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Policy and Procedure Statements

AA/PPS 02.01.51 - Minors and Certificate Programs Review

Minors and Certificate Programs Review

AA/PPS No. 02.01.51
Issue No. 1
Effective Date: 10/23/2026
Next Review Date: 10/01/2031 (E5Y)
Sr. Reviewer: Vice Provost for Academic Innovation

POLICY STATEMENT

Texas State University is committed to offering high quality, rigorous, and productive minors and certificate programs and ensuring quality thorough review of its programs.

  1. SCOPE

    1. Texas State University maintains an effective and efficient process for conducting regular reviews of its undergraduate and graduate minors and certificate programs (MCPs), in accordance with Senate Bill 37, SEC 51.989. This policy summarizes the key elements of Texas State’s Minors and Certificate Program Review (MCPR) process. It also provides guidance for conducting MCPRs and the review and recommendation process.

  2. GENERAL INFORMATION

    1. The primary purpose of the MCPR process is to ensure that minors and certificate programs uphold academic quality, demonstrate workforce relevance, meet enrollment and graduation standards, and align with the university’s strategic priorities and resource allocation.

    2. Academic programs are those that lead to a credential recognized by the Texas Higher Education Coordinating Board (THECB) and The Southern Association of Colleges and Schools Commission on Colleges (SACSCOC). Procedures for initiating or modifying academic programs, including minors and certificates, are described in AA/PPS No. 02.01.10, Academic Programs, and AA/PPS No. 02.01.11, Academic Certificates.

    3. The review process applies to:

      1. undergraduate minors (freestanding and embedded);

      2. graduate minors;

      3. undergraduate certificates (transcripted); and

      4. graduate certificates (transcripted).

    4. The primary focus of the MCPRs described in this policy is on certificate programs as typically identified by the first four digits of the program CIP code at each level of instruction (i.e., bachelor’s, master’s, and doctoral) and minors offered by separate academic units.

    5. The assistant vice provost for Program Accreditation and Assessment (AVPPAA) will oversee the MCRP and provide guidance and training for academic units engaged in the review process. The dean of The Graduate College should also be consulted by the graduate programs undergoing review.

    6. The Texas State MCPR is a two-year process that includes the following elements:

      1. the first year is a self-study culminating in a self-study report that will be submitted to the Minor and Certificate Program Review Committee (MCPRC);

      2. the second year is a comprehensive review by the MCPRC which provides recommendations to the provost and executive vice president for Academic Affairs (EVPAA); and

      3. in accordance with SB 37, the Board of Regents shall approve or deny any decision made by the president and provost and EVPAA to consolidate or eliminate a minor or certificate program as a result of the review conducted.

  3. DEFINITIONS

    1. Academic Certificate – any grouping of courses other than a degree, that when satisfactorily completed by a student, shall entitle the student to a certificate or documentary evidence of completion of a post-secondary course of study. Certificates must meet the needs of the workforce by preparing students for gainful employment in a recognized occupation. Certificates must also meet the standards of all relevant state agencies or licensing bodies that have oversight over the certificate.

    2. Minors – a grouping of courses for a single discipline or from interdisciplinary areas that a student pursues in addition to a major. An undergraduate minor is less in-depth than a major and typically consists of at least 18 semester credit hours (SCH), and a graduate minor is typically at least six SCH.

  4. PROCEDURES FOR MINOR AND CERTIFICATE PROGRAM REVIEW SELF- STUDY

    1. All minor and certificate programs shall undergo a comprehensive review every five years in accordance with SB 37 SEC 51.989, following the MCPR long-term calendar established by the Office of the Provost and EVPAA. The MCPR long-term calendar identifies the five-year MCPR cycle.

      Each February, the AVPPAA, in consultation with the college deans, chairs, and directors, will review the MCPR long-term calendar. Any department or school not able to fulfill the requirements of the MCPR process as scheduled will prepare a formal request for delay with clear justification. The college dean will submit the request to the AVPPAA, who will confer with the provost and EVPAA.

      Minors and certificates involving multiple departments or colleges require coordination among all participating units. The primary academic administrative unit is responsible for leading the review.

