Changes to Existing Academic Programs

CourseLeaf Program Management is the system used for routing academic program changes and the necessary documentation needed for approval by both internal entities at UTSA and external entities.

Proposing Changes to Existing Academic Programs Job Aid

Directions for Workflow Approvers

Academic Program Closure

Academic program closures require UT System and SACSCOC approval with notification to the Texas Higher Education Coordinating Board (THECB). Once approvals have been received, notify Admissions and give them the date that students should no longer be admitted to the program, and notify the Office of the Registrar and provide the date the program should be removed from the catalog.

Email the Office of the Registrar

Download UTSA Instructions and Process for SACSCOC Approval


Adding a Concentration (track, specialization, emphasis, etc.)

Concentrations should be closely connected to the degree program. If the following occur, you may need to submit as a new degree program:

  • More than three new courses would be needed;
  • The number of semester credit hours to complete the specific degree increases (exclusive of undergraduate core curriculum);
  • More than three new courses would be added to an existing concentration; or
  • A new or additional professional licensure or certification would become available to program graduates.

Catalog Updates

Select the applicable Change Type. Choose the Catalog Update option for normal catalog revisions. Because proposals for degree program changes must route through to final approval before another change can be submitted, catalog revisions may also be included when submitting these degree program change types: add/modify a concentration, credit hour/CIP code change, degree program/certificate name change, and method of delivery change.


Change in Method of Delivery for an Academic Program

Indicate changes within these categories: face-to-face (<50% Online), hybrid (50-99% online), fully online (100% online), and competency-based education. Include delivery methods that are added and/or ended.

For additional information, see the THECB Distance Education Resource.

The SACSCOC requires notification when adding a method of delivery to a program that results in 50% or more of the program being delivered by that method. SACSCOC approval is required when ending a method of delivery.

Download UTSA Instructions and Process for SACSCOC Notification

Download UTSA Instructions and Process for SACSCOC Approval


Semester Credit Hour/CIP Code Changes

Changes in semester credit hours include both increases and decreases in requirements. For changes in credit hours for minors, please submit as Catalog Update instead.

If increasing or decreasing the number of credit hours awarded for successful completion of a program crosses the numeric threshold of 25% and impacts the expected time of completion by one term or more for a typical student if the program, this change requires SACSCOC approval before implementation.

Download UTSA Instructions and Process for SACSCOC Approval


Degree Program or Certificate Name Change

Degree program and Certificate name changes do not require SACSCOC approval; however, notification is submitted to the THECB.


Off-Campus Instructional Site (OCIS)

An OCIS is a location geographically apart from an institution’s main campus (site-based) where classroom group instruction is delivered. An OCIS must be approved by the SACSCOC in advance of implementation. Approval of an OCIS is effective for a maximum of five years and will be reviewed again in the context of UTSA’s fifth-year or decennial review.

The process for initiating an off-campus site varies depending on the percentage of credits toward an educational program that a student can earn at the site.

  • Initiating an off-campus site where students can obtain 25-49% of credits toward an educational program requires a letter of notification to SACSCOC.
  • Initiating an off-campus site where students can obtain 50% or more credits toward an educational program requires a letter of notification to SACSCOC and a full prospectus.

Download UTSA Instructions, Process and Prospectus Template for SACSCOC Approval

Notes:
If a program to be offered at the site is a new program requiring SACSCOC approval, UTSA’s separate internal approval process for new programs should be followed and another prospectus will need to be provided to the SACSCOC for the New Program – Approval.

If the program offered at the site is a joint or dual degree program, UTSA’s separate internal approval process for new agreements should be followed. Notification and the final signed agreement will need to be sent to SACSCOC.

Reference SACSCOC Agreements Involving Joint and Dual Academic Awards Policy