The instructions below explain how to successfully submit a prospectus request form to notify the University of your intention to develop a program proposal for a new, revised or shared program, or a proposal to discontinue or close a program. A prospectus is required for all undergraduate program proposals. For graduate program proposals, a prospectus is only required for new graduate programs or extending an existing graduate program to online delivery. The prospectus should be submitted and approved before the program proposal form is submitted to workflow for approval. However, you can begin work on the program proposal form in CIM while the prospectus is being reviewed. Instructions for how to complete a program proposal can be found in the Program Management User Guide section.
The CIM prospectus request form is a large form with several fields, which are described below. Before starting on a new prospectus request form, please read the following tips and guidelines to help you successfully navigate form features and requirements.
The CIM prospectus request form is a dynamic form. The fields that appear on the form will change depending on your answers to certain questions. For example, if you select "Undergraduate" for the Academic Level, a new section for Campuses Delivered will appear further down in the form. This section will appear as Locations Offered with different choices when "Graduate" is selected as academic level.
Fields that are required are outlined in red. You cannot start workflow (i.e., begin the review and approval process) on your request until all required fields have been completed. You can, however, save changes to your incomplete request and return to complete and submit the form later.
Instructions for each question appear in italics above the question heading and field. Please read these instructions carefully before entering your information into the form.
You can save your changes to the request form at any time by clicking the Save Changes button at the bottom of your screen. This will save all changes made but will not submit the request to the approval workflow process. Saving changes allows you to come back to your request and finish editing at a later date.
Clicking the Cancel button will close the request form without saving any changes made.
Once your request is finished and ready to begin the review process, click the Start Workflow button to submit the request to the approval workflow process.
Many of the CourseLeaf CIM prospectus request form fields are the same for both undergraduate and graduate programs. The listing below displays all form fields for undergraduate programs. Instructions on graduate-specific form fields can be found on The Graduate School website.
There are four general categories of prospectuses. Submitting the correct prospectus type is important to ensure there are no delays in your request moving through the approval process.
From the dropdown menu, select the appropriate degree level of the new prospectus request (e.g., Undergraduate, Graduate).
From the dropdown menu, select the type of program the prospectus request is seeking to add.
Enter the URLs of the University Bulletins pages for the undergraduate program and graduate program that will constitute this new proposed Integrated Undergraduate-Graduate program. Undergraduate program pages can be found in the Undergraduate Bulletin and Graduate program pages can be found in the Graduate Bulletin.
Copy and paste the URL of the undergraduate program page in the University Bulletins.
To add the URL of the graduate program page in the University Bulletins page, click the Green Plus Sign Button in the form field header to add a new row. Then copy and paste the graduate program page URL in the new row.
To delete a row, click the Red X Button to the right of the row.
Enter the URL of the University Bulletins page for the undergraduate program in which the new option is being proposed. Undergraduate program pages can be found in the Undergraduate Bulletin program filter.
From the dropdown menu, select the degree type for this program (e.g., Associate in Science (A.S.), Bachelor of Arts (B.A.), etc.).
If you are proposing a program with a brand-new degree type, scroll down to the bottom of the dropdown menu and select New Degree Offering.
If you select New Degree Offering, an additional New Degree Offering Name form field will appear for you to enter the name of the new degree type.
Enter the proposed name of this program.
From the dropdown menu, select the college or school that will initially offer the program (i.e., the program originator). The College/School selected here will determine your choices for which Unit will initially offer the program.
From the dropdown menu, select the unit that will initially offer the program. The available Units are those that exist within the College/School you selected in the question above.
From the dropdown menu, select the semester in which you would like this new program to take effect.
Please note, the official effective semester for the new program will be set by the Office of the Faculty Senate once the proposal is approved. The effective semester entered will be based on the proposal's approval date. At that time, if the college prefers to implement the changes at a later time, the Associate Dean of the college may change the effective semester to a later date.
Enter a brief summary of the new program being proposed.
Enter a brief explanation of the reason for and benefits of the new program being proposed.
A significant number of students spend their first two years at one campus and transition to another for their remaining two years. This is referred to as the 2+2 plan.
Enter a description of any foreseen issues or difficulties with students completing this program following a 2+2 plan.
Enter a description of any foreseen issues or difficulties with the program being offered at all Penn State campuses.
Enter an explanation of the potential impact this new program will have on other existing programs as well as Penn State campuses and colleges.
If accreditation will be sought for this program, select Yes.
If you select Yes, one additional form field will appear for you to provide more information.
Enter the name of the accreditor along with details about the timeframe and process of accreditation.
From the dropdown menu, select a college who you will be in consultation with through the new program proposal process.
To add another college, click the Green Plus Sign Button in the form field header to add a new row. Select a college from the dropdown menu.
To delete a row, click the Red X Button to the right of the row.
To reorder the listed colleges, click the Green Arrow Up and Arrow Down Buttons to the right of the rows. Click the Up Arrow Button to move a row up. Click the Down Arrow Button to move a row down.
Enter additional details about consultation plans and which specific campuses and/or academic departments within the selected college(s) will be included in the consultation process.
Select the types of new resources that will be required to deliver the newly proposed program.
Once you have completed the prospectus request form, click the green Start Workflow Button at the bottom of your screen to begin the review process. The prospectus will be sent to the first step in the approved workflow.
Note: You cannot start workflow on your prospectus request until all required fields have been completed.
The automated approval process in CIM is called the workflow. Once you click the green Start Workflow Button, your prospectus request will begin this approval process.
The required workflow steps are the same for each academic college and include review by the academic department head, college associate dean, Office of Undergraduate Education, and members of the Administrative Council on Undergraduate Education (ACUE). As reviewers in each step approve the prospectus request it will move to the next step of the workflow. As the request moves to the next workflow step, the appropriate user(s) will be notified via an automated email that the new prospectus request is ready to be reviewed, edited, approved, or rejected.
You can log in to the CourseLeaf CIM Prospectus Management dashboard at any time to see where your request is in the workflow process. Once you have located your prospectus in the dashboard, the preview will include the full list of workflow steps the prospectus must complete. The current workflow step for the prospectus will be in bold orange text. Completed workflow steps will be in bold green text.
At any point in the approval process a reviewer might have questions about the prospectus. You will have the opportunity to address these questions and/or provide additional information when you complete the subsequent program proposal form. You cannot directly edit your prospectus once it has been submitted to the workflow process.
A reviewer may choose to rollback the prospectus to a previous step in the workflow. In this case, the prospectus will need to repeat the workflow steps from the point the prospectus was rolled back to.
More information about prospectus request review can be found in the Workflow Management User Guide section.
Following discussion of the prospectus by ACUE members, an ACUE committee will draft recommendations to the submitting college. The proposers may then respond to these suggestions when developing the full program proposal.
Once the prospectus request has completed the approval process, the proposer will receive an automated email message notifying you of the prospectus approval.
Upon receipt of the notification of approval, a full program proposal may now be submitted. Instructions for how to complete a program proposal can be found in the Program Management User Guide section.