University of Minnesota Duluth

Academic Affairs

CLA Academic Affairs Committee


This advisory committee to the Dean currently recommends and oversees policies on curricular matters, including course proposals.

Department Heads and/or faculty members are welcome to contact Sheryl Grana or Pam Spencer with any questions.


Committe Members

SOC-ANTH – Sheryl Grana, Chair
AIS – Ed Minnema
COMM – Elizabeth Nelson
ENGL – Rochelle Zuck
FLL – Maureen Tobin Stanley
GUESS – Laure Charleux
HIST – Gideon Mailer
PHIL – Jeanine Weekes Schroer
POL – Cynthia Rugeley
WGSS – Tineke Ritmeester
WRIT – Will Salmon
CLA – Olaf Kuhlke (ex officio)
CLA Advising – Pam Spencer (ex officio)
Student[s]: Brandon Hartung

Contents

Meetings


Please review the following points:

1. Please click here to visit the VCAA for deadlines and forms

2. The committee will only be meeting on scheduled dates and will only be reviewing proposals which have been submitted by noon the Wednesday prior to a meeting; no last minute proposals will be reviewed.

3. Proposals must be signed by the Department Head. Only the original paper copy is delivered to Pam Spencer (the committee will be reviewing proposals on Google Docs/Drive).

4. Faculty submitting a proposal are encouraged to come to the meeting when their proposal is being reviewed. If they do not attend, their department representative is responsible for presenting the proposal.

5. If a department representative is absent the day their department proposal(s) are on the table, the proposal(s) will not be considered until the next meeting (when the representative is present).

6. Proposals should be completed thoroughly including up-to-date bibliographies, consultation with other affected departments.

The listed Mondays at 3 p.m. - 4:30 p.m. in KPlz 302

Fall 2014

  • September 8
  • September 22
  • October 13
  • October 27
  • November 10
  • November 24

  • Spring 2015

  • January 26
  • February 9
  • March 2
  • March 23
  • April 13
  • May 4

  • CLA Academic Affairs Committee Policies and Procedures


    CLA:
    • Course Proposal Cheatsheet (PDF)
    • CLA Cross-listing Guidelines (PDF)
    • CLA Low Enrollment Policy (PDF)
    • CLA Constitution
    • Discontinuing a program: On letterhead, the department head sends a letter to the CLA Dean's office. Within the letter the following must be included: the last term students will be admitted, last term they may graduate, the reason to discontinue the plan (300 characters or less), a transition plan (1000 characters) and any instructions that should be listed in the UMD Catalog. For example, when CEHSP discontinued the Elementary and Middle School Education program a note was included within the UMD Catalog to inform students to see the Integrated Elementary and Special Education program. 

      Once the Dean approves the request, the letter and the Dean's written approval will be sent to VCAA, then to EVCAA and finally to the Board of Regents.
    • Program Change Policy: It is the policy of the UMD College of Liberal Arts that program changes may occur every two years commencing with the 2014-2015 academic year. Adding courses can occur during the two year cycle, although program/major/minor changes may only occur during the change year. Departments are encouraged to consider the impact of changing a program (major or minor). When a program is changed, the new requirements are effective the next fall term. Students who elect to follow the new requirements make the formal request by contacting the CLA Advising office.

    VCAA:
    REACTIVATING A COURSE: To request reactivation of a course, all elements of the course must be reviewed. Include in the course proposal: rationale, updated bibliography, description, etc. Review all elements of the inactive course within ECAS.

    PROGRAM PROPOSAL


    Proposal must be presented at the CLA Assembly prior to AAC. Departments are encouraged to have program proposals submitted to Pam Spencer at least four weeks before the deadline.

    Please click here to visit the VCAA for deadlines and forms

    PROCESS:

    • Complete all relevant items on the New Undergraduate Program Proposal Form. (Delete the 'bulleted' items at the beginning of the form.)

    • Circulate proposal for departmental approval.

