UW System Administrative Policy 102 (formerly ACIS 1.0)

Policy on University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting

Policy

This document is a statement of the University of Wisconsin System (UW System) Policy on Array Management: Program Planning, Delivery, Review, and Reporting in the UW System. This document provides guidance on academic degree program array management actions, including approvals of new programs, review of program suspensions and eliminations, changes to programs, program reviews, as well as other required reporting and approval items at the Board of Regents or UW System level.

Overview of Academic Degree Program Actions Reporting

This table describes the various academic program actions that require approval or reporting to UW System. Please consult the submission process as found in the policy sections. All items will be reported to the Board of Regents upon request.

University Action System Admin Action Board of Regents Action Notice Period Required Documentation
1. Establish New Academic Degree Program
a. Approval to Plan A I Notice of Intent memo or Proposal for Fast Track Submission, see Section 2.2
b. Authorization A A 8+ weeks Authorization documents. See Section 2.3. See also Section 2.5 for New Associate Degrees and Adding a Specific Major to an Associate Degree; Section 4 for Professional Doctorates; and Section 5 for UW System Collaborative (HLC Consortial) programs
c. Implementation I I 4+ weeks Implementation memo, see Section 2.4
2. Add or Eliminate a Degree Type for an Academic Degree Program I I 4+ weeks Online Program Planning Form, see Section 3.1
3. Rename an Academic Degree Program I I 4+ weeks Online Program Planning Form, see Section 3.2
4. Redirect an Academic Degree Program I I 4+ weeks Online Program Planning Form, see Section 3.3
5. Suspend, or Reinstate, Admissions to an Academic Degree Program I I 4+ weeks Online Program Planning Form, see Section 3.4
6. Eliminate an Academic  Degree Program I I 4+ weeks Online Program Planning Form, see Section 3.5
7. Distance Delivery
a. Add or Eliminate 50% or More of Distance Delivery for an Academic Degree Program I I 4+ weeks Online Program Planning Form, see Section 3.6.2
b. Add or Eliminate Face-to-Face for a Distance Delivery Program I I 4+ weeks Online Program Planning Form, see Section 3.6.3
8. Add or Eliminate Direct Assessment Competency-Based Program Delivery I I 12+ weeks Online Program Planning Form, see Section 3.7
9. Add or Remove a Concentration to an A.A. or A.S. Degree I I 4+ Online Program Planning Form, see Section 3.8
10. Unpublish or Republish an Academic Degree program I I 4+ weeks Online Program Planning Form, see Section 3.9
11. Extend an Academic Degree Program to an Additional Location I I Information requested as part of as part of Annual Program Planning, Review, and Array Management Report, see Section 7.1
12. Publishing or Unpublishing an Undeclared Major Info Only Info Only 6+ weeks Notice via Online Program Planning Form; see Section 3.10
13. UW System Collaborative (HLC Consortial) Academic Degree Programs
a. Create a New Collaborative Program or Join an Existing Collaborative Program A A Written Request, see Section 2 and Section 5.2
b. Dissolve Collaborative Program and Reauthorize as Independent Programs A A 12+ weeks Written request, see Section 5.2
c. Dissolve and Eliminate Collaborative Program I I 4+ weeks Written notification, see Section 5.2
d. Withdrawal of One or More, But Not All, Partners A I 12+ weeks Written notification, see Section 5.2
14. Dual Degree Programs I I Information requested as part of as part of Annual Program Planning, Review, and Array Management Report, see Section 5.1 and Section 7.1
15. Articulation Agreements I I Articulation Agreements must be on a university public facing webpage; information requested as part of as part of Annual Program Planning, Review, and Array Management Reporting, see Section 5.1 and Section 7.1
16. Reviews
a. Regular Review of Academic Degree Programs I I Information requested as part of Annual Program Planning, Review, and Array Management Report, see Section 6.1.1 and Section 7.1
b. External Accreditation I I Accreditation information must be on a university public facing webpage; information on probations and on-notice requested as part of Annual Program Planning, Review, and Array Management Report,  see Section 6.1.2 and Section 7.1
c. General Education Programs I I Posted on university website and email notification; information requested as part of Annual Program Planning, Review, and Array Management Report, see Section 6.1.3 and Section 7.1
d. Systemwide Reviews I I Conducted as necessary, see Section 6.2
e. Monitoring Academic Programs I I Information requested as part of Annual Program Planning, Review, and Array Management Report, see Section 6.3 and Section 7.1
17. Reporting
a. Annual Program Planning, Review, and Array Management Report I I Information requested annually, see Section 7.1
b. Credit Certificates I I Universities are encouraged to enter these in MajorMania, see Section 7.2: information requested as part of Annual Program Planning, Review, and Array Management Report, see Section 7.1
18. Schools and Colleges
a. Establish a School or College [1] A A 12+ weeks Written request, see Section 8.2
b. Rename or Eliminate a School or College A I/A* 12+ weeks Written request, see Section 8.3
19. Establish or Alter an University Mission A A Written request, see Section 9

