Suspending or Discontinuing an Academic Program

Policy Number

UW-1003

Responsible Office

Data, Academic Planning & Institutional Research

Type

University Policy

Rationale/​Purpose

Policy

Related UW–Madison Documents, Web Pages, or Other Resources

External References

Approval Authority

Provost and Vice Chancellor for Academic Affairs

Policy Manager

Vice Provost for Data, Academic Planning & Institutional Research

Contact

Associate Director, Data, Academic Planning & Institutional Research -- Michelle Young, MEYOUNG@WISC.EDU, (608) 262-2143

Effective Date

11-07-1995

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Source: View policy UW-1003 in the UW-Madison Policy Library

An overview of terms in the context of suspending and/or discontinuing programs

Term	Definition
prospective student	Someone who has started or submitted an application to UW-Madison but has not received an admissions decision.
stopped-out student	A student who was declared in a program and completed some, but not all, of the program prior to leaving the university (i.e. declared, no longer completed, no longer active).
admitted student	Any student who has been admitted to or received an offer to attend UW-Madison. Their application for admissions was accepted. Undergraduate students pay a deposit at this time.
declared student	A current student who has a plan code (academic program) on their student record. We have a responsibility to these students.
program state	A field on the Lumen Programs form that articulates the current status of a program. Available options: Active Suspended admissions Suspend, will be discontinued Discontinued Reactivate
active program	A program that students can be admitted to or declare. Can be "suspended", or "Suspend, will be discontinued."
suspended admissions (suspended program)	A program that has been fully approved through university governance (University Academic Planning Council) to stop admitting new students. Primarily utilized when a program will be discontinued but the final term to award has not been determined (part 1 of 2). This program can be reactivated (revived). Consider using this when making significant changes to an existing program that will not be discontinued.
suspend, will be discontinued (suspended and discontinued program)	A program that has been fully approved through university governance (University Academic Planning Council) to stop admitting students and has been approved with a "last term to award" date (i.e. when the program end date has been identified; the date by which the code may be inactivated in the Student Information System). The program cannot be reactivated (revived). The program end date may not be revised.
discontinue (discontinued program)	A program that had already been suspended through university governance (University Academic Planning Council) and now is being discontinued (part 2 of 2). The program cannot be reactivated (revived). The program end date may not be revised.
reactivate (revive)	A program that had already been suspended through university governance (University Academic Planning Council) and now is being reactivated (part 2 of 2). Requires an administrative proposal to revert the status to "Active", post-approval through university governance (University Academic Planning Council).
last term to award	The last term a student can earn the credential/award. This term cannot change once approved through university governance (University Academic Planning Council).
average time-to-award	The average length of time it takes a student to complete a program. Also referred to as "time-to-degree."
DARS (Degree Audit Reporting System)	The official means for advising students within undergraduate and capstone certificate programs on academic program requirements, tracking/auditing progress, and documenting completion of program requirements for posting to the student record and transcript.  When a student completes a program, this creates an official "Document of Record," a frozen record on how a student completed the program. Available for undergraduate programs and capstone certificates.
Teach-out plan	The documented plan on how to manage a program until it's completion. Addresses current students, faculty/staff, and stopped-out students. Ensures that proposers have thought of/planned for every scenario until the program closes out. The fields on the form may be edited to accommodate additional information, particularly once a proposal goes from "suspended" to "discontinued", if the "suspend, will be discontinued" state was not initially selected.

• Suspending a program first allows you to stop the influx of students to better assess when the last current student can reasonably complete. See the timelines for implementation section on which term to select for the last term to admit students.
• Programs must continue to admit students until they have been approved through university governance (University Academic Planning Council) to stop admissions with a future effective date (i.e. no backdating or stopping during the current application cycle).
• Departments are responsible for prospective students who have applied to a program while admissions are open. Applications must be reviewed and students must be admitted for any open admissions cycle. These students must be allowed to complete the program.
• Departments should consider previous outreach or advertising that may have suggested to prospective students that the program will be here when they apply (be considerate to prospective students). 
• Students that stopped-out of a program are allowed to return to that program so long as it is still active, even if the program has a university governance approved status of suspended admissions (approved by University Academic Planning Council).
• Programs may be suspended for up to three years by policy, though the dean or provost may set a shorter time-frame to resolve the suspension status.
• When considering a significant rename and/or restructuring of the program, you may want to suspend admissions until the new version of the program can be implemented.
• This is the only program state that can be reactivated.