    2. For convenience, MCPRs will be conducted on an academic unit basis (i.e., all minors and certificates offered by an academic unit are reviewed in a single year). In accordance with SB 37 SEC 51.989, a minor degree or certificate program that has operated for less than five years at the time of the review will be exempt from that review.

      However, during this exemption period, programs must submit annual enrollment reports to the senior vice provost (SVP) and the vice provost for Academic Innovation (VPAI).

    3. After receiving the notification regarding the MCPR calendar from the AVPPAA, the college dean will notify the academic units scheduled for MCPR during the upcoming year to begin the MCPR process with the self-study. At this time, academic units are encouraged to appoint a chair for their self-study process, often the coordinator of the program. Academic units will forward the name of the chair of the self-study process to their college dean and the AVPPAA.

    4. The AVPPAA will also request a list from the academic units under review of five to 10 full-time faculty members to serve as MCPRC members. Committee members must be full-time faculty members. Review committee members cannot be from the academic department where the minor or certificate is housed and no more than two can be from another department in the same college. The other committee member should be from another college. For college level minors, all of the members of the review committee should be from a different college than the one in which the minor resides. The AVPPAA will then contact the recommended individuals to form three-member review committees, based on the number of programs under review, and continue to be their point of contact for the duration of the review period.

    5. The academic unit chair or director will appoint program coordinators, faculty, staff, and, as desired, student members (not to exceed the number of faculty) to the self-study committee, in addition to the chair of the self-study committee, subject to approval of the college dean. Each September, the AVPI and AVPPAA will conduct an orientation to the MCPR process for all chairs, directors, program coordinators, and appointed chairs of the self-study process in units scheduled for MCPR during the upcoming year. The Program Self-Study Guidelines and the MCPR checklist (Two-Year Timeframe) will be reviewed in the orientation.

    6. In preparing the self-study report, members of the committee shall engage in discussions of the review criteria and organize the process however the self-study committee prefers.

    7. The self-study report shall be a concise electronic document following the Program Self-Study Guidelines with supporting materials organized in attachments. The key elements of the Program Self-Study Guidelines are required criteria including enrollment and completion data, and workforce demand data. In addition, the program can provide information related to the minor or certificate program’s distinctiveness and strategic value, and resource efficiency.

    8. After consideration by the faculty, the academic unit chair or director will submit the self-study report to the college dean by March 1 of the first year. The college dean (for all programs) and the dean of The Graduate College (for graduate programs) will review the report and provide feedback to the chair or director. The chair or director will make any necessary corrections to the report before May.

    9. By May 1, the unit will forward an electronic copy of the self-study report and related attachments, indicating approval by the college dean, to the AVPPAA. The AVPPAA will review the report and return it to the chair or director for any necessary corrections. After the self-study report is approved by the AVPPAA, the report will be submitted to the MCPRC.

    10. This review process shall be evaluated every five years and modified as necessary to ensure effectiveness and alignment with best practices and in accordance with state law. Academic programs that demonstrate excellence in meeting the review criteria for minors and certificate programs will be recognized and encouraged to share best practices with other programs.

  5. ENROLLMENT STANDARDS AND THRESHOLDS AND WORKFORCE DEMAND TO AVOID CONSOLIDATION OR ELIMINATION CONSIDERATION

    1. Texas State University applies SB 37 SEC 51.989 thresholds for determining programs to be considered for consolidation or elimination and workforce demand.

    2. An undergraduate program avoids consideration for consolidation or elimination if it meets either of the following criteria:

      1. Option 1 – At least 10 students have completed the program in the two years preceding the date the review process is conducted.

      2. Option 2 – At least five students are enrolled in the program at the time the review process is conducted, and at least five students have completed the program in the two years preceding the date the review process is conducted.

    3. A graduate program avoids consideration for consolidation or elimination if at least three students are enrolled in the program at the time the review process is conducted, and at least three students have completed the program in the two years preceding that date.

    4. In addition to meeting enrollment thresholds, programs must have specific industry data to substantiate workforce demand to avoid consideration for consolidation or elimination. Programs that fail to meet both the enrollment thresholds and workforce demand requirements will be considered for consolidation or elimination, as specified in Section 07.

