UW System Administrative Procedure 102.A

New Academic Degree Programs, Changes to Academic Degree Programs, and Additional SYS 102 Items

Original Issuance Date: June 3, 2020

Last Revision Date: September 10, 2024

1.     Purpose of Procedures

The purpose of these procedures is to provide information on planning a new academic degree program; making changes to an existing academic degree program; and additional items covered by SYS 102.

2.     Responsible UW System Officer

Associate Vice President of the Office of Academic Affairs

3.     Definitions

Classification of Instructional Programs (CIP): The CIP provides a taxonomic scheme that supports the accurate tracking and reporting of fields of study and program completions activity. CIP was originally developed by the U.S. Department of Education’s National Center for Education Statistics (NCES) in 1980.

Eliminate: Eliminating an academic degree program removes it from the Central Data Request (CDR) database effective for the designated term.

Fast track program: The fast track process allows eligible programs to forgo the UW university review and appeal procedures. The proposed academic degree program is still subject to review by the proposing universities’ shared governance bodies, as well as UW System Administration and the Board of Regents (BOR), as indicated in the new program approval process (Section 4.C).

Fully Distance Education: An academic degree program that is delivered fully distance education is one in which a student may complete all (100%) of required coursework via distance education.

Higher Learning Commission (HLC): HLC is a regional accreditor that accredits colleges and universities in a 19-state region of the United States, including Wisconsin. A glossary of HLC terminology applicable to these procedures may be located here.

In-person: An academic degree program that is delivered in-person is one in which the student must complete more than 50% of the required coursework in person, suggesting that a significant “on-campus and “in-person” presence may be required. Some courses may be taken via distance education. A program that is referred to as predominantly in-person is one in which a student can complete more than 90% of the required coursework in-person.

Mixed Modality: An academic degree program that is delivered in a mixed modality is one in which the student may complete 50% or more of the required coursework via distance education. In some programs, students may be provided options to complete the program in multiple formats—In-Person, Fully Distance Education, or in a combination of delivery format(s).

Professional doctorate: A professional doctorate represents a mastery of the subject matter and techniques of a professional field.

Program monitoring: Program monitoring consists of system and university level processes to examine academic degree programs guided by a set of criteria determined by the universities related to theirs and UW System policy. Criteria may include enrollment, student credit hours, time to degree, and/or completion.

Publishing: Publishing an academic degree program adds it to electronic publications.

Redirect: A redirect is an academic degree program change of curricular components not to exceed a total of 50% of the curriculum being changed.

Reinstatement: Reinstating admissions returns an academic degree program to the systemwide academic degree program array. The program is re-published in electronic publications.

School/College: The definition of a college or school, and the creation of a new school or college follows the Wisconsin statutory provisions as indicated below.

  • Stat. § 36.09(1)(gm): “The board shall not create, except as specifically authorized by the legislature in each instance, any new college, school or its functional equivalent if such college, school or functional equivalent has academic programs at the graduate or professional, post-baccalaureate level.”
  • Stat. § 36.09(1)(gm)1: “For the purposes of this paragraph, college or school means an academic unit below the university level but above the departmental level, including but not limited to a graduate school, law school, medical school, social work school, architecture school, business school and a public administration school.”
  • Stat. § 36.09(1)(gm)2: “For the purposes of this paragraph, a new college or school shall be deemed to have been created if an administrative position of dean or its functional equivalent is established and if a new instructional program, separate and distinct from the programs currently available at that university, is established.”
  • Stat. § 36.09(1)(gm)3: “This paragraph does not apply to the redesignation or reorganization of existing colleges or schools if accomplished through the reclassification of existing positions or the restructuring of existing organizational entities.”

Suspend: Suspending admissions allows a university to temporarily remove an academic degree program from the systemwide academic degree program array. Within five (5) years of suspending admissions a university may opt to reinstate the program without BOR approval or eliminate the program. While in suspended status the program is unpublished in electronic publications.

Unpublish: Unpublishing an academic degree program removes it from electronic publications.

UW System Academic Majors dashboard: This dashboard is developed for the purposes of academic degree program planning at the University of Wisconsin System. It provides information about academic majors offered at the UW universities and their mode of delivery, suspension status, and changes over time.

UW System Board of Regents Policy on Select Mission Statements: Wis. Stats. § 36.09 (1)(b) requires the UW System Board of Regents to establish a mission statement for each UW System university. Wis. Stats. §  36.09(1)(d) requires the Board to establish policies to guide program activities to ensure that they will be compatible with the missions of the universities of the UW System. Consistent with these requirements, at a minimum, each select mission statement must:

  1. Uphold the principles of the UW System mission statement.
  2. Uphold the principles of the UW System core mission statement for either the doctoral or comprehensive university cluster, whichever is appropriate for the university.
  3. Describe specific program responsibilities and types of degrees offered by the university.
  4. Meet any applicable accreditation requirements related to select mission statements.

Any changes to a select mission statement must be approved by the Board of Regents, following a public hearing at the university.

UW System Collaborative (HLC Consortial) program: a UW System Collaborative (HLC Consortial) program is one that is authorized by the BOR to be jointly offered by more than one (1) UW university. Each degree-granting university involved in the collaboration has the authority to grant the degree. The UW universities establish a consortial agreement to administer the degrees and provide a proportion of the educational program.

UW System Provost Council: The UW System Provost Council is comprised of the Chief Academic Officers for each of the 13 UW System universities.

