CSU/CFA
2003-04 Supplemental Report Language
California State University

ATTACHMENT TO AS-2634-03/FA - May 20, 2003

AS-2634-03/FA

SAMPLE DISCONTINUATION POLICIES WITHIN CSU INSTITUTIONS
1. SAN DIEGO STATE UNIVERSITY

DEGREE PROGRAM DISCONTINUATION

1.0 Procedures: Proposals for the discontinuation of degree programs may be initiated by departments or schools, faculty members, college or University committees, or administrative officers of the University. Proposals shall specify mechanisms to protect the interests of students enrolled in such programs and, if possible, to allow the students to complete their degrees in a reasonable time. Proposals shall include a declaration of intent to effect (a) a degree program discontinuation or (b) the discontinuation of degree program with department or school dissolution. Proposals shall address employment options, informed by the applicable Memorandum of Understanding, for the affected tenured and probationary faculty and for permanent staff.

1.2 Proposals shall be reviewed by designated department or school and college curriculum committees, and the dean of the college.

1.3 Proposals approved by the college dean shall be forwarded to the office of the Provost for University-wide distribution.

1.4 Undergraduate Proposals

1.41    Undergraduate proposals shall be reviewed for approval by the University Committee on Academic Policy and Planning, which shall seek broad consultations with groups or persons likely to be affected by the degree program discontinuation, including enrolled students in the affected degree program.

1.42    Proposals shall be additionally reviewed by the Undergraduate Curriculum Committee, with recommendations forwarded to the Senate.

1.43    Approved proposals shall be forwarded to the Senate, as action items. 1.44 Approved proposals shall be forwarded to the President for final action.

1.5 Graduate Proposals

1.51    Graduate proposals shall be reviewed for approval by the Graduate Council, which shall seek broad consultation with groups or persons likely to be affected by the degree program discontinuation, including enrolled students in the degree programs affected.

1.52    Proposals shall be further reviewed by the University Committee on Academic Policy and Planning, with recommendations forwarded to the Senate.

1.53    Approved proposals shall be forwarded to the Senate as action items. 1.54 Approved proposals shall be forwarded to the President for final action.

2.0 Dissolution of a Department or School: If a proposal for degree program discontinuation implies the dissolution of a department or school, this procedure shall be followed:

2.1      Proposals for the discontinuation of degree programs may be initiated by departments or schools, faculty members, college and University committees, or administrative officers of the University. Proposals shall specify means to protect the interests of students enrolled in the programs and, if possible, to allow those students to complete

2

 
their degrees in a reasonable time. Proposals for degree


program discontinuation shall include a declaration of intent to effect (a) a degree program discontinuation or (b) the discontinuation of degree program with department dissolution. Proposals shall address employment options, informed by the applicable Memorandum of Understanding, for the affected tenured and probationary faculty and for permanent staff.

2.2      Proposals shall be reviewed by designated department or school and college curriculum committees.

2.3      Proposals shall be reviewed by the dean or deans of the colleges. If the dean or deans deter-mine that the proposal has no merit, this recommendation together with the original proposal shall be forwarded to the Provost. If the dean or deans determine that the proposal does have merit, the dean or deans shall form a special ad hoc committee to give the matter full and serious consideration. The ad hoc committee shall have at least five members, at least two of whom shall be department chairs or school directors with one chair or director drawn from an uninvolved college.

2.4      The ad hoc committee shall report its recommendations to the dean and the executive committee (or equivalent) of the colleges involved, and the dean shall subsequently transmit final recommendations to the Provost who shall in turn convey the recommendations with comments to the University Committee on Academic Policy and Planning.

2.5      The Committee on Academic Policy and Planning shall seek broad consultation with groups or persons likely to be affected by the degree program discontinuation, including enrolled students in the affected degree program. The Committee shall forward its recommendations regarding deletions or transfer of programs to the Undergraduate Curriculum Committee for review. The Committee on Academic Policy and Planning shall present its recommendation regarding dissolution of a department or school to the Senate as an action item concurrent with the Undergraduate Curriculum Committee report on the deletion or transfer of programs.

