PURPOSE: To ensure that students, faculty and staff encounter minimal disruption in their educational progress and work environment when the college decides to terminate an academic certificate, diploma or degree program.
Definitions (based on State Board of Technical and Comprehensive Education [SBTCE] Procedure 3-1-301-1)
When a program is closed, the College places it on suspension (in Hold status in Trident Technical College’s (TTC’s) database) for the amount of time specified in SBTCE Procedure 3-1-301-1: one year for certificates, three years for diplomas and degrees. When a program is under suspension, no new students can be admitted; however, students already in the major can graduate.
After its period of suspension, the College places the program on cancelation (Inactive status in TTC’s database) for the amount of time specified in SBTCE Procedure 3-1-301-1: one year for certificates, three years for diplomas and degrees. When a program is in canceled (inactive) status, students can no longer graduate; the college is no longer authorized to award the credential.
The decision to close an academic program may be based on a number of criteria, including but not limited to the following:
- Productivity (numbers of students enrolled or numbers of graduates)
- Obsolescence (changes in technology or economic climate of the service area)
- Legislation or licensure changes (credential is no longer required or credential must be at a higher level)
- Financial considerations
Vice President for Academic Affairs
The decision may be based on the recommendation of the faculty, the academic advisory committee, or the SBTCE, but in every case the final decision to close an academic program will be initiated by the Vice President for Academic Affairs and approved by the President.
If the recommendation has not come from the faculty, the Vice President for Academic Affairs will notify the appropriate dean and discuss any concerns related to faculty deployment.
Assistant Vice President of Academic Programs
After the Vice President has approved the closing of a program, the Assistant Vice President of Academic Programs will take the following actions:
- Change the program status in TTC's database to H (Hold, or suspension) and remove future catalog years.
- Notify the SACSCOC Institutional Liaison, Admissions, Registrar, Financial Aid/VA, Recruiting, Marketing and Advancement that the program will be closed.
- Send notification forms to State System office.
- Request from the office of Institutional Research a list of all students with active matriculations in the program (including those not currently enrolled at TTC).
- Send the list of majors to the appropriate academic program manager.
- Remove mention of the program from relevant sections of the upcoming TTC catalog.
- Change program status in TTC's database to I (Inactive, or cancellation) at the end of the period of suspension.
- Notify SACS Institutional Liaison, Registrar and Assistant Vice President of Student Services that the program has been made Inactive.
Remove programs from application (print and online). Remove programs from the auto-move-to student process.
Remove mention of programs from future marketing materials
Write a proposal for closing the program that includes a teach-out plan and identifies any courses that should be removed from the TTC catalog and the last term each course will be offered.
Send email to current students notifying them of the program’s suspension; notify other majors who are not current TTC students via US mail. Notification should explain how long students have to complete the program and should invite students to make an appointment with an advisor to plan for completing requirements or changing major, as appropriate. In some programs, announcements to students during class may be appropriate as well.
Plan a schedule of course offerings that will allow current students to finish in the time allowed.
Monitor enrolled students each semester to see if they are staying on track or changing their major.
Update majors of those students determined by program faculty to require change of major.
Assistant Vice President of Student Services
Close inactive (canceled) programs with the US Department of Education and with the US Department of Veterans Affairs.
SACSCOC Institutional Liaison
Notify SACSCOC that programs will be closed, with teach-out plan and effective term.