Reference Table

University Action (Procedure Reference)

Action By

Notice Period

Additional Information & SYS 102 Policy Reference

UWSa

BOr
SECTION 4.B. ANTICIPATED PROGRAM INFORMATION
Anticipated Programs Information

Sec. 4.B

 Information Only Information Only Prior to submission of a Notice of Intent, provost offices may submit information regarding anticipated programs to oaa@uwsa.edu.
SECTION 4.C. NEW PROGRAM APPROVAL PROCESS
Approval to Plan – Notice of Intent

Sec. 4.C.I

 Notice of Intent Document,  see policy section 2.2
Approval to Plan via Fast Track Process

Sec. 4.C.II

 Approval Information Only See policy section 2.2.1. Include criteria within NOI document.
Approval to Plan via Standard Track Process

Sec. 4.C.III

 Approval Information Only
Authorization

Sec. 4.C.IV

 Approval Approval Within 3 years of Approval to Plan and 8+ weeks prior to targeted BOR meeting See policy section 2.3 for Authorization Documents. See also policy section 2.5 for New Associate Degrees and Adding a Specific Major to an Associate Degree; policy section 4 for Professional Doctorates; and policy section 5.2 for UW System Collaborative (HLC Consortial) programs.
Establishing a Professional Doctorate

Sec 4.C.IV.2

 Approval Approval A request to establish a professional doctorate must follow the approval process outlined in policy section 2.
Implementation

Sec. 4.C.V

 Information Only Information Only Within 3 years of authorization and 4+ weeks prior to start of term Implementation memo, see policy section 2.4
SECTION 4.D. ASSOCIATE DEGREES
Adding a New Associate Degree

Sec. 4.D.I

 Approval Information Only See policy section 2.5
SECTION 4.E. CHANGES TO EXISTING PROGRAMS – NOTIFICATION PROCEDURES
Adding or Eliminating a Degree Type for an Academic Degree Program

Sec. 4.E.III

 Information Only Information Only 4+ weeks prior to action date Online Program Planning Form, see policy section 3.1
Renaming an Academic Degree Program

Sec. 4.E.IV

 Information Only Information Only 4+ weeks prior to action date. Online Program Planning Form, see policy section 3.2
Redirecting an Academic Degree Program

Sec. 4.E.V

 Information Only Information Only 4+ weeks prior to action date. Online Program Planning Form, see policy section 3.3
Suspending Admissions to an Academic Degree Program

Sec. 4.E.VI

 Information Only Information Only 4+ weeks prior to action date. Online Program Planning Form, see policy section 3.4
Reinstating Admissions to an Academic Degree Program

Sec. 4.E.VII

 Information Only Information Only 4+ weeks
Eliminating an Academic Degree Program

Sec. 4.E.VIII

 Information Only Information Only 4+ weeks Online Program Planning Form, see policy section 3.5
Changing a Program’s Mode of Delivery

Sec. 4.E.IX

 Information Only Information Only 4+ weeks Online Program Planning Form, see policy section 3.6
Adding or Eliminating Direct Assessment Competency-Based Program Delivery

Sec. 4.E.X

 Information Only Information Only 12+ weeks Online Program Planning Form, see policy section 3.7
Unpublishing or Republishing an Academic Degree Program

Sec. 4.E.XI

 Information Only Information Only 4+ weeks Online Program Planning Form, see policy section 3.8
Publishing or Unpublishing an Undeclared Major

Sec. 4.E.XII

 Information Only Information Only 6+ weeks Notice via Online Program Planning Form
SECTION 4.F. DISSOLVING OR WITHDRAWING FROM A UW SYSTEM COLLABORATIVE (HLC CONSORTIAL) PROGRAM
Dissolving or Withdrawing from a UW System Collaborative (HLC Consortial) Program

Sec. 4.F.I

 Approval Approval 12+ weeks Written request, see policy section 5.2
Withdrawal of One or More, But Not All, Partners

Sec. 4.F.II

 Approval Information Only 12+ weeks43 Written notification, see policy section 5.2
SECTION 4.G. MONITORING ACADEMIC DEGREE PROGRAMS
UW System Administration Monitoring Role and Responsibility

Sec. 4.G.I

 Information Only Information Only Information requested as part of Annual Program Planning, Review, and Array Management Report, see policy section 6.3 and section 7.1
University Monitoring Role and Responsibility

Sec. 4.G.II
SECTION 4.H. ESTABLISHING, RENAMING, OR ELIMINATING A SCHOOL OR COLLEGE
Establishing a School or College

Sec. 4.H.I

 Approval Approval 12+ weeks Written request, see policy section 8.2
Eliminating a School or College

Sec. 4.H.II

 Written request, see policy section 8.3
Renaming a School or College

Sec. 4.H.III

 Written request, see policy section 8.3
SECTION 4.I. ESTABLISHING OR ALTERING UNIVERSITY MISSIONS
Establishing or Altering University Missions

Sec. 4.I

 Approval Approval Written request, see policy section 9
SECTION 5. RELATED DOCUMENTS

4.    Procedures

A. UW System Provost Council

The Provost Council is comprised of the Chief Academic Officers for each of the 13 UW System universities. The Provost Council will engage in collaborative discussion on a regular and consistent basis to:

  1. Discuss academic program array;
  2. Identify collaborative possibilities between two (2) or more universities;
  3. Identify potential for disagreement and/or disproportionate impact of resource allocation among UW System Universities; and
  4. Discuss the role of data and data analyses, which will be necessary to achieve goals.

B. Anticipated Program Information

UW System universities will regularly and consistently share information related to anticipated changes to their academic degree program array with the UW System Provost Council and UW System Administration. Prior to submission of a Notice of Intent, each UW provost office may submit information regarding anticipated new program proposals using the Academic Affairs Online Anticipated Program Reporting Form.

C. New Program Approval Process

The process to secure approval to offer a new academic degree program is comprised of three steps: (1) the approval to plan, (2) program authorization, and (3) implementation.

