Certificate Approvals

Required Documentation

• Contingent approvals.

1. All programs requiring the approval of the University Graduate School must be approved prior to campus approval and submission into APPEAR.
2. If the certificate is to be offered through oversees partnerships, approval of the Office of Overseas Programs must be included prior to campus approval and submission into APPEAR.

• Campus Approval
  
  1. Campus Faculty Approval
     • Please include minutes, memo, or other communication indicating approval and date from the appropriate campus-level curriculum committee.
  2. Campus Academic Officer Approval
     • As the entry into APPEAR is completed through the EVCAA-level offices, approval at this level is implied on submission.

• IU Certificate Proposal Form

1. Please indicate experiential aspects of the certificate, such as internships, practica, and field experience in Section 1.
2. Please indicate any licensure and/or certification opportunities that are available either within the certificate, or as a result of certificate completion.
3. Financial Aid Eligibility:
   • YES: If it is intended that the certificated will be offered as financial aid eligible for students not otherwise seeking a degree, all sections of the proposal form must be completed prior to submitting the certificate for approval. Sections 5-7 pertain to the Intent to Offer a Financial Aid Eligible Certificate and is necessary information for implementation and the inclusion of the certificate in the Program Participation Agreement with the Office of Federal Student Aid.
   • NO: If it is NOT intended that the certificated will be offered as financial aid eligible for students not otherwise seeking a degree, only section 1-4 of the proposal form must be completed. 

APPEAR entry

• Enter as "New Certificate"
• Please upload all documentation, as noted above.

Approval pathway
(after any necessary contingent approvals (Office of Online Education, University Graduate School, Office of Overseas Programs)

• ALC → BOT (AAR) → ICHE (RSA)

Definitions

• Program Participation Agreement (PPA): A written agreement between a postsecondary institution and the Secretary of Education. This agreement allows institutions to participate in any of the Title IV student assistance programs other than the State Student Incentive Grant (SSIG) and the National Early Intervention Scholarship and Partnership (NEISP) programs. The PPA conditions the initial and continued participation of an eligible institution in any Title IV program upon compliance with the General Provisions regulations, the individual program regulations, and any additional conditions specified in the program participation agreement that the Department of Education requires the institution to meet. Institutions with such an agreement are referred to as Title IV institutions.

Required Documentation

• Contingent approvals.

1. If the certificate is to be offered in online, hybrid, or collaborative format, contingent approval from the IU Office of Online Education (OOE) is necessary during proposal development and prior to campus approval. The OOE approval notice must be included with the submitted proposal. 
   This process is initiated via the OOE Initial Request Form.
2. All programs requiring the approval of the University Graduate School must be approved prior to campus approval and submission into APPEAR.
3. If the certificate is to be offered through oversees partnerships, approval of the Office of Overseas Programs must be included prior to campus approval and submission into APPEAR.

• Campus Approval
  
  1. Campus Faculty Approval
     • Please include minutes, memo, or other communication indicating approval and date from the appropriate campus-level curriculum committee.
  2. Campus Academic Officer Approval
     • As the entry into APPEAR is completed through the EVCAA-level offices, approval at this level is implied on submission.

• IU Certificate Proposal Form.

1. Please indicate experiential aspects of the certificate, such as internships, practica, and field experience in Section 1.
2. Please indicate any licensure and/or certification opportunities that are available either within the certificate, or as a result of certificate completion.
3. Financial Aid Eligibility:
   • YES: If it is intended that the certificated will be offered as financial aid eligible for students not otherwise seeking a degree, all sections of the proposal form must be completed prior to submitting the certificate for approval. Sections 5-7 pertain to the Intent to Offer a Financial Aid Eligible Certificate and is necessary information for implementation and the inclusion of the certificate in the Program Participation Agreement with the Office of Federal Student Aid.
   • NO: If it is NOT intended that the certificated will be offered as financial aid eligible for students not otherwise seeking a degree, only section 1-4 of the proposal form must be completed. 

APPEAR entry

• Enter as "New Certificate"
• Please upload all documentation, as noted above.