• Use only when there are no prospective students and you already know when the current/stopped-out students will complete the program.
• This option combines the suspend and discontinue proposal into a single proposal for governance review.
• Programs that have been approved through university governance (University Academic Planning Council) to be discontinued cannot adjust the last term to award the credential.
• Programs cannot reactivate the program once approved through university governance (University Academic Planning Council) to be discontinued.

• Only programs that have been suspended (not suspended, will be discontinued) can be discontinued. If a program is currently active, they must choose either "suspend admissions" or "suspend, will be discontinued" as the program state first.
• Programs that have been approved through university governance (University Academic Planning Council) to be discontinued cannot adjust the last term to award the credential.
• Programs cannot reactivate the program once approved through university governance (University Academic Planning Council) to be discontinued.

• Only programs that have been suspended (not "suspended, will be discontinued" or "discontinued") can be reactivated.
• Reactivating a suspended program requires similar considerations as a new program.
• Once a program is approved by the University Academic Planning Council to be reactivated, it can be re-added to admissions applications.
• You must consider maintaining support for students admitted to the old version of the program in addition to newly admitted students. It's entirely possible that you could have two different curricula to support (courses required for each curriculum, advising based on when students were admitted, etc.).

The undergraduate admissions application opens August 1, for the incoming class which will enroll the following September and includes all governance approved (University Academic Planning Council and the Board of Regents) active programs approved in or by June.  The university is required to provide reasonable access to programs available on the undergraduate application (i.e. truth in advertising). The timeline for when which programs will be included on an admissions application to the time a student admitted via that application enrolls is lengthy and the factors to consider when determining the appropriate term to suspend an undergraduate program can be complex. Please reach out to the DAPIR academic planners for assistance in determining what is an appropriate term to suspend admissions for a specific program.

Questions to help determine when a program's last admit term should be

• Do you "direct admit" first year or transfer students?
• Do you allow students to declare/apply for a program during a spring or summer term?
• Do you offer early start programs?
• Do you have other/similar programs replacing this program that students could pursue?

Dates

Governance

• June: Last month for inclusion on the next academic year's application (admit for the following fall term, +16 months away)
• July 1: Finalize programs in the undergraduate application (DAPIR & Office of Admissions and Recruitment)
• August 1: Go live for next academic year's application (i.e. if the upcoming current year is 2025-2026, the application is for 2026-2027)

Students - planned admittance for a first year fall start

• Junior year (year 1; approximately 2 years before first enrollment): Review universities they might want to attend.
• August 1 (senior, year 2): Application for the following fall term opens. UW-Madison recruits students.
• March: deadline to apply for the fall term
• May 1: decide whether they are planning to attend the upcoming fall term.

Table overviews

Graduate programs allow admissions up to three times a year (fall, spring, summer). Applications are only open for a specific set time and cannot be turned off without a proposal to change the admitting status.

For more information and considerations of timing of graduate admissions, see the Graduate Admissions KB pages.

Questions to help determine when a program's last admit should be

• Which terms do you allow admissions to the program?
• Do you currently have an open application? If yes, you must review and consider these applicants for the term in which they have applied. 
• What is your status today?
• What term are you in right now?

Graduate School: Application Review policy

Dates

Governance

• September UAPC: the last governance review for program admission changes effective the spring term (publishes in Guide in October).
• December UAPC: the last governance review for program admission changes effective the summer term (publishes in Guide in January).
• April UAPC: the last governance review for program changes to be included in the June Guide publication.
• June UAPC: the last governance review for program admission changes effective the fall term (does not show up in Guide until October).

