Submitting Proposals for New Graduate Programs

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, early consultation with the senior vice provost for academic affairs is also recommended, as this can facilitate a more streamlined approval process and help mitigate potential delays. Although the exact timeline for approval can be difficult to determine, allocating adequate time for institutional review is prudent. To ensure inclusion in the Graduate Catalog published each June, proposals to establish new programs must receive final approval by the end of the preceding fall semester.   

For instance, the 2027-2028 Graduate Catalog will be released in June 2027, and all approvals and catalog content should be finalized by mid-December 2026.

The proposal templates at the bottom of this page include Texas Higher Education Coordinating Board (THECB) requirements where applicable and should be used when proposing a new graduate program. 

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 and senior vice provost for graduate and postdoctoral studies. 

In addition, proposals must include a description of the graduate studies committee’s vote and resulting recommendation(s).

All new program proposals must be submitted to the Graduate School for administrative review, which ensures administratively completeness and alignment with Graduate School policies. 

All proposals must include assurances that the new program will have no adverse effect on present programs.

Preliminary Approvals for Option III Programming: When proposing a non-formula-funded (Option III) program, follow the Policy Guide for Option III Graduate Degree Programs (Revised 2023) . All Option III proposals must include two types of preliminary approval from the provost's office: one verifying that the proposed program aligns with institutional principles for Option III programming, and another granting approval of the Option III program budget. Include copies of both approvals 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.

When a proposal is confirmed to be administratively complete, it is distributed for review by representatives of the graduate faculty, the graduate dean and provost. Based on the specifics of the proposal, the provost may give final approval or forward it, along with their recommendation, to the executive vice chancellor for academic affairs (EVC) at the UT System, as required.

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). The full proposal may be submitted to UT System at any time following institutional approval and after the Coordinating Board’s acknowledgement of planning notification. To ensure consideration, requests must be submitted to the UT System Office of Academic Affairs at least three-and-a-half 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 six-to-nine months. 

All degree program requests submitted are required, by statute, to be approved or denied within one year of being deemed administratively complete by the THECB.  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; and
• 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 and 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.