E-FORM SYSTEM

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Also see Curricular FAQs           Questions? See Curricular Contacts 18-19

Proposals and Procedures

Entering, saving, editing, duplicating and updating proposals

Entering a new curriculum proposal

  1. Access the e-form system using the WOU Portal: wou.edu/portal
  2. Under “My Programs”, click on the link: Create, view & approve curriculum requests.
  3. Select the “New Request” tab.
  4. Select the type of proposal you wish to submit using the radio buttons and fill in the e-form fields.
  5. Select your division/program and department from the drop down menus. Be sure to carefully select the correct areas or your proposal will not be routed correctly.

Saving and editing unsubmitted proposals

  • The e-form system auto-saves proposals prior to clicking the submit button.
  • Proposal sponsors may enter work, turn off their browser and / or computer and return later (via any work station) to complete their proposal.
  • Proposals are saved and resaved until the “submit” button on the last screen is clicked.
  • Sponsors access and edit saved proposals via their “My Requests” tab under the “Create, view & approve curriculum requests” menu.

Duplicate or replacement proposals

  1. Access the e-form system using the WOU Portal: wou.edu/portal
  2. Under “My Programs”, click on the link: Create, view & approve curriculum requests.
  3. Select the “My Requests” tab
  4. Find your proposal under the “Programs and courses that were not approved” or other menus.
    Note, you cannot duplicate a request that is not yet submitted.
  5. Use the “Duplicate” button to repopulate a new request form. Note attachments do not duplicate.

Updating an existing request

  • The curriculum e-form system does not allow for adding documents or changing wording once a proposal has been submitted.
  • To update or change a proposal, have the current approver disapprove the proposal and use the duplicate process (above) to repopulate, and then update your proposal.

Bulk course proposals

  • Often as part of “housekeeping” a department will want to drop or modify several courses at one time.
  • Select Bulk Course Change as the request type when you enter a New Request.
  • Add one course to each row of the Bulk Change table field on the “Bulk Change” screen.
  • Individually explain each change in the Summary/Rationale portion of the request.
  • Bulk changes can be used to make the following types of requests:
    • Dropping courses
    • Number changes
    • Credit Changes – if they are part of a whole-program credit change (e.g. 3 to 4 credits). Otherwise a separate proposal stating the differences prompting the changes in credit for the specific course needs to be submitted.
    • Number and Credit Changes (if the credit change is part of a whole program change)
    • Prefix Changes
    • Prerequisite Changes

New Program request procedures

Internal Review Requirements

  1. Use the New Program e-form; also see the external review requirements below, and the HECC Proposal for a New Academic Program document for eventually required materials. These requirements should be considered as you design your new program proposal for internal review.
  2. Include the requested information for external review in the Summary/Rationale cover letter for your proposal (see the New Program e-form).
  3. Include a draft of a 4-year (12-term) grid of how the student would be expected to progress through the degree.
  4. Include estimated total credits for degree completion, including general education requirements and any prerequisite credits needed for the college ready Freshman.  This will be an essential document to support review by the Academic and Student Affairs Committee of the Board of Trustees.

External Review Requirements
(dean > provost > president > WOU board > provost’s council > HECC > Northwest Commission)

  1. New program proposals require the HECC Proposal for a New Academic Program document to be completed prior to dean approval of the proposal.
  2. The HECC Proposal for a New Academic Program document should be completed, in collaboration with your division chair and dean, in parallel with the internal WOU curriculum review process of your program proposal.
  3. The additional HECC documents linked below may be completed, in collaboration with your dean and the provost, after the WOU internal review of your proposal is completed.

Complete list of HECC documents

Drop Program request procedures

Internal Review Requirements

  1. Use the Drop Program e-form
  2. In the Summary/Rationale cover letter for your proposal, include “teach out” arrangements for all affected students and the implications of dropping the program on the faculty appointments in your division.

External Review Requirements
(dean > provost > president > WOU board > Northwest Commission)

New Graduate Certificate request procedures

Internal Review Requirements
(dean > provost > president > Academic and Student Affairs Committee of the WOU Board > WOU Board)

  1. Use the New Program e-form; also see the external review requirements below, and the HECC Proposal for a New Academic Program document for eventually required materials. These requirements should be considered as you design your new graduate certificate proposal for internal review.
  2. See the Certificate Program Requirements, use the New Program e-form and select the Certificate option.
  3. Include the requested information in your proposal Summary/Rationale cover letter (see the New Program e-form).

