Administrative Change Request Forms

THECB Administrative Change Request Form Word (Updated 11/2015 version)

Administrative changes include the creation of new administrative units (such as departments or new schools) as well as changes to existing administrative units, such as a name change, consolidation of existing units, moving degree programs into another unit, renaming or closing existing degree programs, or a Classification of Instructional Programs (CIP) code change. These administrative change requests must be submitted using the THECB Notification Form for Administrative Changes (Updated 11/2015 version) or specific Texas Higher Education Coordinating Board (THECB) forms as notated in specific categories, even if simple revisions are made to the program name, degree designation, or CIP code because they require THECB board staff approval. These types of changes also require approval by The UT System Office of Academic Affairs if they trigger THECB approval and/or notification. The form(s) must be routed through the Provost's Office, Council for Undergraduate Education and Graduate Council as appropriate, Committee on Educational Policy as appropriate, and the Academic Council/Senate as appropriate, depending on the change requested. All requests requiring the Provost’s signature will be routed through the President’s Office; the President will review the forms and memorandums before signing and returning the paperwork to the Provost’s Office who will submit them to external agencies, including UT System, THECB, and SACSCOC when appropriate. The approval process is outlined for each change requested.

For assistance with any administrative change request, please contact Serenity Rose King, Associate Provost for Policy and Program Coordination via email or by phone at 972.883.6749.

Change Request Forms to Create or Rename Administrative Units

• Establish a New School (or College or Division)

  Internal Review

  1. Complete and submit the THECB Notification Form for Administrative Changes (Updated 11/2015 version).
  2. Council for Undergraduate Education or Graduate Council approval or both
  3. Committee on Educational Policy approval
  4. Academic Council/Senate approval
  5. Provost’s Office prepares a formal letter to UT System and submits it along with the THECB Administrative Changes Notification Form to the President’s Office.
  6. President reviews and signs the formal letter; the THECB notification form does not require a signature. President’s Office returns paperwork to Provost’s Office.
  7. Provost’s Office submits paperwork to UT System.
  8. Upon UT System approval, UT System forwards the request to the UT System Board of Regents.

  External Review

  1. UT System Office of Academic Affairs approval
  2. UT System Board of Regents approval
  3. THECB approval
  4. SACSCOC notification necessary only when no established degree programs exist for the new school; SACSCOC annual institutional profile update
• Establish a New Department

  Internal Review

  1. Evidence of vote/approval by program and/or school faculty¹
  2. Endorsement from School Dean
  3. Submit the completed THECB Notification Form for Administrative Changes (Updated 11/2015 version) to the Associate Provost for Policy and Program Coordination (serenity.king@utdallas.edu) who will review and route the request through the governance approval process.
  4. Council for Undergraduate Education or Graduate Council approval or both
  5. Committee on Educational Policy approval
  6. Academic Council/Senate approval
  7. Provost’s Office prepares a formal letter to UT System and submits it along with the THECB Administrative Changes Notification Form to the President’s Office.
  8. President reviews and signs the formal letter; the THECB notification form does not require a signature. President’s Office returns paperwork to Provost’s Office.
  9. Provost’s Office submits paperwork to UT System.
  10. Upon UT System approval, UT System forwards the request to the THECB.

  External Review

  1. UT System Office of Academic Affairs approval
  2. THECB approval
  3. SACSCOC notification necessary only if new programs are significant departure from existing programs; SACSCOC Compliance Certification Report (CCR) or Fifth-Year Interim (5YR) update
• Change Existing Department Name: No Impact on Degree Programs

  Internal Review

  1. Evidence of vote/approval by existing departmental faculty¹
  2. Endorsement from School Dean with rationale
  3. Submit the completed THECB Notification Form for Administrative Changes (Updated 11/2015 version) to the Associate Provost for Policy and Program Coordination (serenity.king@utdallas.edu) who will review and route the request through the governance approval process.
  4. Council for Undergraduate Education or Graduate Council approval or both
  5. Committee on Educational Policy approval
  6. Academic Council/Senate approval
  7. Provost’s Office prepares a formal letter to UT System and submits it along with the THECB Administrative Changes Notification Form to the President’s Office.
  8. President reviews and signs the formal letter; the THECB notification form does not require a signature. President’s Office returns paperwork to Provost’s Office.
  9. Provost’s Office submits paperwork to UT System.
  10. Upon UT System approval, UT System forwards the request to the THECB.

