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Academic Affairs

CLA Academic Affairs Committee

This advisory committee to the Dean currently recommends and oversees policies on curricular matters, including course and program proposals for undergraduate and graduate programs. Department Heads and/or faculty members are welcome to contact Jeanine Schroer (spring 2020) or Pam Spencer with any questions.

Spring 2020 Meetings
Room:  302 Kirby Plaza (conference room)
Day/Time: Mondays at 3-4:30pm on the following days:

COMING SOON

VCAA Deadlines & Forms
CLA submissions follow the meeting dates of this committee.

UMD Curriculum Sub-Committee
Committee minutes: Google Folder

COURSES: changes, new & more
CLA course change form (CLA reps can submit requests.) CLA course change database (view only).

Effective Term CLA Deadline Date (Wednesday at noon) VCAA Deadline Date
Spring (Lib Ed Prog approval) September 18, 2019 February 1 (as of March 2019)
Spring (course changes, new courses, topic titles*, online addendum) September 18, 2019 October 1
Summer (new courses, topic titles*) September 18, 2019 October 1
Summer term (course changes, online addendum) October 16, 2019 November 1 (as of spring 2019)
Fall term (course changes, new courses, topic titles*, online addendum) October 16, 2019 November 1 (as of spring 2019)

* Topic Courses can be scheduled during the Course Scheduling period. Departments must submit the title prior to registration for the term the topic is offered.

Lib Ed Program course proposals:  February 1 deadline (VCAA) to be effective the next fall term.
NOTE: This committee does not manage or review LE course requests, but forms are routed through the committee.


PROGRAM: changes & new
(including changes to sample plans

Effective Term (for CLA) Deadline Date
Fall 2020 Last CLA AAC meeting of Spring term (as of February 2019)

Please review the following points for our committee:

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. Once signed, either a paper or digital copy is delivered to Pam Spencer. View the INSTRUCTIONS of this page for a menu of curriculum options.

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. Some changes to proposals may be done during the meeting, if the person who submitted the proposals is in attendance. If changes cannot be made at the meeting, the proposals are sent back to the department for clarification and resubmitted.

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

6. Proposals should be completed thoroughly including up-to-date bibliographies and consultation with other affected departments within CLA or across campus.

Committee Members for fall 2019-spring 2020

American Indian Studies – Wendy Smythe
Anthropology, Sociology & Criminology - Jeff Maahs
Communication – Ryan Goei (fall), Aaron Boyson (spring)
English, Literature & Writing Studies – Craig Stroupe
Geography & Philosophy – Jeanine Schroer
History, Political Science & International Studies – Natalie Belsky &/or Joseph Staats
World Languages & Cultures – Maureen Tobin Stanley, Chair
CLA – Jason Ford, Assoc Dean (ex officio)
CLA Advising – Pam Spencer (ex officio)

Student[s]: two reps are serving at this time

Instructions for CLA

  • Policies and Procedures
  • Program Proposals (including graduate programs)
  • Program Changes (includes how to inactive a program and graduate programs)
  • Add a Course to a Program
  • Topics Course
  • Short Term Study Abroad Programs
  • Course Designator/Subject (how to request a new designator/subject)
  • Course Proposal (including graduate courses)
  • Course Changes (how to inactive/reactivate a course, changing the level of a course, graduate courses)
  • Liberal Education Course Proposal
    NOTE: This committee does not manage or review LE course requests, but forms are routed through the committee. VCAA deadlines by term:
    March 2019: The Liberal Education Subcommittee passed that future liberal education courses will be added once a year to the Fall semester catalog. Liberal education course proposals will no longer be reviewed on a rolling basis, rather, there will be a single annual review period during the Spring semester each year. The deadline to submit all liberal education course proposals is February 1st. 
  • Online Addendum (see VCAA site for form; submit to CLA AAC for routing; effective S18 any level of online instruction requires the online addendum)

CLA Academic Affairs Committee Policies and Procedures

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VCAA resources: 

PROGRAM proposal

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Proposal must be presented at the CLA Assembly prior to AAC.

Please click here to visit the VCAA for deadlines and forms

PROCESS:

    • Approved changes will go into effect for the next even fall term. (as of 2014)
    • Departments are encouraged to have program proposals submitted to Pam Spencer at least four weeks before the SPRING deadline. (The deadline is the last CLA AAC meeting in spring.) (as of February 2019)
    • 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 other departments are involved, include their approval as well.
    • 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 last meeting in the spring term.
    • 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

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CLA POLICY 
Adding courses to the curriculum can occur all year. Adding courses to a program/major/minor/certificate occurs every even fall term.

