Program and Unit Changes

Requests for new programs/units, or changes to existing programs/units, are processed online via the Program Management or the Miscellaneous Request Management . Most requests will need to come through Program Management. Miscellaneous Request Management is only for requests that involve administrative or organizational changes that have no impact on degree requirements. For more information regarding the Program/Unit Change process, please see Academic Policy Series 1622.20.

Users may log into the appropriate form and submit proposals for new or existing programs/units. Once submitted, the proposal advances through a series of approval steps which include college and university-level consents. Examples of each workflow can be found below. Since the approval process varies in length (depending on the specific changes requested), it is advisable to submit requests of a substantial nature in early fall so that there is ample time to complete the approval process. After the request completes the appropriate approval steps, changes are recorded in the next Catalog of Studies. All proposals must be approved by the Faculty Senate at or before the December meeting to be included in the next year's catalog; generally changes will not be effective for that year unless they are reflected in the Catalog of Studies.

If new courses are required to support a new degree program that is being proposed, then these courses should be proposed concurrently through the online course change facility. Learn more about proposing new courses.

Below you will find information about proposing new, or modifying existing, programs or units. Efforts have been made to provide the information and forms necessary for a program/unit proposal request on our campus. However, if you still have questions on procedures, criteria, or want to view the ADHE Academic Affairs Calendar for deadlines, please visit the ADHE Academic Affairs Division website.

Instructions for approvers are also included below.

To submit a program/unit change proposal, please log in to Program Management (most changes) or the Miscellaneous Request Management (administrative changes that don’t impact degree requirements).

To approve a program/unit proposal, please log in to the approval page.

Instructions for Program Approvers

Recommended web browsers for submitters and approvers include Firefox, Chrome, and Safari. There have been reports of minor issues from those using Internet Explorer.

Below is information to assist with submitting proposals to add, change or delete a program or unit or to change program policies. This includes procedures, forms and guidelines. Information can also be found at the ADHE Academic Affairs Division website.

Complete the appropriate form(s) and save to your desktop or other desired location. Attach the completed form(s) to your program/unit change request online through CourseLeaf. You must attach your form(s) before submitting your request in CourseLeaf.

In addition to the Letters of Intent and Letters of Notification referenced below, other forms that may be necessary include:

Education Program Protocol

Proposals Requiring a Letter of Intent (LOI)

A Letter of Intent must be submitted to ADHE for a new program or organizational unit that requires Coordinating Board approval. The proposal for a new program/unit must be approved by the Board of Trustees before consideration by the Coordinating Board.

  • New Off-Campus Instruction Center
    • New off-campus instruction centers where students can receive a minimum of 50 percent of the credits in a major field of study that are required for an existing certificate or degree from the institution.
    • Instruction may be delivered on-site, through distance technology or correspondence.
    • The Letter of Intent must be submitted prior to the signing of any agreement to establish off-campus instructional facilities.
    • Requires:

Proposals Requiring a Letter of Notification (LON)