I. Approval to Plan – Notice of Intent

  1. The intended audience of the Notice of Intent (NOI) is the UW System provosts, UW System administration staff, UW university faculty and staff, and other interested parties. The NOI comprises Part A of the New Program Authorization Proposal. The document should be written to convey the purpose and need for the proposed academic degree program; the benefits of the program to the university; the ability of the university to carry out the program; and the value to, and impact on, students and the residents of Wisconsin. See Part A: New Program Request for Authorization to Plan (Notice of Intent Guidance) located in SYS 102 Guidance.
  2. Distribution of the Notice of Intent
    1. After completing preliminary university planning processes, the proposing university’s provost or designee sends the Notice of Intent to the Office of Academic Affairs and to the provosts at all University of Wisconsin System universities via pprnoticeofintent@uwsa.edu.
    2. NOI proposals must indicate if the proposal is being submitted via the standard or fast track process.

II. Approval to Plan via Fast Track Process

  1. If the NOI is submitted requesting the fast track process, and eligibility discussion between the AVP of Academic Affairs and the university provost or their designee(s), universities should not provide comment, unless prompted to do so by a subsequent notification.
  2. Criteria for Eligibility. To ensure adherence to maintaining the quality of all academic degree programs, program proposals must meet all the following criteria to be considered for the fast track. The responses to the following questions should be addressed within the NOI.
    1. The program’s proposed curriculum reflects an elevation of a sub-major program that is currently offered by the university or represents the addition of a program in which the curriculum and program in which the curriculum and program requirements are substantively based on those in an existing academic degree program.
    2. The proposed academic degree program will be approved through the university’s review and approval process following shared governance policies.
    3. The proposed program will be offered within the university’s existing program array, evidenced, in part, by the suggested Classification of Instructional Programs (CIP) code.
    4. The proposed academic degree program will be offered within the university’s existing resource base, or the university must demonstrate capacity to fund the program on a self-supported basis.
    5. The proposed academic degree program will not require a major capital outlay project.
    6. The proposed academic degree program shows evidence of adequate demand.
    7. The proposed academic degree program will be consistent with UW System, state, and federal guidelines and policies.
    8. The proposed academic degree program is not subject to specialized or additional regional accreditation approvals.
  3. Approval to Plan.
    1. If the AVP of Academic Affairs determines that the fast track eligibility proposal meets the criteria, the AVP will issue an approval to plan memo.
    2. If the AVP of Academic Affairs determines that the fast track eligibility proposal does not meet the criteria, an email notification will be sent to the proposing university and to pprnoticeofintent@uwsa.edu. Universities will have ten (10) working days from the date of the email to respond via the standard track process.

III. Approval to Plan- via the Standard Track Process

  1. If the NOI is submitted via the standard track, universities have ten (10) working days to review the Notice of Intent and provide comments or suggest opportunities for collaboration. Universities may request up to an additional ten (10) working days to complete the review and respond to the proposal. For Notices of Intent submitted between December 15th and January 15th, the ten (10) working days will start on January 16th.
  2. Within the established review period, university provosts may appeal the request for the approval to plan. Concerns that are the basis for appeal must be submitted in writing to university provosts and Academic Affairs via pprnoticeofintent@uwsa.edu. Concerns must be based on one of the following criteria:
    1. There will be undue enrollment competition, which disproportionately impacts other universities within the UW System.
    2. There will be capital infrastructure expenditures, which disproportionately impact other universities within the UW System.
    3. Neither duplication nor differentiation can be utilized to object to a proposed degree program, unless data driven analyses clearly demonstrate disproportionate resource and/or enrollment impact upon a UW System university or universities.
  3. Approval to Plan. If the review period expires without submission of a written appeal by any UW provost, then the AVP of Academic Affairs will approve or deny the request.
  4. Appeal Process. If any UW provost appeals the request for the approval to plan, then together with neutral designee(s) from the UW System Provost Council, the UW System Vice President for Academic and Student Affairs will establish a Review Panel to process the appeal(s).
    1. The review panel will be established within ten (10) days of the end of the NOI review period.
    2. Within ten (10) business days of the establishment of the panel, panel members will review the appeal to determine whether the appeal criteria have been met.
    3. If the panel determines the criteria have been met, within ten (10) business days of the determination, the VP of Academic and Student Affairs will convene a panel and key stakeholders.
    4. At the convening, the VP will hear the appeal and will lead a discussion among key stakeholders.
    5. Within ten (10) business days of the convening, the panel will make a recommendation to the VP as to whether that proposed academic degree program should be granted an approval to plan.
    6. Within ten (10) business days of receiving the recommendation, the VP of Academic and Student Affairs will issue the final determination approving or denying the request for an approval to plan and the AVP of Academic Affairs will issue a memo summarizing the determination of the Vice President, which will be based upon data driven analysis and clear and transparent rationale.

