Revision of a Course: Process for Approval

Resources

    Required Course Documentation
    Revision of a Course -- Flow Chart
    Process for Development & Approval
    Do's and Don'ts for course proposals

Forms:

    Cover/Approval sheet for revised courses [PDF]
    Course Impact Summary [PDF]
    Checklist for course revisions [PDF]
 
Initiator/Proposer

Ideas for a course revision may come from a variety of sources such as students, program directors, faculty members, alumni, and others. However, revisions will be planned and processed by the department offering the course. The associate vice chancellor may be consulted for advice and assistance.

The initiator develops the proposal for the revision, using the Course Revision cover sheet and following format guidelines listed on the cover sheet and described further under "New Course Implementation." Note that graduate-level courses, General Education and Racial and Ethnic Studies courses require approval of the respective committees, and specific documentation must be included for each.

Department Chair

The department chair assigns a department member who will develop the revision and follow it through the approval process. Impacts of the revision on other courses, on programs which may utilize the course, and on resources are determined. A Course Impact Summary form accompanies the course proposal. This form is completed and shared with program directors and department chairs before submission to the CIC.

Department

The department member assigned to the revision develops the proposal in consultation with the chair. Follow the format and instructions for a course revision as guides. Directors of major programs which involve the course are informed of the revision, and their support is sought if the proposed revision impacts on the program(s).

The department reviews the proposal in terms of completeness, quality, appropriateness relative to other courses of the department, impact on resources, and impact on programs which may utilize the course. The proposal is approved, modified or rejected.

The signature of the department chair on the cover sheet indicates departmental approval. The chair submits the approved revision to the appropriate college council for further action.

College Council and Dean

The college council and dean review the proposal and determine whether the revision results in an improved, quality offering. They determine the impact on total college offerings, programs that utilize the course, and resources of the college. How will this proposal affect the overall budget; i.e., new faculty, overload for current faculty, new equipment or other resources? How will this proposal affect workload for faculty; i.e., number of credits, number of preparations, faculty/student ratio, change in lab hours per faculty member?

The proposal is approved, modified, or rejected.

The signature of the college dean on the cover sheet indicates approval of the college council and dean. The proposer (person assigned to revision) and initiator are informed of the action and of any subsequent action to be taken. If the revision is approved, the dean's office forwards the proposal, submitting an electronic copy and a signed original to the associate vice chancellor for placement on the Curriculum and Instruction Committee agenda. The Provost's Office will assist in scheduling for other required approval committees as appropriate, such as the General Education Committee, Ethnic Studies Curriculum Advisory Committee, and Graduate Education Committee. The Course Impact Summary accompanies the request.


General Education Committee

The GEC reviews General Education course revisions to credit, content, and objectives to reaffirm that they meet GE objectives, definitions, and category criteria. The proposer presents the course to the GEC.

As GE courses are revised, a plan for assessment should be included or updated. Be sure that the revision includes a list of the GE objectives addressed by the course. Those objectives can be found on the original course proposal or on recent revisions of the course. For more information, link to GE Classification and Assessment.

GE course revisions should include the General Education Committee Approval sheet. Fill in as much as possible for the course and follow instructions for content inclusion.

Racial and Ethnic Studies Curriculum Advisory Subcommittee

The advisory committee reviews and recommends to the CIC a category for each course submitted as qualified to help meet the Racial and Ethnic Studies graduation requirement. Course objectives and content outline should reflect the inclusion of ethnic studies content. Proposers are requested to present the course to the advisory committee.

Graduate Education Committee

The Graduate Education Committee acts on requests for approval of new and revised graduate courses. Approved courses are forwarded to the Curriculum and Instruction Committee. A member of the Graduate Education Committee is elected to serve on the Curriculum and Instruction Committee to represent concerns of the GrEC.

In the case of graduate courses, the following points will be considered:

  1.     The course is not identical with another course offered for undergraduate credit in the university.
  2.     The course ordinarily would be taught on the basis of previous work and prior knowledge, and be other than a preliminary introductory course at a basic level.
  3.     The maturity level of the students enrolled may be considered.
  4.     The level of abstract thinking required may be greater than that of the usual undergraduate course.
  5.     The extent of the content covered (the total amount to be learned) may be greater than in an ordinary undergraduate course.
  6.     More independent study may be required on the part of the student; the learning experience may be classifiable as a synthesizing experience.
  7.     The suitability of the text, or the availability of supplementary texts, should be commensurate with the level of the course.
  8.     The course will be utilized in one or more graduate level degree programs. In those instances in which the course will not be so utilized, the provost will consider the appropriateness of the course at the level proposed and whether or not the course is within the mission of the university.


Curriculum and Instruction Committee

The Curriculum and Instruction Committee reviews the proposal from an instructional viewpoint relative to quality, relationship to other offerings, and desirability of the revision. If any unusual ramifications for resources are apparent, the committee may recommend further study.

The minutes of the Curriculum and Instruction Committee meeting will record the action of the committee. Actions and minutes are forwarded by the associate vice chancellor to the provost for further action.

Provost

The provost reviews the proposed revision submitted as part of the minutes of the Curriculum and Instruction Committee by the associate vice chancellor. The proposal is reviewed in terms of possible implications or other offerings or budgetary considerations, and relationship to university mission.

The provost approves, modifies, or rejects the proposal. The recommendations of the provost and actions of the Curriculum and Instruction Committee are forwarded by the associate vice chancellor to the chancellor for final action.

Chancellor

The chancellor reviews the proposed revision and the recommendations of the Curriculum and Instruction Committee (in minutes) and the recommendation of the provost. The revision is reviewed in terms of impact on other offerings, budget, and mission to the university.

The chancellor approves, modifies, or rejects the proposed revision, and notifies the associate vice chancellor of the action taken. Implementation of the revision may proceed, given final approval by the chancellor.

Associate Vice Chancellor

The signed approval sheet with signatures and recommendations of the provost and chancellor are filed in the Provost's Office. Copies are sent to the Registration and Records, each college, and the library. The Provost's Office records the change as a part of the university offerings.  All records and files on the course are updated accordingly.

Department

The department implements the approved revision.

Exception to the Approval Process: Revisions of Courses

In very rare instances the provost may give tentative approval of a course revision without that revision having first been processed through the required approval steps. In such instances, the dean of the college in which the course is housed will petition the provost in writing (by memo) to approve the revision by exception. Course documentation must be as complete as possible, and all of the following conditions shall apply:

    Circumstances beyond the control of the proper department did not allow time for the course revision to be submitted through the normal approval process before the revised course is to be offered.
    The need for the revised course is valid and well documented.
    The scheduling of the revised course cannot be delayed to allow for processing through the regular approval process.

If the Provost approves the revision to the course, the following is stipulated:

    The revised course may be taught only once. If it is desired to schedule the course for further offering, the revision must be processed and approved through the normal channels. If this is not done, the course reverts back to its original state (before revision) after the one allowable offering.
    The course revision forms and the written approval of the provost will be submitted to the approving agencies as an item of information and record.
    The associate vice chancellor will keep a record of such course revisions and approvals by exception.