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Undergraduate Substantive Course Change Procedures 2/01 1 COLLEGE OF EDUCATION

PROCEDURES FOR SUBMITTING PROPOSALS FOR AN UNDERGRADUATE LEVEL REVISED COURSE

SUBSTANTIVE COURSE CHANGE

Substantive Course Changes include:

• Changes in content and/or objectives (and therefore catalog description) of the course

• Changes in the level of the course (upper or lower level)

Revised Course Proposals are submitted to the Undergraduate Programs Committee (UPC) where they are initially reviewed by a Subcommittee of the UPC. On approval by the Subcommittee, the Faculty Sponsor (FS) presents the proposal to the Undergraduate Programs Committee. Following their approval, the proposal is placed on the agenda for the College Council. Following their approval, the proposal is then placed on the agenda for the USF Undergraduate Council. Outlined below are the step-by-step procedures for submitting a proposal.

All forms are available both on the UPC website (http://www.coedu.usf.edu/cc/upc/upc.htm) and from the Committee Assistant for the UPC or the Associate Dean for Teacher Education.

1. Faculty Sponsor (FS)—Must be a tenured or tenured earning faculty member

• Picks up from the College of Education Committee Assistant (CA) in EDU 207N a copy of the Procedures for Submitting Proposals for an Undergraduate Level Substantive Course Change. Copies are available from the Associate Dean for Teacher Education (EDU 105) and available on the UPC web site: http://www.coedu.usf.edu/cc/upc/upc.htm. Completed samples of each form are available on the UPC web site as well.

• Submits 4 sets of the required materials listed below to the Committee Assistant of UPC at least four weeks ahead of the meeting at which the course will be reviewed so that the assigned Subcommittee can conduct the initial review. The Faculty Sponsor may make any of the changes suggested by the subcommittee before bringing the proposal to the UPC. If this is done, a revised copy must be given to the Committee Assistant for the UPC to make copies for the UPC meeting. The four sets should be organized in the order below:

a. Cover memo—addressed to the UPC giving the name, mail point, and phone number of the person who will represent the proposal to the Undergraduate Substantive Course Change Procedures 2/01 2 UPC and Undergraduate Council. The memo may also include any information that will assist the Committee in making a decision.

b. Substantive Course Change Proposal—This form is now found online at http://www.ugs.usf.edu/ugc/forms.htm. Although the Faculty Sponsor may complete the form online, a hard copy is needed for review by the UPC.

c. Signature Page--must accompany the Substantive Course Change Proposal that is signed by the Department Chair/Director of the program/department that is requesting the approval of substantive change.

d. Revised Syllabus for Undergraduate Council—contains information that is needed by the University Undergraduate Council in order to approve a substantive course change.

e. Revised Departmental Syllabus—contains information shown in the Departmental Course Syllabus and Attachment I. This is the official copy of the syllabus needed for the College files and for program review purposes.

NOTE: The New Course Transmittal Form that is sent to Tallahassee is now produced by the Undergraduate Council Office, not by the Faculty Sponsor or College.

2. Committee Chair of the Undergraduate Program Council (CC)

• Keeps one set of the materials.

• At the next UPC meeting, assigns two sets to appointed Subcommittee members to review.

• Gives remaining set to Committee Assistant for the Committee file.

3. Subcommittee (SUB)

• Reviews materials using the “Criteria for Reviewing Proposals for New or Revised Courses” form and consults, if necessary, with the Faculty Sponsor to make changes before the materials are presented to the UPC as a whole.

• Notifies the Chair of the Undergraduate Programs Committee when the proposal is ready to be placed on the agenda for the next UPC meeting. It is not necessary that the Subcommittee support the content of the proposal for it to be considered by the full Committee, only that the materials have been prepared according to directions.

4. Committee Assistant (CA) Undergraduate Substantive Course Change Procedures 2/01 3 • Places the proposal on the agenda.

• Requests Faculty Sponsor provide, at least one week before the meeting 12 sets of the materials as approved by the Subcommittee to be distributed to Committee members.

• Sends to the Faculty Sponsor a copy of the agenda showing date, time, and place for the Committee meeting at which the proposal will be considered, with a request that the Faculty Sponsor be present at the meeting. (NOTE: The UPC meets five times during each semester of the academic year. The exact dates are indicated on the Schedule of Major Friday Meetings distributed to all COE faculty.)

5. Faculty Sponsor (FS)

• Provides 12 sets of materials to the Committee Liaison at least one week in advance of the UPC meeting at which the proposal will be presented.

• Attends UPC meeting to present the course proposal, answers any questions, clarifies any issues raised, and hears results of the vote. (NOTE: The UPC will not consider the proposal unless the Faculty Sponsor is in attendance.)

6. Full Committee (FC)

• Votes on the proposal at the meeting by secret ballot. Proposal may be rejected, postponed, tabled, approved with modifications, approved with contingencies, or approved as is. If the proposal is approved with modifications or with contingencies to be met, the full Committee may stipulate that the Committee Chair may determine that the necessary changes have been made or the contingencies met and approve the proposal for forwarding, without the necessity of bringing it to the full UPC again.

• One of the Sub Committee members keeps track of any additional changes/edits on the criteria checklist; identifying these as either required or suggested by the committee.

7. Committee Assistant (CA)

• Sends the meeting minutes reporting the results of the vote to the Faculty Sponsor within one week after the meeting. If the proposal was rejected, postponed, or tabled, the minutes should state the reason (s) why, the procedures (s) to be followed for resubmission, and to whom any revisions should be submitted. The minutes should state any modifications to be made or contingencies to be met, and who will make the final determination that the proposal is approved to go forward. The Assistant also continues to track the proposal on the Action Board Link for course proposals through the rest of the process. Undergraduate Substantive Course Change Procedures 2/01 4

8. Committee Chair (CC)

• Refers recommendation for approval of the revised course to the Consent Agenda for College Council review.

9. College Council • Reviews and votes on the request. The College Council’s recommendation and the application will then be sent to the Dean’s Office for final signatures and submission to the USF Undergraduate Council. At this point the AA makes the required number of copies of the Syllabi (17) and Signature Sheets and the Associate Dean for Teacher Education submits an email to Dean Sullins verifying that the course is ready to be reviewed.

10. USF Undergraduate Council • Appoints a Sub Committee to review the proposal and contacts the Faculty Sponsor for clarification and answers to any questions. The Council also notifies the Faculty Sponsor and Chair when the proposal is placed on the agenda for the Undergraduate Council. It is customary that the Faculty Sponsor and/or Program Chair attend the Council meeting and provide answers to questions raised by the Sub Committee of the Undergraduate Council. The Council then reviews and votes on the proposal.

• The outcome of the Council’s vote is reported back to the Dean’s office and to UPC at the next meeting by the faculty sponsor and/or the College Representative on the USF Undergraduate Council. Academic Advising is notified so that any revisions are appropriately reflected in the advising sheets and SASS file. The College Council Liaison (CCL) reports on the final decision at the next College Council meeting. The Committee Assistant updates the Action Board Link to reflect the final outcome. The revised course can then be offered and any changes will be reflected in Banner. The revised course listing and description will be reflected in the next Undergraduate catalog that is published.