    • If approved, the Department Head signs the New Undergraduate Program Proposal Form. (signature required)

    • This paper form (original) is delivered to Pam Spencer by noon Wednesday before the December meeting.

    • Preliminary review of the form will be done by Pam Spencer. If no changes are needed, the form is scanned and routed through Google Docs/Drive to the committee members.

    • Committee members may review and comment online. Comments will be referenced at the committee meeting.

    • At the committee meeting, the faculty member (or departmental representative) will present the proposed program and answer potential questions from the committee.

    • If approved and no changes are needed, the Dean will review and sign the New Undergraduate Program Proposal Form. A letter of support from the Dean is required.

    • The form is sent to VCAA for processing in PCAS.

    Approved program proposals become effective the next fall semester.


    Tips & Information


    PROGRAM CHANGES


    DISCONTINUED: The department head submits a formal letter with the following information: reason for discontinuing admission to the program, approximate term by which students may no longer graduate from the program and a transition plan.

    Submit the letter to Pam Spencer and she will forward the document to the Dean. The Dean will write a letter of support to attach to the request.

    Effect on program changes:
    Departments are encouraged to consider the impact of changing a program (major or minor). When a program is changed, the new requirements are effective the next fall term. Students who elect to follow the new requirements make the formal request by contacting the CLA Advising office.

    Please click here to visit the VCAA for deadlines and forms


    CLA POLICY:
    It is the policy of CLA that program changes may occur every two years commencing with the 2014-2015 academic year. Adding courses can occur during the two year cycle, although program/major/minor changes may only occur during the change year.

    Departments are encouraged to have their program changes to Pam Spencer before December.

    REQUIRED for title changes:
    To change the title of a major or minor requires the New Program Proposal form and rationale cover sheet.

    • The written rationale for the change must be presented to CLA Assembly. Then the written rationale and proposal are submitted to the CLA Academic Affairs committee.

    • Department Heads must complete the MS-WORD attachment cover sheet to Pam Spencer.

    • Preliminary review of the changes will be done by Pam Spencer.

    • At the committee meeting, the committee will review the proposed changes.

    • Pam will submit the document to the CLA Associate Dean or Dean.

    • Once the proposal is approved by the CLA Associate Dean or Dean, Pam will forward to VCAA.

    Changes to programs become effective the next fall semester.


    PROCESS for changing requirements:

    • Copy the entire program description found on the Degree Requirements page into MS-Word.

    • Within MS-Word indicate the changes to the program (major and/or minor) by using the ‘track-changes’ feature.
      An alternative option is to highlight the deleted and added changes in a MS-Word document.

    • Department Heads must send the altered document as an MS-WORD attachment including cover sheet to Pam Spencer.

    • Preliminary review of the changes will be done by Pam Spencer.

    • At the committee meeting, the committee will review the proposed changes.

    • Pam will submit the document to the CLA Associate Dean or Dean. (If changes are needed, the department will be consulted and the proposal will be updated.)

    • Once the proposal is approved by the CLA Associate Dean or Dean, Pam will submit the changes within PCAS.

    • Within PCAS the changes will be routed to VCAA.

    Changes to programs become effective the next fall semester.


    Add a course to a major or minor [two options]


    Open Listing - When ‘open listing’ is used within the format of a program, a program change is not required. For example, within the electives area of the communication major the option is COMM 1xxx, 2xxx, 3xxx, 4xxx. Any new course added to the COMM program will automatically be applicable to this area of the major (and minor).

    Course Listing - When course listing is used within the format of a program, a program change is required. For example, in the upper division elective areas of the English-Liberal Arts major there are menu lists. Any new course added to the English major requires a program change.

    NOTE: New courses that are applicable to a major or minor course listing must be active for fall term.

    If a course is applicable to other UMD majors or minors, the Department Heads of both departments must discuss this option and submit program changes to add this course.



    SPECIAL TOPICS & SHORT TERM PROGRAMS

    Please click here to visit the VCAA for deadlines and forms

    • Special topics follow VCAA deadlines.