2.6      The Undergraduate Curriculum Committee shall present its recommendations regarding the deletion or transfer of programs to the Senate as an action item.

2.7      Approved proposals shall be forwarded to the President for final action.


2. SAN FRANCISCO STATE UNIVERSITY

ACADEMIC PROGRAM DISCONTINUANCE (ACADEMIC SENATE POLICY #S93-177 (formerly F92-177))

[At its meeting of April 13, 1993, the Academic Senate unanimously approved a revision to the existing policy].

I.       Preamble

This policy provides categories of decision variables and a set of processes and procedures to be used in considering the discontinuation of academic programs. Academic programs covered by this policy include the following: a) undergraduate and graduate degrees; b) concentrations; c) minors; d) certificate programs (including Extended Education) and e) credential programs.

Should it be necessary to consider the discontinuation of an academic program, a determination will be based upon a review of the following:

a.  the importance of the program to the University's mission as articulated in the institution's approved mission statement;

b.  the quality of the program; and

c.  the efficiency of the program.

In considering a decision to discontinue a program, no one category should necessarily be deemed more crucial than any other; nor, likewise, is deficiency, or low rating, in any one category necessarily sufficient for program discontinuance. A decision to discontinue a program should not be based solely on quantitative measures, but on a holistic assessment of the program in terms of all of the decision variables, within a process that is broadly consultative and collegial.

II.     Decision Variables

A.     Importance to the Institution

1.   To what extent the program is central to SFSU's mission as described in the "Academic Mission and Goals of the University" statement.

2.   To what extent the program is central to the curriculum of a department, a college, or the University.

3.  To what extent the program promotes the mission of the University.

4.  To what extent the program advances the University's affirmative action goals.

5.  To what extent the program provides a special service to the community.

6.   To what extent the program has demonstrated potential for external funding and support.


B.     Quality of the Program

1.   To what extent the quality of the program is adequate to justify continuance in its present form. Program quality may be assessed by program review, external review, or accreditation review. The variables for evaluating program quality may include:

a.  demonstrated ability of the faculty to offer and maintain a current and rigorous

curriculum;

b.  access to resources adequate to develop the sufficient breadth, depth and coherence of the program;

c.  demonstrated ability to attract and retain well-qualified faculty;

d.  the quality of the program's faculty as demonstrated by participation in appropriate scholarly, creative and/or professional activity.

2.   To what extent the program's excellence and standing in its discipline enhances the reputation of the university.

C.     Efficiency and Demand for the Program

1.   To what extent the program is cost-effective relative to disciplinary norms and compared to similar programs at comparable institutions. The measurements presented shall include student-faculty ratio; total cost per FTEF; and total cost per FTES. Other discipline specific variables may also be used.

2.   To what extent the present and projected demand for the program is sufficient. Demand for the program may be measured by one or more of the following: a. the number of completed applications for admission; b. the FTES generated in lower division, upper division, and/or graduate level courses; c. the number of students who completed the program; d. the anticipated need for graduates of the program.

III. Process

The process for discontinuance is similar to the process for the creation of programs. For undergraduate and graduate degrees, concentrations, minors, and certificates, this involves program faculty, the college, the Academic Senate, and the president of the university or his/her designee. For credential programs, this involves the program faculty, the college, the Teacher Credential Committee, the Dean of the College of Education and the Vice President for Academic Affairs. This process shall be completed within one calendar year from the initial recommendation.