IV. Authorization

  1. The required documents -the Request for Authorization to Implement an Academic Degree Program (Parts A and BI), the Letter of Commitment, the Cost and Revenue Projections for Newly Proposed Program spreadsheet, and the Cost and Revenue Projections Narrative – are submitted to the Office of Academic Affairs via oaa@uwsa.edu.
    1. The intended audience for the Request for Authorization to Implement an Academic Degree Program documents includes the members of the Board of Regents (BOR), administrators, and other interested parties. The Request for Authorization is a public document. The request must follow the UW System BOR format.
    2. The full Request for Authorization to Implement document should be approximately ten (10) pages in length and must address foundational elements and questions presented in the template located in the guidance. The use of technical jargon should be minimized, and acronyms should be clearly defined. The document should be written to convey the purpose and need for the proposed academic degree program; the benefits of the program to the university; the ability of the university to carry out the program; and the likely value to, and impact on, students and the residents of Wisconsin.
    3. The University Letter of Commitment. The Letter of Commitment is submitted by the university’s provost. The letter should be addressed to the President of the UW System and copied to the VP of Academic Affairs and Student Affairs and AVP of Academic Affairs. The letter should include the following information:
      1. The program has been designed to meet the university’s definition and standards of quality and will make a meaningful contribution to the university’s select mission, overall academic plan, and academic degree program array.
      2. There is university-wide support for the program, including confirmation that the appropriate university governance body(ies) have completed their review process(es).
      3. The necessary financial, capital, and human resources are in place and/or have been committed to implement and sustain the program.
    4. The Cost and Revenue Projections. The purpose of the Cost and Revenue Projections for Newly Proposed Program spreadsheet is to document the financial sustainability of the program. The spreadsheet shows projected revenues and indicates how new or existing resources will be (re)allocated to offset the program costs. The document will cover a five (5)-year period and be signed by the provost and chief business officer.
    5. The Cost and Revenue Projections Narrative.
    6. The Cost and Revenue Projections Narrative supports the completion and discussion of the Cost and Revenue Projections for Newly Proposed Program spreadsheet.
  2. Establishing a Professional Doctorate
    1. The Request for Authorization documents for establishing a professional doctorate will address how the program meets the following criteria.
      1. The UW university has the pre-existing infrastructure and faculty capacity and expertise to support the doctoral level program.
      2. The proposed professional doctorate is high-quality in terms of the rigor of its curriculum, program objectives, and its available resources, including faculty and facilities.
      3. Delivery of the program will ensure that the state’s workforce needs are addressed and that students have reasonable access to the education necessary to meet those needs.
      4. The program will prepare students for professional practice in a specific field and the program is necessary based on new practice requirements, accreditation requirements, or for licensure in the professional field of student.
      5. The program does not reduce the integrity of the UW university’s undergraduate mission, does not take away resources devoted to undergraduate education, and does not undermine the strength of the undergraduate academic degree program array of offerings.
      6. Offering the professional doctorate will not result in the significant shifting of undergraduate teaching load from faculty to adjuncts and/or instructional academic staff.
      7. The program is carefully targeted to align with the goals, select mission, and strategic plan or direction of the specific UW university. The program should also align with the UW System’s mission and strategic plan.
      8. The program will meet demonstrated national, regional, and local market needs in specific professional fields.
      9. Program pricing for a professional doctorate should be competitive with peer universities and aligned with market demand.
    2. Within five (5) business days of the BOR meeting at which the proposed program was considered, the AVP of Academic Affairs will issue a memo indicating the decision of the Board.

V. Implementation

  1. Programs must be implemented within three (3) years of Board approval.
  2. The provost provides the implementation notification to Academic Affairs via the Academic Affairs Online Implementation Form.
  3. The provost provides the following information:
    1. The implementation year and term for the authorized program.
    2. The suggested Classification of Instructional Programs (CIP) code.
    3. If Higher Learning Commission (HLC) or other accrediting agency approval of the new program is required.
    4. If accreditation(s) and/or approval(s) are required, upon approval, a copy of the notification letter(s) is sent to Academic Affairs via oaa@uwsa.edu.

D. Associate Degrees

UW System universities may offer associate degrees as defined in SYS 115, Associate Degree Standards. Adding an associate degree at a UW university that is not currently approved to offer that associate degree or adding a specific major to any UW associate degree, requires approval by the AVP of Academic Affairs.

I. Adding a New Associate Degree

UW System AVP of Academic Affairs approval is needed to add a new Associate of Arts, Associate of Science(s), or Associate of Arts and Sciences to the university’s program array. The templates located in SYS 102 Guidelines must be utilized. The Office of the Provost provides the information outlined in Section 4.D.III.

II. Adding a New Major to an Existing Associate Degree

UW System AVP of Academic Affairs approval is needed to add a specific major to a new or an existing associate degree program. The Office of the Provost provides the information outlined in Section 4.D.III.

III. A proposal to add a new associate degree or new major to an existing associate degree should be submitted using the online form and should include the following information. A form must be submitted for each degree or major requested.

  1. The name and email address of the person submitting the information.
  2. The name of the university.
  3. The proposed degree program (Associate of Arts, Associate of Science(s), or Associate of Arts and Science(s). Indicate if the request represents a new or existing associate degree.
  4. The proposed major name (provide a specific major name).
  5. The suggested Classification of Instructional Programs (CIP) code.
  6. The mode(s) of delivery.
  7. A brief rational for adding the degree.
  8. An outline of the curriculum. Include a list of courses and other requirements such as field experience.
  9. The program assessment process.
  10. Transfer possibilities to a bachelor’s degree. Identify the bachelors’ degree(s) for possible transfer.
  11. Opportunities for collaboration with other UW universities.
  12. Whether Higher Learning Commission (HLC) approval will be needed.
  13. How the program aligns with the university’s mission.
  14. How the program aligns with the university’s program array.
  15. How the program will support enrollment and student success goals and will impact the enrollment profile.
  16. The additional resources required to deliver instructional and student support services.
  17. How the program will be staffed in terms of current faculty, new faculty, and staff members.

E. Notification Procedures – Changes to Existing Academic Degree Programs

I. Notification of changes made to existing programs must be made to the UW System Office of Academic Affairs. The UW Liaison provides the notification via the Online Program Planning Form. Such notifications ensure that academic program array data is accurately reflected in the Central Data Request and corresponding public facing resources.

II. Notification of the changes made to existing programs must include confirmation that the appropriate university governance body(ies) have completed their review process(es), and that the provost has approved this action.

