Interim
UW System Administrative Policy 100-Interim 12

Interim: New Program Approval Process- Approval to Plan Amendments

Original Issuance Date: August 25, 2025
Expiration Date: September 1, 2026, or upon the approval of substantive revisions to SYS 102.A, whichever is first.

1. Interim Procedure Purpose

This interim procedure action amends sections of SYS 102.A, New Academic Degree Programs, Changes to Academic Degree Programs, and Additional SYS 102 Items. These procedures include notice and review requirements associated with the application of SYS 102, Policy on University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting. These amendments are being made concomitantly with a comprehensive review and revision of SYS 102. It is anticipated that approval of substantive revisions to SYS 102 and SYS 102.A will occur by the end of Academic Year 2026. The amendments to SYS 102.A under this interim procedure action are intended to promote continuity, improve efficiency, and address UW university concerns related to the timeframe and distribution processes associated with the notice of intent and request for authorization to plan a new academic degree program.

2. Related Policies/Procedures

This interim procedure action temporarily amends portions of SYS 102.A, New Academic Degree Programs, Changes to Academic Degree Programs, and Additional SYS 102 items in application of SYS 102, Policy on University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

3. Scope

This interim procedure action applies to UW Provosts and their faculty and staff responsible for initiating or responding to notices of intent and requests for authorization to plan new academic degree programs.

4. Definitions

UW System Provost Council: The UW System Provost Council is comprised of the Chief Academic Officers for each of the 13 UW System universities.

5. Interim Procedure Statement

SYS 102 Section 2.2, Approval to Plan indicates the steps associated with the submission of and response to a Notice of Intent (NOI) and Request for Approval to Plan a new academic degree program. The section references procedures sent forth in SYS 102.A Section 4.C, New Program Approval Process. This section establishes the processes for a UW university to distribute an NOI to the Office of Academic Affairs and the Provosts at all University of Wisconsin System universities. Furthermore, it establishes the timeframes and routines associated with an appeal of an approval to plan a new academic degree program.

A.   SYS 102.A, Section 4.C.I.2 details the submission process that a UW university must follow when submitting an NOI and Request for Approval to Plan a new academic degree program. For the duration of this interim procedure action, SYS 102.A, Section 4.C.I.2 reads as follows:

“2.   Distribution of the Notice of Intent

    1. After completing preliminary university planning processes, the proposing university’s provost or designee sends the Notice of Intent to the Office of Academic Affairs and to the provosts at all University of Wisconsin System universities via oaa@wisconsin.edu. 
    2. At the time of submission, NOI proposals must indicate if the proposal is being submitted via the standard or fast track process.
    3. Within five business days of submission, the Office of Academic Affairs will review the NOI and consult with the proposing university regarding the requested track submission and inclusion of required elements indicated in the Part A Guidance document.
    4. Following review, either the NOI will be distributed by the Office of Academic Affairs to the provosts at all University of Wisconsin System universities via pprnoticeofintent@wisconsin.edu, or as part of the consultation, the proposing university may be asked to update the proposal prior to distribution. “

B.   SYS 102.A, Section 4.C.II.3 details the approval to plan a proposed academic program that is submitted via the fast track process, or the redistribution of the NOI to all UW universities if the AVP for Academic Affairs determines the proposal does not meet the fast track criteria. For the duration of this interim procedure action, SYS 102.A, Section 4.C.II.3 reads as follows:

“3. Approval to Plan.

    1. If the AVP of Academic Affairs determines that the fast track eligibility proposal meets the criteria, the AVP will issue an approval to plan memo.
    2. If the AVP of Academic Affairs determines that the fast track eligibility proposal does not meet the criteria, the NOI will be redistributed by the Office of Academic Affairs to the provosts at all University of Wisconsin System universities via the pprnoticeofintent@wisconsin.edu. Universities will have ten (10) working days from the date of the email to respond via the standard track process as outlined in SYS 102.A, Section C.III.1.”

C.   SYS 102.A, Section 4.C.III.4 details the process a UW university must follow if the provost determines that an appeal of the approval to plan is warranted based on set criteria. The procedure outlines specific timeframes for each step of the appeal process. For the duration of this interim procedure action, SYS 102.A, Section 4.C.III.4 reads as follows:

“4. Appeal Process. If any UW provost appeals the request for the approval to plan, then together with neutral designee(s) from the UW System Provost Council, the UW System Vice President for Academic and Student Affairs will establish a Review Panel to process the appeal(s).

    1. The review panel will be established within fifteen (15) business days of the end of the NOI review period.
    2. Within fifteen (15) business days of the establishment of the panel, panel members will review the appeal to determine whether the appeal criteria have been met.
    3. If the panel determines the criteria have been met, within fifteen (15) business days of the determination, the VP of Academic and Student Affairs will convene a panel and key stakeholders.
    4. At the convening, the VP will hear the appeal and will lead a discussion among key stakeholders.
    5. Within fifteen (15) business days of the convening, the panel will make a recommendation to the VP as to whether that proposed academic degree program should be granted an approval to plan.
    6. Within fifteen (15) business days of receiving the recommendation, the VP of Academic and Student Affairs will issue the final determination approving or denying the request for an approval to plan and the AVP of Academic Affairs will issue a memo summarizing the determination of the Vice President, which will be based upon data driven analysis and clear and transparent rationale.”

6. Supplemental Documents

Part A: New Program Request for Authorization to Plan (Notice of Intent) Guidance located in SYS 102 Guidance.