Approval pathway
(after any necessary contingent approvals (Office of Online Education, University Graduate School, Office of Overseas Programs)

• OOE → ALC → BOT (AAR) → ICHE (RSA)

Definitions

• Online Program/Plan Options: A parameter that denotes the percentage of courses in a program of study that can be completed online, where Y = 100% online ; Y8 = 80%-99% online; Y5 = 50%-79% online; N = < 50% (hybrid, but not managed as an online program).
• Online Collaborative Program: An online degree or certificate course of study designed, approved, and offered collaboratively between 2 or more campuses of Indiana University, managed by the IU Office of Collaborative Academic Programs (OCAP).
• Program Participation Agreement (PPA): A written agreement between a postsecondary institution and the Secretary of Education. This agreement allows institutions to participate in any of the Title IV student assistance programs other than the State Student Incentive Grant (SSIG) and the National Early Intervention Scholarship and Partnership (NEISP) programs. The PPA conditions the initial and continued participation of an eligible institution in any Title IV program upon compliance with the General Provisions regulations, the individual program regulations, and any additional conditions specified in the program participation agreement that the Department of Education requires the institution to meet. Institutions with such an agreement are referred to as Title IV institutions.

Required Documentation
Note that certificate mode of instruction only applies to stand-alone certificates, as the mode of delivery for area certificates is tied to the student degree objective.

• Contingent approvals.
  1. For changes or additions to the certificate mode of delivery, including online, hybrid, or collaborative format, contingent approval from the IU Office of Online Education (OOE) is necessary prior to campus approval. The OOE approval notice must be included with the submitted proposal. 
     This process is initiated via the OOE Initial Request Form.
  2. All programs requiring the approval of the University Graduate School must be approved prior to campus approval and submission into APPEAR. 

• Campus Approval
  
  1. Campus Faculty Approval
     • Please include minutes, memo, or other communication indicating approval and date from the appropriate campus-level curriculum committee.
  2. Campus Academic Officer Approval
     • As the entry into APPEAR is completed through the EVCAA-level offices, approval at this level is implied on submission.

• Program Change Request Form 
  1. Complete Sections 1, 2, 3-A.4, and 4

APPEAR entry

• Enter as "New Certificate" (due to APPEAR limitations)
• Please upload all documentation, as noted above.

Approval pathway
(after any necessary contingent approvals (Office of Online Education, University Graduate School, Office of Overseas Programs)

•  Stand-alone online certificate: ALC → BOT (AAR) → ICHE (RSA)

Definitions

• Online Program/Plan Options: A parameter that denotes the percentage of courses in a program of study that can be completed online, where Y = 100% online ; Y8 = 80%-99% online; Y5 = 50%-79% online; N = < 50% (hybrid, but not managed as an online program).

Required Documentation
Note that certificate mode of instruction only applies to stand-alone certificates, as the mode of delivery for area certificates is tied to the student degree objective.

• Contingent approvals.
  1. For changes or additions to the certificate mode of delivery, including online, hybrid, or collaborative format, contingent approval from the IU Office of Online Education (OOE) is necessary prior to campus approval. The OOE approval notice must be included with the submitted proposal. 
     This process is initiated via the OOE Initial Request Form.
  2. All programs requiring the approval of the University Graduate School must be approved prior to campus approval and submission into APPEAR. 

• Campus Approval
  
  1. Campus Faculty Approval
     • Please include minutes, memo, or other communication indicating approval and date from the appropriate campus-level curriculum committee.
  2. Campus Academic Officer Approval
     • As the entry into APPEAR is completed through the EVCAA-level offices, approval at this level is implied on submission.

• Program Change Request Form 
  
  1. Complete Sections 1, 2, 3-A.4, and 4

APPEAR entry

• Enter as "New Certificate" (due to APPEAR limitations)
• Please upload all documentation, as noted above.

Approval pathway
(after any necessary contingent approvals (Office of Online Education, University Graduate School, Office of Overseas Programs)

•  Stand-alone hybrid certificate: ALC → BOT (AAR) → ICHE (RSA)

Definitions

• Online Program/Plan Options: A parameter that denotes the percentage of courses in a program of study that can be completed online, where Y = 100% online ; Y8 = 80%-99% online; Y5 = 50%-79% online; N = < 50% (hybrid, but not managed as an online program).

Required Documentation

• Contingent approvals.
  1. If the certificate is offered in online, hybrid, or collaborative format, contingent approval from the IU Office of Online Education (OOE) is necessary prior to campus approval. The OOE approval notice must be included with the submitted proposal. 
     This process is initiated via the OOE Initial Request Form.
  2. All programs requiring the approval of the University Graduate School must be approved prior to campus approval and submission into APPEAR. 

• Campus Approval
  
  1. Campus Faculty Approval
     • Please include minutes, memo, or other communication indicating approval and date from the appropriate campus-level curriculum committee.
  2. Campus Academic Officer Approval
     • As the entry into APPEAR is completed through the EVCAA-level offices, approval at this level is implied on submission.

• Program Change Request Form
  1. Complete Sections 1, 2, 3-A.1, and 4

APPEAR entry

• Enter as "Certificate Name Change
• Please upload all documentation, as noted above.

Approval pathway
(after any necessary contingent approvals (Office of Online Education, University Graduate School, Office of Overseas Programs)

•  Stand-alone certificates: ALC → BOT (AAR) → ICHE (RSA)

Required Documentation

• Contingent approvals.
  1. All programs requiring the approval of the University Graduate School must be approved prior to campus approval and submission into APPEAR. 

• Campus Approval
  
  1. Campus Faculty Approval
     • Please include minutes, memo, or other communication indicating approval and date from the appropriate campus-level curriculum committee.
  2. Campus Academic Officer Approval
     • As the entry into APPEAR is completed through the EVCAA-level offices, approval at this level is implied on submission.

• Program Change Request Form
  1. Complete Sections 1, 2, 3-A.2, and 4

APPEAR entry

• Enter as "Transcript Notations" (due to APPEAR limitations)
• Please upload all documentation, as noted above.

Approval pathway
(after any necessary contingent approvals (Office of Online Education, University Graduate School, Office of Overseas Programs)

•  Stand-alone certificate: ALC → BOT (AAR) → ICHE (RSA)

Required Documentation
Note that only stand-alone certificates are assigned CIP Codes for tracking purposes and including cataloging in the Academic Program Inventory (API). Area certificates are treated similar to minors and do not require CIP code assignment.

• Contingent approvals.
  1. All programs requiring the approval of the University Graduate School must be approved prior to campus approval and submission into APPEAR. 

• Campus Approval
  
  1. Campus Faculty Approval
     • Please include minutes, memo, or other communication indicating approval and date from the appropriate campus-level curriculum committee.
  2. Campus Academic Officer Approval
     • As the entry into APPEAR is completed through the EVCAA-level offices, approval at this level is implied on submission.

• Program Change Request Form
  1. Complete Sections 1, 2, 3-A.3, and 4

APPEAR entry

• Enter as "Transcript Notations" (due to APPEAR limitations)
• Please upload all documentation, as noted above.

Approval pathway
(after any necessary contingent approvals (Office of Online Education, University Graduate School, Office of Overseas Programs)

•  ALC → BOT (AAR) → ICHE (RSA)

• CIP Code. A six-digit code in the form of xx.xxxx that identifies
  instructional program specialties within educational
  institutions. The National Center of Education Statistics (NCES)
  developed an organized list of these codes (a "taxonomy") for
  the official reporting of student enrollment and degree
  completions by area of study. These codes are used for
  reporting students' programs of study to the federal
  government and the State of Indiana. Additional information is available at the NCES CIP User Site.

Required Documentation

• Contingent approvals.
  1. Note: proposals of this type are for on-site instruction at a county outside the home county of the campus. To be eligible, at least 50% of the certificate must be offered on-site at the new location.
  2. All programs requiring the approval of the University Graduate School must be approved prior to campus approval and submission into APPEAR. 

• Campus Approval
  
  1. Campus Faculty Approval
     • Please include minutes, memo, or other communication indicating approval and date from the appropriate campus-level curriculum committee.
  2. Campus Academic Officer Approval
     • As the entry into APPEAR is completed through the EVCAA-level offices, approval at this level is implied on submission.

• Program Change Request Form
  1. Complete Sections 1, 2, 3-A.7, and 4
  2. Include supporting documentation for new location
     • Physical location (address) and facility detail
     • Faculty source and accommodations
     • Budget details and approval for expense at new location
     • Student sources for new location
     • Courses to be taught on-site.

APPEAR entry

• Enter as "New Certificate" (due to APPEAR limitations)
• Please upload all documentation, as noted above.

Approval pathway
(after any necessary contingent approvals (Office of Online Education, University Graduate School, Office of Overseas Programs)

•  ALC → BOT (AAR) → ICHE (RSA)

Required Documentation

• Contingent approvals.
  1. If the either certificate is offered in online, hybrid, or collaborative format, contingent approval from the IU Office of Online Education (OOE) is necessary prior to campus approval. The OOE approval notice must be included with the submitted proposal. 
     This process is initiated via the OOE Initial Request Form.
  2. All programs requiring the approval of the University Graduate School must be approved prior to campus approval and submission into APPEAR. 

• Campus Approval
  
  1. Campus Faculty Approval
     • Please include minutes, memo, or other communication indicating approval and date from the appropriate campus-level curriculum committee.
  2. Campus Academic Officer Approval
     • As the entry into APPEAR is completed through the EVCAA-level offices, approval at this level is implied on submission.

• Dual Degree Program Agreement Form
  (use this same form for certificates, as well)

APPEAR entry

• Enter as "New Certificate" (due to APPEAR limitations)
• Please upload all documentation, as noted above.

Approval pathway
(after any necessary contingent approvals (Office of Online Education, University Graduate School, Office of Overseas Programs)

•  ALC → BOT (AAR)

Required Documentation

• Contingent approvals.
  1. If the certificate is offered in online, hybrid, or collaborative format, contingent approval from the IU Office of Online Education (OOE) is necessary prior to campus approval. The OOE approval notice must be included with the submitted proposal. 
     This process is initiated via the OOE Initial Request Form.
  2. All programs requiring the approval of the University Graduate School must be approved prior to campus approval and submission into APPEAR. 

• Campus Approval
  
  1. Campus Faculty Approval
     • Please include minutes, memo, or other communication indicating approval and date from the appropriate campus-level curriculum committee.
  2. Campus Academic Officer Approval
     • As the entry into APPEAR is completed through the EVCAA-level offices, approval at this level is implied on submission.

• Program Change Request Form
  1. Complete Sections 1, 2, 3-A.5, and 4

APPEAR entry

• Enter as "New Certificate" (due to APPEAR limitations)
• Please upload all documentation, as noted above.

Approval pathway
(after any necessary contingent approvals (Office of Online Education, University Graduate School, Office of Overseas Programs)

•  ALC → BOT (AAR) → ICHE (RSA)

Required Documentation

• Contingent approvals.
  1. If the either certificate is offered in online, hybrid, or collaborative format, contingent approval from the IU Office of Online Education (OOE) is necessary prior to campus approval. The OOE approval notice must be included with the submitted proposal. 
     This process is initiated via the OOE Initial Request Form.
  2. All programs requiring the approval of the University Graduate School must be approved prior to campus approval and submission into APPEAR. 

• Campus Approval
  
  1. Campus Faculty Approval
     • Please include minutes, memo, or other communication indicating approval and date from the appropriate campus-level curriculum committee.
  2. Campus Academic Officer Approval
     • As the entry into APPEAR is completed through the EVCAA-level offices, approval at this level is implied on submission.

• Program Change Request Form
  1. Complete Sections 1, 2, 3-A.6, and 4
  2. Note that this will result in the elimination of the program(s) being merged into the remaining certificate.

APPEAR entry

• Enter as "Degree - Additional in same discipline"
• Please upload all documentation, as noted above.

Approval pathway
(after any necessary contingent approvals (Office of Online Education, University Graduate School, Office of Overseas Programs)

•  ALC → BOT (AAR) → ICHE (RSA)

Required Documentation

• Contingent approvals.
  1. For status changes to certificates offered in online, hybrid, or collaborative format, contingent approval from the IU Office of Online Education (OOE) is necessary prior to campus approval. The OOE approval notice must be included with the submitted proposal. 
     This process is initiated via the OOE Initial Request Form.
  2. All programs requiring the approval of the University Graduate School must be approved prior to campus approval and submission into APPEAR. 

• Campus Approval
  
  1. Campus Faculty Approval
     • Please include minutes, memo, or other communication indicating approval and date from the appropriate campus-level curriculum committee.
  2. Campus Academic Officer Approval
     • As the entry into APPEAR is completed through the EVCAA-level offices, approval at this level is implied on submission.

• Program Change Request Form
  1. Complete Sections 1, 2, 3-A.8, and 4
  2. Eliminated programs, Section 4 (rationale) requirements:
     (Programs may not be eliminated if there are still students enrolled or pending graduation.) 
     • Reason for Elimination
     • Date of last student enrollment
     • Date of last student Graduation
  3. Suspended programs, Section 4 (rationale) requirements:
     (Programs may not be suspended if there are still accepting students for enrollment.) 
     • Reason for Suspension
     • Date of last student enrollment
     • Anticipated date of last student Graduation
  4. Reinstated programs, Section 4 (rationale) requirements:
     (Programs may only be reinstated from suspended status. If the program has previously been eliminated, it may only be reinstated through the new degree proposal process.) 
     • Reason for Reinstatement
     • Anticipated date of first student enrollment
     • Projected 5-year plan for enrollment and degrees awarded

APPEAR entry

• Enter as "Certificate/Degree/Major Termination"
  (Due to current APPEAR limitation, this entry point should be used for all degree or certificate status changes.)
• Please upload all documentation, as noted above.

Approval pathway
(after any necessary contingent approvals (Office of Online Education, University Graduate School, Office of Overseas Programs)

•  ALC → BOT (AAR) → ICHE (RSA)

Required Documentation
Note that certificate mode of instruction only applies to stand-alone certificates, as the mode of delivery for area certificates is tied to the student degree objective.

• Contingent approvals.

1. All programs requiring the approval of the University Graduate School must be approved prior to campus approval and submission into APPEAR.
2. If the area certificate is to be offered through oversees partnerships, approval of the Office of Overseas Programs must be included prior to campus approval and submission into APPEAR.

• Campus Approval
  
  1. Campus Faculty Approval
     • Please include minutes, memo, or other communication indicating approval and date from the appropriate campus-level curriculum committee.
  2. Campus Academic Officer Approval
     • As the entry into APPEAR is completed through the EVCAA-level offices, approval at this level is implied on submission.

• IU Certificate Proposal Form

1. Please indicate any licensure and/or certification opportunities that are available either within the certificate, or as a result of certificate completion.
2. For area certificates, only section 1-4 of the proposal form must be completed.

APPEAR entry

• Enter as "New Certificate"
• Please upload all documentation, as noted above.

Approval pathway
(after any necessary contingent approvals (Office of Online Education, University Graduate School, Office of Overseas Programs)

• Area certificates: ALC (info)  

Required Documentation

• Contingent approvals.

1. All programs requiring the approval of the University Graduate School must be approved prior to campus approval and submission into APPEAR.
2. If the area certificate is to be offered through oversees partnerships, approval of the Office of Overseas Programs must be included prior to campus approval and submission into APPEAR.

• Campus Approval
  
  1. Campus Faculty Approval
     • Please include minutes, memo, or other communication indicating approval and date from the appropriate campus-level curriculum committee.
  2. Campus Academic Officer Approval
     • As the entry into APPEAR is completed through the EVCAA-level offices, approval at this level is implied on submission.

• Program Change Request Form
  1. Complete Sections 1, 2, 3-A.1, and 4

APPEAR entry

• Enter as "Certificate Name Change
• Please upload all documentation, as noted above.

Approval pathway
(after any necessary contingent approvals (Office of Online Education, University Graduate School, Office of Overseas Programs)

•  Area certificates: ALC (info)

Required Documentation

• Contingent approvals.

1. All programs requiring the approval of the University Graduate School must be approved prior to campus approval and submission into APPEAR.
2. If the area certificate is to be offered through oversees partnerships, approval of the Office of Overseas Programs must be included prior to campus approval and submission into APPEAR.

• Campus Approval
  
  1. Campus Faculty Approval
     • Please include minutes, memo, or other communication indicating approval and date from the appropriate campus-level curriculum committee.
  2. Campus Academic Officer Approval
     • As the entry into APPEAR is completed through the EVCAA-level offices, approval at this level is implied on submission.

• Program Change Request Form
  1. Complete Sections 1, 2, 3-A.1, and 4

APPEAR entry

• Enter as "Transcript Notation" (due to APPEAR limitations)
• Please upload all documentation, as noted above.

Approval pathway
(after any necessary contingent approvals (Office of Online Education, University Graduate School, Office of Overseas Programs)

•  Area certificates: ALC (info)

Required Documentation

• Contingent approvals.
  1. All programs requiring the approval of the University Graduate School must be approved prior to campus approval and submission into APPEAR. 

• Campus Approval
  
  1. Campus Faculty Approval
     • Please include minutes, memo, or other communication indicating approval and date from the appropriate campus-level curriculum committee.
  2. Campus Academic Officer Approval
     • As the entry into APPEAR is completed through the EVCAA-level offices, approval at this level is implied on submission.

• Program Change Request Form
  1. Complete Sections 1, 2, 3-A.8, and 4
  2. Eliminated programs, Section 4 (rationale) requirements:
     (Programs may not be eliminated if there are still students enrolled or pending graduation.) 
     • Reason for elimination
     • Date of last student enrollment
     • Date of last student graduation
  3. Suspended programs, Section 4 (rationale) requirements:
     (Programs may not be suspended if there are still accepting students for enrollment.) 
     • Reason for Suspension
     • Date of last student enrollment
     • Anticipated date of last student Graduation
  4. Reinstated programs, Section 4 (rationale) requirements:
     (Programs may only be reinstated from suspended status. If the program has previously been eliminated, it may only be reinstated through the new degree proposal process.) 
     • Reason for Reinstatement
     • Anticipated date of first student enrollment
     • Projected 5-year plan for enrollment and degrees awarded

APPEAR entry

• Enter as "Certificate/Degree/Major Termination"
  (Due to current APPEAR limitation, this entry point should be used for all degree or certificate status changes.)
• Please upload all documentation, as noted above.

Approval pathway
(after any necessary contingent approvals (Office of Online Education, University Graduate School, Office of Overseas Programs)

• Area certificates: ALC (info)