A.      A recommendation to discontinue a program may be made by the faculty of the program, the college dean, the Vice President for Academic Affairs, or the President of the University. Each recommendation must be accompanied by documentation that indicates specific reasons for discontinuance based on the decision variables above. Each recommendation must also include information regarding the potential effect on the future employment status of the faculty and staff in the program. The Chair of EPC, through the Academic Senate office, shall inform the campus community of any proposal for discontinuance at least two weeks prior to its meeting to consider the action. Any interested party may file a response with the EPC prior to its meeting. The EPC shall review the recommendation.


B.      EPC is responsible for deciding to what extent to involve the following in the review:

1.   Appropriate program committee;

2.   Representative student groups of the program;

3.   Appropriate cognate programs;

4.   The college council, the dean, and other appropriate college bodies;

5.   Appropriate university-wide councils and/or committees.

C.     At the end of the review, the Educational Policies Council shall report its recommendation to the Academic Senate for action.

D.     If a program is to be discontinued, students shall be enabled to complete their course of study at San Francisco State University. Procedures shall be set up by the program or, in the case of a credential, by the Teacher Credential Committee. The procedures shall include:

1.  Preparation of an official list of students enrolled in the program;

2.   Establishment of a cut-off date for adding students to that list;

3.  Notification to all students on the list of the following alternatives:

a.  the date by which program requirements must be met;

b. other programs offered by the university to which the student may wish to transfer;

c.  similar programs offered by nearby institutions.


3. CALIFORNIA STATE UNIVERSITY, BAKERSFIELD

APPENDIX 12
POLICY
ON DISCONTINUANCE OF ACADEMIC DEGREE PROGRAMS

The following policy statement describes the procedures and requirements under which an academic degree program can be considered for discontinuance at California State University, Bakersfield. Program discontinuation is a seldom used but important component to the long-range planning of the University. It affords the University a deliberate process of program evaluation, and when done well, produces substantial consensus regarding the future direction of the department, school and/or university. Program discontinuation is not an appropriate procedure for addressing short-term financial crises or personnel problems. It is an appropriate process for evaluating the relevance and vitality of specific programs where substantial doubts exist as to the program's future viability and responsiveness. Normally, these doubts will be raised first by the faculty directly responsible for the program or will arise out of the normal program review process.

Six criteria govern decisions regarding discontinuance of an existing academic degree program. In each instance, strategies to strengthen or modify the program shall receive first and serious consideration as alternatives to discontinuance.

(1)     The overall quality of a program is an essential factor in decision-making. There are many forms of supporting evidence that lead to conclusions regarding overall quality. For example, evidence of excellence in teaching, academic program reviews, accrediting agency reports, reputation within the discipline (including published surveys) and reputation across the campus, evidence of faculty and student scholarship, timeliness of the curriculum, currency of the faculty, and efforts to mentor and involve students in intellectual and creative pursuits attest to qualitative achievements.

(2)     Centrality of a program to the University is another consideration. This criterion basically addresses whether the University might fulfill its mission were this program to be eliminated.

(3)     Need is an important consideration. Both internal and external factors determine need. Internal considerations are related to the University's mission. It is the mission of California State University, Bakersfield, to be a comprehensive university, which offers a variety of degree programs in the liberal arts and professions. Also, the instructional contributions of a degree program to other programs are important. External factors include the needs of our regional population, the clientele we serve, and to some extent, current student demand.

(4)     Diversity is an important criterion when considering program discontinuance. Faculty, students, and a curriculum, which reflects diversity, contribute to our ability to create this environment and better model a changing population.

(5)     Degree program size is a consideration. To be effective a degree program must have a sufficient number of faculty to provide a reasonable exposure to the discipline and a sufficient number of students to insure the integrity and continuity of the curriculum.

(6)     Cost and resource generation are appropriate criteria. In determining cost the following factors are useful: student/faculty ratio, factors that determine resource generation, program administration costs, anticipated future outlays, and a judgment about maximum utilization of resources. When appropriate, the ability to generate outside revenue can be balanced against cost factors.


