Memo
To: Deans, Chairs, Directors, Chairs of Program Committees
From: Heather Pollock, Acting, Coordinator of Undergraduate Curriculum and Chair, Calendar Review Committee
Date: November 2008
Re: Calendar Changes- 2010-2011 Undergraduate Calendar
Department/School curriculum committees and Program Committees should now be preparing submissions for the 2010-2011 Undergraduate Calendar. The deadline to submit changes from Program Committees to the Calendar Review Committee will be April 10, 2009. As such, deadlines for submission of changes to local Program Committees will likely be considerably earlier. Be sure to consult the Chair of your Program Committee for internal deadlines.
The 2010-2011 Undergraduate Calendar will be posted to the web on February 1, 2010. Therefore, changes to course prerequisites, additions of new courses, etc. are in effect as of Summer 10, Fall 10 or Winter 11. Exceptions to this would be new course offerings specially requested and approved for trial course offering in Winter 2010. Requests for trial offerings should be made by the Department/School Chair/Director to the Coordinator of Undergraduate Curriculum. For detailed timelines, see the last page of this memorandum.
[Reminder: the calendar cycle for the 2009-2010 Undergraduate Calendar is CLOSED. Edits to the draft are in process and the final version of the Undergraduate Calendar will be published on the web on February 1, 2009. Our thanks to those departmental and program contacts who have worked so diligently to proof the curriculum sections of the calendar.]
The Curriculum website is now updated with new calendar templates, contact information for resource staff and Program Committees across the campus. As we move toward new management system for this process, additional resources and information will be added.
CALENDAR TEMPLATES
Another change for this year is the addition of a new template, Form F, specifically developed for a change in credit weighting of a course. On the template page of the web site you will find guidelines and recommendations for the use of Form F. If you have any questions regarding the use of this new form please feel free to contact this office.
This year we will once again use a form- fillable format for some of the calendar templates and will accept templates from Program Committees in electronic format only for the 2010-2011 cycle.
The templates are available for download from the templates page (http://www.vpacademic.uoguelph.ca/avpa/curriculum/undergraduatecalendars/) on the Undergraduate Curriculum website (http://www.vpacademic.uoguelph.ca/avpa/curriculum/). Guidelines for submission to the Calendar Review are also posted on the same page.
Please ensure you are using the 2009/10 calendar copy for your revisions and not the 2008/09 calendar. The 09/10 calendar will be released on February 1st, 2009 (draft available Nov. 2008).
NEW DEGREE PROGRAM, MAJORS, MINORS, AREA of EMPHASIS OR CONCENTRATION, ARTICULATION AGREEMENTS:
As part of the 21C recommendations to streamline the current approval process all new degree programs, majors, minors, areas of emphasis or concentration, or articulation will be reviewed by the AVPA. Recommendation from the Enrollment Coordinating Committee (ECC) will no longer be required. Full details on the revised process and requirements to be submitted to the AVPA as well as the Coordinator of Undergraduate Curriculum (CUC) are posted on the AVPA’s web site (http://www.vpacademic.uoguelph.ca/avpa/ec/).
CHANGES, ADDITIONS, DELETIONS
All changes, additions or deletions must be submitted on the calendar templates and must be approved by the Chair of the Program Committee as well as the Dean of the College providing funding and resources for the program/ course.
Evidence of consultation with other program committees where a Schedule of Studies may be impacted by proposed changes is also required before the submissions can be forwarded to the Board of Undergraduate Studies via the Calendar Review Committee. (Entering a course code on the PIMS screen of Colleague will display all degree programs and specializations using that course. Cross-reference this with the degree and specialization information in the Undergraduate Calendar.)
There is a new template added for this year, Form F. This template was specifically developed for a change in credit weighting of a course. On the template page of the web site you will find guidelines and recommendations for the use of Form F. If you have any questions regarding the use of this new form please feel free to contact CUC office.
If a course is offered via distance education, proposed changes must be submitted to the Office of Open Learning via Mary Komarnitsky (mkomarn@open.uoguelph.ca) ext. 56749.
Note: The course addition template specifies that the course title should be 30 characters or less. This is required by the Colleague software that prints the transcripts. If a course title exceeds 30 characters, the title is truncated automatically. It is preferable that the department supplies a title that does not require truncating.
Be sure to fill in all of the information required on the templates, including the semester offering (F,W,S) and the lecture/ lab hours (3-0, etc.). This is important information for scheduling. Changing a semester offering is considered to be a substantial change as it may impact other degree programs using the course or it may negatively impact a Coop Schedule of Studies.
A new course may change a Schedule of Studies for several different degree programs or specializations- depending on its use as a core course or restricted elective. A revised Schedule of Studies for each of those specializations must be submitted on Form D: Specialization and Program Change template.
A course addition or deletion may also change other course prerequisites. In such cases, submit Form B: Course Change template for those courses affected.
CURRICULUM CHANGE TIMELINES
Submit new degree or specialization proposals to the AVPA – Late Fall or Early Winter
Curriculum and department committees should submit proposed additions, deletions, and changes to the Program Committee and Dean - Winter 2008
(Distance Education course additions, deletions or changes must be submitted to the Senate Committee on Open Learning (SCOL). Contact the SCOL Secretary for information: scol@uoguelph.ca or ext. 56749.
Proposals approved by the Program Committee and Dean submitted electronically to the, Chair of Calendar Review Committee – January 2009 to April 10, 2009
Calendar Review Committee for recommendation for approval - January, February, March, April 2009
Board of Undergraduate Studies for approval - February, March, April, May, 2009
Senate for information and approval - April, May, June 2009
Draft of 2010-2011 Undergraduate Calendar for proofreading - November, December 2009
Official Posting of the 2010-2011 Undergraduate Calendar - February 1, 2010