Submitting Proposals for New Graduate Credentials

Initiating preliminary discussions with key stakeholders involved in the funding and approval of a program—such as the department chair, school or college dean, and the Graduate School—is advantageous. In cases where special fees or non-formula-funded programming are anticipated, it is also recommended to consult with the Senior Vice Provost for Academic Affairs, as this can facilitate a more streamlined formal approval process and help mitigate potential delays. Although the exact timeline for approval can be difficult to determine, allocating adequate time for review by various offices and the Graduate Assembly is prudent. The Graduate Catalog is published annually each June; therefore, all degree proposals must receive final approval by the conclusion of the preceding fall semester. For instance, the 2026-2027 Graduate Catalog will be released in June 2026, and all approvals and catalog content should be finalized by mid-December 2025.

At the bottom of this page are proposal templates required by the Graduate Assembly and the Texas Higher Education Coordinating Board (THECB). Use these forms when submitting a new graduate credential. 

A one-page summary of your proposal must be submitted with the original proposal for inclusion in the Graduate Assembly agenda.

Proposals must include endorsements from the relevant dean(s), department chair(s) or program director(s), and Graduate Studies Committee chair(s). These endorsements can appear in the proposal or in a transmittal letter to the Dean of the Graduate School & Senior Vice Provost for Graduate and Postdoctoral Studies. Proposals should also summarize the Graduate Studies Committee’s vote and recommendations.

All new program proposals must be submitted to the Graduate School for administrative review, ensuring the submission is administratively complete and adheres to Graduate School policies. Please include a brief transmittal letter addressed to the Graduate Dean with your proposal, formally requesting that it be forwarded to the Graduate Assembly for further consideration.

Budgetary approval: When submitting a non-formula-funded (Option III) program proposal, please adhere strictly to the Policy Guide for Option III Graduate Degree Programs (Revised 2023) . All Option III proposals must obtain preliminary budgetary approval from the provost's office. Upon receiving this approval, include a copy of the approved budget with your proposal submission.

Non-standard registration and billing procedures: To deliver graduate courses and credentials in a nontraditional format – such as different schedules, class meeting time or mode of delivery (e.g., online) -- you may need to adjust the standard processes for student admission, registration, billing and grade reporting. While faculty proposing these innovative programs are not expected to be familiar with all aspects of the University's registration and billing procedures, it is essential to address these elements early in the process. If there are anticipated changes to standard processes, relevant University offices should be consulted in advance. A list of contacts for proposal development is provided below.

The Academic Committee of the Graduate Assembly is responsible for reviewing proposals to create new graduate-level credentials and modifications to existing programs. While proposals must be submitted using a specified template, they may not contain sufficient information to support the Academic Committee’s evaluation, in which case, supplemental information may be requested.

All degree program proposals must include budget and funding source information that has been approved, at least in principle, by the Provost’s Office. Proposals lacking this approved budget will not be forwarded to the Academic Committee for review. In addition, all proposals must include assurances that the new program will have no adverse effect on present programs.

Proposals (in final draft form) should be submitted to the Graduate School at least three weeks prior to the Academic Committee meeting where they will be considered. This timeline ensures that notification of program development can be distributed in advance and that recommendations can be made at the regular Assembly meetings.

A representative from the proposing group is invited to attend the Academic Committee meeting and subsequent Graduate Assembly meeting to address questions.

The Secretary of the Graduate Assembly classifies proposals as major or minor. If classified as major, a summary will be circulated to all members of the Graduate Studies Committees. Approval is granted on a no-protest basis 14 days after circulation. Typically, proposals for new credentials or modifications to existing ones are classified as minor legislation.

For more detailed information on the Graduate Assembly’s operating procedures, please refer to the Rules and By-Laws of the Graduate Assembly.

Following the recommendation of the Graduate Assembly, proposals proceed to the Graduate Dean and Provost for review. Depending on the nature of the proposal, the Provost may enter final approval or forward it, along with their recommendation, to the Executive Vice Chancellor for Academic Affairs (EVC) at the UT System, as required.

For proposals to create graduate certificates and stackable certificates, final approval is granted by the Provost with notification to the Texas Higher Education Coordinating Board.

Proposals to create new Master’s degrees are approved by the UT System Executive Vice Chancellor for Academic Affairs and then referred to the Texas Higher Education Coordinating Board (THECB) for final approval. 

Proposals to create new doctoral or professional degrees require review by UT System’s full Board of Regents (BOR). To ensure consideration, requests must be submitted to the UT System Office of Academic Affairs at least 3.5 months prior to the BOR meeting.  The BOR meets four times a year in February, May, August and November. Detailed meeting dates are available on the UT System website at Regents’ Meetings.

The THECB approval process for new doctoral programs has several stages, including internal staff review at the THECB, a desk review from an external expert reviewer, a virtual site visit from external expert reviewers, site visit reports and responses, and final approval from the Committee on Academic and Workforce Success (CAWS) and the full Board of the THECB. The entire process can take up to 20 months at the very least from the time the THECB receives an institution’s planning notification. Once the full proposal is received, at least one year after the planning notification, the approval process takes from 6-9 months. 

All degree program requests submitted are required, by statute, to be approved or denied within one year of being deemed administratively complete.  Proposals for new degrees must include the THECB’s Budget and Enrollment Spreadsheet.  

New degree or certificate program(s). If 25% or more of the courses required for a new degree or certificate program will be offered through distance learning--either by faculty traveling to remote sites or via electronic courses—notification to the Southern Association of Colleges and Schools (SACS) is required. If 50% or more of the courses will be delivered through distance learning, the program requires notification to the Texas Higher Education Coordinating Board in addition to notification and approval from Southern Association of Colleges and Schools (SACS). 

Proposals to offer distance learning should include the following information: 

• description of the proposed course(s) or program;
• delivery plan (including technology used);
• faculty development plan;
• description of student support services;
• evaluation plan
• proposed budget 

Ensuring these components are included will help facilitate the approval process.

Expanding Authority to Offer Programs at a New Site

To offer an approved degree or certificate at another location, submit your request to the Graduate Dean & Senior Vice Provost for Graduate and Postdoctoral Studies. Proposals must meet all original program quality standards and the Principles of Good Practice for Academic Degree and Certificate Programs and Credit Courses Offered at a Distance. 

The Southern Association of Colleges and Schools (SACS) requires notification for substantive changes, which they define as significant modifications or expansions in nature and scope of the institution. You can find a detailed description of what constitutes substantive changes on this page. Examples of substantive change include closing a degree program and entering into a dual- or joint-degree arrangement with another institution.

Approval from the SACS Commission on Colleges (SACS-COC) must be obtained well in advance of implementing the program or degree. If a prospectus is required, it is generally more efficient to develop and submit a single proposal to the Graduate School that follows the guidelines of SACS and the Texas Higher Education Coordinating Board, indexing various sections for ease of review.