Initiation of Program Discontinuance Procedures

A written request for the review of an academic program for the purpose of determining whether program discontinuance is warranted may be made by any one of the following parties:

(1)     the Chair of the degree program with the written approval of a majority of the tenured and probationary faculty in the program or, in appropriate instances, the program committee;

(2)     the Dean of the school in which the program is housed;

(3)     the Dean of Undergraduate Studies, but only in regard to an undergraduate program;

(4)     the Dean of Graduate Studies, but only in regard to a graduate program;

(5)     a majority vote of the Academic Senate; or

(6)     a majority vote of the University Program Review Committee.

Such a request shall be submitted in writing to:

(1)     the Vice President for Academic Affairs;

(2)     all Deans involved in the administration of the program;

(3)     the Academic Senate; and

(4)     all tenured and probationary faculty who teach in the program.

The letter making this request must clearly indicate the specific reasons for the suggested program discontinuance. If within 14 calendar days* of receipt of this letter by the Vice President for Academic Affairs, none of the individuals or parties listed in (1) through (4) above (i.e., the Vice President for Academic Affairs, any Dean involved in the administration of the program, the Academic Senate by majority vote, or any tenured or probationary faculty member who teaches in the program) has objected to the proposed discontinuance in writing to the Vice President for Academic Affairs, a recommendation for discontinuance will be sent to the President. If within 14 calendar days of receipt of the letter requesting program discontinuance at least any one of those parties has objected to discontinuance, then the following procedures must be followed before a recommendation for program discontinuance can be made to the President.

"Calendar days" exclude the Summer break and the breaks between quarters wherever the term is used in this document.

Appointment of a Special Review Committee

Within 14 calendar days of receipt of a letter objecting to a proposed program discontinuance from one of the parties listed above, the Senate Executive Committee in consultation with the Vice President for Academic Affairs shall appoint a Special Review Committee to conduct a special program review focused on issues related to potential discontinuance. The committee shall consist of:

(1)     six tenured faculty: one selected by the faculty who teach in the affected program, three from different units within the same school as the program in question, and one from each of two schools different from that of the program in question;

(2)     the Dean of the school in which the program is housed, who will serve as a nonvoting member; and

(3)     the Dean of Undergraduate Studies or the Dean of Graduate Studies, as appropriate, who will serve as a non-voting member for a program included in his or her administrative responsibilities.

 


Minimum Requirements for the Special Program Review

As a minimum, this review shall include:

(1)     direct, personal consultation with all current full-time faculty members who have taught courses in the program within the last two academic years;

(2)     an opportunity for students presently enrolled in the program to provide both written and oral statements regarding the proposed program discontinuance; and

(3)     an open forum, announced publicly at least 14 calendar days in advance, in which the University community at large has a chance to express its views.

The review shall address the following points:

(1)     an evaluation of the academic quality of the program (as described under criterion #1, P. 1);

(2)     an analysis of the cost and resource generation, over time, of the program;

(3)    study of enrollment trends over the past ten years, present enrollment in the program, and projected future enrollment;

(4)     consideration of alternatives that might increase the quality and/or student enrollment in the program, as needed;

(5)     consideration of alternatives for providing additional financial support for the program, as needed,

(6)     assessment of specific community needs served by the program;

(7)    assessment of the favorable and unfavorable impact that discontinuance of the program would have on other degree programs, other campus activities, and the curricular priorities and mission of the University;

(8)     study of the possible impact of program termination on faculty in that program and evaluation of possible on-campus faculty transfers which might occur, based on faculty skills, training, and desire as well as campus need; and

(9)     consideration of the impact discontinuance of the program would have on students presently enrolled.

A maximum of 45 calendar days will normally be allowed for the work of the Special Review Committee. Upon completion of its review, the Special Review Committee shall make a written report and recommendation to the Senate Executive Committee and the Vice President for Academic Affairs. This report must include the opportunity for minority reports from the Special Review Committee. The Senate Executive Committee shall forward the report for review by the Academic Affairs Committee and the Budget and Planning Committee. The Vice President for Academic Affairs shall forward the report to the appropriate Dean(s) and the affected department for review.