III. Adding or Eliminating a Degree Type for an Academic Degree Program

  1. Adding a degree type. The Liaison provides the following information:
    1. The name of the academic degree program, as listed in the UW System Academic Majors dashboard.
    2. The degree type(s) that will be added, as listed in the UW System Academic Majors dashboard.
    3. A brief rationale for the action.
    4. The potential impact on students currently enrolled.
    5. The potential impact on faculty and academic staff.
    6. The impact on finances and budgeting priorities.
    7. How the addition of the degree type(s) will assist the university to achieve enrollment projections.
    8. The facilities required to support the program.
    9. The desired year and term. These must be four (4) weeks in the future.
    10. Confirmation that the Classification of Instructional Programs (CIP) code will remain the same.
    11. Confirmation that curricular changes to the program will not exceed 50% of the requirements for the program.
  2. Eliminating a degree type. The Liaison provides the following information:
    1. The name of the academic degree program, as listed in the UW System Academic Majors dashboard.
    2. The degree type(s) that will be eliminated.
    3. A brief rationale for the action.
    4. The teach-out plan for students currently enrolled. See Higher Learning Commission (HLC) policy for specific criteria.
    5. The potential impact on faculty and academic staff.
    6. The impact on finances and budget.
    7. The impact on enrollment.
    8. The desired year and term. These must be four (4) weeks in the future.
    9. Confirmation that the Classification of Instructional Programs (CIP) code will remain the same.
    10. Confirmation that curricular changes to the program will not exceed 50% of the requirements for the program.

IV. Renaming an Academic Degree Program

  1. The Liaison provides the following information:
    1. The name of the academic degree program, as listed in the UW System Academic Majors dashboard.
    2. The new name of the program.
    3. The degree type(s) for the program, as listed in the UW System Academic Majors dashboard.
    4. A brief rationale for the action.
    5. Confirmation that the entire Classification of Instructional Programs (CIP) code will remain the same.
    6. Confirmation that no substantive changes will be made to the curriculum or program requirements, as defined by the Higher Learning Commission.
    7. The desired year and term. These must be four (4) weeks in the future.

V. Redirecting an Academic Degree Program

  1. The Liaison provides the following information:
    1. The name of the academic degree program, as listed in the UW System Academic Majors dashboard.
    2. The degree type(s) for the program, as listed in the UW System Academic Majors dashboard.
    3. If applicable, the new name of the program.
    4. Whether Classification of Instructional Programs (CIP) code will remain the same. If there will be a change to the CIP code, provide the suggested new CIP code and a rationale for the change. Changing the first two (2) numbers of the CIP code may require HLC and/or Board of Regents approval.
    5. A description of the nature of the redirection (and rename, if applicable).
    6. A brief rationale for the action.
    7. The potential impact on students currently enrolled.
    8. The potential impact on faculty and academic staff.
    9. The impact on finances and budget priorities.
    10. The impact on the enrollment profile.
    11. Confirmation that curricular changes to the program will not exceed 50% of the requirements for the program.
    12. The desired year and term. These must be four (4) weeks in the future.

VI. Suspending Admissions to an Academic Degree Program

  1. The Liaison provides the following information:
    1. The name of the academic degree program, as listed in the UW System Academic Majors dashboard.
    2. The degree type(s) for the program, as listed in the UW System Academic Majors dashboard.
    3. A brief rationale for the action.
    4. An explanation of how students currently enrolled will be able to complete the program.
    5. The potential impact on faculty and academic staff.
    6. The impact on the enrollment profile.
    7. The impact on finances and budget priorities.
    8. The desired year and term. These must be four (4) weeks in the future.

VII. Reinstating Admissions to an Academic Degree Program

  1. The Liaison provides the following information:
    1. The name of the academic degree program, as listed in the UW System Academic Majors dashboard.
    2. The degree type(s) for the program, as listed in the UW System Academic Majors dashboard.
    3. A brief rationale for the action with a focus on actions and decisions since the suspension started.
    4. A description of the resources available to support the program (faculty, staff, labs, equipment, etc.)
    5. The potential impact on faculty and academic staff.
    6. A description of the projected enrollments and student demand.
    7. The impact on finances and budget priorities.
    8. The desired year and term. These must be four (4) weeks in the future.

VIII. Eliminating an Academic Degree Program

  1. The Liaison provides the following information:
    1. The name of the academic degree program, as listed in the UW System Academic Majors dashboard.
    2. The degree type(s) for the program, as listed in the UW System Academic Majors dashboard.
    3. A brief rationale for the action.
    4. A description of the financial impact on the university.
    5. The potential impact on faculty and academic staff.
    6. The impact on the enrollment profile.
    7. A description of the impact on current students.
    8. The teach-out plan for currently enrolled students to complete the program. A teach-out plan is required by HLC. See HLC policy for specific criteria.
    9. The desired year and term. These must be four (4) weeks in the future.

IX. Changing a Program’s Mode of Delivery

Changing the mode of delivery for an academic degree program requires notification at least four (4) weeks prior to the desired effective date. OAA will issue the notification memo within 15 working days after the receipt of the required information.

Adding a distance education as a modality for an academic degree program may also require HLC approval or notification. A complete list of the characteristics of programs requiring HLC approval or notification, along with the relevant screening forms and substantive change applications, may be found on the HLC’s website.

Note that UW’s “Mixed Modality” designation and “Fully Distance Education” designation align with HLC’s definition of a distance education program.

  1. The Liaison provides the following information.
    1. The name of the academic degree program, as listed in the UW System Academic Majors dashboard.
    2. The degree type(s) for the program, as listed in the UW System Academic Majors dashboard.
    3. A brief rationale for the action.
    4. The delivery mode(s) that will apply to courses in the program as a result of the action.
      1. In-Person: An in-Person program is one in which the student must complete more than 50% of the required coursework in-person, suggesting that a significant “on-campus and in-person” presence may be necessary for program completion.
      2. Mixed Modality: A Mixed Modality program is one in which the student may complete 50% or more of the required coursework via distance education. In some programs, students may be provided options to complete the program in multiple formats- In-Person, Fully Distance Education, or in a combination of delivery format.

