Requesting Administrative Change 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 consolidation of existing units, moving degree programs into another unit, closing existing degree programs, or offering an degree program in a different delivery modality (e.g., hybrid or online modality). 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, 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 vice president for institutional success and decision support via email or by telephone at 972.883.6749.

Request Forms to Create a New School or Rename Academic Administrative Units or Relocate Degree Programs from One Academic Unit to Another Unit

• 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 Institutional Success and Decision Support (OISDS) 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 OISDS.
  7. OISDS 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 faculty^[1]
  2. Endorsement from the school dean
  3. Submit the completed THECB Notification Form for Administrative Changes (Updated 4/2021) to Dr. Serenity Rose King, associate vice president for institutional success and decision support, 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 and approves request; the THECB Notification Form does not require a signature.
  8. Office of Institutional Success and Decision Support (OISDS) 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 faculty^[1]
  2. Endorsement from the school dean with rationale
  3. Submit the completed THECB Notification Form for Administrative Changes (Updated 4/2021) to Dr. Serenity Rose King, associate vice president for institutional success and decision support, 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 and approves request; the THECB Notification Form does not require a signature.
  8. Office of Institutional Success and Decision Support (OISDS) 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 faculty^[1]
  2. Endorsement from the school dean with rationale
  3. Submit the completed THECB Notification Form for Administrative Changes (Updated 4/2021) to Dr. Serenity Rose King, associate vice president for institutional success and decision support, 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 and approves request; the THECB Notification Form does not require a signature.
  8. Office of Institutional Success and Decision Support (OISDS) 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

Forms to Request Changes to Existing Degree Programs

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.

• Request to 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 faculty^[1]
  2. Endorsement from the 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 vice president for institutional success and decision support, 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 Institutional Success and Decision Support (OISDS) prepares paperwork for the President's Office who returns the paperwork to OISDS.
  6. OISDS submits paperwork to UT System.
  7. Upon UT System approval, UT System forwards the request to the THECB.
  8. Upon THECB approval, OISDS 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
• Request to 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 faculty^[1]
  2. Endorsement from the school dean with rationale and teach-out plan
  3. Submit a memorandum to Dr. Serenity Rose King, associate vice president for institutional success and decision support by email; she will review and route the request through the governance approval process.
  4. Office of Institutional Success and Decision Support (OISDS) prepares paperwork for the President's Office who returns the paperwork to OISDS.
  5. OISDS submits paperwork to UT System.
  6. Upon UT System approval, UT System forwards the request to the THECB.
  7. Upon THECB approval, OISDS 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
• Request to 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
• Request to 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) or Graduate Council.
  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 or Graduate Council. When an agreement is reached, then the re-submitted catalog copies for both schools will be routed through the approval process.
  4. CUE or Graduate Council 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. NOTE: if new faculty hires are needed to initiate the program and if so, the provost needs to be informed first.
  2. Request from program head or associate dean with rationale
  3. Evidence of vote/approval by program and/or school faculty^[1]
  4. Endorsement from the school’s associate dean and school dean with rationale
  5. 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 vice president for institutional success and decision support 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, if the existing program is a doctoral program due to a different process and required forms.
  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 Certification form for Electronically Delivered and Off-Campus Education Programs form.
  10. Office of Institutional Success and Decision Support (OISDS) submits paperwork to the THECB with an automatic copy to The UT System Office of Academic Affairs.
  11. Upon THECB approval, OISDS 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. NOTE: if new faculty hires are needed to initiate the hybrid or online program and if so, the provost needs to be informed first.
  2. Request from program head or associate dean with rationale
  3. Evidence of vote/approval by program and/or school faculty^[1]
  4. Endorsement from the school’s associate dean and school dean with rationale
  5. 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 vice president for institutional success and decision support, 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, if the existing program is a doctoral program due to a different process and required forms.
  6. NOTE: If a program wants to offer a certificate program in the hybrid and/or online modality, please send a memorandum only to Dr. King by email; she will review and route the request through the governance approval process. Please note whether the certificate offered either in hybrid and/or online modality needs new faculty hires to initiate the program and if so, the provost needs to be informed first.
  7. Council for Undergraduate Education or Graduate Council approval or both
  8. Committee on Educational Policy approval
  9. Academic Council/Senate approval
  10. Provost reviews, approves, and signs the Certification form for Electronically Delivered and Off-Campus Education Programs form.
  11. Office of Institutional Success and Decision Support (OISDS) submits paperwork to the THECB with an automatic copy to The UT System Office of Academic Affairs.
  12. Upon THECB approval, OISDS 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. The school dean sends a request via a memorandum to the provost (inga.musselman@utdallas.edu) with a copy to the associate vice president for institutional success and decision support (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, and whether new faculty will be hired to initiate the executive version of the existing degree program.
  3. Evidence of vote/approval by program and/or school faculty^[1]
  4. Both the provost and the associate vice president for institutional success and decision support 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 Institutional Success and Decision Support (OISDS) 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 OISDS.
  10. OISDS 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.