Deactivation/Termination of a Program (Unit Initiated)

Deactivation of a Program: A deactivated program will not admit any new students. The program will not be listed in the college bulletin. The program, although listed on the Degrees and Majors inventory, will be identified as deactivated.

Termination of a Program: After a program has been deactivated for a period up to three years, it can be formally terminated. Terminated programs may not be reactivated without going through the defined process for approving a new academic program. Although not required, programs that have had no enrollment for several years may be terminated without the interim step of deactivation.

The process and proposal format listed below are for deactivation/termination requests initiated by the offering unit. The Senate has approved a separate policy for deactivation that is not initiated by the department or unit offering the program.

The process and proposal format applies to both full degree programs as well as to other academic program types (i.e., concentrations, certificates, minors), although not all proposals will require USG approval (see guides for the specific academic program type for additional approval information).

Proposal Format

Proposals should include the information below, as well as any items required by the originating department or college.

  • Type of proposal (deactivation or termination)
  • Department / College / Institution
  • Contact name and email/phone
  • Date of submission
  • Implementation term
  • Program title
  • CIP code
  • Rationale for change
  • Program curriculum (e.g., catalog copy) program to be deactivated/terminated and any resulting changes to related programs (e.g., revised full degree program after a concentration is excised).
  • Current number of students in program.
  • Plans for accommodating current students in the program.
  • Anticipated impact on other programs within the offering department, the college, or the university.
  • Offices, departments, committees, and individuals consulted during the development of the proposal.
  • Approval path for program proposal, noting all formal department- or college-level votes.

Approval Process

The approval process for proposals consists of the steps below.

    1. Proposals should be considered and approved by the originating academic department. Approval by the departments at this stage, including any formal vote, should be noted as specified in the program proposal.
    2. Proposals require the approval of the dean of the college responsible for the administration of the new program. Individual colleges may elect to require that proposals first be reviewed or formally considered by college faculty, a college undergraduate or graduate committee, or some other college-level body. Approval at this stage, including any formal vote, should be noted as specified in the program proposal.
    3. The dean should send approved proposals to the chair of the University Senate Committee on Academic Programs. Within CAP, the proposal initially will be deliberated on by a subcommittee, most typically the Undergraduate Council or Graduate Council (depending on the level of the program being considered). The subcommittee chairs will include the Associate Provost for Institutional Effectiveness (APIE) in the dissemination of proposals to committee members. The Associate Provost for International Affairs should be included if the proposal involves collaboration with an international partner institution. The Graduate College dean should be included if the proposal involves graduate programs. These university administrators may request that notable issues be addressed before subcommittee review commences, or they may provide feedback on the proposal as part of the subcommittee review process to be addressed before the final proposal goes to the full committee for further review.
    4. The subcommittee may elect to invite the proposing parties to attend a meeting at which the proposal is discussed. The subcommittee will then make a recommendation to CAP. At a meeting to which the proposing parties will be invited, CAP will deliberate and vote on the proposal. At both the subcommittee and full committee levels, requests may be made to the proposing parties for changes to be made to the proposal.
    5. The chair of CAP will notify the APIE in writing of the recommendation of CAP.
    6. If any aspect of the proposed program constitutes a substantive change by BOR or SACSCOC standards, the university may be required to submit additional notifications or seek approval from either or both of these bodies. In such cases, the proposing units may be required to provide additional program information.
    7. The provost, on behalf of the university president, will make the final decision on implementation of the new program.
    8. If the provost’s recommendation is positive, he or she will notify the University System of Georgia (USG) offices of the university’s decision and will forward the program proposal to the USG for reference.
    9. Normally, the program can be officially added to the university curriculum (i.e., added to the record of official programs in the Banner system) after return acknowledgment of the university-level approval from the USG. (The APIE will send a copy of the official University System acknowledgement to the originating college(s) and the chair of CAP upon receipt.)

Program Policies & Resources