    5. The enrollment and completion data for the most recent five complete academic years at the time of the review shall be used and derived from official university records maintained by the Office of the Registrar and the Office of Data, Analytics, and Institutional Research (DAIR). The data shall be verified by DAIR prior to use in the review process. The Office of Curriculum and Academic Programs will review workforce demand data.

    6. Minors and certificate programs that fall below enrollment thresholds, and provide compelling rationale may be continued if they demonstrate:

      1. provide strong, specific industry data substantiating work force demand;

      2. critical contribution to the university mission;

      3. unique regional or state need;

      4. essential support for other programs;

      5. unavoidable low enrollment due to field characteristics;

      6. strong workforce demand despite low enrollment; and

      7. potential for growth with appropriate interventions.

    7. Minors and certificate programs delivered in hybrid or fully online modalities must also demonstrate compliance with state authorization requirements, adequate technical infrastructure and support, appropriate faculty training and support, and quality standards for online instruction.

    8. Certificates designed for workforce development or professional advancement should emphasize industry partnerships and employer engagement, alignment with industry certificates or credentials, continuing education and professional development value, and revenue generation and cost recovery.

  6. MINOR AND CERTIFICATE PROGRAM REVIEW REVIEWERS AND ACTIONS

    1. Nominations of MCPRC members, meeting the criteria in Section 04.04, will be solicited by the college dean from the academic unit chair or director following consultation with program faculty. The appointments of the members are the prerogative of the college dean. The most senior faculty member will chair the MCPRC.

    2. Following the approval of the self-study report, the appointed MCPRC will convene in mid-September of the second year and review the self-study documents. Typically, the committee will conduct most of its work as a group, although members may work individually at certain times. The review shall include the following elements:

      1. evaluate compliance with the review criteria;

      2. formulate recommendations for program continuation, consolidation, or removal;

      3. may conduct site visits or interviews; and

      4. submit formal recommendations to the provost and EVPAA.

    3. The AVPPAA will send the MCPRC an introductory letter, general instructions, a copy of this policy, and review forms, approximately one month before the review.

    4. The MCPRC will submit an evaluation report for each of the minor and certificate programs under review. The chair of the MCPRC will be responsible for the draft MCPRC reports, which should be completed on the forms provided. The chair will ensure that the report integrates the members’ perspectives and recommendations into a single, coherent narrative. The draft reports will be due to the AVPPAA by November 15 or at a time prearranged with the AVPPAA. The MCPRC should specifically address the following in their reports:

      1. if the program meets the enrollment and completion threshold for avoiding consolidation or elimination;

      2. if the program has specific industry data to substantiate workforce demand to avoid consideration or elimination based on:

        1. labor market analysis;

        2. employer input;

        3. professional association data;

        4. graduation outcomes; and

        5. continuation data.

      3. the distinctiveness and strategic value, and resource efficiency; and

      4. a recommendation for approval of continuation without conditions, approval with conditions, elimination, or consolidation.

    5. In January, the AVPPAA will forward the MCPRC reports to the college dean and unit chair or director. The unit chair or director will review the MCPRC reports for errors of fact, prepare an improvement and implementation plan if required (for recommendations of continuation with conditions, elimination, or consolidation) and respond to the college dean, chair of the MCPRC, and AVPPAA by February 15. This response will be included in the final MCPRC reports, which will be returned to the AVPPAA within two working weeks, at which time corrected reports will be forwarded to the AVPI and provost and EVPAA.

  7. MCPRC REVIEW OUTCOMES AND ACTIONS

    1. The MCPRC will formulate one of the following recommendations:

      1. Recommendation to the VPAI for Approval of Minor or Certificate Continuation Without Conditions – Minors and certificates that meet SB 37 SEC 51.989 enrollment and completion thresholds and workforce demand will be recommended for approval, for five years, without modification.

        The VPAI will forward this recommendation to the provost and EVPAA and the university president, indicating whether the VPAI concurs with the recommendation. In turn, the provost and EVPAA and the university president will use the MCPRC report and the recommendation of the VPAI to formulate their recommendation to the Board of Regents.