New Minor Program request procedures

Accompanying a new degree program

Internal Review Requirements
(dean > provost > president > Academic and Student Affairs Committee of the WOU Board > WOU Board)

  • Use the New Program e-form and, using the button on the e-form, associate your new minor request with your new program request.

Stand-alone new minor

Internal Review Requirements
(dean > provost > president > Academic and Student Affairs Committee of the WOU Board > WOU Board)

  1. Use the New Program e-form.
  2. The first six items (1. Program Description to 6. Program Integration and Collaboration) of the HECC Proposal for a New Academic Program document must also be completed prior to dean approval of the proposal and should be considered as you design your new minor proposal for internal review.

New Undergraduate Certificate Program request procedures

Internal Review Requirements
(dean > provost > president > Academic and Student Affairs Committee of the WOU Board > WOU Board)

  1. See the Certificate Program Requirements, use the New Program e-form and select the Certificate option. Also see the Certificate Program Requirements.
  2. Include the requested information in your proposal cover letter (see the New Program e-form).

Proposal Timing and Tips

Proposal timing and deadlines

  • Material to be reviewed by a Curriculum Evaluation Committee must reach the appropriate committee level in the electronic routing system by 5 p.m. on the “2nd Tuesday” which is one week prior to the next meeting date, the “3rd Tuesday”.
  • The appropriate Curriculum Evaluation Committee chair shall disseminate the agenda of proposals to review to committee members no later than four business days prior to the next meeting.
  • Special meetings of a Curriculum Evaluation Committee may be called by the appropriate chair; however, four days notice of matters to be discussed will still be required.
  • In order to be entered into an academic catalog, proposals must receive Faculty Senate approval by the end of the first March Faculty Senate meeting (second Tuesday). Any proposal not approved by the Faculty Senate by this March meeting will not make the academic catalog for the following fall. To provide sufficient time for review, the deadline for all proposals to reach the appropriate Curriculum Evaluation Committee in the electronic routing system is one week prior to their February meeting (third Tuesday of February).
  • A divisional or departmental representative may be asked to attend the appropriate Curriculum Evaluation Committee meeting and / or Faculty Senate to present the proposal.
  • Note: Because of the external review requirements, new programs may take two catalog years for inclusion in the WOU catalog.

Proposal tips

General

  • New to curriculum proposals? Check in with your division curriculum chair or other senior members in your area to review the basic ideas behind curriculum proposal requests.
  • For all proposals, be sure to check in with other areas if there is any possibility of your proposal impacting their program. Record the specific results of this collaboration, including the name of key faculty collaborators under “Programs affected/consulted”. Proposals without this information are more likely to take longer to process and to require full Faculty Senate review.

Courses

  • Review comparators in the course catalog for component and presentation ideas.
  • For course proposals associated with a program proposal, enter the program request before associated course requests and then select the program request from the associated program menu.
  • Be sure to submit a syllabus with learning outcomes with any new course request. This will help your dean and the provost evaluate your course and analyze it using required accreditation standards.
  • For a new course that you wish to run the same year you are proposing the course, you must also submit a Temporary Course request (concurrent request functionality coming soon).
    • Use the duplicate e-forum function (see Entering, saving, editing, duplicating and updating proposals) to quickly submit a second proposal.
    • New courses processed in an academic year by the curriculum proposal catalog deadline will only be available for registration in the next catalog year.
  • General educaiton courses are courses included in the WOU general education program. Such courses require review by the General Education committee. See wou.edu/gened for General Education program information.
  • Honors courses are courses that satisfies an Honors curriculum requirement other than Honors Colloquium. See the course catalog and the Honors program for more information.

Program modifications

  • Current description: Paste in the complete current program description from the course catalog, including a list of required courses with prefix, number, title and credits for each course.
  • Proposed description: Enter in the complete proposed description to include in the academic catalog.
  • Review comparators in the course catalog for component and presentation ideas.

New programs

  • New programs require both internal and external review. See New Program request procedures above for external review guidelines and required components for a new program.
  • Note the external review requirements  for a new program are not part of the internal review form, but they are required for dean and provost approval.

