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Review and Approval Workflow

As of October 2020

The following itemizes internal and external approvals required for academic program actions.  Definitions for the listed actions are available on the Glossary of Terms page.  Specific guidance and procedural requirements for these actions are available by major topic. The listed actions encompass most but not all examples of activities.  For actions not referenced below, please email accreditation@virginia.edu for information. 

ACTION1 Library
FYI		 MOU
Required		 Faculty2
Approval		 Dean3
Approval		 Senate4
Approval		 SC5
Review		 Provost6
Approval		 President
Approval		 BOV
Approval		 SCHEV
Approval		 SACSCOC
Approval
New Actions                      
Articulation Agreement NO YES NO YES NO YES NO YES FYI ONLY NO YES IF SC
Branch campus of UVA YES YES — — YES YES YES YES YES YES YES
Center or Institute (non‐degree) YES NO NO YES NO NO YES NO NO NO NO
Certificate Program7 YES NO YES YES YES YES YES NO NO FYI ONLY8 YES IF SC
Concentration, Minor, or Track NO NO YES YES YES NO YES NO NO NO9 NO
Degree Program7 YES NO YES YES YES YES YES YES YES YES YES IF SC
Department YES NO YES YES NO NO YES YES NO YES NO
Collaborative Degree NO YES10 YES YES NO YES YES NO FYI ONLY NO YES IF SC
Dual Degree NO YES11 YES YES NO YES YES NO FYI ONLY NO YES12
Joint Degree with another institution7 YES YES YES YES YES YES YES YES YES YES YES12
Site: Offering existing credential at approved site NO NO YES YES NO NO YES NO NO NO NO
Site: Offering existing credential at unapproved site YES YES YES YES NO YES YES NO NO YES YES
Threshold Monitoring                      
Degree of instruction at existing offsite location — — — — — YES — — — — YES IF SC

1Upon initiation of an action, the University Registrar (UREG) is notified, as well as other relevant parties. Upon completion of an action, UREG, in addition to any “FYI ONLY” parties, are copied on the letter of approval. Depending on the nature of the action, additional approvals from the U.S. Department of Education, the U.S. Department of Veterans Affairs, and the U.S. Department of Homeland Security, among others, may be required. Consult with the Office of the Executive Vice President and Provost for additional guidance.
2 Faculty approval, including the nature and level(s) of such approval, is subject to the governance policies and procedures of individual schools and the BOV’s Policy on the Faculty Role in University Governance (BOV‐006). Examples of such approval include that of program faculty, department faculty, curriculum committees, school‐wide faculty bodies, etc.
3 Whenever an action, whether a change or new, affects faculty, students and/or programs in more than one school, the dean requesting the action should consult with the corresponding dean(s).
4 Includes the Academic Affairs Committee, Executive Council, and the Faculty Senate.
5 SC = Substantive Change. If “YES,” the action must be reviewed by the provost’s office for compliance with SACSCOC policy on Substantive Change for Accredited Institutions of the Commission on Colleges.
6 For actions that require approval of both the provost and the Faculty Senate, the provost reviews/approves the action prior to submission to the Academic Affairs Committee and after approval (if forthcoming) of the full Faculty Senate.
7 Proposals for new degree programs, interdisciplinary majors, and certificates must be reviewed by Institutional Assessment and Studies (IAS) to ensure an acceptable assessment plan is included.
8 Post‐master’s certificate programs are considered new degree programs and require SCHEV approval.
9 Concentrations and tracks within licensure‐qualifying degree programs require SCHEV approval.
10 MOU must be reviewed by the Office of the Executive Vice President and Provost, Student Financial Services (SFS), and the University Registrar (UREG).
11 MOU is subject to the Policy on Academic Approval and Signatory Authority for Academic Program Agreements (FIN‐035).
12 See SACSCOC policy, Agreements Involving Joint and Dual Academic Awards: Policy and Procedures for guidance on content required in the MOU and reporting requirements.

 

 

ACTION1 Library
FYI		 MOU
Required		 Faculty2
Approval		 Dean3
Approval		 Senate5
Approval

SC66 Review

 Provost4
Approval		 President
Approval		 BOV
Approval		 SCHEV
Approval		 SACSCOC
Approval
Changes to Existing                      
Change CIP Code NO NO NO YES NO NO YES NO NO YES NO
Change degree/certificate program length NO NO YES YES NO YES YES NO NO MAYBE YES IF SC
Change certificate program title NO NO YES YES YES NO YES NO NO FYI ONLY NO
Change concentration, minor, or track title NO NO YES YES YES NO YES NO NO NO NO
Change degree program title NO NO YES YES YES NO YES YES YES YES NO
Change delivery format (e.g., distance, executive)13 NO NO YES YES NO YES YES NO NO FYI ONLY14 YES IF SC
Change department name, degree‐granting NO NO YES YES NO NO YES YES NO YES NO
Change department name, non‐degree granting NO NO YES YES NO NO YES NO NO YES NO
Change degree program licensure option NO NO YES YES NO NO YES NO NO YES NO
Change UVA Statement of Purpose — NO — — YES YES YES YES YES YES YES IF SC
Close center or institute (non‐degree) NO NO NO YES NO NO FYI ONLY NO NO NO NO
Close concentration, minor, or track NO NO YES YES YES NO YES NO NO NO9 NO
Close certificate program YES NO YES YES YES YES YES NO NO FYI ONLY YES
Close degree program YES NO YES YES YES YES YES YES YES FYI ONLY15 YES
Close department NO NO NO YES NO NO YES YES NO YES NO
Merge existing degree programs NO NO YES YES YES NO YES YES YES YES NO

13 Distance education programs that will be offered to individuals residing outside the Commonwealth must be reviewed for compliance with individual state regulations.
14 Adding a new delivery format to an existing program or ceasing to offer the program in the format in which it was approved by Council would require SCHEV approval.
15 Notification is required; the intent to close a program in a Critical Shortage area, as defined by SCHEV, requires additional information and possible approval.

Download pdf of the Review and Approval Process Matrix