Office of the Provost

Administrative Change Request Forms

THECB Notification Form for Administrative Change (Updated 4/2021) or the appropriate form(s) as noted for the requested change

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, changing a degree's program length, 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 4/2021) or the specific Texas Higher Education Coordinating Board (THECB) form(s) as notated for the requested administrative change. Some of these types of changes no longer require approval by The UT System Office of Academic Affairs (OAA) but still require THECB approval. Other administrative changes continue to require approval from both The UT System OAA and THECB.

Additionally, some of these administrative changes, for example, changing a degree's program length or adding and/or closing a delivery method/modality, may require Southern Association of Colleges Commission on Colleges (SACSCOC) notification and/or approval per its Substantive Change Policy and Procedures.

For assistance with any administrative change request, please contact Dr. Serenity Rose King, associate provost for policy and program coordination via email or by telephone at 972.883.6749.

Change Request Forms to Create or Rename Academic Administrative Units

Establish a New School (or College or Division)
Internal Review
1. Complete and submit the THECB Notification Form for Administrative Changes (Updated 4/2021) in accordance to Regents' Rule 40601.
2. Council for Undergraduate Education or Graduate Council approval or both
3. Committee on Educational Policy approval
4. Academic Council/Senate approval
5. The Office of Programs, Accreditation, and Assessment (OPAA) 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 OPAA.
7. OPAA submits paperwork for external review and approval.
External Review
1. UT System Office of Academic Affairs approval
2. UT System Board of Regents approval
3. THECB notification
4. SACSCOC notification necessary only when no established degree programs exist for the new college or school; SACSCOC annual institutional profile update
Establish a New Department
Effective December 1, 2021, The UT System Office of Academic Affairs delegated the authority to the institution's President (or designee) to approve the request to establish a new department (or a similar academic unit) as long it does not result into the establishment of a new college or school and the department name is non-honorary.

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 4/2021) to Dr. Serenity Rose King, associate provost for policy and program coordination, by email; she 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. President or designee reviews, approves, and signs the THECB Notification Form.
8. Office of Programs, Accreditation, and Assessment (OPAA) submits paperwork to the THECB with an automatic copy to The UT System Office of Academic Affairs.
NOTE: See Administrative Movement of Existing Degree Programs from an Academic Unit to Another Academic Unit for additional information on relocating existing degree programs.

External Review
1. THECB approval
2. 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 College, School, or Department Name and Retain Existing Degree Programs
Effective December 1, 2021, The UT System Office of Academic Affairs delegated the authority to the institution's President (or designee) to approve the request to rename an existing college, school, or department. If the name change is substantive and honorary, then it needs to adhere to Regents' Rule 80307 with The UT System Board of Regents approval. The college, school, or department will retain its existing 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 4/2021) to Dr. Serenity Rose King, associate provost for policy and program coordination, by email; she 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. President or designee reviews, approves, and signs the THECB Notification Form.
8. Office of Programs, Accreditation, and Assessment (OPAA) submits paperwork to the THECB with an automatic copy to The UT System Office of Academic Affairs.
NOTE: See Administrative Movement of Existing Degree Programs from an Academic Unit to Another Academic Unit for additional information on relocating existing degree programs.

External Review
1. THECB approval
2. SACSCOC Compliance Certification Report (CCR) or Fifth-Year Interim (5YR) update
Administrative Movement of Existing Degree Programs from an Academic Unit to Another Academic Unit
Effective December 1, 2021, The UT System Office of Academic Affairs delegated the authority to the institution's President (or designee) to approve the request to move existing degree programs from one academic unit to another academic unit that does not result in the establishment of a new college or school.

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 4/2021) to Dr. Serenity Rose King, associate provost for policy and program coordination, by email; she 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. President or designee reviews, approves, and signs the THECB Notification Form.
8. Office of Programs, Accreditation and Assessment (OPAA) submits paperwork to the THECB with an automatic copy to The UT System Office of Academic Affairs.
External Review
1. THECB approval
2. 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
Effective July 1, 2021, The UT System Office of Academic Affairs delegated the authority to the institution's Chief Academic Officer (Provost) to approve the degree or certificate program name change as well as the degree designation change.

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
1. Endorsement from Associate Dean and School Dean with rationale
2. Submit the completed THECB Existing Degree Program - Title Change Request Form (Updated 10.20.15 version) for the degree program name change or the THECB Notification Form for Administrative Changes (Updated 4/2021) for the degree designation change to Dr. Serenity Rose King, associate provost for policy and program coordination, by email; she will review and route the request through the governance approval process.
3. If a certificate program needs to be renamed, send a memorandum only to Dr. King by email; she 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 reviews, approves, and signs the THECB Title Change Request Form for the degree program name or the THECB Notification form for the degree designation change.
8. Office of Program, Accreditation, and Assessment (OPAA) submits paperwork to the THECB with an automatic copy to The UT System Office of Academic Affairs.
External Review
1. THECB approval
2. SACSCOC annual institutional profile update
Change Classification of Instructional Program (CIP) Code
Effective July 1, 2021, The UT System Office of Academic Affairs delegated the authority to the institution's Chief Academic Officer (Provost) to approve the CIP Code reclassification.

