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FAQ's - Program Changes

What must be submitted for new programs of study?

College/School Processing

Step 1: Chair and Dean would meet to discuss any proposed changes.

Step 2: For bachelor’s programs, review the Table of Programs to see if our institution has planning authority for the program of study being proposed.  Next, review the Standards for Bachelor’s and Master’s Degree Programs.  Finally, complete the New Program Request Form for Bachelor’s and Master’s Degrees.

For academic associate’s degrees, it is no longer necessary to complete the Format for Substantive Degree Program Requests forms found on pages 11 through 18 of the THECB’s Policies and Procedures Manual (http://www.thecb.state.tx.us/reports/PDF/0205.PDF) as of 1/08.

For technical associate’s degrees, Colleges must submit a new program application under the following circumstances:

a. To create a certificate or AAS/AAA degree in a program CIP code area for which the college has no current offerings on its inventory;

b. To create an AAS/AAA degree in a program CIP code area in which the college has only certificate offerings on its inventory;

c. To join a sequence of workforce continuing education courses for which the total number of contact hours for the sequence is 360 or more (see Chapter Three); or

d. To create an advanced technical certificate or add one to an existing program (see Chapter Three for details).

A new program application is not required to add certificates (other than an advanced technical certificate) to an existing program.  For this purpose, an application for program revision may be used (see Chapter Six).  If you meet one of the conditions, you may consult the GIPWE, Chapter 5 for processing instructions.

For technical certificates or associate’s, enter the proposed program into the Inventory Access and Update database using the campus USER password.  Enter courses using a three semester format:  1st semester as fall; 2nd semester as spring; and 3rd semester as summer.  For financial aid reimbursement reporting, please do not enter the summer sessions separately.  Once entered, print the proposed program of study.

Step 3: Complete the PAR form and attach the student learning outcomes for the new program.  For bachelor’s degrees, attach the New Program Request form.  For technical programs, attach the Proposed Program of Study from the Inventory Access and Update; include a complete justification for the new program.

Step 4: Type a list of the courses to be included in the new program of study; organize the list into freshmen, sophomore, junior, and senior years; ensure that no hidden prerequisites exist; ensure that the program does not exceed 120 hours unless special circumstances exist.  Prior approval of programs that exceed 120 hours must first be obtained from the VPAA’s representative on the UUCC. 

Step 5: Complete CAR forms for any new courses as defined below.

Step 6: Present proposed changes to the department and school/college curriculum committees.

Step 7: Obtain appropriate signatures.

Step 8: Submit curriculum packet to the VPAA’s office on or before the posted docketing date.

Should you have any questions, consult your school or college representative for assistance.

UUCC Meeting

Step 9: Present changes to the UUCC.

Step 10: Upon approval, schedule a meeting with the Academic Advisor to draft the new program of study.

Step 11: At the next UUCC meeting, present the finalized draft of the new program of study at the beginning of the meeting (author and responsible advisor should be in attendance).

Step 12: Obtain final signatures from UUCC Committee Chairperson and VPAA.

VPAA Processing

Step 13: New Certificates, A.A., A.S., and A.A.S. degrees must be presented to the AAPC and then the TSC Board.  AAS degrees offered outside of our district must also be sent via email to the Regional Academic Council.  Once approved, all new degrees are submitted to the THECB for addition to the inventory.  Colleges must also submit a new program application form if the program of study is in a new CIP code area for which the college has no current offerings on its inventory; if the program of study is in a CIP code area for which the college has only certificate offerings on its inventory; or if the program of study is an advanced technical certificate.

For new bachelor’s degrees, the VPAA composes a cover letter that is attached to the Program Request form completed in Step 2.  This packet is sent to the UT System’s Division of Academic Affairs.  A letter of approval/disapproval is forwarded to the campus.  If approved, the packet is forwarded to the THECB.  The packet is reviewed and then a letter of approval/disapproval is sent to the campus.  Once all three approvals (VPAA, UT System, THECB) have been obtained, the new program of study can be included in the Undergraduate Catalog.

For technical certificates and associate’s degrees, the VPAA approves the submitted program changes in the Inventory Access and Update database using the campus VPAA password.  The THECB will then forward an email notification of the approval.

Generally, colleges/schools should only propose a new degree when the area of study is completely unrelated to any existing areas of study.  When possible, a new area of study should be tracked with an existing degree.

What must be submitted to revise an existing program of study?

College/School Processing

Step 1:    Chair and Dean would meet to discuss any proposed changes.

Step 2:    For bachelor’s programs, review the Standards for Bachelor’s and Master’s Degree Programs.

Step 3:    Complete the PAR form and prepare a cover memo explaining and justifying the proposed changes. Attach the student learning outcomes for the program of study. A significant change to an existing major must be accompanied by the New Program Request Form for Bachelor’s and Master’s Degrees.  This request form must be attached to the PAR form.