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 submitting their request at : z.umn.edu/clachange.

Effect on Program Changes:   
Departments are encouraged to consider the impact of changing a program (major, minor or certificate).

Changing current program
Changing title of current program
Discontinue current program

Please click here to visit the VCAA for deadlines and forms

REQUIRED for program changes:

  • Approved changes will go into effect for the next even fall term. (as of 2014)
  • Departments are encouraged to have program proposals submitted to Pam Spencer at least four weeks before the SPRING deadline. (The deadline is the last CLA AAC meeting in spring.) (as of February 2019)
  • Copy the entire program description found on the Major/Minor 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.
  • Circulate proposal for departmental approval. If other departments are involved, include their approval as well.
  • Department Heads must send the altered document as an MS-WORD attachment including PROGRAM CHANGE cover sheet to Pam Spencer.
  • Dept reps are required to schedule time with Pam to discuss programming and formatting. Preliminary review of the changes must be done by Pam. 
  • 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.

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 TITLE CHANGE 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.

DISCONTINUED programs: 
The department head completes the Discontinued Program Proposal form.

Submit the form to Pam Spencer and she will share the form with the committee. After the committee reviews the proposal, the form is submitted to the Dean for review. If approved, the Dean will write a letter of support to attach to the request. All documents will be forwarded to VCAA for review.

NOTE: If courses will be inactivated due to the discontinuation of a program, the department head or coordinator must notify all affected UMD programs (see Course Mapping). The department head sends an email detailing what course(s) to inactivate to the Associate Dean. If approved, the Associate Dean, sends the request to VCAA. If specific courses will be changed to a different designator (CST to ANTH), these changes follow the course change instructions found on this site.

Discontinued programs may be effective either fall or spring semester.

Add a course to a major or minor (two options)

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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.

TOPIC course

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Please click here to visit the VCAA for deadlines and forms 

CLA Special Topic Google Spreadsheet containing all proposed topic courses (xx95) since fall 2013.

How to submit a topic course (xx95):

If your department has an approved course for TOPICS follow these procedures:

Topic proposals follow VCAA deadlines and must be submitted prior to the next Department Head meeting. Topics proposals are submitted to Pam Spencer.  Faculty are reminded to only complete the fields on the proposal form relevant to a topic (see area titled Requesting - Special topics course). The form must have the department head signature. A digital copy of the form (WORD format to accommodate potential changes) and paper copy is submitted to Pam. She will review the proposal form and contact the faculty member proposing the topic if changes are necessary.

NOTE:
The short title for topics courses is limited to 30 characters which may include the ‘T:’.
The long title is limited to 50 characters, which may include the ‘T:’.

The proposal will then be reviewed by Department Heads. This review process allows for wider collegiate knowledge of Topic offerings. This review is for information dissemination and sharing, not approval. The Dean will review proposals. Pam will share the proposal with the committee and forward it to VCAA for final decision. Topics do not need to be presented at the committee meeting, but will be shared. Established pre-reqs will be utilized. No additional pre-reqs may be added.

How to submit a topic for a second time:
Following VCAA deadlines, send an email request including the following to Pam Spencer (four business days before the deadline).

  • Term the topic was last offered
  • Term requesting to offer the topic a second time
  • Instructor
  • Short and long title (must match first offering)

Pam will assign a CLA tracking number to the request and forward the email to the Associate Dean. This request will be shared with committee. If approved, the Associate Dean will forward the email to VCAA.

NOTE: A department wishing to offer a TOPIC for a third time must submit a course proposal through the regular approval process to convert this topic to a regular course.
 

SHORT TERM study aboard programs

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Faculty members may propose a short-term study abroad experience in consultation with the UMD Study Abroad office. Each short-term program MUST have a UMD department course equivalent. This requires a UMD course proposal.

What is required to propose a short term study abroad program?