Certificate programs

Requests Requiring Proposals

Course requests

  • New courses – permanent or temporary requests
  • Drop a course
  • Modify (change) a course – changing any of:
    Credit hours
    Description
    Number (course prefix and number combinations cannot be reused for 7 years after the last time the course had enrollment)
    Prerequisites
    Title
  • Request for inclusion or exclusion in the General Education a program (modify or new course)
  • Request for an Honors designation for a course (modify or new course with H)

Course requests and required corresponding program changes

Which course proposals require a corresponding program change?

Program change NOT required

Change in course: Description
Change in course: Number/Prefix
Change in course: Prerequisites
Change in course: Title

will be populated throughout the catalog, including in any program listings of the course. No program change is required for such course changes. Appropriate consultation with impacted areas is a required part of the process (see FAQ “What consultations are required with other areas?”). Please be sure to alert other areas that use the course so they can adjust their internal advising materials and best serve our students.

Program change required

Change in course: Credits

Any change in course credits will require a program change for all programs using that course. See the Proposal Tips about entering program change requests prior to course change requests in such cases. Be sure to search the catalog to see if other programs use your course, and work with them as well.
See the FAQ “What consultations are required with other areas?”

    Program requests

    • New program: Major, minor, AB or certificate (be sure to carefully read all of the guidelines and consult with your dean prior to initiating a proposal)
    • Drop a program: Major, minor, AB or certificate (be sure to carefully read all of the guidelines and consult with your dean prior to starting the paperwork for a drop program proposal)
    • Change required courses in a program: Major, minor, AB or certificate
    • Change of required General Education program courses (modify program)

    Excluded (Portal request not required)

    • Typographical or spelling errors in the catalog

    Proposal Review and Notifications

    Reviewing and / or approving requests

    1. Access the e-form system using the WOU Portal: wou.edu/portal
    2. Under “My Programs”, click on the link: Create, view & approve curriculum requests
    3. Select the “View & Approve Requests” tab. Depending on your status, you will find proposal requests under the menus “Programs/Courses awaiting approval” or “Programs/Courses available for public review”.
    4. See Proposal Routing for more information. As a proposal moves up the routing queue, each approver in the queue has an opportunity to approve or disapprove the proposal.

    Email notifications

    • Each time a proposal is entered into the system, approved or disapproved, the faculty sponsor and the next person up the reviewing chain (see Proposal Routing) receive a notification email.
    • These emails require an action if you are an approver, as indicated by the subject line “Please review: Curriculum Proposal”.
    • If you are the faculty sponsor, you can file the email for your personal reference. Note at the beginning of the email the comment “This email was copied to: faculty member memberf@wou.edu”.

    Managing faculty committee membership

    1. Access the e-form system using the WOU Portal: wou.edu/portal
    2. Under “My Programs”, click on the link: Create, view & approve curriculum requests
      1. APAs: Select the “Committee Management” tab and select “View/edit Division Curriculum Chairs” or “View/edit Division Graduate Curriculum Chairs”. Hit GO.
      2. Committee Chairs: Select the “Committee Management” tab and select “View/edit current committee members”. Hit GO.
    3. Use the buttons on this page to edit, delete or add committee members or committee chairs.

    UNIVERSITY CURRICULUM INFORMATION

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    Curriculum Proposal Initiation

    Proposals may be initiated by

    • A tenure-track or non-tenure-track faculty member
    • A staff member from a unit of service offering university courses
    • The curriculum or graduate committee of a division
    • The Faculty Senate Curriculum Committee
    • The Faculty Senate General Education Committee
    • The Faculty Senate Graduate Studies Committee
    • The Faculty Senate Honors Committee
    • A WOU administrator

    Curriculum Evaluation Committees, Duties and Meetings

    Curriculum Evaluation Committees

    1. The Faculty Senate Curriculum Committee evaluates undergraduate curriculum proposals.
    2. The Faculty Senate General Education Committee evaluates curriculum proposals for inclusion in the WOU general education program. If the proposal is for a new course, or if the course proposal has additional changes (outside of inclusion in the general education program), the proposal is concurrently evaluated by the Curriculum Committee. If the proposal is only for inclusion in the WOU general education program, it does not also go to the Curriculum Committee.
    3. The Faculty Senate Graduate Studies Committee evaluates graduate curriculum proposals.
    4. The Faculty Senate Honors Committee evaluates undergraduate honors curriculum proposals.
    5. Both the Faculty Senate Curriculum Committee and the Graduate Studies Committee evaluate undergraduate/graduate (“slasher”) curriculum proposals.
    6. These four committees (Curriculum (CC), General Education (GEC), Graduate (Grad) and Honors (Honors)) are henceforth referred to as “Curriculum Evaluation Committees”.