A maximum of 30 calendar days will be allowed for review of and rebuttal to the written report by the committees, Dean(s) and affected department. A copy of this report and any written rebuttals or statements should then be forwarded to the Executive Committee of the Academic Senate and the Vice President for Academic Affairs for final review. The Academic Senate normally will make its recommendation to the President regarding the program discontinuance no later than 60 days after receiving the recommendation of the Special Review Committee.


CSU Program Discontinuance Procedures

If the President decides that program discontinuance is warranted, the campus will follow these procedures required by EP&R 79-10 regarding review by the Chancellor of program discontinuance proposals:

(1)     The campus President shall inform the Chancellor of the proposed discontinuance.

(2)     The Chancellor will review the proposal for system-wide effects with the advice from whatever groups he/she deems appropriate, and may request additional information from the campus if needed for this review.

(3)     The Chancellor will ordinarily provide comments on all such proposals within 30 days and will inform the President of any system concerns so that these may be considered in the final decision.

(4)     The President will not take any administrative action leading to the de facto or official discontinuance of an academic program before the Chancellor has commented on the proposal.

In the event the President's final decision is official discontinuance of an academic program, a cut-off date shall be announced immediately beyond which no new students, including transfer students, will be permitted to enter the program. All students currently listed by the Registrar as participants in this program shall receive written notification of the program discontinuance no more than 15 days after the official announcement by the President.

Plans and alternatives shall be developed to allow currently enrolled students to complete a degree program. Students currently enrolled in the program should be given the opportunity to provide both written and oral statements regarding the alternatives available. These alternatives may include:

completion of the program requirements by a certain date in order to receive the specified degree from this University;

completion of a closely related program offered by this campus;

completion of a similar program, if any, offered by other institutions within the California State University system; and

use of substitutions to meet this campus's requirements for the program.

The President, in consultation with appropriate administrators and faculty committees, shall make every effort to assist in the placement of faculty members displaced by program discontinuance in other appropriate programs or activities in the University or on other campuses in the California State University system.

Normally, an academic program shall continue to serve its current students for at least three full quarters following the official announcement of program discontinuance by the President. During this transition period, course offerings should be designed to assist students in the program to complete the program requirements.

Notice that the program has been discontinued will be sent to all advisors, units, and agencies involved in advising or providing information regarding academic programs on this campus.


TIMELINE FOR PROGRAM DISCONTINUATION

I.       Letter received by the Vice President for Academic Affairs requesting degree program discontinuation.

14 Calendar Days* After Receipt of Letter

IIA.    If no party as listed above has objected in writing to the proposed discontinuation, a recommendation for discontinuation will be sent to the President.

IIB.    If any party as listed above has objected in writing to the proposed discontinuation, the procedures for program discontinuation as outlined in this document must be initiated.

Within 14 Calendar Days After Receipt of Written Objection

Ill.     Special Review Committee must be appointed with procedures outlined above.

Within 14 Calendar Days Advance Public Notice

IV.     An open forum must be held in which the University community at large can express their views.

Within 45 Calendar Days After Appointment of Special Review Committee

V.     Special Review Committee must submit its completed report and recommendation to the Senate Executive Committee and the Vice President for Academic Affair$.

Within 30 Calendar Days After Receipt of Special Review Committee Report

VI.     All reviews of rebuttals to, and general statements regarding the Special Review Committee report must have been submitted in writing to the Senate Executive Committee and the Vice President for Academic Affairs.

Within 60 Calendar Days After Receipt of Special Review Committee Report

VII.    The Academic Senate must make its recommendation to the President regarding program discontinuance.

["Calendar days" exclude the Summer break and the breaks between quarters wherever the term is used in this document.]

 

May 20, 2003