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Current Academic Program Proposal Process

Current Academic Program Actions – “How To” Process

New Program for Provisional Status

The following types of programs require must seek provisional status  using the academic program action process:

  • Associate degree
  • Bachelor’s degree
  • Master’s degree
  • Doctoral degree
  • Any certificate if it is the sole credential of an academic program or requires substantial resources

Policy Reference
EP 5.201, Approval of New Academic Programs and Review of Provisional Academic Programs
RP 5.201, Instructional Programs

Process

  • ✓ Complete Authorization to Plan (ATP) including all internal consultation and approvals using the criteria found in Kuali Build and in Appendix A of EP 5.201.
    Authorization to Plan Guidelines for New Academic Programs
  • ✓ Go to Kuali Build
  • ✓ Click “New Academic Program Proposal Submission” button.
    Kuali New Academic Program Proposal Submission button icon
  • ✓ Upload the ATP to Kuali Build by clicking the blue box labeled “New” and follow instructions. Please include cover memo with request.
  • ✓ ATP will be forwarded to UH Officers for review and approval.
  • ✓ Upon approval by UH Officers, make any revisions necessary.
  • ✓ If a revised ATP was necessary, upload the revised version to Kuali Build for CCAO review.
  • ✓ Present the ATP to CCAO for endorsement and comment.
  • ✓ Once the ATP has been endorsed by CCAO, proceed to the New Program Proposal. Please use this template: Provisional Program Proposal.docx (clicking will download file and must be opened with Word)
  • ✓ Submit your New Program Proposal to Kuali Build for CCAO endorsement.
  • ✓ Upon CCAO endorsement, make any required revisions and upload the revised New Program Proposal to Kuali Build.
  • ✓ Submit the final New Program Proposal with a BOR action memo for ASA and BOR approval: Action Memo for Provisional Programs.docx (clicking will download file and must be opened with Word)
  • ✓ Request program and CIP code from IRAPO by submitting a New or Modify Program Code” form.
  • ✓ Upon BOR approval, the New Program is provisional until 150% of the proposed baccalaureate or graduate degree length or 200% of the proposed certificate or associate degree length (first full cycle) has passed:
    • For baccalaureate, 6 years; master’s, 3 years; and doctorate, 5 years
    • For certificate, 2 years; associate, 4 years
  • If the program is not ready to transition to established status, a one-year extension can be requested by submitting a memo to the President.

Provisional to Established

Policy Reference
EP 5.201, Approval of New Academic Programs and Review of Provisional Academic Programs
RP 5.201, Instructional Programs

Process

  • ✓ At the end of the Provisional Program period, submit a Provisional to Established Program Proposal (.docx) using the template found in Kuali Build and Appendix C of EP 5.201.
    • The BOR request for established status must be submitted in the academic year following the end of the program’s provisional period.
  • ✓ Upload Provisional to Established Program Proposal to Kuali Build for CCAO endorsement and comment.
  • ✓ Upon review by CCAO, submit the final proposal with a BOR action memo for approval by the ASA and BOR. If approved, item will be on the BOR consent agenda. BOR action memo (.docx) (clicking will download file and must be opened with Word)
  • ✓ Program review requirements:
    • Established programs must be reviewed a minimum of every 7th year (four-years) and every 5th year (community college), unless BOR states otherwise
  • ✓ If you wish to request an extension please submit a memo with rationale. Here is a template for your convenience. (clicking will download file and must be opened with Word)

Degree Change

Policy Reference
EP 5.201 III B

An established program which desires to change to a new type of degree (e.g. BA to BS, AS in xx to AS in zz) with minimal change to degree requirements. May be approved by the President or designee if the program does not require significant resources.

  • ✓ Submit Degree Change Request proposal to CCAO for endorsement
  • ✓ Submit final proposal with a BOR action memo, including approval request for established status, to BOR for ASA approval
  • After BOR approval, submit IRAPO’sReplace Program Code” form
  • IRAPO will stop-out “old” degree and create code for new degree
  • ✓ Campus must submit request to terminate “old” degree code

Stop-out

Policy Reference
EP 5.202 – Section III. F.

Chancellor approves a stop-out, which is implemented when a program is being reevaluated and admission to the program is being halted during the stop out period, via action memo.

  • ✓ Forward a copy of the approved memo to OVPAS. IRAPO will notify Banner to stop-out program code and remove program from online application. Program will be “reactivated” based on date provided in the memo.

Termination

Policy Reference
RP 5.201 – Section III. F.

President approves the termination of all BOR-approved programs (provisional and established) via action memo. Chancellor approves the termination of any campus-approved programs.

  • ✓ Forward a copy of the approved memo to OVPAS. IRAPO will notify Banner to terminate program code and remove program from online application based on the term provided in the memo.

*RP5.201, III., F.: Commitments to students already officially enrolled in such programs shall be met and limited for up to two years for associate degree at community college programs and four years for baccalaureate degrees. No new program admissions shall take place.

Name Change

Policy Reference
EP 5.201 III E

Programs are given a name at the time they are approved by the BOR. Where substantive changes to programs are involved, a new program proposal must be submitted for BOR approval. Otherwise, name changes can be approved by the President or Chancellor.

  • Requests to change academic program titles in order to maintain currency in terminology and which involve no substantive change in the program are made to the President. Upon approval, such changes are reported to the Board of Regents as an information item.
  • Name changes that reflect a substantive program change are handled according to the requirements for new program authorizations as outlined in EP 5.201.
  • Any name change must be aligned with the correct Classification of Instructional Property (CIP) code.
  • ✓ Submit action memo to President for changes in the functional names of academic programs and credentials where the name change is to remain current and does not involve significant change in the program requirements.
  • ✓ Submit request to Chancellor for name changes of campus-approved programs.
  • ✓ Forward a copy of approved action memo to OVPAS.
  • ✓ Submit IRAPO’sProgram Title Change” form

Certificates and Minors

Policy Reference
EP 5.201, Approval of New Academic Programs and Review of Provisional Academic Programs

The Vice President for Community Colleges (VPCC) or Vice President for Academic Strategy (VPAS) are authorized to approve the following credentials, if they do not require significant resources:

  1. All new stand-alone certificates of competence or academic subject certificates.
  2. A stand-alone certificate where the existing Board-approved associate degree or certificate of achievement is being terminated.

The Chancellor/Provost is authorized to approve the following credentials, if they do not require significant resources:

  1. New minors, concentrations or certificates consisting of courses within or among existing Board-approved instructional programs.
  2. A stand-alone minor where the existing Board-approved major is being terminated.

Sample Program Proposals

The Authorization to Plan (ATP)

Provisional Program Approval

Provisional to Established Status Approval

Last modified: March 12, 2024
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