  • Name Change of Existing Certificate, Degree, Major, Option or Organizational Unit
    • Changes in name only of an existing degree, certificate, major, option or organizational unit where the curriculum or emphasis will not be modified.
    • Requires:
  • CIP Code Change Request
    • Request CIP Code change for an existing degree program, when no changes to program curriculum are needed.
    • Requires:
  • Establishment of Administrative Unit
    • Establishment of a center, division, institute or similar major administrative unit not offering primary faculty appointments or degree programs. The mission and role of the administrative unit must be submitted with the Letter of Notification.
    • Requires:
  • New Option, Emphasis or Concentration
    • The addition of a specialized course of study (option, concentration, emphasis) as a component of an approved degree program if the number of new theory courses added to the curriculum does not exceed 21 semester credit hours (excluding a maximum of 6 semester credit hours of new clinical, practicum or internship courses).
    • The new option must consist of a minimum of 9 semester credit hours.
    • A list of the required courses in the option, the new course descriptions, the goals, objectives and student learning outcomes, projected annual enrollment, and justification for offering the new option must be submitted with the Letter of Notification.
    • Requires:
  • Establishment of New Administrative Unit
    • Establishment of a new instruction, research or service institute/center fully supported by sources other than state funds that will definitely terminate when non-state funding ceases.
    • A synopsis of the mission and role of the institute or center, the projected annual budget, and the sources of funding must be submitted with the Letter of Notification.
    • Requires:
  • Deletion of Certificate, Degree, Option/Emphasis/Concentration, or Organizational Unit
    • Program deletions will be reported annually to the Coordinating Board.
    • Requires:
  • Inactivate/Reactivate Program
    • Placement of a certificate or degree program on inactive status.
    • Requires:
  • Reorganization of Existing Organizational Units
    • The existing and proposed organizational structure and the justification for the change in structure must be submitted with the Letter of Notification.
    • Requires:
  • Undergraduate Certificate Program (6-21 hours)
    • An undergraduate certificate program consisting of 6-21 semester credit hours.
    • The curriculum, list of required courses, new course descriptions, the goals, objectives and student learning outcomes, and justification for offering the new program must be submitted with the Letter of Notification.
    • If the certificate program is designed for professional certification or licensure, documentation of appropriate agency/board approval also must be submitted. The existing and proposed organizational structure and the justification for the change in structure must be submitted with the Letter of Notification.
    • Requires:
  • Undergraduate Certificate Program (21-45 hours)
    • An undergraduate certificate program (21-45 semester credit hours) developed from an approved associate or bachelor’s degree program provided that 75 percent of the coursework in the new certificate is included in the existing degree program.
    • The curriculum, list of required courses, new course descriptions, goals, objectives and student learning outcomes, and justification for offering the new program must be submitted with the Letter of Notification.
    • If the certificate program is designed for professional certification or licensure, documentation of appropriate agency/board approval also must be submitted.
    • Requires:
  • Graduate Certificate Program
    • A graduate certificate program consisting of 12-21 semester credit hours of existing graduate courses that reflects a coherent academic accomplishment or meets requirements for professional licensure or certification.
    • The curriculum, new course descriptions, goals, objectives and student learning outcomes, justification for offering the new program, and professional licensure or certification criteria must be submitted with the Letter of Notification.
    • If the certificate program is designed for professional certification or licensure, documentation of appropriate agency/board approval also must be submitted.
    • Arkansas Department of Education approval must be submitted for certificate programs for teacher licensure, endorsement or certification.
    • Requires:
  • Reconfiguration of Existing Degree Programs
    • Reconfiguration of existing undergraduate or graduate degree programs to create a new degree.
    • The existing and proposed curricula, list of required core courses, new course descriptions, goals, objectives and student learning outcomes, and justification for the new program must be submitted with the Letter of Notification.
    • Consolidation of Existing Degrees - The new combined degree program must require 12-18 semester credit hours of core courses with a minimum of two courses taken from each of the existing degree majors.
    • Modification of Existing Degree to Create New Degrees - An existing degree major must include required courses in at least two disciplines for the degree to be separated into two or more new degree programs.
    • Requires:
  • Curriculum Revision of Existing Certificate or Degree Program
    • Modification of more than 15 hours of program requirements.
    • Requires:
  • Reconfiguration of Existing Degree Program
    • Modification of an existing degree program to create a new degree; 75% of coursework must come from an existing degree.
    • Requires:
  • Existing Certificate or Degree Program Offered at Off-Campus Location
    • An existing certificate or degree program in which at least 50 percent of the total credits will be offered at an off-campus location.
    • The institution proposing the program must submit the Letter of Notification and indicate why the institution plans to offer the program off-campus.
    • If the program will be offered at an off-campus location in Arkansas, documentation of the discussions with the chief academic and chief executive officers at the institutions in the surrounding area of the proposed off-campus location also must be submitted with the Letter of Notification. Should there be a dispute between the institutions, the Off-Campus Instruction Policy (AHECB 5.17) should be followed.
    • Requires:
  • Existing Certificate or Degree Program Offered via Distance Technology
    • An existing certificate or degree program in which at least 50 percent of the total credits will be offered through distance technology.
    • The Letter of Notification must indicate why the institution plans to offer the program through distance technology. If the institution is planning to offer its first degree by distance technology, a new program proposal must be submitted to ADHE by the established deadline.
    • The institution also must submit a copy of its responses to the Higher Learning Commission—NCA document that outlines institutional best practices for electronically offered programs.
    • ADHE staff will conduct an on-campus visit prior to Coordinating Board consideration of the new distance technology program.
    • Assessment of distance programs must be consistent with institutional assessment practices on campus and program outcomes must be the same for both traditional and distance delivery methods. ADHE staff review of programs offered through distance technology will be conducted on a 3-year cycle.
    • Requires:
Major Changes Going to ADHE Minor Changes Going to ADHE No ADHE/Campus Only Miscellaneous Requests
Anything Requiring a LOI or Proposal – 1 Form      
Includes New Programs, Certificates, Substantive Program Changes Includes Concentrations, Name Changes, Code Changes Minor changes such as changing 15 or fewer hours, changing admission or graduation requirements, or adding a Focused Study Actions involving only administrative or organizational changes that have no
impact on degree requirements.
Workflow Steps Workflow Steps Workflow Steps Workflow Steps
Submitter Submitter Submitter Submitter
Col Dean Initial Col Dean Initial  Col Dean Initial  
Grad Dean Initial
(if graduate level)
Grad Dean Initial
(if graduate level)
Grad Dean Initial
(if graduate level)
 