In the context of the “Mixed Modality” designation, a distance education course is one in which at least 75% of the instruction and interaction occurs using distance education technologies with the faculty and students physically separated from one another.

iii. Fully Distance Education. A Fully Distance Education program is one in which a student may complete all of the academic program requirements via distance education. In the context of a “Fully Distance Education” delivery mode, a distance education course is one in which 100% of the instruction and interaction occurs using distance education technologies with the faculty and students physically separated from one another.

e. Any delivery flags that apply to the program. The following delivery flags may apply to programs in respective mode categories. A delivery flag provides additional details regarding the delivery of a program.

      1. Predominantly In-Person: Utilize this flag when a student can complete more than 90% of the required coursework via in-person delivery. This flag may apply to In-Person and Mixed Modality mode categories.
      2. Fully Distance Education: Utilize this flag when a student can complete 100% of academic degree program requirements via distance education. This flag will always apply to programs classified as Fully Distance Education and may apply to programs classified as Mixed Modality.

f. The desired year and term. These must be four (4) weeks in the future.

2. Universities may choose to create additional mode sub-categories for institutional use.

X. Adding or Eliminating Direct Assessment Competency-Based Program Delivery

  1. When adding competency-based program delivery to an existing program, the Liaison provides the following information:
    1. The name of the academic degree program, as listed in the UW System Academic Majors dashboard.
    2. The degree type(s) for the program, as listed in the UW System Academic Majors dashboard.
    3. A brief rationale for the action.
    4. A brief description of the direct assessment competency-based program.
    5. A description of how the intended learning outcomes for the direct assessment competency-based program are equivalent to the existing program.
    6. If the program will continue to be offered by a delivery method.
    7. The financial impact on the program and university.
    8. Evidence of approval from the Higher Learning Commission (HLC) and/or other specialized accreditation bodies.
    9. The potential impact on students.
    10. The potential impact on faculty and academic staff.
    11. The desired year and term. These must be four (4) weeks in the future.
  2. When eliminating competency-based program delivery to an existing student, the Liaison provides the following information:
    1. The name of the academic degree program, as listed in the UW System Academic Majors dashboard.
    2. The degree type(s) for the program, as listed in the UW System Academic Majors dashboard.
    3. A brief rationale for the action.
    4. If the program will continue to be offered by an additional mode of delivery.
    5. The potential impact on students, including how students currently enrolled will be able to complete the program. Provide a description of the teach-out plan. A teach-out plan is required by the Higher Learning Commission (HLC).
    6. An explanation of how students currently enrolled will be able to complete the program. Provide a description of the teach-out plan.
    7. A teach-out plan is required by the Higher Learning Commission (HLC).
    8. The potential impact on faculty and academic staff.
    9. The desired year and term. These must be four (4) weeks in the future.

XI. Unpublishing or Republishing an Academic Degree Program

  1. Unpublishing. The Liaison provides the following information:
    1. The name of the academic degree program, as listed in the UW System Academic Majors dashboard.
    2. The degree type(s) for the program, as listed in the UW System Academic Majors dashboard.
    3. Where the program should be unpublished.
    4. A brief rationale for the action.
    5. Implications for enrollment.
    6. Implications for finances.
    7. The desired year and term. These must be four (4) weeks in the future. This action will be effective within 15 working days of the notification memo being issued.
  2. Republishing an Academic Degree Program. The Liaison provides the following information:
    1. The name of the academic degree program, as listed in the UW System Academic Majors dashboard.
    2. The degree type(s) for the program, as listed in the UW System Academic Majors dashboard.
    3. Where you would like the program republished.
    4. A brief rationale for the action, including actions taken since unpublishing.
    5. The desired year and term. These must be four (4) weeks in the future. This action will be effective within 15 working days of the notification memo being issued.

XII. Publishing or Unpublishing an Undeclared Major

  1. These actions will be effective within 15 working days of the notification memo being issued unless a later date is requested.
  2. Publishing an Undeclared Major. The Liaison provides the following information:
    1. Confirmation that the provost has previously approved of this program.
    2. Confirmation that the program currently exists and was approved via faculty governance.
    3. The name of the undeclared major in the format “Undeclared Major-NAME”.
    4. The degree type(s) for the undeclared major.
    5. The CIP code for the undeclared major. This must be a CIP code that is not associated with another academic degree program offered by the university.
    6. The name(s) of the academic degree program(s) that will be associated with the undeclared major, as listed in the UW System Academic Majors dashboard.
    7. The degree type(s) for the academic degree program(s) that will be associated with the undeclared major, as listed in the UW System Academic Majors dashboard.
    8. Where the undeclared major should be published.
    9. A brief rationale for the action.
  2. Unpublishing an Undeclared Major. The Liaison provides the following information:
      1. Confirmation that the provost has previously approved of this program.
      2. Confirmation that the program currently exists and was approved via faculty governance.
      3. The name of the undeclared major in the format “Undeclared Major-NAME”.
      4. The degree type(s) for the undeclared major.
      5. Where the undeclared major should be unpublished.
    1. A brief rationale for the action.

F. Dissolving or Withdrawing from, a UW System Collaborative (HLC Consortial) Program

I. The dissolution of a collaborative program and the simultaneous re-authorization of one (1) or more of the degrees as independent programs require the approval of the University of Wisconsin System Administration and the Board of Regents (BOR). The dissolutions and authorization(s) are accomplished through a single resolution by the BOR. The dissolution of a collaborative program without simultaneous re-authorization is considered a program elimination and should follow the procedures outlined in Section 4.E.VI.

