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Procedures Regarding Limited Admission to an Undergraduate Program

Section III. Item 10.

Purpose: This information is intended to set forth the basic procedures by which a department, school, or college (hereafter referred to as "the program") may seek and gain approval to limit the admission of students. This process involves attention to both curricular and resource matters. The guidelines are intended to insure that all affected campus offices, interested students, high schools, and community college counselors have adequate notice and sufficient time to prepare for the change in the admission policies of an NIU program.

1. General Guidelines
   1. The resource implications for the limited admission program should be addressed primarily by the dean of the college in which the program seeking the limit is offered and the provost. The particular non-resource implementation issues of limited admissions should be processed through the normal curricular review process.
   2. Unless otherwise mandated by law, accrediting agency, or other external authority, a request to limit admissions must be primarily based upon limitations in the requesting program's resources.
   3. The Office of the Provost, in collaboration with the Council of Deans, will provide guidelines for the data to be supplied by those programs requesting limited admissions. The same data shall be required for either a new application or a renewal of limited admissions status.
   4. Any limited admissions program should be publicized by the program and the Offices of Admissions and Community College Relations at least six months prior to implementation.
   5. The program limiting admissions must assume responsibility for any additional processing required for the implementation. Additional resources needed should be addressed by the dean and provost.
   6. The program applying for limited admissions must consult the Directors of Admissions, Registration and Records, and the Coordinator of Community College Relations early in the process to identify possible implementation problems.
   7. Once a limited admissions policy is implemented, it applies to all students seeking admission to the program regardless of which Undergraduate Catalog is being used to satisfy other requirements.
   8. Implementation of limited admissions shall commence at the beginning of the first term (Spring, Summer, or Fall) which is at least six months after approval by the UCC. The term in which limited admissions is to be implemented will be stated in the UCC minutes.
2. The Process for Approval
   1. The approval process begins with the program submitting a request and justification for limited admissions to the dean of its college.
   2. The dean shall discuss with the provost the resource implications of the application. At the conclusion of the dean/provost discussions, the provost shall in a timely manner forward a letter of recommendation to the dean indicating concurrence or nonconcurrence with the request for limited admissions.
   3. Following the dean's and provost's consideration of resource issues, the program seeking to limit admissions shall prepare a proposal to be reviewed through the normal curricular approval process.
3. The Limited Admission Proposal
   1. The proposal should include statements from the dean of the college which offers the program and the provost supporting or opposing limited admissions on the basis of resources.
   2. The proposal should describe how limited admissions would be implemented with explanation sufficient to justify the particular procedure chosen to implement the policy.
   3. The proposal should describe provisions for students from under-represented groups and from various socio-economic backgrounds.
   4. Although resource matters are addressed primarily by the dean and provost, the proposal should include data showing the minimum/maximum number of students feasible with existing resources.
   5. The proposal must include a statement of limited admissions to be inserted in the Undergraduate Catalog . The statement must include:
      1. A description of the methods to limit admission.
      2. Provisions for transfer students.
      3. When applicable, the deadline for application and the date for notification to the student.
4. Renewal of Limited Admissions
   Justification for a program continuing its limited admissions policy shall be addressed in the year prior to the normal eight-year program review. As with an initial application, the dean and provost will need to discuss the resource implications of continuing limited admissions. Continuation or modification to the limited admissions procedure is recorded in the college curriculum committee minutes.
5. Methods Used to Implement Limited Admissions
   Subject to the normal curricular review process, the following methods may be used to implement limited admissions:
   1. Tool Courses: A restricted program may establish a set of pre-major tool courses in which the student's performance will form the basis for admission to the program. A tool course package should be designed so that the student can complete the package by the end of the sophomore year and know whether admission to the program has been achieved.
   2. Grade Point Average: A minimum overall GPA may be required for admission to a program. Once admitted, the minimum GPA required for retention in the program may not exceed the GPA required by the university unless a higher GPA is necessary to meet professional requirements.
   3. Admissions Exam: An admissions exam may be administered to students seeking admission to a program with a minimum passing or acceptable score established. Such a test should not be used as the only method for admission to a program.
   4. Maximum Number of Students: A program may establish a maximum number of students to be admitted from the pool of applicants during an academic year.
   5. Other Methods: Auditions, portfolios, recommendations, work experience, or other methods determined by the program, may be used for limiting admissions. Combinations of the several methods may be employed by a program.

Approved by Undergraduate Coordinating Council, April 2, 1992
Minor editorial change 8/20/03

Last Updated: 8/20/03