  External Review

  1. UT System Office of Academic Affairs approval
  2. THECB notification
• Change Existing Department Name: Consolidate / Move Degree Programs

  Internal Review

  1. Evidence of vote / approval by existing departmental faculty¹
  2. Endorsement from School Dean with rationale
  3. Submit the completed THECB Notification Form for Administrative Changes (Updated 11/2015 version) to the Associate Provost for Policy and Program Coordination (serenity.king@utdallas.edu) who will review and route the request through the governance approval process.
  4. Council for Undergraduate Education or Graduate Council approval or both
  5. Committee on Educational Policy approval
  6. Academic Council/Senate approval
  7. Provost’s Office prepares a formal letter to UT System and submits it along with the THECB Administrative Changes Notification Form to the President’s Office.
  8. President reviews and signs the formal letter; the THECB notification form does not require a signature. President’s Office returns paperwork to Provost’s Office.
  9. Provost’s Office will submit the paperwork to UT System.
  10. Upon UT System approval, UT System forwards the request to the THECB.

  External Review

  1. UT System Office of Academic Affairs approval
  2. THECB approval
  3. SACSCOC Compliance Certification Report (CCR) or Fifth-Year Interim (5YR) update

Changes to Existing Degree Programs Forms

Please review the THECB's Guidelines Related to Changes to Existing Programs (2/2012 version) on whether the proposed changes to existing degree programs should be presented as a new degree program.

• Change Degree or Certificate Program Name or Degree Designation

  Internal Review

  1. Evidence of vote/approval by program and/or school faculty¹
     • Examples:
       • Degree or program name change: Historical Studies to History
       • Degree designation change: Bachelor of Arts to Bachelor of Science
  2. Endorsement from Associate Dean and School Dean with rationale
  3. Submit the completed THECB Existing Degree Program - Title Change Request Form (Updated 10.20.15 version) to the Associate Provost for Policy and Program Coordination (serenity.king@utdallas.edu) who will review and route the request through the governance approval process.
  4. If a certificate program needs to be renamed, send a memorandum only to the Associate Provost for Policy and Program Coordination (serenity.king@utdallas.edu) who will review and route the request through the governance approval process.
  5. Council for Undergraduate Education or Graduate Council approval or both
  6. Committee on Educational Policy approval
  7. Academic Council/Senate approval
  8. Provost reviews and signs the THECB Title Change Request Form.
  9. Provost’s Office prepares a formal letter for UT System and submits it along with the request form to the President’s Office.
  10. President reviews and signs the formal letter. President’s Office returns paperwork to Provost’s Office.
  11. Provost’s Office submits paperwork to UT System.
  12. Upon UT System approval, UT System forwards the request to the THECB.

  External Review

  1. UT System Office of Academic Affairs approval
  2. THECB approval
  3. SACSCOC annual institutional profile update
• Change Classification of Instructional Program (CIP) Code

  Internal Review

  1. Request from program head or Associate Dean with rationale
  2. Evidence of vote/approval by program and/or school faculty¹
  3. Endorsement from Associate Dean and School Dean with rationale
  4. Submit the completed THECB Existing Degree Program - CIP Code Change Request Form (Updated 10.27.15 version) to the Associate Provost for Policy and Program Coordination (serenity.king@utdallas.edu) who will review and route the request through the governance approval process.
  5. Provost reviews and signs the THECB CIP Code Change Request Form.
  6. Provost’s Office prepares a formal letter for UT System and submits it along with the request form to the President’s Office.
  7. President reviews and signs the formal letter. President’s Office returns paperwork to Provost’s Office.
  8. Provost’s Office submits paperwork to UT System.
  9. Upon UT System approval, UT System forwards the request to the THECB.

  External Review

  1. UT System Office of Academic Affairs approval
  2. THECB approval
• Consolidate Degree, Minor, or Certificate Program: School/Department Request

  NOTE: Due to legislative rules effective fall 2013, follow the same approval process for a Low Producing Program as if it was requested by a school/department.