      2. Recommendation to the VPAI for Approval of Minor or Certificates Continuation with Conditions – This recommendation can be made for minors and certificates that meet the criteria partially. This recommendation will be accompanied by a formal improvement and implementation plan developed by the academic department that must include:

        1. detailed action plan with specific goals and timelines;

        2. strategies to address identified deficiencies, particularly in enrollment or workforce demand documentation;

        3. resource needs and budget implications; and

        4. assessment methods to measure progress.

        The VPAI will forward this recommendation to the provost and EVPAA and the university president, indicating whether the VPAI concurs with the recommendation. In turn, the provost and EVPAA and the university president will use the MCPRC report and the recommendation of the VPAI to formulate their recommendation to the Board of Regents.

        Programs approved on continuation with conditions are required to submit annual progress reports for three years and go through an interim review at the end of year three.

        If the Board of Regents does not approve continuation with conditions, the program will be recommended for elimination.

      3. Recommendation to VPAI for Minors and Certificates Elimination – Minors and certificates that do not meet the meet SB 37 SEC 51.989 enrollment and completion thresholds and workforce demand requirements will be recommended for elimination.

        The VPAI will forward this recommendation to the provost and EVPAA and the university president, indicating whether the VPAI concurs with the recommendation. In turn, the provost and EVPAA and the university president will use the MCPRC report and the recommendation of the VPAI to formulate their recommendation to the Board of Regents.

        If elimination is recommended, the following steps must be developed:

        1. a teach-out plan for students currently enrolled in program being consolidated;

        2. timeline for implementation (typically 1-2 years); and

        3. a communication plan for affected students, faculty, and stakeholders.

      4. Recommendation to the VPAI for Minor and Certificates Consolidation – This recommendation can be made for minors and certificates that do not meet the enrollment and completion thresholds and workforce demands. Some of the recommendations will be aligned as follows:

        1. merge related minors or certificates into a single, more comprehensive offering;

        2. eliminate redundancy and improve resource efficiency;

        3. create a stronger minor or certificate with enhanced enrollment potential; or

        4. better align with market demand and student needs.

        If consolidation is recommended, it must meet these requirements:

        1. development of consolidated program structure and curriculum;

        2. teach-out plan for students currently enrolled in programs being consolidated;

        3. timeline for implementation (typically 1-2 years); and

        4. communication plan for affected students, faculty, and stakeholders.

        The VPAI will forward this recommendation to the provost and EVPAA and the university president, indicating whether the VPAI concurs with the recommendation. In turn, the provost and EVPAA and the university president will use the MCPRC report and the recommendation of the VPAI to formulate their recommendation to the Board of Regents.

    2. The Board of Regents has final authority to approve or deny all recommendations regarding program continuation, consolidation, or elimination, as required by SB 37 SEC 51.989.

  8. APPEALS PROCESS

    1. Programs may appeal recommendations before they are presented to the Board of Regents on the following grounds:

      1. procedural irregularities in the review process;

      2. material errors in data or analysis;

      3. consideration of new evidence not available during review; or

      4. extraordinary circumstances affecting program performance.

    2. A written appeal can be submitted to the VPAI, who will review and forward it to the provost and EVPAA during the 30 days of receiving preliminary recommendations. The appeal must clearly state grounds and provide supporting evidence. The provost and EVPAA may request additional information. The appeal will be reviewed by the provost and EVPAA and the results incorporated into the final recommendations to the Board of Regents.

    3. Appeals must be filed before recommendations are presented to the Board of Regents at the May/June meeting and their decisions are final and not subject to appeal. Only one appeal will be permitted per review cycle. Appeals do not stay implementation of data collection or reporting requirements.

  9. REVIEWERS OF THIS PPS

    1. Reviewers of this PPS include the following:

      PositionDate
      Vice Provost for Academic InnovationOctober 1 E5Y
      Assistant Vice Provost for Program Accreditation and AssessmentOctober 1 E5Y

  10. CERTIFICATION STATEMENT

    This PPS has been approved by the following individuals in their official capacities and represents Texas State Academic Affairs policy and procedure from the date of this document until superseded.

    Vice Provost for Academic Innovation; senior reviewer of this PPS

    Senior Vice Provost

    Provost and Executive Vice President for Academic Affairs