University Hall and the M trail from the oval on a bright morning

Provost

Purpose

This content was updated on October 15, 2026.

All academic programs at UM are reviewed at least every seven years to ensure program quality, alignment with institutional priorities, and responsible stewardship of resources in accordance with Montana Board of Regents Policy 303.3.

Program Review is part of the University’s integrated review and assessment framework, informed by the annual academic portfolio review cycle and the biennial student learning assessment process to support evidence-based decision making and planning.

Program Review examines whether a program:

  • Clearly defines its mission and aligns with the University’s mission and priorities;
  • Demonstrates student learning, curricular quality, and continuous improvement; and
  • Has sufficient enrollment demand, faculty expertise, and operational resources to sustain its work.

Process

This process applies to programs accredited under the University’s NWCCU institutional accreditation. Programs with specialized accreditation are reviewed by their respective accreditors under their own standards and schedules.

Self-Study

Programs prepare a comprehensive self-study using the official template and guidelines. The self-study is faculty-driven, data-informed, and written for an external audience.

External Review

An external reviewer evaluates the self-study, meets with stakeholders, and submits a written report.

Final Recommendations

The Provost and Dean meet with program leadership to review the self-study and external evaluation and to determine the program’s status. Based on the evidence presented, the program may be continued as currently structured, continued with modifications or consolidation, or recommended for moratorium or termination. Final recommendations are communicated to the program and reported to the Board of Regents in accordance with institutional and system procedures.

Improvement Plans

When appropriate, the program, Dean, and Provost develop an improvement plan that identifies priorities, timelines, and responsible parties.

Program Accreditation

Programs accredited by a specialized program accreditor will follow the Program Review procedures outlined by that accreditor. You must provide copies of all reports, self-studies, and official accreditation documents to the Office of the Provost throughout the accreditor's prescribed review cycle.

If the accreditor requires proof of institutional accreditation, please contact NWCCU using this form and select "General Accreditation Question" to make your request. The Office of the Provost will be copied on their response.

Schedule and Timeline

Program Review typically spans three academic terms (spring, fall, spring):

  • March/April: Notification and distribution of institutional data
  • May: Draft self-study to Dean
  • September: Final self-study to Provost
  • Fall: External review
  • Winter/Spring/Fall: Final meeting and recommendations
  • Fall: Board of Regents reporting

Schedules of programs to be reviewed are maintained by the Office of the Provost and the Montana University System.

Institutional Data

To support the review, the Office of the Provost provides the following materials for programs to interpret and analyze as part of the self-study:

  • Program Data Sheet (Tableau)

  • Market Analysis

This date is also provided to External Reviewers. Programs may include supplemental data to contextualize or clarify these materials. Such data should be clearly defined, analytically presented, and aligned with the expectations described in the Self-Study Guidelines.

External Reviews

Every program review includes an external reviewer, who evaluates the program’s self-study, interviews stakeholders by Zoom or phone, and submits a written report. Programs complete the following steps.

Step 1: Recommend Reviewers (due September 1)

Prepare a list of five potential external reviewers in consultation with your Dean, ranked in order of preference, and submit it to the Office of the Provost by September 1. Choose reviewers based on the program’s current characteristics (doctoral, master’s, baccalaureate, research profile). Do not include anyone with a perceived conflict of interest, such as former students or close collaborators within the last three years.

You do not need to contact potential reviewers beforehand. The Office of the Provost makes the final selection, confirms the reviewer’s availability, and sends a letter of invitation describing the review process and the expectations for the written report. The Office of the Provost also sends the reviewer the program’s self-study.

Step 2: Schedule Interviews

Once the Office of the Provost has sent the official invitation, the program schedules and organizes the reviewer’s interviews. Interviews are conducted remoted via Zoom or Teams and should include:

  • Students (undergraduate and graduate, if applicable)
  • The Chair/Director and program faculty
  • The Dean and Dean of the Graduate School (if applicable)
  • The Provost, Vice Provost, and Vice President for Research and Creative Scholarship (if applicable)

The program and reviewer are welcome to add additional meetings or alternate combinations or constituents. Plan approximately 30 minutes per interview. Group meetings are encouraged, when possible, to make the best use of the reviewer’s time. Confirm with the reviewer about who will create the links and calendar invites for the meetings.

Step 3: Arrange the Honorarium

Reviewers are offered an honorarium in their invitation letter. These are funded by the program in consultation with the Dean’s Office. As soon as the reviewer accepts, notify your college AFO and arrange to pay the honorarium upon receipt of the external review report. Payment processing takes time, so give them as much notice as possible.

Frequently Asked Questions

  • All degrees, concentrations, certificates, and standalone minors listed in the Montana University System inventory are subject to review on a seven-year cycle. Programs that carry specialized accreditation are reviewed by their respective accreditors according to their standards and schedules. They are subject to the same process for final recommendations and reporting to the Board of Regents as all other programs.

  • Academic portfolio review tracks enrollment and sustainability trends annually. Student learning assessment evaluates program learning outcomes and improvement efforts. Program Review integrates both quantitative and qualitative evidence, including a comprehensive self-study and external review, to evaluate overall program quality, alignment, and long-term viability.

  • Approximately 20 pages, or 8,000–10,000 words, excluding appendices.

  • The Provost and Dean meet with program leadership to discuss findings and determine next steps. Recommendations are reported to the Board of Regents.

  • Yes. Reviews may result in improvement plans, curricular revisions, consolidation, or other strategic actions consistent with institutional priorities.

  • Yes. Any decision to modify, consolidate, place into moratorium, or terminate a program is treated as a Program Modification or Level I proposal. Such proposals are submitted by the program or the administration (moratorium or termination only) to Faculty Senate for review and recommendation under established governance procedures before proceeding to the Board of Regents.

  • Vice Provost John DeBoer at john.deboer@umontana.edu