Types of suspensions and terminations
Before preparing your proposal, decide which type of suspension or termination you require for your program.
1. Stand-alone suspension of admissions
This option suspends new admissions or registrants to a program (applications, declaration of major, etc.) for a specific period of time (typically 1-3 academic years). When a program is suspended, it will continue to appear in the academic calendar with a notation that "admissions have been suspended." Current students are not impacted. A program may remain suspended for up to 5-years after which point the program will:
a) be considered de-facto terminated providing there are no current students; and/or
b) need to submit a program proposal to Senate/MPHEC to reactivate or re-establish the program prior to enrolling new students.
2. Suspension of admissions leading to termination
A faculty or department may choose this option when it intends to terminate a program with current students enrolled. This is also called a future or planned termination.
Accommodation of students is the primary concern when terminating a program. Before the program can be terminated, students currently enrolled in the program must:
- be given time to complete the program, as per the relevant regulations for degree completion time; or
- be otherwise accommodated. For example, if the old program is being succeeded by a new program, the remaining students may be given the option to transfer.
Once there are only a few students remaining, modifications can be made to the program and degree requirements so that not all program course work needs to be offered. Possible modifications may include:
- Waivers
- Special arrangements for directed study
- Courses taken on a Letter of Permission
To ensure that no further students are admitted while current students complete their program, a combined proposal for suspension/termination ("suspension leading to termination") should be submitted. Senate will consider both motions (suspension, effective immediately or as proposed and termination, effective upon completion of the student phase-out plan).
When a program is suspended leading to termination, it will continue to appear in the academic calendar with a notation that "admissions have been suspended pending termination" until all enrolled students have graduated.
3. Termination
When there are no remaining students, a program may be terminated. This means that the program will be completely removed from the academic calendar. If a program has been inactive for a period of five years (i.e., the institution has not admitted and/or graduated a student during this period), the program is de facto terminated, and the faculty/department should submit a proposal to inform the Senate and Maritime Provinces Higher Education Commission (MPHEC).
Phase 1: Proposal development and consultation
Once you have decided which type of suspension or termination option meets the needs of your program, follow these steps to develop a termination proposal.
Step 1: Discussion
Meet with program proposal contacts (undergraduate or graduate) regarding the process to be followed. This discussion can help you establish a timeline, including appropriate committee dates and submission deadlines.
Step 2: Forms
Access and review the Information Requirements for Proposals to Suspend and Terminate Programs (login required) (satisfies Senate and MPHEC requirements) in full including the list of required appendices.
Health or health-related programs are also required to submit a proposal to the Atlantic Advisory Council for Health and Human Resources (AACHHR). Visit the AACHHR website to download the Guidelines for the Preparation of Proposals for Termination of Health Programs. The AACHHR and Senate processes should be completed in tandem.
Step 3: Consultation with Office of the Registrar
Proponents are required to consult with the Office of the Registrar for assistance in developing the proposed student phase-out plan and to discuss any complexities around admissions, relevant deadlines, implementation, etc. The Registrar’s Office will provide a letter to accompany the final proposal.
Step 4: Stakeholders
Consider which other programs/units/faculties at Dalhousie the suspension or termination of this program are likely to impact. Are there external stakeholders to consider? Provide evidence of consultation, including written statements where appropriate. If the proposal is for a joint or articulated program or a program that draws on the resources of another institution, the institution must be consulted, and appropriate documentation included.
Phase 2: Faculty approval and submission
Step 1: Department/faculty approval
Once the proposal package is completed (all information requirements satisfied, consultations undertaken, etc.) it must be approved by the relevant department/school body, followed by faculty-level approval (typically Faculty Council or equivalent) and endorsed to proceed.
Step 2: Submission
Submit the final package in a well-organized PDF document, including a list of appendices and confirmation of faculty-level approval (i.e., motion or letter of endorsement from Faculty Council). Proposals should be submitted to the contact for your program type (graduate or undergraduate) who will verify that all information and process requirements have been met.
Phase 3: Approvals and implementation
Step 1: Internal approvals
Once submitted, proposals are facilitated through the review and approval bodies and will automatically progress to the next stage/body as soon as the previous approval has been achieved. The proposer will be informed of upcoming meeting dates by the University Secretariat and be invited to present (plan for 5 minutes) and respond to questions. All decisions will be communicated promptly by email following the meeting, including next steps. The Registrar's Office and Faculty of Graduate Studies will be copied for their information and to aid in timely implementation.
Step 2: Maritime Provinces Higher Education Commission
The MPHEC is notified of program suspension and termination by the Office of the Provost for information only.
Step 3: Implementation
The proponent should work with the Registrar's Office and Faculty of Graduate Studies to implement decisions promptly following the final level of approval. This includes updating the academic calendar and all website materials to ensure accuracy and truth in advertising. See types of suspensions and terminations for appropriate language. For termination, you may proceed to update materials (e.g, website materials, academic calendar, etc.) following Senate approval.