, the University agrees with its partner institution that a certain number of credits earned at each will count to the completion of the degree awarded by the other. The University must obtain NYSED’s authorization to increase or decrease the credits the students take at the partner institution by a substantial number.
There are a number of circumstances where NYSED provides clear guidance on curriculum updates that require submission for their assessment. However, there are additional areas that involve a fair amount of ambiguity. Schools should always reach out to the Office of the Vice Provost for Academic Programs (OVPAP) for consultation and guidance.
Authorization is needed for such changes in case of a major reorganization of the curriculum, shifts in focus, and/or the addition or elimination of a major requirement.
In summary, and to restate, schools should consult with OVPAP whenever they intend to make material alterations in the curricula they offer. As part of this conversation, OVPAP can explore in more detail the types of changes the school is considering in light of what is mentioned above. This is underscored by the fact that changes to NYSED process and/or regulations may occur at any time.
NYSED does not require the separate registration of tracks within a registered program, nor is it necessary to obtain a separate approval for a concentration in subject areas in which students may also undertake as long as the University has a registered program in that area.
Nonetheless, the University does need the NYSED’s approval to add a new option or concentration to a previously registered program. Similarly, the Department expects the University to report the elimination of an option or concentration so that it can update its inventory.
A change in registration is necessary whenever a school wishes to extend an existing program over a greater number of terms or reduce the length of time it takes to complete the degree or certificate.
Refer to New Online Programs for approval information on adding an online component to a registered program.
In addition to registering the addition on an online component to a registered program, the University must seek authorization from NYSED for other types of changes in the mode of delivery of its curricula.
If a school adds a part-time option to a program previously open only to students who enroll full-time, the University must seek authorization from the NYSED.
When a school creates an executive program in which the instruction is delivered in a different format or on a different schedule from another program in the same field that have already been registered, the NYSED expect a request for a change in registration.
This list is not meant to be complete. Other types of changes may also need to be registered with the NYSED. Schools should, therefore, consult with OVPAP whenever it wishes to make material changes in the format or mode of delivery of a registered program.
If a school decides to change the degree awarded on completion of a program (for example, from a Masters of Science to a Masters of Arts), the University must first obtain NYSED approval.
When a school changes the name of a program, the University must report it to the NYSED so that it can update its inventory. This is true even if the new name is not accompanied by any other changes in the program’s curriculum. Please note that once a name change is approved by NYSED, the old name is removed from the state inventory and replaced by the new name. Thus, from that point forward, all students enrolled in the program must complete it under the new name. If you have any questions, please reach out to OVPAP ([email protected]).
Whenever a school decides to discontinue a registered program, the University must inform NYSED so that it can update its registry of the University’s approved programs.
NYSED distinguishes between new degree programs that begin as tracks or concentrations in already registered programs and those that do not. The NYSED approves new programs that were not part of previously registered programs through its process for new registrations. If a school wishes to turn a track or concentration in an existing program into a separate program, the University must ask the NYSED to authorize a change in registration.
The University, on the other hand, reviews proposals for turning tracks into separate programs through its normal process for evaluating requests to start a new program, as described in other pages of this web site.
This list above is not meant to be exhaustive. Deans, chairs and directors of programs should contact OVPAP at [email protected] whenever they have questions about whether changes in their curricula need NYSED approval.
Any educational change requiring NYSED authorization must be approved first by the Committee on Instruction and dean of the appropriate school and then by the Vice Provost for Academic Programs acting on behalf of the Provost. The Vice Provost is responsible for obtaining any other University approvals that may be necessary (e.g., decanal review of program name changes) and forwarding the proposed change to the NYSED for registration.
To request approval to make a substantial change in one of its curricular programs, the school prepares a request consisting of both a Proposal for Making a Substantive Change, an internal University form, and one or more forms required by the NYSED. The State forms may vary depending on the subject matter of the new program.
If a school wishes to propose a new program based on a track in an existing program, they should complete the New Program Proposal Application for APAS.
Applications are entered through the Academic Program Approval System (APAS). Please contact OVPAP at [email protected] for access to APAS. Schools are also advised to consult with OVPAP for guidance on which NYSED forms to complete.