A=Approval Required
I=Information Only
I/A*=Information Only; however, if APFA or Board of Regents approval is required, then Approval Required
[1]=Chapter 36.09 (1)(gm), Wis. Stats. applies to creation of some schools and colleges

Table of Contents

1. Introduction

1.1 Scope

UW System Administrative Policy 102 (SYS 102), Policy on University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting, provides detailed guidance on academic degree program array management actions, including approvals of new programs, review of program suspensions and eliminations, changes to programs, program reviews, as well as other required reporting and approval items at the Board of Regents (BOR) or University of Wisconsin System (UW System) level.

The goals of systemwide array management include the provision of appropriate academic degree programs (program) to meet student, community, state, and employer demand; minimizing unnecessary duplication of programs (unnecessary duplication is defined as the addition of an academic degree program regardless of delivery formats, that is already offered by 50% or more of the University of Wisconsin universities (UW university) where there is a lack of objective data that demand exists to financially support, administer, and sustain its addition); and offering programs effectively and cost-efficiently.

Chapter 36, Wis.Stats., codifies responsibilities for systemwide array management, such as monitoring academic quality, and establishing and maintaining access to educational programs.

Regent Policy Document (RPD) 4-12, Academic Program Planning, Review, and Approval in the UW System, delineates the program planning framework.

SYS 102, Policy on University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting, elaborates on RPD 4-12 and represents the principal policy guiding the University of Wisconsin System Administration (UWSA) and the University of Wisconsin universities (UW universities) in operationalizing all activities related to systemwide array management.

1.2 Managing the Array: Participants and Roles

Within the scope of Chapter 36, Wis. Stats., the BOR, the UW System, and the UW universities have specific roles in program planning, approval, delivery, implementation, reporting, and review.

1.2.1 The Board of Regents

Chapter 36, Wis. Stats., states that: The primary responsibility for governance of the system shall be vested in the board which shall enact policies and promulgate rules for governing the system, plan for the future needs of the state for university education, ensure the diversity of quality undergraduate programs while preserving the strength of the state’s graduate training and research centers and promote the widest degree of university autonomy within the controlling limits of systemwide policies and priorities established by the board.

As related to academic planning, the BOR requires the University of Wisconsin System Administration (UWSA) and the UW universities to follow the specific principles, guidelines, and practices described in RPD 4-12. SYS 102, Policy on University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting operationalizes these principles, guidelines, and practices. New academic degree program proposals must be submitted, at the recommendation of the President of the UW System, to the BOR for approval and must be approved by the BOR prior to implementation.

1.2.2 The UW System Administration

The UWSA is responsible for managing the UW System’s program array in alignment with BOR policy. Management of the array entails: consulting with the UW universities in the planning of new programs; monitoring and analyzing the current array, including degree productivity, distance education offerings, and modes of delivery; working with the UW universities in identifying gaps in the current array to address changing and emerging workforce and societal needs; and supporting the BOR and the UW universities in bringing new programs to the BOR for approval. The President currently delegates this work to the Office of Academic and Student Affairs (OASA). Specifically, the Associate Vice President (AVP) for Academic Programs and Faculty Advancement (APFA) and UWSA staff work collaboratively with the UW universities to ensure the development and implementation of high-quality degree offerings. APFA develops and implements broad guidelines and specific criteria, priorities, analyses, and procedures for comprehensive planning and program review decisions.

1.2.3 The UW universities

Chapter 36 Wis. Stats., also delineates specific roles for Chancellors and faculty in academic degree program planning. Subject to board policy the chancellors of the UW universities in consultation with their faculties shall be responsible for designing curricula and setting degree requirements, determining academic standards, and establishing grading systems. The faculty of each UW university, subject to the responsibilities and powers of the board, the president, and the chancellor of such university, shall have the primary responsibility for advising the chancellor regarding academic and educational activities and faculty personnel matters.

Each UW university appoints a program planning liaison in the university’s Provost’s Office, who is typically an Associate Provost and who is broadly familiar with program planning and review processes. This liaison is responsible for communicating all UWSA and BOR rules and policies to the UW university’s constituents, for screening and finalizing all written and supporting materials in accordance with UWSA and BOR policies and formats, and for acting as the main contact for all actions regarding SYS 102, Policy on University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

2. Approval Process for New Academic Degree Programs and Degree Types

2.1 Overview of Approval Process

The policies outlined in this section are intended to guide academic degree program (program) approval as determined by the University of Wisconsin System Administration (UWSA) and the Board of Regents (BOR). Each University of Wisconsin university (UW university) has its own internal processes for developing, approving, and reviewing new programs. It is recommended that the UW university capital planning staff be consulted as part of the process. Good practice dictates that UW university leaders informally update APFA via apfa@uwsa.edu about nascent and emerging ideas for new programs to allow for consultation and exchange of information that may be relevant to the early planning process.

