Electronic Submission Process for Program Proposals
| To: | Chief Executive Officers/Presidents of Institutions of Higher Education |
| From: | John L. D’Agati, Deputy Commissioner of Office of Higher Education |
| Date: | September 17, 2012 |
| Subject: | Electronic Submission Process for Program Proposals |
I am pleased to announce the implementation of the Office of Higher Education’s electronic submission process for new degree program and master plan amendment proposals. Beginning September 29, 2012, proposals for the following actions will be submitted through the electronic portal:
- Registration of a new degree program (non-doctoral)
- Registration of a new certificate or advanced certificate programs
- Addition of the distance education format to a new or existing registered program
Accessing the Electronic Portal:
For those higher education institutions that file their proposals directly with the Department you will receive a message from OCUEREVADMIN@mail.nysed.gov, with the subject “NYSED Office of Higher Education Program Submission and Review Portal.” The e-mail will contain a link to the electronic portal. When you click the link for the first time, you will be required to create your own password. This will be the password that you will be using to access your account. Please make a note of the password entered. If the e-mail invitation is not received within five (5) days of receipt of this announcement, please contact this office and we will verify our information and resend the e-mail. If you already have a password that you created as one of our testers, you may continue to sign in using your password at https://nysocue.myreviewroom.com/.
Once you have successfully signed in, you will be able to grant access to the portal to other members of your administration. NOTE: SUNY and CUNY colleges and universities should contact their respective system administration offices to determine the process for submitting campus proposals.
Review Timeline:
Our Office is committed to a review of proposals within 30 business days of submission through the electronic portal. If a proposal is incomplete, or questions are raised, the institution will be contacted and informed of the specific questions. Once contacted, institutions are asked to respond within 30 business days to questions identified by their evaluator. If the proposal is not resubmitted within 30 business days or if identified issues or concerns are not adequately addressed in the resubmittal, the proposal will be withdrawn from further consideration. The institution is welcome to reapply at any time, but should indicate that it has addressed issues raised by the evaluator. Finally, electronic submission is required for proposal reviews, and reviews will be conducted strictly on a first-come first-served basis.
At this time the electronic portal submission process is not yet available for proposals of programs intended to prepare candidates for teacher, leader and other school personnel certification. However, we will review these proposals within the same timeframe as other proposals. In addition, program proposals that lead to professional licensure, requests for revisions to existing registered programs and proposals for programs leading to doctoral degree awards will be handled outside of the electronic submission process. There may also be instances when, as a result of a unique proposal or other special circumstances, more time will be needed to engage the institution and confirm compliance with quality standards.
Maximum Number of Proposals:
Institutions are being asked to limit the total number of proposals they submit within a three month period of time. As a general guide, we ask that institutions not submit more than five new program registrations in any single three month period, and not more than one master plan amendment in any six month period. If you submit several proposals at once, please prioritize your submissions so that we can act on those proposals most essential for your campus.
Resources for Support and Guidance:
A new comprehensive guidance document has been created for your use when submitting proposals through the electronic portal. This document can be found on the Department’s web site at: http://www.highered.nysed.gov/pdf/compiledguidance092012.pdf. Please be sure to consult it when developing proposals, institutional policies and budgets as part of your application. This guidance document and additional resources are available within the electronic portal.
Questions about proposal content should be directed to ocuerevadmin@mail.nysed.gov or to your institution’s liaison in the Office of College and University Evaluation prior to proposal submission.
If the portal is not functioning correctly, please contact the software application providers at support@myreviewroom.com.
If you have difficulty accessing the electronic portal, contact OCUEReview@mail.nysed.gov.
Over the last few months we have received positive and constructive suggestions from all higher education sectors in our effort to improve or enhance our technology, processes and guidance. As we transition into the new system we will continue to be flexible as we engage the field, and we welcome your comments and input as we work to refine our program registration process.
Thank you for your support. I look forward to working with you as we continue to develop this new system.
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