P-4: ACADEMIC PROGRAM OR MINOR CLOSURE
P-4 Curricular Program Prospectus submission form. For assistance see the CIM site.
P-4 proposals are the basis of Administrative and University Faculty Senate curricular approval and are used to close an academic program or minor from the university. These decisions may be made based on enrollment trends, resources, or disciplinary needs. If a major or minor is undergoing substantial curricular revision and a name change, a P-4 should be used to close the existing major or minor and a P-1 should be used to initiate a new major or minor.
P-4 Review and Approval Process
The process for closing an academic program or minor at colleges and campuses should begin in the academic unit and adhere to the processes required by that unit. Once unit approval is obtained, the steps listed below may be taken. Proposal approval times may vary based on unit requirements, consultation, and committee meeting schedules; therefore, these steps should be initiated at least one year in advance of the desired changes.
- Formal requests for an academic closure begin with preliminary college and disciplinary consultation between appropriate units
- Submission of prospectus to ACUE by the College Associate Dean/Campus Associate Dean
- ACUE prospectus deliberation and written response to submitting college/campus. ACUE deliberation will include consideration of requests to place an enrollment hold on academic programs or minors. Such requests must be supported by appropriate justification such as data on low enrollments or the lack of faculty resources or support.
- College/Campus development of formal proposal, including appropriate consultation, data collection, and research
- Submission of P-4 proposal by College Dean (University Park) or the Vice President of Commonwealth Campuses to the Vice President and Dean for Undergraduate Education, along with supporting documentation. [In this context, academic program is defined as a major or a minor and not an option. P-4 does not apply to IUG programs unless the major itself is closed at the university].
- Decision to consider the request is made in consultation with the Provost. In the event that the Provost considers the documentation insufficient, the request is returned to the college dean. If the Provost decides the information is complete and the request should be considered, the Vice President transmits the request and supporting documentation to the University Faculty Senate Chair.
- Senate Chair forwards the material to the Senate Council for review and recommendation. The Council should have at least sixty (60) but no more than (90) days to complete its review and report to the Senate.
- Senate Council reviews the procedures used by the college in reaching its recommendation and determines whether a) there has been consultation with personnel responsible for academic programs that are affected; b) consideration has been given to effects on students, tenured and untenured faculty, and the community; and c) appropriate organizational units of the University have been consulted. In all cases of requests involving instruction, including associate degree programs, the Senate Committee on Curricular Affairs will be consulted. In all cases, other standing committees of the Senate will be consulted as appropriate.
- Senate Council transmits a report and recommendation to the Vice President and Dean for Undergraduate Education and so informs the Senate.
- Following receipt of the Senate report and the recommendation in consultation with the Provost, the Vice President acts on the request of the college dean.
- Office of Undergraduate Education memo to Board of Trustees informing of program closure
- Office of Undergraduate Education memo to the college dean, the Provost, and the Senate Executive Director informing of program closure.
P-4 Proposal Elements
After the P-4 prospectus has been discussed at ACUE, a memo will be issued from the Office of Undergraduate Education authorizing the P-4 proposal process to begin. The P-4 proposal must include the following:
- A brief definition of the proposal and its rationale, including the objectives that the proposal will address and/or problems that the proposal will solve. Indicate curricular implications, faculty affected, and enrollment implications.
- Relationships between the proposed change and other University programs and functions, including the general education function.
- Anticipated impact on all University locations.
- Disciplinary community and administrative consultation.
- If applicable, indicate how promotion and tenure will be addressed.
- Indicate a timetable for the proposal.
- Indicate whether the proposal will have implications for certification, licensure, etc.
NOTE: This procedure is used for complete program closure from University offerings. If a program is to be discontinued only at particular locations, procedures in Section P-3 should be followed. The placement of a hold on entrance to a major is viewed as the initial action in academic program discontinuation or closure and must be accompanied by a formal request from the college associate dean to the Vice President and Dean for Undergraduate Education.
Approved: Provost Eddy (11-28-78)
Revised: Provost Eddy (9-21-82)
Revised: Provost Brighton (8-26-96)
Revised: ACUE (9-2-04)
Revised: Editorial (4-18-06)
Revised: Editorial (5-11-12)
Revised: ACUE (11-7-13)
Revised: ACUE (3-6-14)
Revised: ACUE (11-6-14)
Revised: ACUE (8-3-17)