Provost Initial Review
(resource availability and
academic centrality)
Provost Initial Review
(resource availability and
academic centrality)
  Provost Initial Review
(resource availability and
academic centrality)
Catalog Editor Initial
(notification only)
Catalog Editor Initial
(notification only)
Catalog Editor Initial
(notification only)
Catalog Editor Initial
(notification only)
Director of Curriculum Review and
Program Assessment
Director of Curriculum Review and
Program Assessment
Director of Curriculum Review and
Program Assessment
 
Global Campus
(if online)
(notification only)
Global Campus
(if online)
(notification only)
Global Campus
(if online)
(notification only)
 
Registrar Initial Review Registrar Initial Review Registrar Initial Review Registrar Initial Review
      Col Dean Initial
Institutional Research Institutional Research Institutional Research
(notification only)
Institutional Research
(notification only)
Dept Chair Dept Chair Dept Chair Dept Chair
Dept Curriculum Committee
(if exists)
Dept Curriculum Committee
(if exists)
Dept Curriculum Committee
(if exists)
Dept Curriculum Committee
(if exists)
Col Curriculum Committee
(if exists)
Col Curriculum Committee
(if exists)
Col Curriculum Committee
(if exists)
Col Curriculum Committee
(if exists)
Col Faculty
(if exists)
Col Faculty
(if exists)
Col Faculty
(if exists)
Col Faculty
(if exists)
Col Dean
(other acad deans as applicable)
Col Dean
(other acad deans as applicable)
Col Dean
(other acad deans as applicable)
Col Dean
(other acad deans as applicable)
Honors College
(notification only)
Honors College
(notification only)
Honors College
(notification only)
 
      Associate Vice Provost
of Research and
Economic Development
      Research Council
(notification only)
Global Campus Global Campus Global Campus  
Provost Review Provost Review Provost Review  
University Course and Programs Committee University Course and Programs Committee University Course and Programs Committee University Course and Programs Committee
(notification only)
Graduate Counsel
(if graduate level)
Graduate Counsel
(if graduate level)
Graduate Counsel
(if graduate level)
Graduate Counsel
(if graduate level)
(notification only)
Faculty Senate Faculty Senate Faculty Senate Faculty Senate
(notification only)
Provost Final Provost Final Provost Final Provost Final
      Provost Final Notify
(notification only)
Provost's Office—Documentation
sent to System Office
(if applicable)
Provost's Office—Documentation
sent to System Office
(if applicable)
  Provost's Office—Documentation
sent to System Office
(if applicable)
Higher Learning Commission
(if applicable)
(notification only to IR)
Higher Learning Commission
(if applicable)
(notification only to IR)
  Higher Learning Commission
(if applicable)
(notification only to IR)
Board of Trustees Board of Trustees   Board of Trustees
ADHE Initial (LOI/Proposal-1)     ADHE Initial (LOI/Proposal-1)
ADHE Final ADHE Final   ADHE Final
Provost's Office— Notification of Approval Provost's Office— Notification of Approval Provost's Office— Notification of Approval Provost's Office— Notification of Approval
Registrar Final Registrar Final Registrar Final Registrar Final
      Associate Vice Provost
of Research and
Economic Development
(notification only)
Dept Chair
(notification only)
Dept Chair
(notification only)
Dept Chair
(notification only)
Dept Chair
(notification only)
Col Dean
(notification only)
Col Dean
(notification only)
Col Dean
(notification only)
Col Dean
(notification only)
Campus Notification (notification only) Campus Notification (notification only) Campus Notification (notification only)  
Catalog Editor Final Catalog Editor Final Catalog Editor Final Catalog Editor Final

Here are some things to be aware of before you get started with the program/unit change request process:

  • Anyone with a valid UARK username and password can log in to Program Management to view and submit program/unit change proposals. However, security to approve program changes in a designated role (department chair, dean’s office, etc.) must be authorized by your college or school
  • Although the system automatically determines the appropriate approval process (major or minor), based on the changes requested within the edited form itself, you can preview the potential workflow steps for any given program change before editing by selecting the program from the Program Management page and then clicking on the “Preview Workflow” link.

  • Program Management allows users to attach supporting documentation, such as Letters of Intent, Letters of Notification, MOUs, etc. In order to save time when submitting proposals, you might want to have those ready as a separate document(s) to facilitate data entry.
  • Information needed for the form will include, among other things:
    • Program code and title
    • Method of delivery
    • Program requirements and description
    • Program costs
    • Library resources
    • Instructional facilities
    • Faculty resources
    • Program goals and objectives
    • Learning outcomes
    • Justification for request
  • Please review program proposals before submitting them to workflow. Attachments must be added before the proposal is submitted to workflow.
  • The following how-to document might be useful to review before submitting a program proposal. You can also contact the Office of the Registrar’s Curriculum Management team, 575-5451, if you have questions about using Program Management.

To approve a program/unit proposal, please log in to the approval page.

Instructions for Program Approvers