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 Dr. Serenity Rose King, associate provost for policy and program coordination, by email; she 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, approves, and signs the THECB CIP Code Change Request Form.
9. Office of Programs, Accreditation, and Assessment (OPAA) submits paperwork to the THECB with an automatic copy to The UT System Office of Academic Affairs.
External Review
1. THECB approval
Consolidate Degree, Minor, or Certificate Programs or Delivery Method/Modality: 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 Dr. Serenity Rose King, associate provost for policy and program coordination, by email; she will review and route the request to the Deans of Undergraduate Education and Graduate Education as appropriate.
4. Provost reviews, approves, and signs the THECB Request for Consolidation of Programs Form.
5. Office of Programs, Accreditation, and Assessment (OPAA) prepares paperwork for the President's Office who returns the paperwork to OPAA.
6. OPAA submits paperwork to UT System.
7. Upon UT System approval, UT System forwards the request to the THECB.
8. Upon THECB approval, OPAA 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 Dr. Serenity Rose King, associate provost for policy and program coordination, by email; she will review and route the request through the governance approval process.
4. Office of Programs, Accreditation, and Assessment (OPAA) prepares paperwork for the President's Office who returns the paperwork to OPAA.
5. OPAA submits paperwork to UT System.
6. Upon UT System approval, UT System forwards the request to the THECB.
7. Upon THECB approval, OPAA 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 or Delivery Method/Modality: 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 (SCH) 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.

Program length changes for single major degrees may require SACSCOC prior approval in accordance with the SACSCOC Substantive Change Policy and Procedures.

Effective July 1, 2021, The UT System Office of Academic Affairs delegated the authority to the institution's Chief Academic Officer (Provost) to approve the program length—semester credit hour (SCH)—change.

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 Dr. Serenity Rose King, associate provost for policy and program coordination, by email; she 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, approves, and signs the Request to Change Semester Credit Hours Form.
10. Office of Program, Accreditation, and Assessment (OPAA) submits paperwork to the THECB with an automatic copy to The UT System Office of Academic Affairs.
External Review
1. THECB approval
2. SACSCOC approval per substantive change policy
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.
  - 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
Effective July 1, 2021, The UT System Office of Academic Affairs delegated the authority to the institution's Chief Academic Officer (Provost) to approve the expansion of existing bachelor's and master's programs to be delivered face-to-face at an off-campus location.

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 a memorandum and the completed Certification Form for Electronically Delivered and Off-Campus Education Programs (2/2020 version) to Dr. Serenity Rose King, associate provost for policy and program coordination by email; she will review and route the request through the governance approval process.
  - NOTE: program or school faculty may schedule a consultation with Dr. King, associate provost for policy and program coordination, if the existing program is a doctoral program due to a different process and required forms.
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, approves, and signs the Certification form for Electronically Delivered and Off-Campus Education Programs form.
9. Office of Programs, Accreditation, and Assessment (OPAA) submits paperwork to the THECB with an automatic copy to The UT System Office of Academic Affairs.
10. Upon THECB approval, OPAA submits paperwork to SACSCOC per substantive change policy.
External Review
1. THECB approval/notification per distance education rules
2. SACSCOC approval per substantive change policy
Offer Existing Programs Online
Effective July 1, 2021, The UT System Office of Academic Affairs delegated the authority to the institution's Chief Academic Officer (Provost) to approve the expansion of existing bachelor's and master's programs to be delivered in the hybrid and/or online (distance) modality.

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 a memorandum and the completed Certification Form for Electronically Delivered and Off-Campus Education Programs (2/2020 version) to Dr. Serenity Rose King, associate provost for policy and program coordination, by email; she will review and route the request through the governance approval process.
  - NOTE: program or school faculty may schedule a consultation with Dr. King, associate provost for policy and program coordination, if the existing program is a doctoral program due to a different process and required forms.
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, approves, and signs the Certification form for Electronically Delivered and Off-Campus Education Programs form.
9. Office of Programs, Accreditation, and Assessment (OPAA) submits paperwork to the THECB with an automatic copy to The UT System Office of Academic Affairs.
10. Upon THECB approval, OPAA submits paperwork to SACSCOC per substantive change policy.
External Review
1. THECB approval/notification per distance education rules
2. SACSCOC notification or 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 to an existing degree program.

Effective December 1, 2021, The UT System Office of Academic Affairs delegated the authority to the institution's President (or designee) to approve the expansion of existing bachelor's and master's programs to be offered as a self-supporting cohort or executive education version.

Internal Review
1. School Dean sends 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).
2. 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.
3. Evidence of vote/approval by program and/or school faculty¹
4. Both the Provost and the Associate Provost review the request before routing it through the governance approval process.
5. Graduate Council approval
6. Committee on Educational Policy approval
7. Academic Council/Senate approval
8. The Office of Programs, Accreditation, and Assessment (OPAA) prepares a formal letter to UT System and submits it to the President's Office.
9. President or designee reviews and signs the formal letter; President's Office returns paperwork to OPAA.
10. OPAA submits paperwork to the THECB with an automatic copy to the UT System of Academic Affairs.
NOTE: An expansion of a doctoral program to a self-supporting mode will require The UT System Office of Academic Affairs approval.

External Review
1. THECB approval
NOTE: 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.