    See Proposal Routing (next section) for additional details.

    Curriculum Evaluation Committee Duties

    1. The appropriate Faculty Senate Curriculum Evaluation committee(s) shall review the proposal. Committee recommendations will be entered into the e-form system.
    2. The Faculty Senate Curriculum Evaluation committees review curricular matters from a university-wide perspective. The committees are always open to discussing curricular matters with administration, faculty, and students and will offer guidance and clarification whenever possible.

    Curriculum Evaluation Committee Meetings

    • The Faculty Senate Curriculum Evaluation committees shall meet on the third Tuesday of the month, September, October, November, January, February, April and May. Special meetings may be called by the chair of the committee following the standard schedule for disseminating agendas.

    Proposal Routing

    General / overall proposal routing for permanent proposals (course or program)

    1. Individual or committee initiates curriculum proposal (using curriculum e-form, wou.edu/portal).
    2. Proposal is evaluated by the corresponding Department head or Program coordinator (if applicable). Units without departments will skip to division chair. Visible to department head / program coordinator only.
    3. Proposal is evaluated by the corresponding Division (or Service Unit) chair. If proposal is initiated by one of the Faculty Senate Curriculum Evaluation Committees, the program director (honors, ICS, etc.) or committee chair will serve as “Division chair” for the request. Visible to division / unit chair only.
    4. Proposal is evaluated by the corresponding Division Curriculum or Graduate Committee. Units without curriculum/graduate chairs may designate this approval as by their division chair on the proposal form (e.g. honors). Visible to division curriculum chair and division curriculum members.
    5. Proposal is evaluated by the appropriate Faculty Senate Curriculum Evaluation Committee(s). Notification is sent to and “approval” is designated by chair of appropriate committee(s). “Public level”, visible to all users of the WOU Portal system from this level on.
    6. Proposal is evaluated by the Faculty Senate Executive Committee and may be approved by the Executive Committee or referred to the full Faculty Senate for approval.
    7. Proposal is evaluated by the College Dean.
    8. Proposal is evaluated by the University Provost.
    9. Proposal is evaluated by the University President (new programs only).
    10. Proposal is evaluated by internal and external boards, see New Programs (new programs only).

    Click here for a (WOU internal) flow chart for permanent curriculum proposals

    Routing for new temporary course proposals

    1. Individual or committee initiates curriculum proposal (using curriculum e-form, wou.edu/portal).
    2. Proposal is evaluated by the corresponding Department head or Program coordinator (if applicable). Units without departments will skip to division chair. Visible to department head / program coordinator only.
    3. Proposal is evaluated by the corresponding Division (or Service Unit) Chair.
    4. Proposal is evaluated by the College Dean.
    5. Proposal is evaluated by the University Provost.

    Please note, a temporary proposal to modify an existing course is not available.

    Routing for course goals only

    1. Individual or committee initiates curriculum proposal (using curriculum e-form, wou.edu/portal).
    2. Proposal is evaluated by the corresponding Department head or Program coordinator (if applicable). Units without departments will skip to division chair. Visible to department head / program coordinator only.
    3. Proposal is evaluated by the corresponding Division (or Service Unit) Chair.
    4. Proposal is evaluated by the Office of Academic Effectiveness.

    Specific proposal type routing

    Routing specifics for step 5 in General / overall proposal routing

    First Year Seminar (FYS) course proposal routing

    • Faculty > GEC > General Education director (notifications to Department heads/program coordinator and Division chair)

    General Education (not FYS) course proposal routing

    • New general education course – routes concurrently through CC & GEC
    • Modify course for general education, title, description or prereq – routes GEC only
    • Modify (including drop) course for general education, more than title, description or prereq – routes concurrently through CC & GEC

    Non-General Education undergraduate proposal routing

    • New and modify (including drop) undergraduate courses (not Gen Ed nor FYS) – routes CC only
    • New and modify (including drop) undergraduate programs – routes CC only

    Graduate proposals

    • New and modify (including drop) graduate courses – routes Grad only
    • New and modify (including drop) graduate programs – routes Grad only

    Undergraduate / Graduate course proposals

    • New and modify (including drop) undergraduate/graduate courses – routes concurrently through CC & Grad

    Honors course proposals

    • New and modify (including drop) honors courses/program – routes Honors only