The ‘Short-Term Program Proposal’ and the ‘UMD Course Proposal’ forms are submitted at the same time to the CLA Academic Affairs committee. Submitting a short-term program proposal follows the same process

For this committee:

  • Review the deadlines for this committee.
  • DEADLINE to submit for any term follows the CLA Academic Affairs schedule (not the Study Abroad schedule ). This schedule aligns with the VCAA schedule.
  • Complete a ‘ UMD Course Proposal ’ form downloaded from the VCAA site.
  • Contact Pam Spencer for the following:  Subject & Catalog Number
  • Submit the Course Proposal form and the Short-Term Program Proposal form (approved by Study Abroad) together to this committee.

For the Study Abroad office:

  • Review the Study Abroad website for deadlines.
  • Complete the ‘ Short-Term Program Proposal ’ form provided by the Study Abroad office.
  • Regarding the form, contact Pam Spencer for the following: Dept. & Course #. This assignment is crucial for programming (Program changes, APAS and Grad Planner).
  • Submit the ‘Short-Term Program Proposal’ form to IPS for approval. (REQUIRED signatures for approval: Instructor, Department Head and CLA Dean).

Course designator/subject

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Changing a Current Designator: It is advised not to change designators. If WS/WGSS courses have the same curriculum it is best if the courses are setup with the same Course ID, different Subjects which allows the "last attempt counts for academic credit" policy to be easily implemented. All of the transfer and test credit programming of the faculty articulation decisions will have to be updated for all WS courses across all colleges, and every degree program that specifies that a degree requirement can be satisfied by a "WS" course will have to be modified to accept a "WS" or a "WGSS" course for requirement completion.

How to request a new designator/subject for your department?
Proposals (memo format) are submitted to this committee for review. The Provost office makes the final decision on new designators. This link is from their office and notes guidelines for their approval: Request for Course DesignatorPlease note, the form is filled out by the UMD VCAA office and sent to the Provost office after EVCAA approval. As with other system changes, these things take time. Proposed courses with the new designator/subject cannot be processed until the new designator is requested (and assumed approved). The proposed courses can be approved, along with a new program, but the courses cannot be entered into the system or scheduled without final approval from the Provost office. Since the Board of Regents reviews program proposals, their schedule determines when items will be reviewed.

COURSE proposal

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

Liberal Education Program Course Proposal  
NOTE: This committee does not manage or review LEP course requests.

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.
  • 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

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How do instructors change the instructional mode for a course?

The instructional mode for a course is selected during the scheduled CCS 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 CSS 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:

  • Course level requires a NEW COURSE PROPOSAL. (Proposals to change a course from a lower division (1xxx/2xxx) to an upper level course (3xxx/4xxx) or the other way around.)
    • (If changing the course level, explain rationale. This will affect all current transfer course evaluations. If the course currently applies to LEP, it does not need re-approval for LEP.)
    • Courses that change level are NOT listed as equivalent. Students who take both courses will receive credit for both courses.
  • Course title (short title: 30 characters (for transcript); long title: 100 characters (class schedule, APAS; will cut off at 30 characters)
  • Course number (not level)
  • Course description
  • Course typically offered (many options)
  • Credits (i.e. 3cr to 4cr) (include reasoning behind the credit change and what will be removed or added to the course)
  • Grading option: (A/F only, A/F or Audit, S/N only, S/N or Audit, Audit only, Student option)
  • Pre-requisites
  • Repetition of a course

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.

PROCESS: (updated 3/20/2018)

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.)  

Course changes are discussed with the department and reviewed by the department head. Once approved, the CLA dept rep on this committee submits the proposed changes through this form:
Proposed CLA course change form (Google form accessed by CLA dept reps on this committee.)

  • The form will identify all proposed course changes and will be presented to the committee. Upon committee approval, the document is reviewed by the Dean.
  • Upon Dean approval, changes will be submitted by Pam Spencer and sent to VCAA for final approval through ECAS.

REACTIVATING A COURSE: To request reactivation of a course, all elements of the course must be reviewed (rationale, updated bibliography, description, etc.). Review all elements of the inactive course within ECAS. The department rep submits the request through the Proposed CLA course change form (Google form accessed by CLA dept reps on this committee.). 

INACTIVATING A COURSE: For individual or multiple courses, the department head or coordinator must notify all affected UMD programs (see Course Mapping). The department rep submits the request through the Proposed CLA course change form (Google form accessed by CLA dept reps on this committee.). 

These processes may change to accommodate needs. Normal processing time on a course change is 4-5 work days and will be effective the first day of the next term.

Page last updated: June 25, 2019 by Pam Spencer, CLA Advising