2.1.1 Definition of a New Academic degree Program (Major)

New programs are defined as:

  1. Any program that will conclude with the conferral of a degree at the bachelor’s degree level or above in any field or major not previously offered; generally speaking, new programs are also majors. Included within this definition are existing submajors (also called minor, concentration, track, or emphasis) that a university or college wishes to elevate to a stand-alone program.
    1. Associate degrees do not require BOR approval but do require approval by the Associate Vice President (AVP) of APFA. Associate degrees can only be conferred as an Associate of Arts, an Associate of Science(s), or an Associate of Arts and Science (see Section 2.5).
  1. Any existing program that is altered to such an extent that a change in the first two digits of the Classification of Instructional Programs (CIP) code is required.
  2. Any program authorized at one degree level that will be offered at another level, either in addition to, or in place of, the existing program.
  3. Any program authorized at one degree type of BA/BS or MA/MS that is adding another type within the same degree level if curricular changes made to the program will impact more than 50% of the degree requirements (see Section 3.3 for Redirecting).

Notes:

  • Special conditions apply to doctoral programs, particularly professional practice or clinical doctorates at UW comprehensive universities (see Section 4).
  • Additional considerations apply to UW System Collaborative (HLC Consortial) programs (see Section 5).
  • The degree name and type on the student’s diploma and transcript should match the approved program name and type.

2.1.2 Outline of the Approval Process

The approval process for a new program has three steps as described below:

Step 1: Approval to Plan

The first step involves requesting approval to plan a new program. During this step, the UW university submits a Notice of Intent or a Proposal for Fast Track Submission that serves as a request to start the pre-Board planning process at its university. The AVP of APFA must authorize the request to plan for the process to continue to the next step.

Step 2: Authorization

If the request to plan is approved by the AVP, the UW university moves to the authorization step, which can last as little as a week or as long as three years, depending on the readiness of the university. During this period, the UW university is authorized to prepare the appropriate documents which include the Request for Authorization to Implement a Degree, a  Letter of Commitment from the proposing university’s Provost, a Cost and Revenue Projections for Newly Proposed Program spreadsheet, and a Cost and Revenue Projections Narrative.

Step 3: Implementation

If the BOR authorizes the new program, the UW university moves to the final implementation step of the process.

2.2 Approval to Plan

2.2.1 The Notice of Intent Document/proposal for fast track submission

The intended audience for the Notice of Intent is UW Chancellors, Provosts, and their staff members, as well as UWSA administrators and staff. Once formally submitted to APFA, the Notice of Intent becomes a public document. The intended audience for the Fast Track Proposal Document is the AVP of APFA and the Vice President (VP) of OASA.

See UW System Administrative Procedures 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

2.2.2 Notification of Approval/denial of request

For a Notice of Intent, if no concerns, issues, or opportunities for collaboration have been raised by the UW universities or upon completion of facilitated resolution or upon receipt of university data, the AVP of APFA will, as expeditiously as possible, approve or deny the request to plan the new program. If approved, the UW university enters the Approval to Plan period. The Approval to Plan automatically expires three years after the date of the APFA memo.

For a Fast Track Proposal, the AVP of APFA will, as expeditiously as possible, approve or deny the Fast Track Proposal.

In their role as the staff to the BOR, the AVP of APFA will consider systemwide concerns in making their decision.

If the request for approval to plan a new program via the NOI process or a Fast Track Proposal is denied, the university may appeal to the VP of OASA. The decision of the VP is final.

2.3 Authorization

The proposing UW university’s Provost (or universities’ Provosts in the case of a collaborative program) submits all required authorization materials, at least eight weeks in advance of the BOR meeting at which the university requests that the proposal be considered.

The UW System President decides whether to recommend the proposed program to the BOR for approval. The BOR decides whether to authorize the program.

The AVP of APFA notifies the UW university of the BOR’s decision and provides instructions about implementation. Authorizations that are not implemented three years after the date of BOR approval will automatically expire. APFA sends a reminder six months prior to the expiration date. If a UW university wants to create an extension, the Provost sends a formal request to APFA via apfa@uwsa.edu no later than three months before the expiration date. Extensions may be granted for a period of no more than one year.

See UW System Administrative Procedures 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

2.4 Implementation

At least four weeks in advance of the desired implementation term, the proposing UW university’s Provost provides the required information. Once all the required information is received, APFA sends a memo acknowledging the start year and term of the program and the CIP code assigned to the program. The UW university will collaborate with APFA to identify the appropriate CIP code. The Office of Policy Analysis and Research provides information to the UW Higher Education Location Program for posting on the UW System Majors and Other Academic Programs Database (MajorMania).

See UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

2.5 Associate Degrees

Adding an associate degree at a UW university that is not currently approved to offer that associate degree or adding an Associate of Arts or Associate of Science(s) with a specific major, requires approval by APFA. The proposed degree must comply with Regents Policy Documents 4-12 Academic Planning, Review and Approval in the University of Wisconsin System and 4-6 Granting of Degrees, Certificates, Honors and Awards. Once a university is approved to offer an associate degree, the UW university must seek Higher Learning Commission (HLC)  approval as a final step in the approval process.

At least 12 weeks before the desired effective date when the UW university wants to offer an associate degree, the Provost provides the required information to UW System. APFA will review the submission and contact the university if any clarifications are needed. APFA will then issue a memo. The university may use this memo to obtain HLC approval. Once HLC approval is received; the CIP code is determined; and the implementation term and year are finalized, APFA will issue an implementation memo which serves as the final approval memo.

See UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

2.6 University Quality Control

The UW faculty, with oversight by Deans, Provosts, Chancellors, and higher education accreditation agencies, are responsible for developing, implementing, and reviewing high‐quality program offerings in ways that leverage academic strengths and respond to emerging workplace and societal needs. See Section 6 for information on Reviews.

3. Existing Academic Degree Programs and Degree Types

Changes and updates will be recorded in the Central Data Request (CDR) database, maintained by Policy Analysis and Research, using the date stated in the memo issued by Academic Programs and Faculty Advancement (APFA). The functionality of the CDR does not permit retroactive entry of data.

3.1 Adding or Eliminating a Degree Type for an Academic Degree Program

Adding or eliminating a degree type of B.A., B.S., M.A., or M.S. requires notification at least four weeks prior to the desired effective date. The elimination of other degree types usually represents the elimination of an entire academic degree program (see Section 3.5). APFA will issue the notification memo within 15 working days after receipt of the required information.

See UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

3.2 Renaming an Academic Degree Program

Renaming a program requires notification at least four weeks prior to the desired effective date. APFA will issue the notification memo within 15 working days after receipt of the required information.

If there will be a change to the Classification of Instructional Programs (CIP) code, this is considered a Redirect (see Section 3.3).

See UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

3.3 Redirecting and Academic Degree Program

Redirecting a program requires notification at least four weeks prior to the desired effective date. APFA will issue the notification memo within 15 working days after receipt of the required information.

Curricular changes to the program’s requirements may not exceed 50% and the first two digits of the CIP code must remain the same. Generally, such revisions are reflective of a change in market demand for new or shifting career paths. Please note that changes of 25% or greater in clock/credit hours or content of a program must be submitted to the Higher Learning Commission (HLC) through the notification process.

See UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

3.3.1 Publishing or unpublishing an undeclared major

An Undeclared Major can be published or unpublished to MajorMania and/or the EApp. Unpublishing or publishing an undeclared major requires notification at least six weeks prior to the desired effective date. The academic degree program must be listed in the UW System Academic Majors dashboard. APFA will issue the notification memo within 15 working days after receipt of the required information.

See UW System Administrative Procedure 102.A, University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting, subsection 4.P., Publishing or Unpublishing an Undeclared Major. 

3.4 Suspending, or Reinstating, Admissions to an Academic Degree Program

3.4.1 Background

Suspending admissions allows a UW university to temporarily remove a program from the systemwide academic degree program array and, if appropriate within five years of the program’s suspension, reinstate the program when demand and resources justify the continued operation of the program without Board of Regents (BOR) approval.

While in suspension, the program in question is not included in the systemwide array or listed in electronic publications.

Continuing students will count as a part of university degree productivity.

3.4.2 Process to suspend admissions

Suspending admissions to a program requires written notification at least four weeks prior to the desired effective date. APFA will issue the notification memo within 15 working days after receipt of the required information.

See UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

3.4.3 process to reinstate admissions

Officially suspended programs can be reinstated at any time during a period of five years.

Reinstating admissions to a suspended program requires notification at least four weeks prior to the desired effective date. APFA will issue the notification memo within 15 working days after receipt of the required information.

See UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

3.4.4 elimination of suspended programs

Programs suspended for a period of five years will be automatically closed and eliminated from the program array and the CDR database. At any time during this five-year period, a UW university can send written notification to permanently eliminate the program (see Section 3.5). The period of five years begins on the date stated in the APFA notification memo. APFA will notify UW universities six months prior to the elimination date. Upon elimination, the university may not enroll new students.

3.5 Eliminating an Academic Degree Program

3.5.1 Guideline for evaluating academic degree program elimination

See UW System Administrative Guideline for Evaluating Academic Degree Program Elimination.

3.5.2 process for elimination of programs

Eliminating a program requires notification at least four weeks prior to the desired effective date. APFA will issue the notification memo within 15 working days after receipt of the required information.

See UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

3.6 Distance Delivery of an Academic Degree Program

3.6.1 Background

For new programs, UW System Administration (UWSA) and BOR approval are required. UW universities must follow the process detailed in Section 2.

UWSA adopts the Higher Learning Commission’s (HLC) current definition for distance delivery and correspondence delivery. A distance delivery program is one in which 50% or more of the required courses may be taken as distance-delivered courses. A distance course is a course where 75% of the instruction is done electronically.

The UWSA’s primary roles in distance delivery matters are to maintain accurate records of distance delivery degree programs throughout the UW System and to ensure that requirements for delivering programs to citizens of other states are met. Information about state authorization requirements can be found on the WCET (WICHE Cooperative for Educational Technologies) website.

3.6.2 Adding or Eliminating 50% or More of Distance Delivery for an Existing Academic Degree Program

Adding or eliminating 50% or more of distance delivery for an academic degree program requires notification at least four weeks prior to the desired effective date. APFA will issue the notification memo within 15 working days after the receipt of the required information. If changes to the delivery of a program are made, an additional notification must be made to HLC through their notification process.

See UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

3.6.3 Adding or Eliminating Face-to-Face Delivery for a Distance Delivery Program

Adding or eliminating face-to-face delivery for an existing distance delivery program requires notification at least four weeks prior to the desired effective date. APFA will issue the notification memo within 15 working days after receipt of the required information.

See UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

3.7 Adding or Eliminating Direct Assessment Competency-Based Program Delivery

3.7.1 background

For new programs, UWSA and BOR approval are required. UW universities must follow the process detailed in Section 2.

UWSA adopts the HLC’s definition for direct assessment, competency-based delivery. A complete list of the characteristics of programs requiring HLC approval, along with the screening form and substantive change application, may be found on HLC’s website.

UW universities that seek to offer Direct Assessment Competency-Based programs should refer to the guidelines specified by the U.S. Department of Education.

3.7.2 process for direct assessment competency-based delivery

Adding or eliminating direct assessment competency-based delivery (where 100% of the degree can be obtained via direct assessment competency-based delivery) to an existing academic degree program  (such as the UW Flexible Option) requires notification at least four weeks prior to the desired effective date.

Within 15 working days after receipt of the required information, APFA will issue a notification memo. After receiving notification of HLC approval, APFA will issue an implementation memo.

See UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

3.8 Adding or Removing a Concentration to an A.A. or A.S. Degree

The university must be approved by UW System and HLC to offer an A.A. or A.S. in order to add a concentration to the degree. Concentrations cannot be added to an A.A.S. degree.

Adding or removing a concentration from an approved and implemented A.A. or A.S. requires notification at least four weeks prior to the desired effective date. APFA will issue the notification memo within 15 working days after receipt of the required information.

See UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

3.9 Unpublishing or Republishing an Academic Degree Program

A program can be unpublished or republished to MajorMania and/or the eApp.

Unpublishing or republishing a program requires notification at least four weeks prior to the desired effective date. APFA will issue the notification memo within 15 working days after receipt of the required information.

See UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

4. Establishing Professional Doctoral Programs at Comprehensive Universities

4.1 Background

Professional doctorate programs do not include Ph.D.s. Only UW universities within the doctoral cluster can offer Ph.D. programs. For new and emerging fields of study that do not exist at the master’s level within the UW System, the professional doctorate will be offered through UW-Madison or UW-Milwaukee.

4.2 Establishing a Professional Doctoral Program

A request to establish a professional doctorate must follow the approval processes outlined in Section 2.

Upon approval to plan, the Request for Authorization to Implement a Degree document must also address how the proposal meets the required criteria.

See UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

See UW System Administrative Guideline for Establishing Professional Doctorates.

4.3 Mission Modification

The request to offer a professional doctorate in a UW university’s academic degree program array may result in a review by Academic Programs and Faculty Advancement of the university’s select mission prior to authorization by the Board of Regents.

5. Degree Offering Arrangements

5.1 Background

UW System Collaborative (HLC Consortial) programs, Dual Degree programs, and Articulation Agreements identify areas of collaboration to offer programs across University of Wisconsin universities (UW universities) and ensure appropriate use of resources across the University of Wisconsin System (UW System). Staff members at partner universities work together on the development, implementation, administration, and/or delivery of the curriculum and program.

UW universities must comply with accrediting standards and federal regulations relative to the provision of such agreements. Definitions of agreements, core components, and criteria for programs offered through such an agreement may be found in the Higher Learning Commission’s (HLC), Criteria for Accreditation, Standards (CRRT.B.10.010). Conditions governing written agreements to provide educational programs administered by the U.S. Department of Education (CFR Section 668.5) may be found in the Department of Education policy.

For the purposes of University of Wisconsin System (UW System) program planning, program partnerships involve two or more accredited universities of higher education and fall into three categories.

