Portfolio/Program Review Glossary

1)       New Programs

Programs that are completely new—or so fully revised and/or re-named they are considered new—and that require either University Senate or NYSED approval.

• State approval is not necessary for minor programs and for certain other programs, such as some 4+1’s and other joint programs.

2)       Revised Programs

Programs substantially revised and therefore requiring either Senate or NYSED approval.

• Any curricular change/revision must move through the University curriculum process.

• The amount or type of revision will determine if NYSED review also is required, and therefore NYSED should be consulted.

• Typically, a NYSED review is required if there is …

  • 30% or more change in curriculum

  • Change in focus or direction of the program

  • Change in credits, title, or certification.

3)       Paused Programs

Programs that have paused enrollment pending internal (School/College) curriculum review.

• The S/C must notify University Enrollment and Admissions teams to remove the program from online enrollment portals and to stop advertising the program.

4)       Closed Programs

There is a three-step process to close out an academic program and to remove it from NYSED’s Inventory of Registered Programs.

                     I.         Closed (School/College Approved) or Closed (S/C)

A paused program has been fully reviewed by a School or College, and it has been determined that the program is no longer viable.

Common reasons for non-viability include:

• Low or declining enrollment.

• Insufficient workforce demand for graduates in that field.

• Program costs or structure that make it difficult to sustain.

• Limited student interest compared to other academic pathways.

If the S/C concludes that the program cannot be maintained, it recommends closure to the University.

                  II.         Closed (University Approved) or Closed (UA)

Once the S/C decides to close a program (Closed S/C), the Dean submits a (templated) memo to the University Provost—via the Associate Provost for Academic Programs and Curriculum Compliance Manager—and the Bursar.

The S/C-to-University memo:

• States the official decision to close the program.

• Confirms whether any students are still enrolled, requiring a “teach out” plan.

  • During “teach out”:

    • Students can finish the major or program.

    • Required courses remain available until they graduate.

    • Advising support continues.

• Identifies the closure date, aligned with the expected graduation timeline for the final enrolled students.

These steps ensure the program is accurately reflected in University systems, catalogs, and financial structures.

After receiving the memo, the University:

• Sets a date to submit paperwork to NYSED (typically the fall semester after the final students graduate/teach-out ends).

• Keeps the program on the University Registry until NYSED removes the program from its inventory.

                III.         Closed (NYSED Approved/Inventory Close-out) or Closed (NYSED)

After all students have completed the program and the teach-out is over:

• The Office of the Registrar records the completion date of the last student/s.

• The Office of the Provost notifies appropriate departments of the record.

• The Provost moves to discontinue the program with the State, removing it from NYSED’s Inventory of Registered Programs.