Academic Affairs


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CLA Academic Affairs Committee

This advisory committee to the Dean currently recommends and oversees policies on curricular matters, including course and program proposals. Department Heads and/or faculty members are welcome to contact Maureen Tobin Stanley or Pam Spencer with any questions.

2016-17 Google Spreadsheet containing all proposed/new/changed/discontinued programs & courses. The spreadsheet is viewable for all U of MN employees.

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

Fall 2016 - Spring 2017 Meetings

Room:  302 Kirby Plaza (conference room)
Time: 3-4:30pm on the following days:

Sept 12, 19
Oct 17
Nov 14
Dec 5
March 20
April 10

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 and consultation with other affected departments within CLA or across campus.

Committee Members

AIS – Erik Redix
COMM – Elizabeth Nelson  
ELWS – Josh Bernstein
FLL – Maureen Tobin Stanley, Chair
GUESS – Laure Charleux
HIST – Rosemary Stanfield-Johnson
PHIL – Jeanine Weekes Schroer (Eve Rabinoff - fall 2016)
POL – Cynthia Rugeley (Geoff Sheagley - fall 2016)
SOC-ANTH – Jeff Maahs
WGSS – Tineke Ritmeester
CLA – Olaf Kuhlke (ex officio)
CLA Advising – Pam Spencer (ex officio)
Student[s]: (may have 2 students)

Contents of this Page

CLA Academic Affairs Committee Policies and Procedures

CLA:
Changing a Current Designator: 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.

Discontinuing a program (see Program Changes)

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: 

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

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.

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.

Please click here to visit the VCAA for deadlines and forms

REQUIRED for program changes:

  • 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.
  • Department Heads must send the altered document as an MS-WORD attachment including PROGRAM 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. (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 over 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 submits a formal letter with the following information: 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.

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. 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)

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

Please click here to visit the VCAA for deadlines and forms 

How to submit a topic course (xx95):

If your department has an approve 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

Faculty members may propose a short-term study abroad experience in consultation with the UMD International Programs Services (IPS) 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 IPS 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 IPS) together to this committee.

For the International Programs and Services (IPS) office:

  • Review the IPS website for deadlines.
  • Complete the ‘ Short-Term Program Proposal ’ form provided by the IPS 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 proposal

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

Liberal Education Course Proposal  
NOTE: This committee does not manage or review LE 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

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:

  • Title (short or long title)
  • Course Description
  • Change Course Level (i.e. 2xxx to 3xxx level) (include reasoning behind the course level change and what will be removed or added to the course)
  • Credits (i.e. 3cr to 4cr) (include reasoning behind the credit change and what will be removed or added to the course)
  • Online Addendum (effective for fall 2017 courses and beyond; required for primarily and completely online)
  • Pre-requisites

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:

  • The department head sends an email which includes a current view of the course and proposed changes to Pam Spencer. INCLUDE the reasoning behind the change and attach any supporting documentation. (Reminder...review all fields of a course before submitting.)
  • Pam submits the changes on a shared Google Doc.
  • The document will identify all course changes and will be presented to the committee. Upon committee approval, the document is shared with the Dean.
  • Upon Dean approval, the document will be shared with VCAA for final approval. A copy will be saved for CLA records.

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.

INACTIVATING A COURSE: For individual or multiple courses, 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 forwards the request to VCAA.

Process may change to accommodate needs. Normal processing time on a course change is 4-5 work days.

Page last updated: December 2, 2016 by Pam Spencer, CLA Advising