  1. A UW System Collaborative (HLC Consortial) program is a program that is authorized by the Board of Regents (BOR) to be jointly offered by more than one UW university. The universities establish a consortial agreement to administer the degrees and provide a portion of the program. Each degree-granting university involved in the collaboration has the authority to grant the degree.
  2. A Dual Degree program is one that involves two or more programs offered by two or more universities that the student pursues concurrently. Each of the universities offers a portion of the educational program that is common to both programs.
  3. An Articulation Agreement can be a course-to-course agreement or a program-to-program agreement between two universities. Articulation agreements are arrangements between universities that agree in advance, via memorandums of Understanding or other agreements, to accept each other’s credit in transfer, often in partial fulfillment of one or more specific credentials. In these cases, students may be simultaneously enrolled in multiple universities. Each university teaches its own curriculum and courses, there is no outsourcing involved.

5.2 UW System Collaborative (HLC Consortial) Programs

5.2.1 Guideline for Planning a UW System Collaborative (HLC Consortial) Program

See UW System Administrative Guideline for Planning a UW System Collaborative (HLC Consortial) Program.

5.2.2 New Collaborative Academic Degree Programs or Joining an Existing Collaborative Program

If a program partnership comprises a new program, or in cases where a UW university seeks authorization to grant a degree as part of an existing collaborative program, the university(ies) must follow the approval process for a new program (see Section 2).

5.2.3 Dissolution of a Collaborative Program

5.2.3.1 Dissolution in Conjunction with Authorization of One or More New, Independent Programs

The dissolution of a collaborative program and the simultaneous re-authorization of one or more of the degrees as independent programs require the approval of the University of Wisconsin System Administration (UWSA) and the Board of Regents (BOR). The dissolution and authorization(s) are accomplished through a single resolution by the BOR.

See Section 5.2.3.2 if the collaborative is to be dissolved with no reauthorization(s). See Section 5.2.3.3 if one or more, but not all, of the UW universities wish to withdraw from the collaboration.

5.2.3.1.1 Process for Dissolving a Collaborative Program and the Simultaneous Re-Authorization of One or More as Independent Programs

Dissolving a collaborative program and the simultaneous re-authorization of one or more of the degrees as independent programs requires written notification at least 12 weeks prior to the BOR meeting at which the UW university(ies) requests that the proposal be considered.

The Provosts at the UW universities involved in the collaboration jointly provide the required information. Academic Programs and Faculty Advancement (APFA) will issue the approval memo within 15 working days after the end of the Provosts’ review. However, if there are university or systemwide array concerns, the Associate Vice President (AVP) of APFA will determine the appropriate way to proceed.

See UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

5.2.3.1.2 Dissolution Documents

If approved to move forward, the Provosts at the UW universities involved in the collaborative program are jointly responsible for assembling the required documents and submitting them at least eight weeks in advance of the desired BOR meeting to APFA via apfa@uwsa.edu for review and approval by officials at the UWSA and the BOR.

See UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

5.2.3.2 Dissolution without Authorization of New, Independent Programs

The dissolution of a collaborative program without the subsequent authorization of any degrees as independent programs is treated as an elimination of the programs (see Section 3.4). The notification must be jointly submitted.

5.2.3.3 Withdrawal of One or More, but not all, Partners

The UW university(ies) withdrawing from the collaborative will no longer be authorized to offer the program and it will be treated as eliminated at the university(ies) (see Section 3.5). The remaining university(ies) will continue to be authorized to collaboratively or independently offer the program. If the withdrawing university(ies) wishes to independently offer the program, but is not currently authorized to do so, the university(ies) must follow the approval process for a new program (Section 2).

The withdrawal of one or more, but not all, of the partners in a collaborative program requires a written request at least 12 weeks prior to the desired effective date. If more than one UW university wishes to withdraw, the request must be jointly submitted. The other universities will have 15 working days to provide a response to APFA and the other universities in the collaborative.

If there are no concerns from the other universities in the collaborative, APFA will issue the notification memo within 15 working days after receipt of the information. If there are concerns from the other UW universities in the collaborative, the AVP of APFA will engage in facilitated discussion with the universities involved. Upon completion of facilitated discussion, the AVP will, as expeditiously as possible, approve or deny the request.

See UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

5.2.3.4 Conflict and Dissolution Planning

UW universities will work collegially through any conflicts or disagreements regarding the dissolution of, or withdrawal from, a collaborative program. If a mutually satisfactory resolution is not reached, a UW university(ies) can request facilitated resolution by the AVP of APFA by sending a written request to apfa@uwsa.edu.

6. Review

6.1 Types of University Review

University of Wisconsin universities (UW universities) conduct or undergo a number of academic degree program reviews. These include regular recurring reviews, external accreditation, and general education program revisions.