Table overviews

Fall start

Overview of what's included in the graduate application for a fall start (June Guide)

Current Academic Year	Current Admissions application expected start/first enrollment	Deadline to change program status through university governance (UAPC)	Soonest to suspend (recommended)
2024-2025	2025-2026	June 2025	fall 2026
2025-2026	2026-2027	June 2026	fall 2027
2026-2027	2027-2028	June 2027	fall 2028
2027-2028	2028-2029	June 2028	fall 2029
2028-2029	2029-2030	June 2029	fall 2030
2029-2030	2030-2031	June 2030	fall 2031
2030-2031	2031-2032	June 2031	fall 2032

Spring start

Overview of what's included in the graduate application for a spring start (October Guide)

Current Academic Year	Current Admissions application expected start/first enrollment	Deadline to change program status through university governance (UAPC)	Soonest to suspend (recommended)
2024-2025	2025-2026	September 2025	spring 2027
2025-2026	2026-2027	September 2026	spring 2028
2026-2027	2027-2028	September 2027	spring 2029
2027-2028	2028-2029	September 2028	spring 2030
2028-2029	2029-2030	September 2029	spring 2031
2029-2030	2030-2031	September 2030	spring 2032
2030-2031	2031-2032	September 2031	spring 2033

Summer start, if applicable.

Overview of what's included in the graduate application for a summer start (January Guide)

Current Academic Year	Current Admissions application expected start/first enrollment	Deadline to change program status through university governance (UAPC)	Soonest to suspend (recommended)
2024-2025	2025-2026	December 2025	summer 2027
2025-2026	2026-2027	December 2026	summer 2028
2026-2027	2027-2028	December 2027	summer 2029
2027-2028	2028-2029	December 2028	summer 2030
2028-2029	2029-2030	December 2029	summer 2031
2029-2030	2030-2031	December 2030	summer 2032
2030-2031	2031-2032	December 2031	summer 2033

Teach out plans are required elements of a suspend or discontinuation proposal. This ensures adequate consideration and planning has occurred that outlines:

• Communication with prospective and current students, faculty, staff, alumni and other stakeholders.
• Continued program quality, student support, course offerings until the program is either shut down or reopened (suspend proposals only).
• Considerations for admitted students who have not yet started the program and stopped-out students who may choose to come back (required responsibility).

The plan must factor:

• enough time for admitted students or students committed to the program based on availability during their admissions cycle to complete the program.
• alternatives to program requirements based on course availability.
• how students will be supported through to completion of their degree
• transition plans for stopped-out students and/or consideration of timing based on the planned return of stopped out students.
• alternative awards in the event a student may not complete by the last term to award the credential (i.e. individual major, special graduate committee, new program, etc.).

Prospective students

• Efforts must be made to inform prospective students that their degree/major of interest is no longer available and to explain to them what other program options are available.
• Sufficient advance notification must be given to assure that prospective and current students are not making their college choice decisions based on a program that may become unavailable to them. 

Stopped-out students

• Wherever possible, stopped out students will be readmitted into the program they were declared in at the time they stopped out, so long as the program is active (including active with suspended admissions). If the program is discontinued and inactive in the Student Information System, students will not be readmitted to the program.
• Stopped out students who are readmitted before the discontinue date may be permitted to complete the program if they are reasonably on track to complete before the last term to award/complete the program.
• Stopped out students that cannot finish by the discontinued date must be moved into a different program (new, program mergers, or individual major). Proposals to revise the last term to award based on a readmitted student are not permitted.
• If a program was renamed and/or significantly restructured, consider whether this is still the same program for a stopped out student to be readmitted to.
• Typically, stopped out students are advised by the school/college student services associate dean, or Cross-College Advising Services for undergraduates, or the Graduate School for graduate students.
• Include how stopped-out students will be supported to find an appropriate new major/degree program.
• Historically, readmitted students were allowed to return to the program they were pursuing before stopping out, even if that program was discontinued (inactive). This is no longer permitted.

Graduate Minors (GMIN)

Graduate minors are only awarded when a student is awarded their PhD. As such, you should consider time in the teachout allowing students who have completed the minor time to complete the PhD.

Undergraduate Reentry Enrollment Policy

Graduate School: Readmission Policy

• Top of the form
• Basic Information
• Suspend and Discontinuation
• Curriculum and Requirements (what to put in Guide)

Top of the form

Proposal Abstract/Summary

Provide a brief overview of the proposal with sufficient detail so governance groups have an "elevator speech" overview of the proposal. The suspension and discontinuation section provides space to articulate the in-depth rational/purpose of the proposal.

If approved, what term should the proposed change start?