Step 4:    Using the official current program of study, mark the proposed changes in RED INK. Ensure that no hidden prerequisites exist; ensure that the program does not exceed 120 hours unless special circumstances exist; ensure that there is a minimum of 36 upper-division SCH for BS and BA degrees or 30 upper-division SCH for BAT and BAAS degrees.  Prior approval of all programs that exceed 120 hours must first be obtained from the VPAA’s representative on the UUCC.

For technical certificates or associate’s, enter the proposed program changes into the Inventory Access and Update database using the campus USER password.  Once entered, print the proposed program of study and highlight the changes made.

Step 5: Complete CAR forms for any new, revised, and/or deactivated courses.

Step 6: Present proposed changes to the department and school/college curriculum committees.

Step 7: Obtain appropriate signatures.

Step 8: Submit curriculum packet to the VPAA’s office on or before the posted docketing date.

Should you have any questions, consult your school or college representative for assistance.

UUCC Meeting

Step 9: Present changes to the UUCC.

Step 10: Upon approval, schedule a meeting with the Academic Advisor to draft the revised program of study.

Step 11: At the next UUCC meeting, present the finalized draft of the new/revised program of study at the beginning of the meeting (author and responsible advisor should be in attendance).

Step 12: Obtain final signatures from UUCC Committee Chairperson and VPAA.

VPAA Processing

Step 13: Changes to existing Certificates, A.A., A.S., and A.A.S. degrees and minor changes to existing bachelor’s degrees are included in the Undergraduate Catalog.

For technical certificates and associate’s degrees, the VPAA approves the submitted program changes in the Inventory Access and Update database using the campus VPAA password.  The THECB will then forward an email notification of the approval.

What must be submitted to deactivate an existing program of study?

Deactivations should be proactive and initiated by the institution.

College/School Processing

Step 1: Chair and Dean would meet to discuss deactivation.

Step 2: Complete the PAR form (deactivate) and prepare a cover memo explaining the phase out and indicating if a replacement degree will be used.  It is required that a good-faith effort be made to inform the students and to convert their programs of study.  The letter must indicate our plan for phasing out the program and must define a reasonable deadline for students to complete the program.  Reasonable is defined as 2 to 3 years based on the students currently enrolled in the program and the reason for the deletion.

Step 3: Attach the official current program of study; mark DEACTIVATE in RED INK. For technical certificates or associate’s, deactivate the proposed program in the Inventory Access and Update database using the campus USER password.  Once entered, attach a printout of the confirmation screen for the deactivation.

Step 4: Complete CAR forms and cover memo explaining the changes for any affected courses.

Step 5: Present proposed changes to the department and school/college curriculum committees.

Step 6: Obtain appropriate signatures.

Step 7: Submit curriculum packet to the VPAA’s office on or before the posted docketing date.

Should you have any questions, consult your school or college representative for assistance.

UUCC Meeting

Step 8: Present changes to the UUCC.

VPAA Processing

Step 9: Deactivation of Certificates and A.A.S. degrees will be submitted online to the THECB by the VPAA.  Deactivation of Bachelor’s degrees will be submitted to the THECB using the justification letter submitted in Step 2.

Step 10: Deactivated programs will be removed from the Undergraduate Catalog.

What must be submitted to delete an existing program of study?

Once a deactivation has been approved, the department must plan to next initiate the deletion of the program from our inventory.

Step 1: Chair and Dean would meet to discuss deletion.

Step 2: Complete the PAR form (delete) and prepare a cover memo explaining that the phase out period has been completed and that the department is now prepared to delete the program of study.

Step 3: Present proposed changes to the department and school/college curriculum committees.

Step 4: Obtain appropriate signatures.

Step 5: Submit curriculum packet to the VPAA’s office on or before the posted docketing date.

Should you have any questions, consult your school or college representative for assistance.

UUCC Meeting

Step 6: Present changes to the UUCC.

VPAA Processing

Step 7: Deletion of Certificates and A.A.S. degrees will be submitted online to the THECB by the VPAA. Deletion of Bachelor’s degrees will be submitted to the THECB using the justification letter submitted in Step 2.

What is the minimum and maximum number of hours for a program of study?

Level I Certificate of Proficiency                 15-42

Level I certificates are designed to be completed by a student in one year or less.

Level II Certificate of Proficiency                43-59

Associate of Applied Science                      60-72

Associate of Applied Arts

15 hours of general education must include at least one course in each of the following three areas: humanities/fine arts, social/behavioral sciences, and mathematics/natural sciences.  Consult our SACS representative concerning specific courses that will be acceptable to SACS.

http://www.thecb.state.tx.us/AAR/UndergraduateEd/WorkforceEd/gipwe.htm

Associate of Science                                    60-66

Associate of Arts                                          60-66

http://www.thecb.state.tx.us/reports/DOC/1252.DOC

Bachelor’s degree                                        120

The state requires a minimum and maximum of 120 hours with a minimum of 36 upper-division SCH for BA and BS degrees and a minimum of 30 upper-division SCH for BAT degrees. Prior approval of all programs that exceed 120 hours must first be obtained from the VPAA’s representative on the UUCC.

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