Certificates

Institutional Research and Analytics (IRA) staff will advise and coordinate with the appropriate school contact to manage process requirements, including providing relevant sample materials to guide the work. Students may not be admitted into a certificate program until approvals are complete and the program has been created in the Student Information System (SIS):

For CREDIT certificates:

• Upon review and approval of the certificate program proposal by the school’s curriculum committee and dean, submit an academic compliance checklist to Alena Herklotz.
  • IRA determines if SACSCOC notice is required and consults with the Vice Provost for Academic Affairs (VPAA) to confirm alignment with institutional academic planning.
    • If SACSCOC action is warranted, the SACSCOC Liaison works with the school to manage appropriate requirements.
  • IRA notifies University Registrar (UREG) and determines whether additional approvals from the Department of Education, Veteran’s Affairs, Homeland Sec., etc are required.
• Upon confirmation to proceed, submit a complete SCHEV Certificate template to IRA.

• The SCHEV template is used by Faculty Senate for its review. Faculty Senate approval entails the following:
  • Review by the “Institutional Impact” committee comprised of stakeholders (e.g., Financial Services, University Registrar, Library, International Studies Office) to confirm alignment with university policy and procedures.
  • Review and approval by the Academic Affairs Committee (AAC)
  • Review and approval by the Executive Council (ExCo)
• Once Faculty Senate approves, IRA works with the school and Provost Office to formalize submission to SCHEV.
• Upon formal acknowledgement by SCHEV, IRA staff notifies relevant institutional stakeholders, including the University Registrar for inclusion of the certificate program in the Record and the Student Information System (SIS).
  • If SACSCOC action is required,IRA staff notifies relevant institutional stakeholders, including the University Registrar and International Studies Office, of the review outcome.
• IRA staff registers the certificate program in SCHEV degree inventory listing.

For PROFESSIONAL certificates:

• Upon review and approval of the certificate program proposal by the school’s curriculum committee and dean, contact Cheryl Carroll for guidance on required documentation.

TIMELINE:

1. Credit Certificate Programs:
   • Credit Certificates must be effective at the start of a term (i.e., fall, spring, summer). A summer term may only be counted if a required course must be completed during this session.
   • AAC and ExCo reviews occur based on these committee’s respective scheduled meetings during an academic year.
   • SCHEV documents must be formally submitted at least 60 days prior to the desired initiation of the certificate program.  Notification entails confirmation by SCHEV staff the the certificate complies with applicable state policy.   
2. Professional Certificate Programs:
   • The effective time frame for a professional certificate may vary
   • On average, review and approval of a proposed professional certificate by the Provost Office requires 30 days.

Key Resources:

PROV: 030: Establishing Certificate Programs

The following are examples of changes to a credit certificate program. All examples require institutional and State Council for Higher Education of Virginia (SCHEV) approval, and may require additional external approvals:

Title: Changing the title of the certificate program that was approved by SCHEV.

Length: Modifying the number of credits required to complete the certificate program.

Classification of Instructional Programs (CIP) code: Changing the six digit code designation used to classify the certificate program based on the Department of Education’s National Center for Education Statistics taxonomy.

Per SCHEV, a CIP code change is a "change made in an existing six-digit CIP code designation (as reflected in SCHEV’s program inventory), provided no significant changes have been made to program requirements, content, or emphasis, and provided that    the new CIP code replaces the current code to respond to changes in the field or to better reflect the intent of the program."

Delivery format: modifying how the certificate program is delivered. For example, changing from a face-to-face traditional classroom setting to an online setting or hybrid (face-to-face and online) setting, or changing from an online or hybrid to only face-to-face.

Creating a full-on-line certificate programs requires compliance with Distance Authorization requirements.

Discontinuation: To end admission into and delivery of a certificate program. Discontinuation of a certificate program represents a “substantive change” as defined by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC).

REVIEW AND APPROVAL PROCESS:

IRA staff will advise and coordinate with the appropriate school contact to manage process requirements, including providing relevant sample materials to guide the work. Making changes to certificate program requires the following steps:

• Upon review and approval of the proposed change to the certificate program by the school’s curriculum committee and dean, submit an academic compliance checklist to Cheryl Carroll.
  • IRA determines if SACSCOC notice is required and consults with the Vice Provost for Academic Affairs (VPAA) to confirm alignment with institutional academic planning.
  • IRA notifies University Registrar (UREG) and determines whether additional approvals from the Department of Education, Veteran’s Affairs, Homeland Security, etc are required.
  • If the change to the certificate program affects faculty, students, and/or academic programs in more than one school, the sponsoring Dean should consult the corresponding Dean(s).
• Upon confirmation to proceed, submit required SCHEV materials to Cheryl Carroll.

For title or discontinuation requests:

• Changes to the title or discontinuation of a certificate program require Faculty Senate approval.
  • Discontinuations require SACSCOC approval. Schools should contact the SACSCOC Liaison as soon as possible to confirm process requirements (e.g., teach out plan).
• The SCHEV CHANGE template is used by Faculty Senate for its review. Faculty Senate approval entails the following:
  • Review by the “Institutional Impact” committee comprised of stakeholders (e.g., Financial Services, University Registrar, Library, International Studies Office) to confirm alignment with university policy and procedures.
  • Review and approval by the Academic Affairs Committee
  • Review and approval by the Executive Council
  • Review and approval by full Faculty Senate

For all other change requests:

• The SCHEV Template is used for Executive Vice President and Provost Office (Provost Office) review. IRA staff coordinate as needed to address any relevant issues, including Distance Learning requirements related to delivery format changes.
• Once internal approvals are finalized, IRA works with the school and Provost Office to formalize submission to SCHEV.
• Upon formal SCHEV approval (and SACSCOC as required), IRA notifies key institutional stakeholders, including the University Registrar (UREG) to modify the Record and the Student Information System.
• SCHEV submission to add.

TIMELINE

• Changes to a credit certificate must be effective at the start of a term (i.e., fall, spring, summer). A summer term may only be referenced if a required course is completed during this session.
• For title and discontinuation changes: AAC, ExCo, and FS reviews occur based on these committee’s respective scheduled meetings during an academic year.
• SCHEV documents must be formally submitted at least 60 days prior to the desired initiation of the certificate program.

For certificate programs changes effective fall semester date, internal approvals must be secured and SCHEV documents must be submitted to IRA on or before June 1.

For certificates programs changes effective spring semester, internal approvals must be secured and SCHEV documents must be submitted to IRA on or November 1.

The intent to discontinue admission into a program requires timely notice to SACSCOC, even as internal reviews are underway and teach out plans are proposed. The SACSCOC Liaison works with the schools to manage this notice.