• Select the term which you want the revisions to show up in Guide even if the admissions is suspended or the program is discontinued for a term beyond the term selected. Typically, this is the upcoming fall term. The term selected cannot be for a current or past term.
• If the program has admissions or starts for spring or summer, a proposal may take effect for that term and will publish in Guide at an appropriate mid-cycle update (October for spring, January for summer).

Are the proposed changes minor, such as minimal curricular changes, small Guide language edits, red-box course corrections, etc.?

Suspending a program may only be done when the answer to this question = No.

Basic Information

Revise the "Program State" drop-down to select "Suspend Admissions." Revise this field before answering any other questions on the form.

Suspend and Discontinuation

What is the date by which you will submit a plan to resolve the suspended status, if approved?

• Programs must select a specific date by which they will resolve/submit proposals to resolve the suspended status.
• The format must be: MM/DD/YYYY
• The Office of the Provost prefers proposals in suspended status to be resolved within two years. Programs can stay in this status for up to 3 years (36 months), although most proposals are resolved in 18-24 months.
• Data, Academic Planning & Institutional Research tracks and will follow up with school/college academic planners/deans, on behalf of the Provost, to resolve proposals.

What is the last term a student could declare this program?

• This must be for a future term, typically aligns with a summer term.
• No new students will be able to declare a program after the term selected.
• Consult the Timelines for Implementation section for planning guidance.
• Previously declared stopped out students will still be readmitted into the program.

Timeline and communication plan

• Provide a complete explanation of the timeline for suspension and/or discontinuation.
• Include when communication will occur to let stakeholders know about the suspension and/or discontinuation.
• Actions to suspend and/or discontinue programs must be initiated far enough in advance so that prospective students are not making decisions about where to go to college or graduate school based on programs that will become unavailable to them.

Circumstances or rationale for the proposal

• Elaborate on the "elevator speech" included in the Proposal Abstract/Summary by including additional sufficient details as to why the program is being suspended and/or discontinued (see reasons to suspend or suspend, will be discontinued above).
• The rationale should be concise and to the point (less than 350 words).

Impact on students, faculty and staff (multiple questions)

• Provide the impact on program faculty/staff related to staffing changes as a consequence of suspension or discontinuation. Include how core faculty and advisors who contribute to the program were included in the planning process.
• Include governance documentation or other forms of approval from faculty/staff acknowledging the suspension or discontinuation of the program.
• Address the impact on current students, prospective students, and any stopped out students.
• Connect the related educational experience(s) available to student, if there is an alternative program at UW-Madison.
• If there is substantial market demand for students with this credential, address the impact on the field.
• Do not include any personally identifiable information (student id numbers, social security, etc.).

Consultation with stakeholders (multiple questions)

• Current students must be notified of the plan to suspend and/or discontinue.
• An effort should be made to identify stopped out students who may wish to continue the program prior to discontinuation.
• Careful attention and communication must be made with alumni or other stakeholders invested in the program (e.x. Board of Visitors, community interest groups, Associated Students of Madison, etc.).

Teach-out plan (multiple questions)

• Articulate the plans for students still enrolled when the last term to award/complete ends (i.e. a special graduate committee degree, individual major, other major, etc.).
• Do not include any identifiable student information when presenting the teach-out plan.
• Consider timing based on prospective students, including students who selected a degree/major on the advising application (new freshmen, transfer students, graduate students). 
• Articulate the alternative degree/major for stopped-out students, and/or how they will be supported in finding a new degree/major program.
  
• Include information on the primary contact for admissions to consult with when a stopped-out student seeks re-entry.
• Consult the Teach-out Plan section for other considerations.

Curriculum and Requirements

Admissions/How to Get in

• Lumen Admin add standard language on the Guide Overview and Admissions/How to Get in tabs. Do not duplicate this content in the form.
• If the program being suspended is part of a merger and/or re-envisioning of a program (new), you can link to the new program's Guide page.
• If a new program replaces this program, you may only refer to the new program if it has been approved by the Board of Regents. If this will happen before publication, consult with DAPIR for integration point language.
• If this is a graduate named option, the parent must list all active named option programs. You may put "(admissions suspended)" after the name of the named option being suspended.

Guide Graduate Policies tab

• If this is a graduate named option, the parent must list all active named option programs. You may put "(admissions suspended)" after the name of the named option being suspended.

