Volume 63 - Spring 1996	Download

Guidelines for conducting a program closure by George J. Payan Program Coordinator, Program Services

The effects of economic, political and philosophical pressures in health care have initiated an increase in program closures. The difficult decisions to close programs of long standing are due primarily to financial limitations, which result in reduced supervisory staff. Continued downsizing has also led to limited opportunities for teaching and hiring technologists in certain areas. Such changes have resulted in significant refocusing of program goals.

For accredited programs, timely notification of closure or intended closure is required. The United States Department of Education (USDE) may request the release of accreditation information, and NAACLS is required to maintain accurate program records.

If a decision to close a program has been made, the program should be aware of the time frame and steps for requesting withdrawal of accreditation/approval. Remaining in good standing and being in compliance with NAACLS requirements will insure proper protection for students prior to the program's closure. A program will continue to be recognized as accredited or approved until final action by the Board of Directors.

NAACLS' Notification Deadlines

*Discontinuing by September	Notification letter due by June 1
Discontinuing by April	Notification letter due by January 1

* Programs closing prior to September are not assessed an annual accreditation/approval fee

Notification letter

The chief executive officer should send a signed notification letter to NAACLS requesting Voluntary Withdrawal of Accreditation. The following information should be included.

Effective date of closure

This date determines the accreditation/approval cycle for processing. In order to effectively schedule programs for withdrawal, NAACLS requires approximately 90 days prior notification in order to have all documentation to the review committee and to the Board of Directors.

Date of the last graduating class

This date may or may not be the same as the effective date of closure.

Reasons for closure

The reasons and rationale that led to the program's closure should be provided.

Program closure procedures

Constituencies that are affected by program closure are identified as follows. Enough time should be allowed to effectively conduct all administrative functions and procedures.

Faculty

1. Notify faculty of the intended program closure.
   
2. Fulfill all faculty teaching responsibilities through the end of the program.
   
3. Assist faculty in finding alternate careers or positions that are commensurate with their skills.
   

Enrolled students

1. Notify students of the intended program closure and the effective date. This date is usually after the academic year ends and all students have graduated.
   
2. Inform students that their eligibility to take national certification examinations is unaffected by the program closure.
   
3. Assure students of the program's continuation and accredited/approval status through to their graduation.
   
4. Provide students information regarding academic records and performance evaluations, and inform them how these will be retained for future reference. Make provisions to permanently retain student transcripts.
   

Incoming students

Notify applicants for incoming classes and allow them time to apply and enroll elsewhere. Advising should be made available to these students.

Affiliated institutions

Notify affiliated institutions at least six months in advance of the effective date of closure. Confirm with all affiliates the intent to meet contractual obligations and allow them enough time to seek out other affiliations.

Other accrediting/licensing bodies

1. Notify NAACLS immediately of the intended closure so staff may assure the accuracy of program listings and fulfill responsibilities of reporting requirements to certifying/licensing bodies and the USDE.
   
2. The program should also notify other institutional, regional or state accrediting or licensing/certifying bodies of the program closure.
   

Alternatives to program closure

When feasible, the following options are recommended in lieu of program closure.

Transfer of sponsorship

The program's accreditation/approval is transferred to another institution which agrees to sponsor the program. In some cases, the program moves intact to the new sponsoring institution, retaining its program faculty and curriculum. In other cases, the program is adapted to meet the new sponsoring institution's structure.

Change of program level

The program's level of training is changed, i. e. , from a certificate to an associate degree.

Alternate affiliation

A hospital program may choose to become a clinical affiliate of another accredited program, or an academic program may change affiliation.

Inactive Status

Programs may request inactive status if no current students are enrolled. A program is considered inactive if it has not enrolled students for 12 months or more. The following provisions also apply:

1. A program may request inactivity for up to two years.
   
2. A program may submit a Request for Extension of Inactive Status demonstrating financial support from the sponsoring institution.
   
3. The annual accreditation/approval fee is reduced during inactivity.
   

The decision to close a program is a difficult one, and programs should proceed with closure only after all reasonable options have been considered.

Contact NAACLS program services staff if you wish to further discuss these options.

Mr. Payan is the Program Coordinator for CLS/MT and Cytogenetic Technology programs

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