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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 D, LACC, Q, and W course designations. If the proposal is for a new course, or if the course proposal has additional (non-designation) changes, the proposal also goes to the Curriculum Committee. If the proposal is only for a designation, 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, General Education, Graduate and Honors) are henceforth referred to as “Curriculum Evaluation Committees”.

Click here for a (WOU internal) flow chart of curriculum proposals. See Proposal Routing 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.

 

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

 

Proposal E-form System

Placing or redoing a request

  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. For a new proposal: Select the “New Request” tab.
      1. Select your division/program and department. Be sure to carefully check that your division (or service unit) chair, division/program curriculum committee chair and department chair/program coordinator are correctly listed. If they are not, simply type in the email field until the correct person shows.
      2. Select the type of proposal you wish to submit using the radio buttons and fill in the e-form fields.
    2. For a replacement proposal: Select the “My Requests” tab, and use the “Programs and courses that were not approved” menus to navigate to a proposal that you wish to replace. Use the “Duplicate” button to repopulate a new request form. Note attachments do not duplicate.

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 facultym@wou.edu” .

Managing faculty committee membership

  1. Access the e-form system using the WOU Portal: wou.edu/porta
  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.

Proposal definitions

Course

  1. Associated program? Click yes or no: This opens the rest of the course information fields.
    Check associated programs (if yes)
    This helps the readers of the proposal associate requests
  2. Course Prefix
    One to four letter abbreviation for course (A, ANTH, BA, BI, CH, CS, MTH, etc.)
  3. Course Number
    Existing number of course (and new number if modifying number of course in “To” field).
  4. Course Title
    Existing title of course (and new title if modifying title of course in “To” field)
  5. Credit Hours (range)
    Existing credit hours of course. For fixed number, enter same number (e.g. 3) in each box. For range of numbers, enter smaller number in first box and larger number in second box (e.g. 1 and 3 for courses that can earn 1 to 3 credits). (Enter new range if modifying credit hours of course in “To” fields)
  6. Abbreviation for Class Schedule
    Information to be displayed in real time class schedule. If you don’t know this information, check with your division APA.
  7. Current catalog course description (for modifying a course description)
    The complete description in the current academic catalog. Be sure to include the requested catalog year and page number.
  8. Proposed course description (for modifying a course description and for new courses)
    The complete proposed description to include in the academic catalog. Be sure to include necessary prerequisite courses.
    Review comparators in the course catalog for ideas
  9. Diversity course
    A course that satisfies the cultural diversity general education requirement. See the current WOU catalog and the Diversity (D) designation page for complete instructions.
  10. Quantitative Literacy course
    A course that satisfies the quantitative literacy general education requirement. See the current WOU catalog and the Quantitative literacy (Q) designation page for complete instructions.
  11. Writing Intensive course
    A course that satisfies the writing intensive general education requirement. See the current WOU catalog and the Writing Intensive page for complete instructions.
  12. LACC course
    A course that satisfies the LACC general education requirement. See the current WOU catalog.
  13. Honors course
    A course that satisfies an Honors curriculum requirement other than Honors Colloquia. See the current WOU catalog and the Honors designation (H) page for complete instructions.

Program

  1. Current program description (for modifying a program)The complete description in the current academic catalog. Be sure to include the requested catalog year and page number.
    May be entered in e-form or attached in a document.
  2. Proposed program description (for modifying a program and for new programs)The complete proposed description to include in the academic catalog. Review comparators in the course catalog for ideas.Required elements (may be entered in e-form or attached in a document.)
    1. Mission (new programs)
    2. Learning outcomes (new programs)
    3. Admission requirements (new programs)
    4. Major prerequisites (new programs)
    5. Title of your proposed major
    6. Number of credits in your proposed major
    7. List of required courses with prefix, number, title, credits for each course

Certificate Program

Programs that are designed to better prepare students for employment in specific career areas.
See the Certificate Program Requirements.

Proposal tips

  1. Associated program proposal? Enter program request before associated course requests.
  2. Review comparators: Before submitting a curriculum proposal, review similar courses or programs in the catalog.
  3. 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.
  4. For all proposals, be sure to check in with other areas if there is any possibility of your proposal impacting their program. Record the results of this collaboration under “Programs affected/consulted”. Proposals without this information are more likely to take longer to process and to require full Faculty Senate review.
  5. New Course proposal?
    1. Be sure to submit a syllabus with learning outcomes with your new course request. This will help your dean and the provost evaluate your course and analyze it using required accreditation standards.
    2. For a new course that you wish to run the same year you are proposing the course, you may wish to also submit a hard-copy Temporary Course request. There is no guarantee regarding how fast your permanent proposal will move through the system.
    3. To offer a new course in an academic year that was approved past the previous March deadline (see Proposal Timing and Processing), and is therefore not in the current academic catalog, you must submit Temporary Course paperwork. For a new course approved past the catalog deadline, you may submit a single temporary course application for the entire (following) academic year by indicating your intention to offer the course multiple times during that academic year on the temporary course form.
  6. Drop Course proposal?
    Dropping a course is assumed to mean dropping all versions of the course, it is a true course deletion.
  7. New Program proposal? Be sure to carefully read all of the guidelines under Proposal Content and Procedures.
  8. Need a current catalog? The current WOU course catalog is located here.

