+ UEC Orientation Fall 2014

+ Agenda Undergraduate Course and Program Approval Policy (#21) and approval procedures Calendar deadlines Minimum timelines for approval processes UEC Screening Subcommittee and CWC Course approval processes Program approval processes

+ Policy and Procedures Undergraduate Program and Course Approval policy (#21) Procedures have been removed from the policy, and are now approved by UEC

+ Procedures Different approval processes based on the type of proposal or change: Minor course changes Major course changes and new courses Minor program changes Major program changes New programs

+ Calendar deadlines Calendar Deadlines Fall calendar Winter/Summer calendar Major program changes January UEC meeting (Jan. 30, 2015) June UEC meeting Minor program changes All course changes February UEC meeting (Feb. 27, 2015) September UEC meeting Calendar copy editsMarch 15September 30 Publication dateApril 30October 31

+ Minimum timelines for approval Approximate timelines based on steps required for approval: Courses New courses and major changes: 4-5 months Minor changes: 2-3 months Programs New: 18+ months (including concept paper) Major changes: 7-8 months Minor changes: 4-5 months

+ Changes to the approval process Creation of UEC Screening Subcommittee Reorganization of some steps: Old: Department > CWC > Faculty Council > UEC New: Department > Faculty Council > UEC Screening Subcommittee > CWC > UEC

+ UEC Screening Subcommittee Membership: UEC Chair OReg representative UEC Assistant UEC Faculty member UEC Advisor CFO/Senate Budget Committee representative Will meet twice monthly as required Faculty Council assistants will submit proposals following Faculty Council and Dean’s approval

+ UEC Screening Subcommittee Responsibilities: Review all proposals for clarity, completeness, and adherence to procedures/policies Confirm whether changes are minor or major Ensure potentially impacted areas have been consulted Approve minor course changes for publication in the calendar Approve all other proposals for submission to CWC Proposals not approved for CWC will be returned for revision and resubmission to Faculty Council

+ Campus-Wide Consultation (CWC) Previous participants such as Advising and OReg now on UEC Screening Subcommittee Opportunity for service areas and other academic units to review and give feedback on submissions Agendas will be distributed bi-weekly (following UEC Screening Subcommittee meetings) to department heads, department assistants, and CWC members (Library, Financial Aid, etc.) Developers should respond to comments during the consultation, and compile comments and responses for submission to UEC

+ Course proposals Submissions should include a memo and course outline New memo templates are available, one for new courses and one for course changes Ensure you are using a current version of the course outline form Refer to Course Outline and Prerequisite Guidelines and UFV Style Guide UFV Style Guide Changes to an existing course: Request a Word version of the current outline from Amanda Copy all information into the new form, turn track changes on, then make changes

+ Course approval processes Minor course changes In general, minor changes are ones that do not affect the nature or focus of the course, options for students, or budget Flowchart New course and major course changes Major changes affect the nature or focus of the course, options for students, and budget Flowchart

Type of changeMajor changesMinor changes Title and/or calendar description Reflects a change in nature or focus For correction or clarification Learning outcomes and/or content Reflects a change in nature or focus Does not reflect a change in nature or focus Course level Moving a lower-level course to an upper-level course and vice versa Moving a first-year course to second year and vice versa or third-year course to fourth year and vice versa Prerequisites and/or co-requisites Any change to prerequisitesEditorial change only Course details Change in number of credits or number of hours Frequency of course offering Delivery method Change or addition of a delivery method that has a cost Change or addition of a delivery method that does not affect cost Impact on other programs Affects other academic units Does not affect other academic units OtherDeletion of course PLAR options, grading system, texts, evaluation methods

+ Program proposals Proposals for changes to a program should include: Rationale memo (new memo template is available) All relevant attachments, including revised calendar copy with changes tracked Desired implementation date New program proposals will be developed in conjunction with the Program Development Office

+ Program approval processes Minor program changes UEC has final approval Flowchart Major program changes Requires additional approval by Senate Budget Committee (SBC), Academic Planning and Priorities Committee (APPC), and Senate Flowchart New programs Requires concept paper stage, possibly external approval Concept paper development flowchart Full program proposal flowchart

+ Program approval process Minor program changes Addition of new course options, or deletion or substitution of a required course No budgetary implications Major program changes Change to the majority of courses in a program Change to program duration, philosophy, or direction Addition of new field of specialization Change in requirements for admission, residency, or continuance Change in admission quotas

+ Recap All flowcharts, tables, templates, and resources can be found on the UEC website, Information on the development of new programs can be found on the Program Development Office website,