Procedures for Proposing Program Deactivation and Discontinuance

Procedures for Proposing Program Deactivation and Discontinuance

According to the SUNY Policy on Deactivation and Discontinuance

When a State University of New York (University) campus makes a decision not to admit any more students to a program but to maintain the program registration, this action is referred to as deactivation. The deactivation date is the first regular admission date as of which new students will no longer be permitted to enroll in the program. A program is often deactivated to allow time for a campus to determine whether to continue the program offering or to reorganize the program structure and/or resources.

When a campus decides to remove a program from its complement of registered programs so that credentials will no longer be awarded for its completion, this action is known as discontinuance. The discontinuance date is the last graduation date for which credentials will be awarded for program completion.

There are several situations in which a campus determines that the deactivation or discontinuance of an academic program might be appropriate. The program may no longer be considered a viable offering. Campuses deactivate or discontinue programs in response to budgetary stringencies or internal resource reallocations on the campus. Perhaps a campus has determined to treat the program as an option or as an integrated part of another major or interdisciplinary program.

SCCC Philosophy of Shared Governance:

The decision to propose Program Deactivation or Discontinuance should emerge from meaningful and collaborative conversation among program faculty, area administrators and the College Office of Academic Affairs (OAA). This conversation may be initiated by either program faculty or the College Vice President for Academic Affairs (VPAA), in response to concerns about the ability of a program to meet the needs of its students and/or assist the College in fulfilling its mission. All procedures governing these actions should be executed transparently and consultatively, consistent with a philosophy of shared governance.

Program Deactivation:

Following conversation between the program faculty, area administrators and the Office of Academic Affairs:

A Letter of Intent, outlining the rationale for deactivating the program is sent by the proposer (a member of the program faculty) to the College Associate Dean for Curriculum Development (CADCD).
CADCD sends a Response Form to the proposer, advising the proposer of any concerns and directions on the next steps.
The proposer completes the Program Deactivation Proposal Form, supplying all the required information; securing the necessary departmental votes; and obtaining the required Executive Dean's Acknowledgment of Support Form(s).
Proposer emails completed packet to the appropriate Curriculum Committee Chair (College Curriculum Committee for multi-campus programs; appropriate campus Curriculum Committee for single-campus programs), with CCs to College Curriculum Committee Chairperson, CADCD and appropriate Executive Deans.
After initial review by the Curriculum Committee Chair, the proposal is posted on the Governance website for public comment.
Following established timelines and procedures, the Curriculum Committee reviews the proposal. If the proposal is rejected, the proposer is informed of the committee’s concerns; if the proposal is approved, it is forwarded to the appropriate faculty governance bodies for approval.
Following established timelines and procedures, the appropriate faculty governance bodies vote on the proposal. If the proposal is rejected, the proposer and the Office of Academic Affairs are informed of the body’s concerns; if the proposal is approved, it is forwarded to CADCD.
After receiving the approved proposal, the CADCD informs the proposer and the appropriate governance leaders of any concerns. Otherwise, CADCD informs the Vice President for Academic Affairs (VPAA) that the governance bodies have recommended deactivation of a program.
If the VPAA and College President approve, the CADCD prepares all necessary paperwork and submits to SUNY and NYSED for approval.
After the program deactivation receives final approval, notification is made to students in the program and the Office of Student Affairs.
Within three years of the date of deactivation, program faculty, in consultation with area administrators and OAA, propose either discontinuing or reactivating the program.

Program Discontinuance:

Following conversation between the program faculty, area administrators and the Office of Academic Affairs:

A Letter of Intent, outlining the rationale for discontinuing the program is sent by the proposer (a member of the program faculty) to the College Associate Dean for Curriculum Development (CADCD).
CADCD sends a Response Form to the proposer, advising the proposer of any concerns and directions on the next steps.
The proposer completes the Program Discontinuance Proposal Form, supplying all the required information; securing the necessary departmental votes; and obtaining the required Executive Dean's Acknowledgment of Support Form(s).
Proposer emails completed packet to the appropriate Curriculum Committee Chair (College Curriculum Committee for multi-campus programs; appropriate campus Curriculum Committee for single-campus programs), with CCs to College Curriculum Committee Chairperson, CADCD and appropriate Executive Deans.
After initial review by the Curriculum Committee Chair, the proposal is posted on the Governance website for public comment.
Following established timelines and procedures, the Curriculum Committee reviews the proposal. If the proposal is rejected, the proposer is informed of the committee’s concerns; if the proposal is approved, it is forwarded to the appropriate faculty governance bodies for approval.
Following established timelines and procedures, the appropriate faculty governance bodies vote on the proposal. If the proposal is rejected, the proposer and the OAA are informed of the body’s concerns; if the proposal is approved, it is forwarded to CADCD.
After receiving the approved proposal, the CADCD informs the proposer and the appropriate governance leaders of any concerns. Otherwise, CADCD informs the Vice President for Academic Affairs (VPAA) that the governance bodies have recommended discontinuance of a program.
If the VPAA and College President approve, the CADCD prepares all necessary paperwork and submits to SUNY and NYSED for approval.
After the program discontinuance receives final approval, notification is made to students in the program and the Office of Student Affairs.
Appropriate changes are made to the College Catalog, College website, Banner, etc.