• Top of the form
• Basic Information
• Suspend and Discontinuation
• Curriculum and Requirements (what to put in Guide)

Top of the form

Proposal Abstract/Summary

Provide a brief overview of the proposal with sufficient detail so governance groups have an "elevator speech" overview of the proposal. The suspension and discontinuation section provides space to articulate the in-depth rational/purpose of the proposal.

If approved, what term should the proposed change start?

• Select the term which you want the revisions to show up in Guide even if the admissions is suspended or the program is discontinued for a term beyond the term selected. Typically, this is the upcoming fall term. The term selected cannot be for a current or past term.
• If the program has admissions or starts for spring or summer, a proposal may take effect for that term and will publish in Guide at an appropriate mid-cycle update (October for spring, January for summer).

Are the proposed changes minor, such as minimal curricular changes, small Guide language edits, red-box course corrections, etc.?

Suspending, suspending and discontinuing may only be done when the answer to this question = No.

Basic Information

Revise the "Program State" drop-down to select "Suspend, will be discontinued." Revise this field before answering any other questions on the form.

Suspend and Discontinuation

What is the last term a student could declare this program?

• This must be for a future term, typically aligns with a summer term.
• No new students will be able to declare a program after the term selected.
• Consult the Timelines for Implementation section for planning guidance.
• Previously declared stopped out students will still be readmitted into the program.

What is the last term that students may be enrolled in or complete the program?

• This must be for a future term, aligning with a summer term.
• No students will earn the credential past the term selected (the following fall term).

Timeline and communication plan

• Provide a complete explanation of the timeline for suspension and/or discontinuation.
• Include when communication will occur to let stakeholders know about the suspension and/or discontinuation.
• Actions to suspend and/or discontinue programs must be initiated far enough in advance so that prospective students are not making decisions about where to go to college or graduate school based on programs that will become unavailable to them.

Impact on students, faculty and staff (multiple questions)

• Provide the impact on program faculty/staff related to staffing changes as a consequence of suspension or discontinuation. Include how core faculty and advisors who contribute to the program were included in the planning process.
• Include governance documentation or other forms of approval from faculty/staff acknowledging the suspension or discontinuation of the program.
• Address the impact on current students, prospective students, and any stopped out students.
• Connect the related educational experience(s) available to student, if there is an alternative program at UW-Madison.
• If there is substantial market demand for students with this credential, address the impact on the field.
• Do not include any personally identifiable information (student id numbers, social security, etc.).

Consultation with stakeholders (multiple questions)

• Current students must be notified of the plan to suspend and/or discontinue.
• An effort should be made to identify stopped out students who may wish to continue the program prior to discontinuation.
• Careful attention and communication must be made with alumni or other stakeholders invested in the program (e.x. Board of Visitors, community interest groups, Associated Students of Madison, etc.).

Teach-out plan (multiple questions)

• Articulate the plans for students still enrolled when the last term to award/complete ends (i.e. a special graduate committee degree, individual major, other major, etc.).
• Do not include any identifiable student information when presenting the teach-out plan.
• Consider timing based on prospective students, including students who selected a degree/major on the advising application (new freshmen, transfer students, graduate students). 
• Articulate the alternative degree/major for stopped-out students, and/or how they will be supported in finding a new degree/major program.
  
• Include information on the primary contact for admissions to consult with when a stopped-out student seeks re-entry.
• Consult the Teach-out Plan section for other considerations.

Curriculum and Requirements

Admissions/How to Get in

• If this is a graduate named option, the parent must list all active named option programs. You may put "(suspended, will be discontinued)" after the name of the named option being suspended.

Guide Graduate Policies tab

• If this is a graduate named option, the parent must list all active named option programs. You may put "(suspended, will be discontinued)" after the name of the named option being suspended.

• Top of the form
• Basic Information
• Suspend and Discontinuation
• Curriculum and Requirements (what to put in Guide)

Top of the form

Proposal Abstract/Summary

Provide a brief overview of the proposal with sufficient detail so governance groups have an "elevator speech" overview of the proposal. The suspension and discontinuation section provides space to articulate the in-depth rational/purpose of the proposal.

If approved, what term should the proposed change start?