  Internal Review

  1. Evidence of vote/approval by program and/or school faculty¹
  2. Endorsement from School Dean with rationale and teach-out plan
  3. Submit a memorandum, teach-out plan, and the completed THECB Request for Consolidation of Programs Form (Updated 10/20/15 version) to the Associate Provost for Policy and Program Coordination (serenity.king@utdallas.edu), who will review and route the request to the Deans of Undergraduate Education and Graduate Studies as appropriate.
  4. Provost reviews and signs the THECB Request for Consolidation of Programs Form.
  5. Provost’s Office prepares a formal letter for UT System and submits it along with the request form to the President’s Office.
  6. President reviews and signs the formal letter. President’s Office returns paperwork to Provost’s Office.
  7. Provost’s Office submits paperwork to UT System.
  8. Upon UT System approval, UT System forwards the request to the THECB.
  9. Upon THECB approval, Provost’s Office submits paperwork to SACSCOC.

  External Review

  1. UT System Office of Academic Affairs approval
  2. THECB approval of teach-out plan for existing students
  3. SACSCOC prior approval required for teach-out plan for existing students
• Close Degree, Minor, or Certificate Program: School/Department Request

  NOTE: Due to legislative rules effective fall 2013, follow the same approval process for a Low Producing Program as if it was requested by a school/department.

  Internal Review

  1. Evidence of vote/approval by program and/or school faculty¹
  2. Endorsement from School Dean with rationale and teach-out plan
  3. Submit a memorandum to the Associate Provost for Policy and Program Coordination (serenity.king@utdallas.edu) who will review and route the request through the governance approval process.
  4. Provost’s Office prepares a formal letter to UT System and submits it to the President’s Office.
  5. President reviews and signs the formal letter. President’s Office returns paperwork to Provost’s Office.
  6. Provost’s Office submits paperwork to UT System.
  7. Upon UT System approval, UT System forwards the request to the THECB.
  8. Upon THECB approval, Provost’s Office submits paperwork to SACSCOC.

  External Review

  1. UT System Office of Academic Affairs approval
  2. THECB approval of teach-out plan for existing students
  3. SACSCOC prior approval required for teach-out plan for existing students
• Close / Consolidate Degree or Certificate Program: Other

  Internal Review

  If applicable, adhere to procedures set forth in UTDPP1000 Academic Program Abandonment Policy and Rule 31003 of the Regents' Rules and Regulations Abandonment of Academic Positions or Programs as part of an internal review process.

  External Review

  1. UT System Office of Academic Affairs approval
  2. THECB approval of teach-out plan for existing students, if appropriate
  3. SACSCOC prior approval required for teach-out plan for existing students
• Change Degree Program Length for Single Major Degree Programs

  This particular state approval process only applies to single major degree programs. Please refer to the section on how to change the program length for double major undergraduate degree programs because the process is different.

  Internal Review

  1. Request from program head or Associate Dean with rationale
  2. Complete the Request to Change Semester Credit Hours Form (1.26.12 version)
  3. Evidence of vote/approval by program and/or school faculty¹
  4. Endorsement from Associate Dean and School Dean with rationale
  5. Submit the completed form to the Associate Provost for Policy and Program Coordination (serenity.king@utdallas.edu) who will review and route the request through the governance approval process.
  6. Council for Undergraduate Education or Graduate Council approval or both
  7. Committee on Educational Policy approval
  8. Academic Council/Senate approval
  9. Provost reviews and signs the Request to Change Semester Credit Hours Form.
  10. Provost’s Office prepares a formal letter for UT System and submits it along with the request form to the President’s Office.
  11. President reviews and signs the formal letter. President’s Office returns paperwork to Provost’s Office.
  12. Provost’s Office submits paperwork to UT System.
  13. Upon UT System approval, UT System forwards the request to the THECB.