Cross division proposals

Please note, linking a proposal to two divisions is not currently automated. You can use the e-form system as follows.

  1. Use the optional Notes section at the end of each proposal to add comments about cross-division work for all of the reviewers up the review chain past the division level.
  2. When a faculty member inputs a request, they immediately get an email which has all of the proposal information. This can be used to purposefully share exact entered proposals across two divisions electronically or by hard copy.
  3. When two divisions are working collaboratively, you can have the department chair, division chair and division curriculum chair from the division of the initiating faculty member add “also approved by ____ department chair / division chair / division curriculum committee” (respectively) as a note to their “approve” comments field, again, so reviewers past the division level can see that you are all in agreement.

Changing or adding to proposals (duplicate)

The e-form system does not allow for adding documents or changing wording once a proposal has been submitted. To update or change a proposal:

  1. Have the current approver disapprove the proposal.
  2. Look under “My Requests” and use the “Duplicate” button to repopulate your proposal. Fix your proposal before submitting again. You will need to reattach all documents.

Since proposals do not show in the public view until they have moved out of division approval levels, it is best for divisions to look carefully at proposals and adjust them “in house” before moving them to the public level.

 

Proposal Routing

Proposal route

  1. Individual or committee initiates curriculum proposal (using curriculum e-form, wou.edu/portal).
  2. Proposal is evaluated by the corresponding Department Chair or Program Coordinator (if applicable). Units without departments will skip to division chair.Visible to department / program chair 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 external boards, see New Programs (new programs only).

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

Proposal Timing and Processing

Procedure

  1. 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”
  2. 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.
  3. 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.
  4. 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 January meeting (third Tuesday).
  5. A divisional or departmental representative may be asked to attend the appropriate Curriculum Evaluation Committee meeting and / or Faculty Senate to present the proposal.

Requests Requiring Formal Proposals

Course Requests

  1. New course (be sure to review the proposal tips regarding new courses)
  2. Drop a course
  3. Modify (change) a course – changing any of:
    Credit hours
    Description
    Number (check posted Banner guidelines or contact the Registrar to make sure the number is available)
    Prerequisites
    Title
  4. Request for a course designation: D, LACC, Q or W
  5. Request for an Honors designation for a course (modify or new course with H )

Program Requests

  1. 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)
  2. 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)
  3. Change required courses in a program: Major, minor, AB or certificate
  4. Change of required courses in the LACC (modify program)

Excluded (formal request not required)

  1. Typographical or spelling errors in the catalog
  2. Temporary course approvals

Proposal Content and Procedures

New, Modify or Drop Course Request E-form Content

See templates at the Curriculum Committee page

  1. Complete course and proposal information regarding:
    1. Prefix and course number
    2. Course name
    3. Credit hours
    4. Description
    5. Level
      1. Undergraduate
      2. 400/500 (inclusion of graduate credit grading criterion required)
        It is understood that students taking a 400/500 course for graduate credit will have greater demands placed upon them than those taking it for undergraduate credit. These demands should be spelled out clearly in the class syllabus and be designed to provide the graduate student with a graduate level experience in both the content and methodology of the discipline represented by the course.
        Graduate
    6. Nature of request (as applicable)
      1. New course (be sure review the proposal tips regarding new courses)
      2. Drop course
      3. Title change
      4. Number / Prefix change
      5. Prerequisite change
      6. Proposed (new) description or description change (inclusion of current description with catalog date and page number, and proposed description required)
      7. Credit hour change
      8. LACC
      9. Multicultural Diversity (D)
      10. Writing Intensive (W)
      11. Quantitative Literacy (Q)
      12. Honors course (H)
  2. (New courses) Course Goals and Objectives, including a syllabus with learning outcomes
  3. Summary/Rationale for proposal
  4. Programs affected/consulted
    It is critical to consult with colleagues from programs that list courses from your area for required or elective coursework. It is especially important to do a catalog search for all listings of a course that your area wishes to drop, and contact all programs that use the course before imitating a drop request.

New, Modify or Drop Program Request E-form Content

See templates at the Curriculum Committee page

  1. Complete program and proposal information regarding:
    1. Type of request
      1. New (be sure to carefully read all of the guidelines under Proposal Content and Procedures)
      2. Modify existing
    2. Program title
    3. Program type
      1. Minor
      2. Major
      3. Applied Baccalaureate
      4. Certificate Program
      5. Non-degree Program
      6. Honors Program
    4. Program level
      1. Undergraduate
      2. Graduate
    5. Nature of request (as applicable)
      1. New Title
      2. LACC change
      3. Other
    6. Proposed (new) description or description change (inclusion of complete current description with catalog date and page number, and complete proposed description required)
  2. Summary/Rationale for proposal
  3. Faculty and facilities needed (For Dean review only)
  4. Programs affected/consulted
  5. How and when will the effectiveness of this action be determined? (For Dean Review only)

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 in your proposal cover letter (see the New Program e-form).
  3. (As of March, 2016)
    Include a draft of a 4-year (12-term) grid of how the student would be expected to progress through the degree.  Include estimated total credits for degree completion, including general education requirements, any hidden credits + an assumed 27 units for a minor.  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 your descriptive memo, 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 (with or without existing program) 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 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).