Guidance from the Chancellor's Office

How do we submit the conversion changes to the CO for self- and state-support undergraduate and graduate degrees (including subprograms like concentrations)?

• All undergraduate and graduate degrees will need to be updated (e.g., roadmaps, unified GE per AB 928, degrees database, unit totals).
• The process for converting programs with no structural or significant (as noted in the next 2 bullets) changes will be completed at the Campus Level. Once complete, the campus will need to update the Degrees Database accordingly.
• Program changes to title, designation, CIP, elevation, addition, discontinuance, substantive course alteration, shared core changes, need to follow the "Modifying an Existing Program" guidance.
• High unit BA and BS programs will need to meet the expected 120 unit maximum.

What about minors, certificates and credentials?

• Any changes to existing minors should follow campus policy and procedures. Notice to the CO is not required.
• Any changes to existing certificates should follow campus policy but may require WSCUC notice/approval.
• Any changes to credentials should follow campus policy...

What about our accredited programs?

• Each accredited program should work individually with their accreditor to comply with any/all requests to remain accredited. These accreditations should be reflected in the January 2026 AMP (Academic Master Plan) materials.

Do we need to submit our program assessment plans?

• If changes have been made to a program's learning outcomes, you will need to submit the revised outcomes along with the updated assessment plans.
• If no changes have occurred to a program's outcomes/assessment, then there is no need to send the assessment plans.

What is the timeline for submitting changes/updates to the CO?

• The campus should create a calendar, shared widely, that notates key dates and deadlines for semester conversion.
• Many campus policies will need to be updated with key dates/deadlines that fit in the semester timeframe. In particular, curricular policies will need to be updated to fit the semester dates/deadlines that coincide with catalog publishing, course scheduling, degree planners, degree audits, master planning and more.
• All programs should be updated in the Degrees Database and/or submitted to the CO by May 30, 2025. All updates will need to be evidenced in the following annual Academic Master Plan (AMP), send to the CO by January 5, 2026.

Can we continue to project new degrees, propose new programs and pilots during the time leading up to the conversion?

• Yes, but keep in mind the complexities involved. Newly created programs will be subject to the turbulence of conversion shortly after, or during, their implementation. It might be worthwhile to put new program processes in hiatus during the peak of the conversion.

What obligation do we have to WSCUC?

• Please work directly with your WSCUC liaison to determine the exact expectations they will have for you during semester conversion.
• Keep in mind that credit bearing certificates that change during conversion may need WSCUC notice/approval.

Do we reset the program and curriculum review clock?

• We encourage your campus to reset all program/curriculum review clocks appropriately based on the last reviews completed for each. It may be advisable to create a window of review hiatus to offer flexibility.
• Plan to update the "academic year for scheduled program review" on the 2026 Academic Master Plan (AMP).

What about our agreements with other entities (e.g., hospitals, internship sites, institutions, other colleges/universities)?

• The campus will need to revisit MOUs and agreements with outside entities to make sure there is no disruption in the work as the conversion is underway and eventually implemented.

What should we consider when creating the new academic calendar?

• Consider the pros/cons of converting in summer 2026 vs fall 2026. There may be benefits to choosing one over the other. Examples from other campuses may prove helpful.
• Workload. It would be advisable to be careful and transparent about what the faculty workload algorithm will be post-conversion.
• Keep in mind that APDB reporting will change during the conversion process.
• Note: If your first semester starts at the end of August, when will the last quarter end prior to conversion?

What about students at or near graduation during the conversion? 

• Plan to create a campaign to get the quarter students graduated right before the conversion takes place. Work with April Grommo at the CO to discuss best practices.
• What will your criteria be for moving students' catalog years to the semester conversion term if they are unable to graduate prior to conversion?
• Will you allow separate catalog rights for GE/breadth and the major?
• Develop a plan to fix unit fractions that might limit timely/efficient graduation during the conversion crossover. Consider using independent study, or "fit-it units" to help students achieve graduation thresholds.

What obligations do we have regarding our 6 TMC designations?

• All ADT similar degree program designations will need to be reevaluated.
• All ADT similar degree upper-division roadmaps will need to be updated.

General

• All program changes will have to be updated in Cal State Apply
• All courses will have to be updated in Peoplesoft and a determination made about the "conversion term"
• Catalog, advising, registrar, prerequisites, enrollment appointment assignment rules, academic standing rules, EO 1037 rules, degree audit, transfer articulation rules, degree planner(s), websites.
• Course sequences (e.g., during a 3 course sequence into a 2 course sequence)
• Semester time modules
• Academic calendar
• Appropriate course unit totals, creating bridge courses for students on both sides of the conversion, prerequisites, support courses, stretch courses.
• Intercessions
• Communications to campus community and clarification of campus policies on GE/breadth and major catalog rights (e.g., will students be able to opt for different catalog years for major vs. GE/breadth?)
• Campus level GE certification process (e.g., review, timeline, policies)
• ERS reporting, Data Warehouse and Student Enrollment/Curriculum reports will all need updating