  External Review

  1. UT System Office of Academic Affairs approval
  2. THECB approval
  3. SACSCOC Compliance Certification Report (CCR) or Fifth-Year Interim (5YR) update per Principle 9.2 (Program Length)
• Change Degree Program Length for Double Major Undergraduate Degree Programs

  Double major program length changes should be agreed upon by faculty representing each stand-alone major. Governance approval follows the catalog review process outlined as follows:

  Internal Review

  1. School A determines the need to change the double major degree’s program length based on discussions with the program and/or school faculty.
  2. School A notifies School B about the proposed change to the program length for the specific double majors.
  3. School A and School B work out an agreement to proceed with the changes, keeping internal documentation with appropriate catalog text. The schools’ conversations may take place within or outside of Council for Undergraduate Education (CUE).
  4. Upon agreement, both schools update the necessary information in the catalog. The Registrar’s Office will review and route the request through the governance approval process.
     1. NOTE: The catalog copy for both schools must correspond before either can go through the approval process. If the Registrar’s Office discovers that corresponding changes have not been made for School B’s catalog copy during the catalog review process, School A’s catalog copy will not be routed through the approval process. At that time, the Registrar’s Office will notify both schools with the proposed documentation, and suggest that the schools have a discussion within or outside of CUE. When an agreement is reached, then the re-submitted catalog copies for both schools will be routed through the approval process.
  5. CUE approval
  6. Committee on Educational Policy approval
  7. Academic Council/Senate approval
• Develop Internal Double Majors / Double Degrees

  The development of double majors or double degrees, between two UT Dallas schools and/or within the same school at UT Dallas, should be agreed upon by faculty representing each stand-alone major. Currently, double majors and double degrees do not require prior Provost’s Office approval. Governance approval follows the catalog review process outlined as follows:

  Internal Review

  1. School / Program A and School / Program B determine the need to develop a double major/degree based on discussions with the program and/or school faculty.
  2. School / Program A and School / Program B work out an agreement to proceed with the double major/degree, keeping internal documentation with appropriate catalog text. The schools’ conversations may take place within or outside of Council for Undergraduate Education (CUE).
  3. Upon agreement, both schools/programs update the necessary information in the catalog. The Registrar’s Office will review and route the request through the governance approval process.
     • NOTE: The catalog copy for both schools/programs must correspond before either can go through the approval process. If the Registrar’s Office discovers that corresponding changes have not been made for School/Program B’s catalog copy during the catalog review process, School/Program A’s catalog copy will not be routed through the approval process. At that time, the Registrar’s Office will notify both schools/programs with the proposed documentation and suggest that the schools/programs have a discussion within or outside of CUE. When an agreement is reached, then the re-submitted catalog copies for both schools will be routed through the approval process.
  4. CUE approval
  5. Committee on Educational Policy approval
  6. Academic Council/Senate approval
• Offer Existing Programs Off-Campus

  Internal Review

  1. Request from program head or Associate Dean with rationale
  2. Evidence of vote/approval by program and/or school faculty¹
  3. Endorsement from Associate Dean and School Dean with rationale
     1. If the existing program is a doctoral program, then complete and submit the form, THECB Proposed Additional Delivery Sites for Distance Education Doctoral Programs (revised 2/2014 version).
     2. If the doctoral program is a new program, then please review the New Degree Proposals Forms to follow the outlined steps to obtain pre-approval from Provost’s Office who will submit the Planning Notification letter to offer such a program as outlined within the New Doctoral Programs section.
     3. Upon Provost’s approval and, as needed, Planning Notification preliminary authority approval from UT System, UT System Board of Regents, and THECB, complete and submit the THECB Proposal for a New Distance Education Doctoral Degree Program (Updated 6.29.17) form.
  4. Submit a memorandum, the appropriate doctoral forms as needed, and the completed Certification Form for Electronically Delivered and Off-Campus Education Programs (April 2014 version) to the Associate Provost for Policy and Program Coordination (serenity.king@utdallas.edu) who will review and route the request through the governance approval process.
  5. Council for Undergraduate Education or Graduate Council approval or both
  6. Committee on Educational Policy approval
  7. Academic Council/Senate approval
  8. Provost’s Office prepares a formal letter for UT System and submits it along with the appropriate forms to the President’s Office.
  9. These forms will require signatures as applicable:
     1. President reviews and signs the THECB Proposed Additional Delivery Sites for Distance Education Doctoral Programs Form (2/2014).
     2. President and Provost review and sign the THECB Proposal for a New Distance Education Doctoral Program Form (6.29.17).
     3. Either President or Provost reviews and signs the Certification Form for Electronically Delivered and Off-Campus Education Programs.
  10. President reviews and signs the formal letter. President’s Office returns paperwork to Provost’s Office.
  11. Provost’s Office submits paperwork to UT System.
  12. Upon UT System approval, UT System forwards the request to the THECB.
  13. Upon THECB approval, Provost’s Office submits paperwork to SACSCOC per substantive change policy.