  1. The provosts at the UW universities involved in the collaboration provide (1) a request to dissolve the collaborative, and as applicable (2) a Notice of Intent to request authorization of an independent program.
  2. The NOI will be sent to all UW universities and Academic Affairs via pprnoticeofintent@uwsa.edu, utilizing the process noted in Section 4.C. Within the NOI documents, the university will provide the following information:
    1. A brief rationale for the change.
    2. The potential impact on currently enrolled students, including a teach-out plan for students currently enrolled in the collaborative or a transition to another member of the collaborative.
    3. The financial impact of this decision, and evidence of sufficient existing resources to support an independent program.
    4. The impact on the enrollment profile.
    5. Convincing evidence of:
      1. Sufficient student and market demand to support an independent program.
      2. The capacity of the university to sustain an independent program, in terms of faculty and staff, facilities, technology, etc.
      3. The student support services that would be required to support students in the program.
      4. The facilities that would be required to support the program.
      5. How the program will be staffed in terms of current faculty, new faculty, and staff members.
    6. Confirmation that the appropriate university governance body(ies) have completed their review process(es).
    7. The desired effective year and term.
  3. The request to dissolve a collaborative must be submitted simultaneous to the NOI and sent to oaa@uwsa.edu. The request must be a single document that is co-written and jointly submitted by the provosts of all universities involved in the collaborative program. The request will include the following elements:
    1. A request for the dissolution and authorization of independent programs.
    2. The background information regarding the current partnership, including enrollment, and graduation data over the past ten (10) years, or life of the program if the program has been active for fewer than ten (10) years.
    3. The justification for the dissolution.
    4. Confirmation that the dissolution of the collaborative program and the has been approved by the appropriate university governance body or bodies at all universities involved in the collaborative program.
    5. Verification from the appropriate professional accrediting bodies (if applicable) of the process to re-accredit independent programs.
    6. A detailed teach-out plan as to how students currently enrolled in the program may complete the currently authorized program or would be transitioned to independent accredited programs, without loss of credit or time to degree.
    7. Attached letters from each of the university provosts involved in the collaborative program affirming support for the dissolution and the authorization of independent programs.

II. Withdrawal of one (1) or more, but not all, of the partners in a collaborative program requires UWSA approval.

  1. The provost(s) provide the withdrawal information to all of the UW universities in the collaboration and to Academic Affairs via oaa@uwsa.edu.
  2. The provost(s) provide the following information:
    1. A brief rationale for the change.
    2. A detailed plan as to how students currently enrolled in the program would be transitioned into another university within the collaborative without loss of credit or time to degree.
    3. The financial impact of this change.
    4. The potential impact on faculty and academic staff.
    5. Confirmation that the appropriate university governance body(ies) have completed their review process(es).
    6. The desired effective year and term.
    7. Evidence of communication with the Higher Learning Commission.
    8. Evidence of communication with and support of the other UW university partners that are part of the collaborative program.

G. Monitoring Academic Degree Programs

I. UW System Administration Monitoring Role and Responsibility

  1. Academic Affairs and the Office of Policy Analysis and Research (OPAR) will create reports annually in the fall to assist UW universities to monitor all academic degree programs in the UW System as part of its responsibility for systemwide academic degree program array management (RPD 4-12).
  2. For purposes of this policy, the review period for new programs begins six (6) years after the program’s implementation. UW System Collaborative (HLC Consortial) programs, which involve two (2) or more UW universities who share curriculum to offer a degree, will be counted as one (1) degree program.
  3. UW System Administration will receive information about each university’s program monitoring result as a part of the existing Annual Program Planning, Review, and Array Management Reports from each UW university.
    1. UW System Administration will report the results of universities’ program monitoring results to the Board of Regents (BOR), the Vice President of Academic and Student Affairs, and the UW System President on an annual basis.

II. University Monitoring Role and Responsibility

  1. UW universities will create and conduct a process to plan for academic degree programs and to align resources, based on university mission and resources through their university’s governance processes. The university will monitor programs annually based on data provided by Academic Affairs and OPAR. Universities may establish and follow more stringent policies or guidelines than those outlined in this section.
  2. UW universities will develop an academic degree program monitoring process based on this policy. The university-level process may include monitoring criteria, reasons to justify continuance of a program, roles for faculty and shared governance, a university-level appeal process, possible action steps, timelines, and a university reporting process.
  3. Each UW university will submit its academic degree program monitoring process to UW System Administration via oaa@uwsa.edu to demonstrate fulfillment of its policy and university responsibilities.
  4. Each UW university will report its annual academic degree program monitoring results in the existing Annual Program Planning, Review, and Array Management Reports at the end of the academic year. This information will be reported annually to the BOR.
  5. The provost will report on the program monitoring decisions for any program that does not meet established criteria in the UW System Annual Program Planning, Review, and Array Management Reports. The university’s justification to continue the academic degree program should include importance to mission, relationship to other academic degree programs, plans to increase enrollment, as well as identify what action steps will be taken.
  6. After monitoring an academic degree program and/or conducting further review of the program, if the university’s decision is to suspend or eliminate an academic degree program, then no further justification is necessary. The university will then follow SYS 102, Section 3.3 and Section 3.4 for suspension and elimination.

H. Establishing, Renaming, or Eliminating a School or College

I. Establishing a School or College

  1. The provost provides the establishment information to Academic Affairs via oaa@uwsa.edu.
  2. The provost provides the following information:
    1. The rationale for establishing the college or school, including a definition of the school or college.
    2. The administrative structure of the college or school, including an organization chart.
    3. The redirection of university resources to establish the college or school.
    4. The financial implications of establishing the college or school.
    5. The definitions of the leadership structure of the new college or school and an organization chart.
    6. Confirmation that the appropriate university governance body(ies) have completed their review process(es).
    7. The desired effective date.

