To create or change a program and secure the necessary authorizations and approvals, please follow and review each of the five steps below:
Step One: Notification Memo
- Complete a Notification Memo, which must include all relevant CIP Codes. The Notification Memo is to come from the Dean who is authorizing the creation of program change.
- The Notification Memo is to be addressed to the Provost.
- In all instances, the Notification Memo is to Cc Daniel Chang, Director for Academic Programs. For graduate-level proposals, Cc the Vice Provost and Dean of the Graduate School and Chair of the Graduate Professional Studies Committee (GPSC), and for undergraduate-level proposals, Cc the Vice Provost and Dean for Undergraduate Student Success and the Chair of the Undergraduate Committee (UC).
- Use the Notification Memo from the Dean to the Provost Model-Template as a guide for writing the Notification Memo. Please note, a Notification Memo includes: 1. A clearly stated and succinct request, 2. Nature and rationale/justification for the request, 3. Statement about budget implications, 4. A faculty contact and phone, and 5. References/citations, which may support the rational/justification for the request. In addition:
- Ensure that the Notification Memo is initialed by the Dean,
- Ensure that the Notification Memo is on Office of the Dean letterhead.
- Submit Notification Letter via interdepartmental mail or hand-deliver the Notification Memo to Daniel Chang, Director for Academic Programs.
- Notification Memos that are missing the Dean’s signature or initials will be returned.
- Notification Memos that are not on Office of the Dean Letterhead will be returned to the unit.
- Notification Memos that are copies, as opposed to originals, will be returned to the academic unit.
Step Two: Complete the THECB Form(s)
- Complete the THECB form: Notification Form for Administrative Changes.
- For Sugar Land and proposed changes that are not located on the main campus, complete the THECB form: Certification Form for Electronically Delivered Off-Campus Education Programs.
Step Three: GPSC and/or UC Notification
- Once the Notification Memo is received by Daniel Chang, Director for Academic Programs, the request to create or change a program will be placed in the Academic Programs Tracking System to ensure that the request is tracked throughout the authorization process with weekly updates on the status of the request. Note: The weekly updates on the status of all academic programs on the University of Houston campus are e-mailed each Friday to all College Business Administrators.
- The GPSC and/or UC will be notified.
Step Four: Provost Review
- After Provost approval, the Office of the Provost will notify the THECB about the program creation or change.
Step Five: Notification to Dean and Relevant On-Campus Parties
- The Director for Academic Programs will notify the Dean who submitted the proposal to create or change the program.
- The Director for Academic Programs will also ensure that the Dean is supplied (for the record) copies of all signed documents that led to the Provost approval (i.e., the original Notification Memo with Provost signature sign-off and the THECB form that was completed).
- Following notification to the Dean, the Director for Academic Programs will notify appropriate on-campus parties (i.e., Institutional Research, Office of the Registrar, Institutional Effectiveness, etc.) to help ensure that the new program or change to a program is coded appropriately in all UH data systems. These parties will also be provided with a copy of the Notification Memo that documents the Provost signature on said memo and the THECB form that was completed.