Closing an Existing Certificate Program

Closing an Existing Certificate Program

Closing a certificate program involves both ceasing admissions and halting delivery of the certificate, and requires advanced planning and approvals. Programs considering a certificate closure should confer with their school’s academic compliance contact and with the IRA contact listed below as early as possible for detailed guidance and support on the documentation and approvals that required to close a certificate program.

The following form to initiate a request to close a certificate program includes detailed instructions for each field.  Please note: You will not be able to ‘save’ and ‘return’ to the form at a later date, so we recommend that you preview and prepare the required information in advance:

Certificate Program Closure Initiation Form 

Reviews and Approvals for Closing a Certificate Program

Certificate closures require advanced institutional and Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) approval, prior to ceasing admissions or adjusting the delivery of the certificate. State Council of Higher Education for Virginia (SCHEV) approval is also required. Certificate closures require the following steps:

School Curriculum Committee & Dean: Programs should consult with their school’s designated academic compliance contact for guidance and support on necessary documentation and procedures. If the proposed closure may impact faculty, students, courses and/or academic programs in other UVA school(s), the sponsoring dean should consult with the corresponding dean(s).

Once a Certificate Program Closure Initiation Form is submitted, IRA staff review the request, assist the sponsoring program in preparing all necessary documentation, and obtain initial Provost approval from the Vice Provost for Academic Affairs (VPAA).

  • Upon initial VPAA approval, the SACSCOC Liaison notifies SACSCOC of intent to cease admissions, and IRA staff initiate Impact Review (IR), in which a committee of stakeholders (e.g. appointed school representatives, Financial Services, Library, University Registrar) are invited to review the proposal and offer comments/questions regarding possible impacts on their units. To save time, sponsoring programs and schools are encouraged to consult with other schools and/or units that may be impacted ahead of IR, so that any issues/concerns may be proactively surfaced and addressed.
Faculty Senate: For certificate closures, faculty senate approval entails two levels of review:
  • Academic Affairs Committee (AAC): The AAC typically meets every 2 weeks over the fall and spring semesters. The AAC docket can fill up quickly, so programs are encouraged to secure the necessary school approvals in the semester preceding their target senate term, to allow adequate time for review.
  • Executive Council (ExCo): ExCo typically meets monthly over the Fall and Spring terms.
  • Faculty Senate: The Senate typically meets monthly over the Fall and Spring terms. 

Upon AAC approval, the AAC Chair notifies the full Faculty Senate, and Senate members have one week to request a discussion and vote at the next Senate meeting. If no such request is received, the proposal is considered approved and the full Senate is notified of the approval at its next meeting. Upon Faculty Senate approval, IRA staff coordinate formal Provost approval. Upon Provost approval, IRA staff advise the sponsoring program on SCHEV and SACSCOC requirements and coordinate formal SCHEV and SACSCOC submissions and approvals.

Notice of Formal Approval: Upon formal SCHEV and SACSCOC approvals, IRA staff will circulate notice of formal approval to the school dean and relevant institutional stakeholders, including the University Registrar, to update the certificate in the Record and Student Information System.