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Pima County Community College District Standard Practice Guide

SPG Title: Inactivation of a Program of Study
SPG Number: SPG-3105/AB
Effective Date: 7/1/03
Approval Date:   7/1/03
Review Date(s):              
Revision Date(s):            
Sponsoring Unit/Department:  
VC for Academic Affairs and Student Development
Regulation Title & No.: Curriculum Alignment, Unification and Placement, RG-3105/A
Board Policy Title & No.: Curriculum, BP-3105
Legal Reference:             
Cross Reference: Catalog, BP-3104


I.    Purpose

The purpose of this standard practice is to implement the regulation on alignment, unification, and placement that states that the implementation of program inactivation "will not negatively impact student access." 

II.   Background

SPG-3105/AA requires that all students enrolled in inactivated or deleted programs will be notified, that the student intent to complete the program will be verified, that the time allowed for completion of certificates will be one year after the date of inactivation or deletion, and that the time allowed for completion of degrees will be two years after the date of inactivation or deletion.

III. Curricular Inactivation for a Program of Study

A. A program of study may be recommended for inactivation based on one or more of the following:

  1. as the result of program review;
  2. based on the average number of graduates over a three-year period as specified in CAUP SPG;
  3. based on an administrative request from the lead campus.

B. The procedures to inactivate a program of study include:

  1. The College Curriculum Office is informed that a program of study is recommended for inactivation.
  2. The College Curriculum Office places the inactivation of the program on the College Curriculum Council agenda.
  3. The Curriculum Council recommends the inactivation to the Vice Chancellor for Academic Affairs and Student Development.
  4. The Vice Chancellor for Academic Affairs and Student Development recommends to the Chancellor's Cabinet of the inactivation.
  5. The Chancellor's Cabinet makes the decision to inactivate the program.
  6. The PCCCD Governing Board approves the inactivation of the program.

IV.   Educational Services Notification Procedures

A. Responsibility

The Vice Chancellor of Academic Affairs and Student Development or designee is responsible for notifying all appropriate state agencies, college administrators, faculty, staff, and students.

B. Procedures

  1. After the Board of Governors has approved the inactivation of the program, the Vice Chancellor of Academic Affairs and Student Development or designee informs all administrators, and specifically the dean of instruction and the division dean of the associated program.
  2. The Assistant Vice Chancellor for Student Services notifies advisors and counselors of the program inactivation and that no additional students should be admitted to the program as of the stated semester of inactivation. 
  3. The Vice Chancellor of Academic Affairs and Student Development or designee notifies the College Registrar of the program inactivation and the semester of inactivation.
  4. The College Registrar is required to send to the dean of instruction and the appropriate division dean a list of the students who are actively pursuing a certificate or degree in the program.

V. Campus Notification Procedures

A. Responsibility

The Dean of Instruction/Division Dean of the Lead Campus or Campus Designated by the Vice Chancellor for Academic Affairs and Student Development, if there is no lead campus, is responsible.

B. Procedures

1. Student Notification

  • First Notification
    Utilizing the list of students listed as active students in the program received from the District Office of Admissions and Records, the division dean of the program area will sends a letter stating the last semester the program courses will be offered and a request for the student to call the division dean within the next two weeks to either schedule an appointment with the division dean or to verify that the student is no longer interested in completing the program.  If the student is no longer interested in completing the program, the student will be advised to see an advisor or counselor to select a new program and reconfirm their major with the Financial Aid Office, if the student is receiving financial aid.
  • Second Notification, if necessary
    If the student does not call within the two weeks, a certified letter will be sent duplicating the same information in the first notification, and, thus giving the student two more weeks to call the division dean's office.
  • Third Notification, if necessary
    If a response from the certified letter is not received following the fourth week from the first notification, a second certified letter stating the student is no longer considered as a student in the program and that the student is being reclassified as an undeclared.  The student is advised to see an advisor or counselor to declare a new program of intent and, if the student has financial aid, to reconfirm their program with the Financial Aid Office.

2. Interview with the Student and Follow-up Individual Student Schedules or Alternative Programs

a. The division dean is responsible for each student's plans to complete the certificate or degree.  The division dean or representative meets with each student and develops a plan for each student to complete the program or advises the student to enter a new program.

(1)      If the student chooses to complete the program, the division dean develops a plan for the student to complete the program of study and refers the student to an academic advisor.  The plan should be no longer than one (1) year for certificates, and no longer than two (2) years for degrees.  If required courses cannot be scheduled, substitutions may be applied at the dean of instruction's or designee's discretion in consultation with the District Director of Curriculum and Articulation Services.  The completion/teach-out plan will be included in the student's record and will be filed as a tickler for future master schedule development.

(2)      If the student chooses not to complete the program, the division dean or the dean's representative may advise the student to select a new program.  Documentation of the student's decision is to be recorded in the student's file.  If the student selects a new program, the division dean advises the student to see an advisor or counselor and, if the student has financial aid, to reconfirm their program with the Financial Aid Office.   The division dean must keep a record of the student schedule and, if any adjustments to schedule are required by the College, inform the student personally.

b.    Assign an advisor, counselor, or a program faculty to follow-up with the student to ensure the student registers and completes the courses within the scheduled time.  The dean of instruction or designee must approve any adjustments to the schedule required by the student.

VI.   District Office of Admissions and Records Notification and Recording Procedures

A. Campus Administrator Notification of Student Population

  1. Upon notification of the program inactivation by the Vice Chancellor of Academic Affairs and Student Development, the list of students who have the inactivated program as the program of intent is derived from the student database.
  2. The appropriate dean of instruction and division dean is sent the list of students.

B. Changing of the Student Record

  1. Copies of transmittal to student are captured.
  2. The student record is updated.