II. Eliminating a School or College

  1. The provost provides the elimination information to Academic Affairs via oaa@uwsa.edu.
  2. The provost provides the following information:
    1. The rationale for eliminating the college or school.
    2. The administrative structure change that will result from the elimination, including an organization chart.
    3. The redirection of university resources as a result of eliminating the college or school.
    4. The financial implications of eliminating the college or school.
    5. The definitions of the leadership structure that will result from the elimination of the college or school.
    6. Confirmation that the appropriate university governance body(ies) have completed their review process(es).
    7. The desired effective date.

III. Renaming a School or College

  1. The provost provides the rename information to Academic Affairs via oaa@uwsa.edu.
  2. The provost provides the following information:
    1. The rationale for renaming the college or school.
    2. The administrative structure that will result from the renaming, including an organization chart.
    3. The redirection of university resources as a result of renaming the college or school.
    4. The financial implications of renaming the college or school.
    5. The definitions of the leadership structure that will result from renaming of the college or school.
    6. Confirmation that the appropriate university governance body(ies) have completed their review process(es).
    7. The desired effective date.

I. Establishing or Altering University Missions

  1. The provost informs Academic Affairs of its intent to establish or alter its university mission via oaa@uwsa.edu.
  2. The university develops the mission statement with wide university input and appropriate university governance approvals. The university’s provost regularly updates Academic Affairs during this process with a detailed outline including timelines.
  3. The university notifies the Higher Learning Commission (HLC) of its intent to alter its mission statement and undergoes preliminary HLC review.
  4. Prior to formal submission, it is recommended that the chancellor or provost forward a copy of the draft select mission statement to Academic Affairs at oaa@uwsa.edu for consultation and an initial review of requirements. The Associate Vice President (AVP) of Academic Affairs examines whether the language and format of the revised mission meet the statutory requirements. The AVP provides feedback and works with the university to prepare the materials needed for formal submission to the UW System President (President) and the Board of Regents (BOR).
  5. The chancellor sends the mission statement, including a letter with the date at which it was approved by university governance, to Academic Affairs at oaa@uwsa.edu at least 12 weeks in advance of the desired BOR meeting for the first reading. The AVP of Academic Affairs will conduct a second review to assess the functionality of the mission and whether the statement contains the statutorily required components, including a listing of the general degrees offered by the university and a general description of academic degree programs or areas of focus of the university. The AVP will inform the university about the assessment and any required changes.
  6. After the review, and any university updates, of the mission, the AVP of Academic Affairs works with the university to prepare the materials needed for submission to the President. The materials include:
    1. A Microsoft Word (not PDF) copy of the current or original mission statement.
    2. The revisions to the current mission as a document with tracked changes or strikeouts.
    3. A clean copy of the revised mission statement with the date at which it was approved by university governance.
    4. Information or a list of academic degree programs and degree types.
    5. A cover letter from the chancellor addressed to the President, explaining the rationale for the changes, the scope and the impact of the changes, and a request to place the mission revision on the BOR’s agenda.
  7. Upon formal submission of the required materials in Section 6.I.VI above, the AVP of Academic Affairs, the Office of General Counsel, and the Vice President (VP) of Academic and Student Affairs (OASA) review the request. The AVP reports summative findings and recommendations to the President. If approved by the President, the AVP works with the university to finalize the materials for submission for the BOR for the first reading.
  8. The chancellor or the provost presents the mission statement at a meeting of the BOR for initial review (first reading). No action is taken at this time.
  9. The university conducts public a hearing on campus with a member of the BOR presiding. The Executive Director of the BOR should be contacted about organizational details and Regent selection for this task. This meeting should be widely publicized, including publication in the Wisconsin State Journal, and allow input from any individual who requests to be heard, including members of the university administration, faculty, staff, students, and the general public. The Chancellor submits a memo to the Office of the President via oaa@uwsa.edu (copied to the AVP of Academic Affairs and the VP of OASA) summarizing the outcomes of the public hearing.
  10. Final materials must be submitted to Academic Affairs via oaa@uwsa.edu at least eight (8) weeks in advance of the desired BOR meeting for approval. The materials include:
    1. A cover letter from the chancellor.
    2. A Microsoft Word (not PDF) copy of the current or existing mission.
    3. A copy with tracked changes.
    4. A clean copy of the proposed new mission.
  11. Upon approval of the president, the university presents the final mission statement to the BOR for a second reading and final approval.
  12. Upon approval by the BOR, the university secures approval from HLC to alter its mission statement and notifies Academic Affairs via oaa@uwsa.edu of the effective date.
  13. The Office of the Board of Regents maintains the official record of all UW System mission statements.

5.     Related Documents

Chapter 36.09(1)(gm) Wis. Stats. 

Higher Learning Commission (HLC) CRRT.B.10.010: Criteria for Accreditation Criterion 1 

Higher Learning Commission (HLC) FDCR.B.10.010: Policy on Commission Approval of Institutional Teach-Out Arrangements 

Higher Learning Commission (HLC) Policy: Criterion 4 

Higher Learning Commission Policy (HLC) INST.F.20.040: Policy on Institutional Change 

Regents Policy Document (RPD) 1-1, Mission Statements 

Regent Policy Document (RPD) 4-12, Academic Program Planning, Review, and Approval in the University of Wisconsin System 

UW System Administrative Policy (SYS) 102, Policy on University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting 

UW System Administrative Policy (SYS) 115, Associate Degree Standards 

6.     History

Revision 5: September 10, 2024

Revision 4: September 17, 2023

Revision 3: April 27, 2022

Revision 2: June 23, 2021

Revision 1: September 11, 2020

First Approved: June 3, 2020

 

*Prior to 2020, these procedures were incorporated in the related policy SYS 102, Policy on University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.