  External Review

  1. UT System Office of Academic Affairs approval
  2. THECB approval/notification per distance education rules
  3. SACSCOC approval per substantive change policy
• Offer Existing Programs Online

  Internal Review

  1. Request from program head or Associate Dean with rationale
  2. Evidence of vote/approval by program and/or school faculty¹
  3. Endorsement from Associate Dean and School Dean with rationale
     1. If the existing program is a doctoral program, then complete and submit the form, THECB Proposed Additional Delivery Sites for Distance Education Doctoral Programs (revised 2/2014 version).
     2. If the doctoral program is a new program, then please review the New Degree Proposals Forms to follow the outlined steps to obtain pre-approval from Provost’s Office who will submit the Planning Notification letter to offer such a program as outlined within the New Doctoral Programs section.
     3. 3. Upon Provost’s approval and, as needed, Planning Notification preliminary authority approval from UT System, UT System Board of Regents, and THECB, complete and submit the THECB Proposal for a New Distance Education Doctoral Degree Program (Updated 6.29.17) form.
  4. Submit a memorandum, the appropriate doctoral forms as needed, and the completed Certification Form for Electronically Delivered and Off-Campus Education Programs (April 2014 version) to the Associate Provost for Policy and Program Coordination (serenity.king@utdallas.edu) who will review and route the request through the governance approval process.
  5. Council for Undergraduate Education or Graduate Council approval or both
  6. Committee on Educational Policy approval
  7. Academic Council/Senate approval
  8. Provost’s Office prepares a formal letter for UT System and submits it along with the appropriate forms to the President’s Office.
  9. These forms will require signatures as applicable:
     1. President reviews and signs the THECB Distance Education Doctoral Form (9.25.14).
     2. President and Provost review and sign the THECB Proposal for a New Distance Education Doctoral Program Form (6.29.17).
     3. Either President or Provost review and signs the Certification Form for Electronically Delivered and Off-Campus Education Programs.
  10. President reviews and signs the formal letter. President’s Office returns paperwork to Provost’s Office.
  11. Provost’s Office submits paperwork to UT System.
  12. Upon UT System approval, UT System forwards the request to the THECB.
  13. Upon THECB approval, Provost’s Office submits paperwork to SACSCOC per substantive change policy.

  External Review

  1. UT System Office of Academic Affairs approval
  2. THECB approval/notification per distance education rules
  3. SACSCOC approval per substantive change policy
• Offer Self-Supporting Cohort or Executive Education Version of an Existing Degree Program

  As requested by Committee on Educational Policy and approved by Academic Council/Senate on September 19, 2018, all new self-supporting (self-funded) Cohort or Executive Education programs must be routed through the governance approval process.

  This section focuses on adding a self-supporting Cohort or an Executive Education version of an existing degree program. To propose a Cohort or an Executive Education version of a major that does not exist, please follow and complete the steps outlined in the New Degree Program Forms.

  The School Dean should send a request via a memorandum to the Provost (inga.musselman@utdallas.edu) with a copy to the Associate Provost for Policy and Program Coordination (serenity.king@utdallas.edu). Both the Provost and the Associate Provost review the request before routing it through the governance approval process.

  The memo must include the following information: rationale, cost (in-state and out-of-state tuition amounts), curriculum, admissions requirements, faculty assigned to courses, and student demand.

  Internal Review

  1. Evidence of vote/approval by program and/or school faculty¹
  2. Endorsement from School Dean
  3. Send memorandum to the Provost and Associate Provost for Policy and Program Coordination.
  4. Provost’s Office reviews request and routes the request through the governance approval process.
  5. Graduate Council approval
  6. Committee on Educational Policy approval
  7. Academic Council/Senate approval
  8. Provost’s Office prepares the formal letter for UT System and submits it to the President’s Office.
  9. President reviews and signs the formal letter then returns paperwork to Provost’s Office.
  10. Provost’s Office submits paperwork to UT System.
  11. Upon UT System approval, UT System forwards the request to the THECB.

  External Review

  1. UT System Office of Academic Affairs approval
  2. THECB approval

1. Pursuant to school's bylaws.