    • Special Topics do not need to be presented at committee meetings.
      Established pre-reqs will be utilized. No additional pre-reqs may be added.

    • Short-term Study Abroad Programs are submitted to the International Education office and do not need to be presented at committee meetings; however, a formal course proposal must be submitted from the department offering the program.

    • Short-term and Special Topics proposals must be signed by the Department Head. Only the original paper copy is delivered to Pam Spencer (approved proposals will be shared with the committee).

    COURSE PROPOSAL


    Proposals for new courses will only be reviewed by the committee with the department head’s signature.

    Graduate Credit: If a department wants a 4xxx/5xxx/8xxx course to be listed as graduate credit, the request must be submitted to the Director of Graduate Studies in the home department. If the home department does not have a director to review the course it is sent to the UMD Graduate Council for review. Additionally, all courses requesting graduate credit are reviewed & approved by VCAA. Courses at the 4xxx/5xxx/8xxx that may not be taken for graduate credit have a notation of 'no grad credit' within the course.

    Please click here to visit the VCAA for deadlines and forms

    PROCESS:

    • Complete all relevant items on the Course Proposal Form. (Delete the ‘direction’ section of the form.)

      At least 3 references must be included in an attached bibliography.

    • Circulate proposal for departmental approval.

    • If approved, the Department Head signs the Course Proposal Form. (signature required)

    • This paper form (original) is delivered to Pam Spencer by noon Wednesday before the next meeting.

    • Preliminary review of the form will be done by Pam Spencer. If no changes are needed, the form is scanned and routed through Google Docs/Drive to the committee members.

    • Committee members will review and comment online. All members will enter a comment. Additional comments will be referenced at the committee meeting.

    • At the committee meeting, the faculty member (or departmental representative) will present the proposed course and answer potential questions from the committee.

    • If approved and no changes are needed, the Dean will review and sign the Course Proposal Form.

    • The form is sent to VCAA for processing in ECAS.

    New courses are typically available in the system within two weeks of receipt in VCAA. Once changes are processed in ECAS, the change is immediate in PeopleSoft and the current on-line course description page.



    COURSE CHANGES

    How do instructors change the instructional mode for a course?
    The instructional mode for a course is selected during the scheduled ECS Period 1. At this time, staff select which mode will be used for an upcoming term. Each section of a course may have different instructional modes. If the mode needs to be changed after ECS Period 1 closes, the department submits the request to Course Schedule Change.

    Please click here to visit the VCAA for deadlines and forms

    What the committee reviews:

    • Title (short or long title)
    • Course Description
    • Credits
    • Pre-requisites
    • Change course level (i.e. 2xxx to 3xxx level)
    To change other fields of a course, contact Pam Spencer.

    Departments are advised to review the COURSE MAPPING spreadsheet to review how any change to the course may impact programs at UMD. If changes will be made, departments are responsible for notifying other affected departments or programs.

    If a LEP course is renumbered, it does not need re-approval for LEP.

    PROCESS:

    Review the current course outline within Course Descriptions or Electronic Course Authorization System (ECAS) (Everyone with an x.500 username has access to this site.)

    If changes are needed, follow the instructions below:

    • Download the current Course Proposal or Course Change form from the UMD Academic Affairs web page.

    • Highlight all course changes.

    • Circulate proposal for departmental approval.

    • If approved, the Department Head signs the form. (signature required)

    • Deliver the form to Pam Spencer by noon Wednesday before the next meeting.

    • Preliminary review of the changes will be done by Pam Spencer. If no changes are needed, the form is scanned and routed through Google Docs/Drive to the committee members.

    • Committee members may review and comment online. Any comments will be referenced at the committee meeting.

    • At the committee meeting, the committee will review the proposed changes.

    • If approved and no changes are needed, the AAC chair signs the form and Pam forwards the document to the CLA Associate Dean or Dean.

    • If approved and no changes are needed, the CLA Associate Dean or Dean will forward the document to VCAA.

    Normal processing time on a course change is 4-5 work days.


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