• Select the term which you want the revisions to show up in Guide even if the admissions is suspended or the program is discontinued for a term beyond the term selected. Typically, this is the upcoming fall term. The term selected cannot be for a current or past term.
• If the program has admissions or starts for spring or summer, a proposal may take effect for that term and will publish in Guide at an appropriate mid-cycle update (October for spring, January for summer).

Are the proposed changes minor, such as minimal curricular changes, small Guide language edits, red-box course corrections, etc.?

Suspending, suspending and discontinuing may only be done when the answer to this question = No.

Basic Information

Revise the "Program State" drop-down to select "Discontinue." Revise this field before answering any other questions on the form.

Suspend and Discontinuation

What is the last term a student could declare this program?

• This must be for a future term, typically aligns with a summer term.
• No new students will be able to declare a program after the term selected.
• Consult the Timelines for Implementation section for planning guidance.
• Previously declared stopped out students will still be readmitted into the program.

What is the last term that students may be enrolled in or complete the program?

• This must be for a future term, aligning with a summer term.
• No students will earn the credential past the term selected (the following fall term).

Timeline and communication plan

• Provide a complete explanation of the timeline for suspension and/or discontinuation.
• Include when communication will occur to let stakeholders know about the suspension and/or discontinuation.
• Actions to suspend and/or discontinue programs must be initiated far enough in advance so that prospective students are not making decisions about where to go to college or graduate school based on programs that will become unavailable to them.

Impact on students, faculty and staff (multiple questions)

• Provide the impact on program faculty/staff related to staffing changes as a consequence of suspension or discontinuation. Include how core faculty and advisors who contribute to the program were included in the planning process.
• Include governance documentation or other forms of approval from faculty/staff acknowledging the suspension or discontinuation of the program.
• Address the impact on current students, prospective students, and any stopped out students.
• Connect the related educational experience(s) available to student, if there is an alternative program at UW-Madison.
• If there is substantial market demand for students with this credential, address the impact on the field.
• Do not include any personally identifiable information (student id numbers, social security, etc.).

Consultation with stakeholders (multiple questions)

• Current students must be notified of the plan to suspend and/or discontinue.
• An effort should be made to identify stopped out students who may wish to continue the program prior to discontinuation.
• Careful attention and communication must be made with alumni or other stakeholders invested in the program (e.x. Board of Visitors, community interest groups, Associated Students of Madison, etc.).

Teach-out plan (multiple questions)

• Articulate the plans for students still enrolled when the last term to award/complete ends (i.e. a special graduate committee degree, individual major, other major, etc.).
• Do not include any identifiable student information when presenting the teach-out plan.
• Consider timing based on prospective students, including students who selected a degree/major on the advising application (new freshmen, transfer students, graduate students). 
• Articulate the alternative degree/major for stopped-out students, and/or how they will be supported in finding a new degree/major program.
  
• Include information on the primary contact for admissions to consult with when a stopped-out student seeks re-entry.
• Consult the Teach-out Plan section for other considerations.

Curriculum and Requirements

Admissions/How to Get in

• You may remove any content in this Guide content section.
• If this is a graduate named option, the parent must list all active named option programs. You may put "(discontinued)" after the name of the named option being suspended.

Guide Graduate Policies tab

• If this is a graduate named option, the parent must list all active named option programs. You may put "(discontinued)" after the name of the named option being suspended.

• Top of the form
• Basic Information

Note: The reactivate proposal includes questions required for a new program proposal. 

Top of the form

Proposal Abstract/Summary

Provide a brief overview of the proposal with sufficient detail so governance groups have an "elevator speech" overview of the proposal. The suspension and discontinuation section provides space to articulate the in-depth rational/purpose of the proposal.

If approved, what term should the proposed change start?

• Select the term which you want the revisions to show up in Guide even if the admissions is suspended or the program is discontinued for a term beyond the term selected. Typically, this is the upcoming fall term. The term selected cannot be for a current or past term.
• If the program has admissions or starts for spring or summer, a proposal may take effect for that term and will publish in Guide at an appropriate mid-cycle update (October for spring, January for summer).

Are the proposed changes minor, such as minimal curricular changes, small Guide language edits, red-box course corrections, etc.?

Reactivating a suspended program may only be done when the answer to this question = No.

Basic Information

Revise the "Program State" drop-down to select "Reactivate." Revise this field before answering any other questions on the form.