Exceptions to Catalog Review Cycle 2012-14

What course changes can be made outside of a catalog review cycle?

New courses and changes to existing courses should be proposed during a catalog review cycle. It is understood that there are cases that may warrant an exception and require a course proposal or course modification to be reviewed between catalogs. Exceptions will be considered based upon the current academic year and its respective criteria.

Course Modification Request:

• A course that affects curriculum in another department/program may not be modified outside of a catalog review cycle.
• A change in a course’s unit value or catalog number may not be requested outside of a catalog review cycle.
• A change to a course’s requisites that further limits a student’s eligibility to enroll may not be requested outside of a catalog review cycle.
• A request to deactivate a course may not be submitted outside of a catalog review cycle.

Course Proposal:

The course does not create a new curriculum requirement for students on current or prior catalogs and:

• is needed for documented accreditation purposes, or
• accompanies an awarded grant, or
• substantially and measurably improves student progress to degree and time allows for review by the Academic Senate Curriculum Committee

What forms need to be completed?

Links to the appropriate forms are provided below. The forms are also found in the appendix of the Curriculum Handbook.

• To update courses or programs for the 2015-17 catalog, faculty should use the Curriculum Management portlet found on the Academics tab of their portal.
• To update courses in the current 2013-15 catalog, first consult the online Curriculum Handbook and then send an email to catalog@calpoly.edu to request a hard copy form. Indicate whether a Course Modification request or Course Proposal form is needed.
  • Consulting memo for Curriculum Change - To notify another department that one of their courses is being added or removed as a requirement or elective in a program's curriculum.

Who needs to approve course modification requests or new courses?

 

	Course Modification Request	New Course Proposal
Department Curriculum Chair	X	X
Department Chair/Head	X	X
College Curriculum Committee and Chair	X	X
Dean’s Office	X	X
GE Governance Board (if the course is to be used to meet a GE requirement)	X	X
Academic Senate Curriculum Committee	X (when changes may impact course learning objectives)	X
Academic Senate		X
Office of the Registrar	X
Academic Programs		X

 

What are the deadlines for submission?

Course proposals and course modification requests must be reviewed and approved within the department and by the college’s Curriculum Committee and Dean’s Office. Each college sets its own deadlines for review; check with your College Curriculum Chair and/or Dean’s Office for these deadlines. After a course modification request or proposal has been approved by the department and college, it is forwarded to the Office of the Registrar.

Course Modification Requests: Refer to the following table for submission deadlines to the Office of the Registrar. The deadlines are structured to allow time for review and implementation prior to the class schedule being published for the term in which the modification goes into effect.

For a course modification to be effective:	Submit Course Modification request to Office of the Registrar, Attn: Susan Olivas, no later than:
Summer 2013	February 15, 2013
Fall 2013	March 1, 2013
Winter 2014	May 31, 2013
Spring 2014	December 2, 2013

Once a course modification request is approved, copies are sent to the Department Chair/Head and the Dean’s Office. The Office of the Registrar updates the course in the catalog and electronically archives the request. A summary of course updates is found in the catalog.

Course Proposals: Refer to the following table for submission deadlines to the Office of the Registrar.

For a new course to be offered in:	Submit proposal to Office of the Registrar, Attn: Susan Olivas, no later than:
Winter 2014	April 1, 2013
Spring 2014	September 30, 2013
Summer 2014	January 6, 2014
Fall 2014	January 6, 2014

Course proposal deadlines are structured to allow time for review and implementation prior to the class schedule being published for the term in which the course will first be offered. For example, below is the curricular flow for a new course to be offered in Spring 2014.

Curricular Flow for Course Proposal AFTER Department/College Approvals	Course to be offered  Spring 2014
Office of the Registrar	September 30, 2013
GE Governing Board (if GE course)	September 30, 2013
Academic Senate Curriculum Committee	October 25, 2013
Academic Senate Consent Agenda (course proposal must be on agenda for at least 2 business weeks prior to Academic Senate meeting)	December 2013
Academic Senate	January 2014
Academic Programs	January 2014
Office of the Registrar	January 2014
Spring 2014 Class Schedule Published in PASS	End of January 2014
Spring 2014 Registration Begins	Mid-February 2014

Once a course proposal is reviewed by the Academic Senate Curriculum Committee, it is logged into the Course/Curricula Summary for 2013-2014 Review for the Academic Senate consent agenda.

After a course proposal has received final approval, copies are sent to the Department Chair/Head and the Dean’s Office. The Office of the Registrar adds the course to the catalog, electronically archives the proposal, and works with the department to schedule the course.  A summary of course updates is found in the catalog.

Who do I contact with questions?

To discuss new ideas or if you have questions, contact Andrew Schaffner, Chair of the Academic Senate Curriculum Committee, or Susan Olivas in the Office of the Registrar, before submitting proposals or requests.

For questions specific to new GE course proposals, refer to the General Education website at https://ge.calpoly.edu or contact Katie Tool in the General Education office.