6.1.1 Regular (Recurring) Review of Existing Academic Degree Programs

Each UW university is responsible for comprehensive and intensive re-examination of all academic degree programs. The review should lead to recommendations that a program be:

  • Continued in its present form;
  • Changed in form or direction, meaning a redirection of a program (see Section 3.3);
  • Consolidated with other programs, meaning a redirection of a program (see Section 3.3); or
  • Suspended or eliminated (see Section 3.4 and Section 3.5).

The outcomes of the reviews are reported to Academic Programs and Faculty Advancement (APFA) as part of the Annual Program Planning, Review, and Array Management Report (see Section 7.1).

6.1.2 external accreditation

As a means of demonstrating that educational quality has met standards external to the university, UW universities must be accredited by a regional accrediting agency. In addition, some programs (e.g., social work and engineering) must be accredited by a professional accrediting agency or association. Accreditation information must be on a university public facing webpage. Probations and on-notices are reported to APFA as part of the Annual Program Planning, Review, and Array Management Report (see Section 7.1). A copy of the report to the accreditor must be submitted to APFA via apfa@uwsa.edu (see UW System Administrative Policy 175 (SYS 175), Accreditation Visits and Reports).

6.1.3 general education programs

Information regarding general education program requirements should be posted on the university’s public facing website. When revisions are made to the requirements, the UW university should immediately post the revisions on the university’s website. Within 20 working days of substantive revisions to the requirements, the UW university notifies all UW universities and APFA via pprnoticeofintent@uwsa.edu. The notice should include a link to the webpage where the information is posted.

Information of general education programs is reported to APFA as part of the Annual Program Planning, Review, and Array Management Report (see Section 7.1).

6.2 Systemwide Reviews

The Board of Regents (BOR) may periodically request UW universities to provide information about program evaluation, metrics of quality, and outcomes. If necessary, an external reviewer might be charged with conducting a lateral review of one or more programs across the UW System.

6.3 Monitoring Academic Degree Programs

6.3.1 Monitoring

Guided by Chapter 36.09 Wis. Stats, Regent Policy Document (RPD) 4-12, Academic Program Planning, Review, and Approval in the UW System, and Higher Learning Commission Criteria 4 and 5 related to these university practices, each UW university will establish a monitoring process and will annually monitor all of its academic degree programs. Monitoring involves looking at the number of graduates over a specified period, whereas a full program review involves a more comprehensive review process based on multiple criteria and governance processes completed at intervals of five years or longer.

6.3.2 Roles and Responsibilities for Monitoring Academic degree Programs

6.3.2.1 UW System Administration Monitoring Role and Responsibility

APFA and the Office of Policy Analysis and Research (OPAR) will create reports annually to assist UW universities to monitor all academic degree programs in the UW System for academic degree program productivity as a part of its responsibility for systemwide program array management (see RPD 4-12 Program Planning, Review and Approval in the University of Wisconsin System).

UW System Administration (UWSA) provides academic degree program monitoring reports to UW universities in the fall semester of each academic year. For purposes of this policy, the review period begins six years after the program’s implementation. UW System Collaborative (HLC Consortial) programs, which involve two or more UW universities who share curriculum to offer a degree, will be counted as one degree program.

UWSA will receive information about each UW university’s academic degree program monitoring result as a part of the existing Annual Program Planning, Review, and Array Management Report from each UW university submitted each summer (see Section 7.1).

UWSA will report the results of universities’ program monitoring results to the BOR, the Vice President of Academic and Student Affairs, and the UW System President on an annual basis.

6.3.2.2 University Monitoring Role and Responsibility

UW universities will conduct a process to plan for academic degree programs and to align resources, based on university mission and resources through their university’s governance processes. The university will monitor programs annually based on data provided by APFA and OPAR. UW universities may establish and follow more stringent policies or guidelines than those outlined in this section.

Each UW university will develop an academic degree program monitoring process based on this policy. The university-level process may include monitoring criteria, reasons to justify continuance of a program, roles for faculty and shared governance, a university level appeal process, possible action steps, timelines, and university reporting process.

Each UW university will submit its academic degree program monitoring process to UWSA via apfa@uwsa.edu to demonstrate fulfillment of its policy and university responsibilities.

Each UW university will report its annual program monitoring results in the existing Annual Program Planning, Review, and Array Management Report at the end of each academic year( see Section 7.1). This information will be reported annually to the BOR.

If a UW university decides to continue an academic degree program that does not meet university expectations, then the Provost will report on the program in the Annual Program Planning, Review, and Array Management Report (see Section 7.1). The university’s justification to continue the academic degree program should include importance to mission, relationship to other academic degree programs, plans to increase enrollment, as well as identify what action steps will be taken.

After monitoring an academic degree program and/or conducting further review of the program, if the UW university’s decision is to suspend or eliminate an academic degree program, then no further justification is necessary. The university will then follow SYS 102 Section 3.4 and Section 3.5 for suspension and elimination.

