Guidelines for Changes to a Graduate Program
Proposing Significant Changes
Significant changes to graduate degree programs and graduate certificate programs require approval from the Graduate School’s Office of Academic Affairs and Planning Prior to implementation. A “significant” change is one that impacts the core curriculum or otherwise substantively affects a student’s progression towards the degree.
Significant changes typically include changes to:
- Core curriculum
- Changing courses comprising the core, required curriculum
- Increasing or decreasing the number of minimum credits required to complete a degree program
- Completion requirements
- Adding or changing a thesis or non-thesis requirement
- Changes that impact students’ progression through a program when compared to requirements at the time of their admission
- Learning outcomes
- Changes that alter the program’s overall learning outcomes
To initiate review of proposed changes, unit Chair/Director/Dean must complete the Significant Change Proposal form.
The Graduate School will follow up with a request for clarification, if needed, and will respond by approving the proposal. This response may initiate additional actions and processes required for implementation, as indicated in the final approval. In addition, it is the responsibility of the academic unit to ensure certain administrative updates, such as updating the UW general catalogue. The final approval may indicate additional action items for the academic unit.
Contact the Office of Academic Affairs and Planning (email@example.com) if you have questions regarding the Significant Change Proposal form.
Making Minor Changes
Minor changes do not alter the core curriculum or other fundamental components of a graduate degree or graduate certificate program.
Minor changes are typically limited to:
- Adding or eliminating courses that satisfy elective requirements. Elective course lists are locally maintained by academic units.
- Updating course numbers and/or titles for core, required courses when course content and learning objectives have not changed.
The minor change process varies depending on if a program is encoded in the Degree Audit Reporting System (DARS).
- Programs already encoded in DARS must notify the DARS Office after faculty approval (firstname.lastname@example.org) and should copy GEMS (email@example.com).
- Programs not yet encoded in DARS must keep a record of any minor changes made.
No university-level approval is required for minor changes, and the academic unit is responsible for assuring there is no impact on current students in their progression towards the degree.
Prior to making or requesting a minor change, review the Significant Change Proposal form and significant change description to verify that the requested change is minor. Refer all inquiries to the Graduate School Office of Academic Affairs and Planning: firstname.lastname@example.org.
Changes to Admission Requirements
No Graduate School approval is required to change admission requirements for a program with an existing application. For new applications see Creating an Admission Application in MyGrad.
Academic Unit Name Changes
The Provost’s Office notifies the Graduate School when units are renamed at the college/school or departmental level. If unit renaming will involve degree title changes, contact the Graduate School’s Office of Academic Affairs & Planning before submitting documents for approval.
Degree Title Changes
The Graduate School processes changes to graduate program titles when reflected in the degree or graduate certificate title, as well as to degree option titles reflected in the transcripted credential.
Title changes of designated degrees, such as the “Master of Science in Real Estate” or the “Doctor of Audiology” must be taken to the Board of Regents for approval. Changes to areas of focus within non-designated degrees, such as the “Master of Science (Chemistry)” or “Doctor of Philosophy (Civil Engineering)” do not require review by the Regents. Similarly, degree option title changes do not require review by the Board of Regents and are reviewed and approved by the Graduate School.
Any change to the degree title, graduate certificate title, or any other change impacting the transcripted credential (e.g., degree option title) requires a memorandum from the unit Chair/Director/Dean to the Graduate School Associate Dean for Academic Affairs & Planning in the Office of Academic Affairs & Planning outlining the following:
- Description of the proposed title change(s), including any related program changes. If significant changes to program requirements, see section on proposing significant changes above.
- Rationale for the change
- Timeline for implementation of the new graduate program title(s) or credential.
- Transition plan for students currently in the program(s)
- Confirmation of faculty review and approval of changes (department level and school/college level, if appropriate)
- Accompanying documentation (e.g., of action by the Provost)
The Graduate School will take the title change request to the Board of Regents, if necessary, and the Provost will notify the unit in writing of the approved title change. At that time, Academic Affairs and Planning will initiate with the Office of the Registrar the creation of new degree codes.
Change of Administrative Location
Contact your dean’s office to change the administrative location of an existing graduate degree program (e.g., moving a graduate degree program from one department to another). Depending on the nature of the change, approval is by the Dean, Provost, or Board of Regents.
Changes to Funding or Delivery Model
Contact the Graduate School’s Office of Academic Affairs & Planning for information on changing funding models (fee-based vs. state funded) or delivery model (e.g., adding an online only option to an existing graduate degree). Include a brief description of the anticipated changes when emailing email@example.com. The Graduate School is involved in approval only when changes are made to the program requirements or curriculum/outcomes, graduate program (degree) title, or transcripted credential.
In addition to working with Academic Affairs and Planning, the following changes require coordination with the Office of Student Financial Aid: Changing a program’s delivery model; changing funding models; providing instruction off of the three UW campuses; changing instruction frequency for distance learning programs; and changing instruction outside of UW’s regular academic calendar.