Academic Review Committee Guidelines

External and internal committees typically comprise three to four members, including academic and industry leaders, who are selected based on their expertise and status in the field. The internal committee generally includes senior faculty members. Active members of a program under review may not serve on a program’s internal review committee.

In addition to reviewing the program’s self-study (no more than 20 pages, excluding appendices) and advance materials distributed approximately one month before the on-campus portion of the review, internal and external committee members are expected to participate in a one-day visit to Columbia University’s Morningside Campus. This visit includes stakeholder meetings with program administrators, faculty, students, and relevant deans. As part of the review process, a class observation is also conducted—typically during the one-day site visit, but in some cases scheduled at another time, either synchronously or asynchronously.

Following the on-campus stakeholder meetings and course observation, the committee works collectively to compile a 5–7 page report outlining its findings and recommendations.

If scheduling permits, external committee members will be invited to attend an optional welcome dinner alongside program leadership on the evening preceding their on-site review. Following their campus visit, a formal dinner will be arranged for the committee to review preliminary findings and strategize on cooperative efforts in writing the report.

Each committee must work collectively to summarize its findings and recommendations in report format. A template including key components of the review will be provided. Each committee is expected to submit its report within four weeks of the campus visit, with a maximum of 5 to 7 pages.

In alignment with the Arts and Sciences Guidelines for Review, internal committees are provided with the external committee's report to review before finalizing the internal committee findings and recommendations.

All reports are commissioned for and by the Dean and will remain confidential. 

SPS recommends booking a Columbia University preferred hotel (which honors negotiated rates) and suggests The Arthouse Hotel New York (2178 Broadway, 78th Street). To view negotiated rates or to make a reservation at a Columbia preferred hotel, please visit the Columbia University Visitors Travel Portal. New users must click on "create an account." Existing users may sign in to access Columbia-negotiated rates or to change/cancel an existing reservation. Please note that these exclusive rates are available only through the direct link to the Visitors Travel Portal.

Hotel bookings and travel arrangements should be made independently and will be reimbursed after the visit. See below for more information about reimbursement.

Columbia University will reimburse expenses for local and long-distance travel (i.e., parking, ground transportation, flights, rail/bus tickets), lodging, and meals. Please note that itemized receipts are required for reimbursement (see the "Receipts and Proof of Payment" section below).

Hotels will be reimbursed for three nights and should not exceed $350 per night, per University policy. If rates are higher due to availability, time of year, or other extenuating circumstances, please let us know before booking so we can work with our finance team to coordinate reimbursement. 

Meals should remain within the following pre-tax/tip thresholds: $25 for breakfast, $35 for lunch, and $75 for dinner. Tips and gratuities up to 20 percent will be reimbursed; amounts above this level are considered personal expenses. 

Travel by personal vehicle will be reimbursed based on the federal IRS-approved highway mileage guides. If you plan to travel by car and require parking, a list of Morningside Campus parking garages may be found on Columbia University's Visitors' website.

Please be aware that reimbursement rates are determined at the discretion of Columbia University and may be subject to change.

Receipts and Proof of Payment

Receipts are required for all expenses. A receipt may take many forms (e.g., a cash register receipt, a copy of an order form, a web receipt, or a confirmation). A complete receipt must identify the following: 

• Date of purchase
• Vendor name
• An itemized list and unit price of the purchased items
• Total amount

Itemized receipts are strictly required for airfare, rail, hotel/lodging, and car rental expenses.

The payee is also expected to obtain proof of payment for all expenses. Proof of payment is usually included in the receipt with a notation of:

• "Cash tendered"
• "Paid"
• A zero balance due
• Debit/Credit card payment (card type, last four digits of card, and/or signature)

A debit or credit card statement from your bank may be provided if no proof of payment is available in this form (i.e., a missing or incomplete receipt). You may redact any private or unrelated information; however, your name, the financial institution, and the relevant line item (showing purchase date, vendor, and unit price) must remain visible. Please note any expenses that were paid in cash.

For more information about Columbia's Travel Expense Policy and the documentation required for each expense type, please visit: https://universitypolicies.columbia.edu/content/travel-expense-policy