7. Reporting

7.1 University of Wisconsin System Annual Program Planning, Review, and Array Management Report

Near the end of the academic year, Academic Programs and Faculty Advancement (APFA) validates, collects, and collates data for the academic year from each University of Wisconsin university (UW university). The data may be submitted to the Board of Regents.

Each UW university confirms that APFA has accurately recorded the information provided by the university and submits any additional required information not previously reported. The data requested from each UW university may include university program review activity; accreditations; program changes; and current program collaborations.

All data are submitted electronically to APFA via apfa@uwsa.edu on the forms provided.

7.2 Credit Certificates

The University of Wisconsin System Administration recognizes the approval requirements set forth by the Higher Learning Commission.

Information on credit certificates is reported to APFA as part of the Annual Program Planning, Review, and Array Management Report (see Section 7.1).

UW universities are encouraged to publish current credit certificate program information within the UW System Majors and Other Academic Programs Database (MajorMania) in order to provide a complete picture of what UW System has to offer.

8. Schools and Colleges

8.1 Background

A college or school means an academic unit below the university level, including but not limited to a graduate school, law school, medical school, social work school, architecture school, business school and a public administration school.

Chapter 36.09(1)(gm)1. Wis. Stats. “The board shall not create, except as specifically authorized by the legislature in each instance, any new college, school or its functional equivalent if such college, school or functional equivalent has academic programs at the graduate or professional, post-baccalaureate level.”

Chapter 36.09(1)(gm)1. Wis. Stats. “For the purposes of this paragraph, college or school means an academic unit below the institutional level but above the departmental level, including but not limited to a graduate school, law school, medical school, social work school, architecture school, business school and a public administration school.”

Chapter 36.09(1)(gm)2. Wis. Stats. “For the purposes of this paragraph, a new college or school shall be deemed to have been created if an administrative position of dean or its functional equivalent is established and if a new instructional program, separate and distinct from the programs currently available at that institution, is established.”

Chapter 36.09(1)(gm)3. Wis. Stats. “This paragraph does not apply to the re-designation or reorganization of existing colleges or schools if accomplished through the reclassification of existing positions or the restructuring of existing organizational entities.”

8.2 Establishing a School or College

A college or school means an academic unit below the university level, including but not limited to a graduate school, law school, medical school, social work school, architecture school, business school and a public administration school.

In all cases, establishing a college or school requires approval by the UW System Administration (UWSA) and the Board of Regents (BOR).

The University of Wisconsin university (UW university) Provost sends a memo to Academic Programs and Faculty Advancement (APFA) via apfa@uwsa.edu at least 12 weeks prior to the desired effective date that includes the required information. APFA staff work with UWSA General Counsel’s Office to determine if state statute applies. APFA staff work with the UW university to prepare the materials for the BOR.

See UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

8.3 Renaming or Eliminating a School or College

Renaming or eliminating a school or college requires approval by the UWSA. In some instances, the BOR needs to approve the renaming of a school or college.

The UW university’s Provost sends a memo to APFA via apfa@uwsa.edu at least 12 weeks prior to the desired effective date that includes the required information. If BOR approval is not required, APFA will issue the approval or denial memo within 15 working days after the receipt of the required information. If BOR approval is required, APFA will work with the university to prepare the materials for the BOR.

See UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting.

9. Establishing or Altering University Missions

The University of Wisconsin university follows UW System Administrative Procedure 102.A University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting in order to establish or alter university missions.

10. Reference

10.1 Reference Materials

The following materials can be found at https://www.wisconsin.edu/program-planning/:

  • Guide – Request for Authorization to Implement
  • Template – Cost and Revenue Projections for Newly Proposed Program
  • Template- Cost and Revenue Projections Narrative Template

10.2 Document Revision History

  • ACIS-1 Original and Any Earlier Revisions and Date(s) Unknown
  • ACIS-1 December 1974
  • ACIS-1 August 1975
  • ACIS-1 March 1976
  • ACIS-1 July 1976
  • ACIS-1 August 1984
  • ACIS-1.1 October 1987
  • ACIS-1 September 1992
  • ACIS-1 November 10, 1995
  • ACIS-1 December 1998
  • ACIS-1 January 1999
  • ACIS-1 December 1999
  • ACIS-1 May 2000
  • ACIS-1 August 2002
  • ACIS-1 July 2003
  • ACIS-1 February 2006
  • ACIS-1 June 2006
  • ACIS-1 May 2008
  • ACIS-1 June 2009
  • ACIS-1 December 2009
  • ACIS-1 April 2010
  • ACIS 1.0 September 2012
  • ACIS 1.0 July 01, 2016
  • ACIS 1.0 renamed SYS 102: Policy on University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting (formerly ACIS 1.0), on October 01, 2016
  • SYS 102- February 23, 2018
  • SYS 102- August 8, 2019
  • SYS 102- March 31, 2020
  • SYS 102- March 19, 2021

10. 3 Related documents: