Background

Global Learning Hub/Study Abroad programs are reviewed annually and may be subject to closure or suspension for a variety of reasons. This resource describes the procedures for closures and suspensions, including the work of the Global Learning Hub Committee for Suspensions and Closures, that may review the existing portfolio of faculty-led programs and discuss potential suspensions and/or closures. It also provides two timelines: the process during a typical annual review; and the process during a crisis.

In a typical academic year, the Global Learning Hub Committee for Suspensions and Closures will convene early in Fall Quarter; however, if circumstances require a quicker response, the Committee may be convened off cycle. The Global Learning Hub Committee for Suspensions and Closures typically will not be engaged in crisis closures.

Decisions regarding suspensions and closures will be communicated to the Committee on International Education (CIE).

Membership Make-Up

The Committee is convened and chaired by the Associate Vice Provost, Global Education, Global Affairs, and will be comprised of two Academic Senate and two Academic Federation faculty members across the colleges and schools who are familiar with the work of the Global Learning Hub, Global Affairs. Members are expected to serve for 2 academic years.

In order to provide context, the Study Abroad Director and the Faculty Director of Academic Programs, Global Learning Hub, will serve ex officio. The Global Affairs Financial Manager may be consulted as appropriate.

The committee’s recommendations will be communicated to the Vice Provost and Dean, Global Affairs’ senior leaders, as well as the Global Learning Hub Executive Director.

The Vice Provost and Dean of Global Affairs reviews and approves or denies the committee’s recommendations.

Closure/Suspension Procedure

Steps Prior to Closure/Suspensions

1. The Study Abroad management team assesses need for program closures— permanent or temporary—and consults with program staff on annual and ad hoc basis.
2. Assessment is based on a wide range of criteria such as enrollment trends, representation of location and fields of study, faculty/partner organization conflicts, financial viability (at the individual program level and/or for an entire program model), and program quality/student evaluations.
3. After thorough analysis, the Study Abroad Director and the Faculty Director of Academic Programs for the Global Learning Hub prepare an initial list of programs under review.
4. On behalf of the Study Abroad management team, the Study Abroad Director and the Faculty Director of Academic Programs share the above findings with the Associate Vice Provost, Global Education, Vice Provost and Dean of Global Affairs, and the Global Learning Hub Executive Director.
5. The Associate Vice Provost, Global Education, convenes the Global Learning Hub Committee for Suspensions and Closures.
6. Prior to the Committee’s review, the Study Abroad Director and Faculty Director of Academic programs notify faculty and/or academic department that the program is under review and, when feasible, allow 2-4 weeks for any responses.
7. The Study Abroad Director and Faculty Director share with the Committee their recommendations re: closures and/or suspensions and the faculty/departmental responses to those recommendations.
8. The Committee reviews and discusses any potential closures or suspensions.
9. The Committee’s recommendations are communicated to the Vice Provost and Dean and Global Affairs’ senior leaders as well as the Global Learning Hub Executive Director.
10. The Vice Provost and Dean reviews the Committee’s recommendations and approves or denies recommendations for closure and/or suspensions.

The Closure/Suspension Process

1. After decisions are approved for closures and/or suspensions, the Study Abroad Director and Faculty Director of Academic Programs draft letters/emails communicating the decision to the faculty leader(s) and/or academic department(s) and share those with the Associate Vice Provost, Global Education, for approval.
2. Next, approved letters/emails are sent to the faculty leader(s) and/or academic departments.
3. After final decisions are made, the Study Abroad office also communicates the closure or suspension to academic institutions and/or other partners abroad (including the date or academic term that the closure/suspension will take effect and any other relevant details).
4. The Global Learning Hub/Study Abroad office saves all communications on the U drive for record-keeping and communicates location to Associate Vice Provost of Global Education.

Next Steps after Closure/Suspension Process

1. Enrolled students are informed of closures/suspensions, and whenever possible they are redirected to other program options.
2. Global Learning Hub/Study Abroad Program Coordinators notify enrollment team and marketing staff that program information will be deactivated or removed depending on whether the closure is temporary or permanent from program search engines, websites, publications, etc.

Timelines for Program Closures and Suspensions

• Timeline for programs that are closed/and or suspended during a typical annual review process:
  • The review process should take place before preparation for the next academic cycle begins.
• Letters/emails of notification regarding the decision will be sent to all appropriate partners after the decision and before preparation for the next academic cycle begins.

*For emergency closures/suspensions due to crises (e.g. health and safety reasons), a letter/email of notification will be sent to all appropriate partners as soon as Global Affairs has adequate information to do so.