AA6000 - Academic Program Elimination and Teach Out

1. The program evaluation process will include an annual program vitality study for every program. When the College decides to end a program, the Vice President for Academic Affairs will promptly notify all members of the faculty, staff and administration who work in or support that program. This includes representatives of supporting departments like the Office of Marketing and Public Relations, the Office of the Registrar, program Advisory Councils, etc.  

2. At the time the College decides to end a program, it will follow the College’s curriculum process and collaborate with Academic Affairs and Student Affairs to develop a communication plan for current and prospective students. Those who recruit, market, and/or advise for the program will receive detailed information on the teach-out plan to properly advise current (and prospective) students of their options. Applicants who have been admitted to the program but have not yet started will be advised of the program termination and advised as to options. All other pending applicants will be advised of the program termination and encouraged to apply to another College program or to a similar program at another institution.

3. Current program students, defined as those who have declared a completion intent in the program and have taken a program course of the core program courses within the previous academic year, without graduating or being dismissed, are to be promptly notified of the intended termination. They will also be notified of the timeline and options available to them, as outlined below. Notification by the Executive Academic Dean, Program Faculty, and Student Affairs personnel will take the form of an announcement on the College website, a certified letter to the student’s official permanent address; and, an email to the student’s DMACC.edu email account. If students do not respond within 30 days of such notification, program administrators will make three attempts to contact the student by telephone at each telephone number on file. These attempts will be documented. The Academic Dean and Chair will develop the communication and Student Affairs will disseminate the information.

1. 1. Registrar will notify the students via written communication
   2. The Academic Dean will call each of the students for verbal communication
   3. The Academic Dean/Chair/Advisor/Student Services will meet to develop and discuss the teach out plan.
   4. The Advisor will offer to develop a personal plan with the student

4. A timeline for completion of a teach-out will be established not to exceed two years beginning from the final date of the term in which the termination decision is made and announced. Depending upon the normal length of time required to complete the program, this period may be longer or shorter. If a student is performing satisfactorily but is unsuccessful in completing the program within this timeframe, at no fault of the student, the administration and faculty of the program will nevertheless continue to make reasonable efforts to help the student complete and graduate. In the event a student fails to make satisfactory academic progress, the College may deny further enrollment in the teach out.

5. Students in programs scheduled to end will immediately be offered academic advising on their timeline for completion and course scheduling options. These students will be advised that failing or withdrawing from a required course may prevent them from graduating.

6. During the teach-out, the advisors, administration, and faculty of the academic program will make reasonable efforts to monitor students’ progress and facilitate their successful completion. In consultation with the College Registrar, the following options may be considered only where granting the option will not compromise the academic quality of the program:

1. Directed study courses.

2. Allowing reasonable course substitutions.

3. Allowing students to complete required courses at other regionally- accredited institutions through approved transfer work consistent with the College’s transfer policy.

7. Program administrators will provide the teach-out schedule for advisors to use in helping each student develop individual plans. The plan will be documented by the advisor in the student’s file.

8. When the decision to terminate a program is made, application for program inactivation will be submitted for approval to the Iowa Department of Education and to any applicable accreditation for the specific program.

1. In the case of any of the following circumstances, the College will also be required to submit a written teach-out plan to the Higher Learning Commission for approval:

1. The U.S. Department of Education notifies the College or Commission of an emergency action, or a limitation, suspension or termination or similar action against the institution.

2. The Commission acts to withdraw, terminate, or suspend the status of an institution.

3.  The institution notifies the Commission that it intends to cease or suspend operations or permanently close a site where it offers at least 100% of either a certificate or degree program before all students have completed their program of study.

4. A state licensing or authorizing agency notifies the College or departures Commission that an institution’s license or legal authorization to provide an educational program in that state has been or will be revoked.

5. The elimination of the program is the result of withdrawal or dismissal from a program accreditation.

 

Relevant Policy: AA611

Reviewed: October 16, 2023