New Academic Program - External Approval Guide

New Academic Program

External Approval Guide

Launching a new academic program at UT Tyler is a comprehensive process involving multiple levels of internal and external review. This guide outlines the required steps and timelines to help faculty and department leadership navigate the process efficiently and in full compliance with institutional, state, and federal regulations.

Depending on the type and scope of the proposed program, external approval may be required from one or more of the following agencies:

•  The University of Texas System (UTS)
  • Office of Academic Affairs (OAA)
  • Office of Health Affairs (OHA)
  • UT System Board of Regents (BOR)
• Texas Higher Education Coordinating Board
• Southern Association of Colleges and Schools Commission on Colleges (SACSCOC)

Each external agency has unique requirements, documentation, and timelines. The Office of Continuous Improvement and Accreditation (OCIA) works closely with faculty to navigate these requirements and ensure full compliance.

Refer to the chart below to determine which agencies are involved based on the program type or proposed change.

Note: Refer to professional program accreditation resources early to allow time for planning for initial requirements and timeline. 

UT System and THECB Approvals and Timeframes

Preliminary UT Tyler Senior Leadership Review 

The New Academic Program Proposal Form is required for all program proposals and is completed for preliminary UT Tyler Senior Leadership consideration.  The faculty proponent and the OCIA complete the proposal form together following Dean approval. (See Academic Program Approval Pathway).

THECB Planning Notification 

After receiving approval from the UT Tyler Senior Leadership team, all proposed new programs must submit a Planning Notification to the THECB. The faculty proponent and OCIA prepares this notification. For new doctoral and professional programs, the Planning Notification must be sent one year in advance of the expected submission date of the proposal. 

Upon receipt of the Planning Notification, THECB staff initiate a 30-day comment period for peer institutions, and they prepare a Texas Labor Market Information Dashboard (LMI). Supporting documentation from both steps is required in the completed proposal.  The 30-day comment does not count towards the review period.

Certificate Programs 

THECB

All new certificate programs require notification to THECB within 90 days after the program start date. This is a notification only process and does not require formal approval.

Bachelor’s and Master’s Programs 

UTS

Proposals are reviewed by UT System on a rolling basis and approved by the Executive Vice Chancellor for Academic Affairs or Health Affairs.  UTS OAA/OHA staff review and advise if additional information is required. Allow at least 2-3 months for this review, although additional time may be needed if further documentation or clarification is requested.

THECB

New Bachelor’s and Master’s programs with less than 50% new content are reviewed and approved by the THECB Assistant Commissioner. New Bachelor’s and Master’s program with more than 50% new content are then reviewed and approved by the THECB Commissioner.

Estimated THECB Review Timelines:

• Less than 50% new content: 30-60 days
• 50% or more new content: 60-90 days

Doctoral or Professional Programs 

UTS

BOR approval is required for doctoral or professional programs. UTS OAA/OHA staff review and advise if additional information is required in preparation for the Executive Vice Chancellor and Chancellor reviews. A BOR Agenda Template and Budget Table are completed as a final preparation step for the BOR review.

BOR new program proposals must be submitted at least 3 ½ months prior to the BOR meeting:

• November Meeting – Due August 1
• February Meeting – Due November 1
• May Meeting – Due February 1
• August Meeting – Due May 1

THECB

Once approved by the UT System Board of Regents, THECB staff schedule a virtual desk review to be completed by a team of three nationally recognized educators in the discipline. The faculty planner and OCIA prepare a proposal addendum in response to review committee recommendations.  

THECB staff review the updated proposal and recommend moving forward. Two UT Tyler representatives are invited to attend the quarterly Board meeting to respond to any questions the Board members may have during their review. The entire process may take up to 20 months at the very least from the time the Coordinating Board receives the planning notification

Quarterly THECB Board Meetings are scheduled for the fourth Thursday:

• January
•  April
•  July
•  October

SACSCOC Approvals and Timeframes

The decision for type of new program submission is determined following the SACSCOC  Substantive Policies and Procedures. If the new program content is 50% more, SACSCOC approval is required before the new program launch. If new program content is 25-49%, UT Tyler sends Notification to SACSCOC, and the new program may be launched prior to a formal response from SACSCOC.  New certificates are subject to the new content reporting thresholds.

As soon as it is determined that SACSCOC approval is needed, faculty should begin working with OCIA to develop a New Program SACSCOC Prospectus. 

Once UT Tyler and UT System approvals are in place, the SACSCOC prospectus may be submitted to SACSCOC prior to THECB approval. The SACSCOC Substantive Change Office completes a preliminary review of the Prospectus and may request additional information, documentation, and/or clarification. 

If the Prospectus was submitted prior to THECB approval, staff will request state approval documentation in their information request. The additional narrative and support documents must be submitted in advance of the Executive Council review to avoid delays in final approval decisions.

A New Program Approval Substantive Change requires review by the Executive Council of the Board of Trustees (which meets year-round), the submission deadlines are:

• January 1 for changes to be implemented July 1 through December 31 of the same calendar year.
• July 1 for changes to be implemented January 1 through June 30 of the subsequent calendar year. 

To meet these deadlines, allow a minimum of 4-6 weeks prior to the submission deadlines for a final review and approval by the UT Tyler senior leadership team.

Additional Support Information

For additional support contact Dr. Lou Ann Berman, Associate Provost for Continuous Improvement and Accrediation.