Forms & Information
Calendar Timeline for Submitting Proposals
August: Spring schedule for the following semester is finalized.
|Last Friday in August:||Deadline for proposals for the Sept. UCC meeting (3rd Friday in Sept.)|
|Last Friday in September:||Deadline for proposals for the Oct. UCC meeting (3rd Friday in Oct.)|
|Last Friday in October:||Deadline for proposals for the Nov. UCC meeting (3rd Friday in Nov.)|
|Last Friday in November:||Deadline for proposals for the Dec. UCC meeting (3rd Friday in Dec.)|
Proposals approved by the end of December will be able to be scheduled for the following Fall.
|1st week of January: following Fall schedule is finalized.|
|Last Friday in January:||Deadline for proposals for the Feb. UCC meeting (3rd Friday in Feb.)|
|Last Friday in February:||Deadline for proposals for the Mar. UCC meeting (4th Friday in Mar.)|
Proposals approved by the end of March will make the 1 April editorial deadline for the following year's College Catalog, and may take effect from the following Fall, but the Fall course schedule is already set.
|Last Friday in March:||Deadline for proposals for the Apr. UCC meeting (3rd Friday in Apr.)|
|Last Friday in April:||Deadline for proposals for the May. UCC meeting (3rd Friday in May.)|
Proposals approved over the April and May meetings may not make the editorial deadline for the next year's College Catalog, and a Fall implementation for the following year is recommended. Please note that proposals that need Board of Governor approval (i.e. new or substantially altered programs) will take longer to gain their final approval.
Information on Preparing Your Proposal
To get a general sense, you should first read over the guidelines in section 4.2 of the in the UCC Manual, "Information About the Preparation of Proposals." Then, download the Proposal form, below, and complete all the necessary sections as directed. Name your proposal to reflect its content (eg. The number of the course being proposed or changed [such as ENGL161] or the discipline of the program [such as CHEMprog], and do not leave spaces in the name as these cause problems when we upload). There are more specific guidelines on the form itself for certain questions.What you can do on this form:
- Propose a new course, either as a free elective or as part of a program. Please use a separate form for each new course you are proposing
- If your new course is to be included within a specific program, then you should also complete the section covering a program revision (this can be done using the same form).
If your new course is replacing an already existing course, you should indicate this on the form and mark the old course for deletion. Check to see if this deletion will affect any other programs, and ensure those affected are informed and indicate any changes in the program revision section (an acknowledgment signature will be required).Possible Revisions to courses:
- Change a course number
- Change a course title
- Change the description of a course
- Change the number of contact hours
- Change the number of credit hours
- Change a course's prerequisites
- Change a course grading system
- Delete a course
- Make another change not listed above.
You may use one form to make multiple changes to a single course. You may also use one form to make the same change to more than one course (for example, to make the same prerequisite change to two or three courses.). But if you are making different changes to different courses, please use separate forms for each course. Some changes may be approved and others not, and so we need to keep different kinds of requests separate to ensure accurate recordkeeping.
- Propose a new undergraduate program, or add a concentration to an existing program. Bear in mind that new programs will require approval from the Board of Governors, which can take some time, so determine ahead of time if this really is a new program, or just a revision of an existing one. The measure is whether or not you are changing more than 25% of the program. Guidelines for new or drastically altered programs (which also need approval from the Board of Governors) can be found on the RIBGHE website.
- Propose a revision or revisions to an undergraduate program. If the changes constitute 25% or less of the program, then the Board of Governors only needs to be notified of said changes, and no approval from them is necessary. If you will be offering new or revised courses as part of this revised program, please include proposals to cover these in addition to this form, as needed. Do not include new courses or revisions to courses on the same form as some changes may be approved and others not, and so we need to keep different kinds of requests separate to ensure accurate recordkeeping.
Preparing a Syllabus
The Faculty Center for Teaching and Learning includes a useful section on their website that offers guidelines for best practices in syllabus construction. Look under the menu item Support for Teaching and Learning, and you will find a practical list of suggestions as to what details you could include on your syllabi.
What Other Information Does the College Need?
The editor of the College Catalog needs to know exactly what changes to make in new editions. To make the editor's job easier and to ensure the catalog has accurate information, you must include a file that depicts the catalog changes and clearly shows your requested revisions. If you are submitting several connected proposals, you may prepare a single catalog file that covers all of these, but please indicate this in the message when you send. Use the "Track Changes" feature in Microsoft Word. General guidelines on how to do this can be found under the "Submission of Proposals" heading in section 4.2 of the current UCC Manual, which is on the website. There are also step-by-step instructions below, with downloadable Microsoft Word files of the catalog. Please name the file to match the proposal (eg. The number of the course being proposed or changed [such as ENGL161cat] or the discipline of the program [such as CHEMprogcat] and do not leave spaces in the name as these cause problems when we upload).
To Whom Do I Send The Form?
After completing the form, please acquire all necessary signatures. The copy of the form with signatures must be sent in paper form to the Chair of the Undergraduate Curriculum Committee in time for that month's Executive Undergraduate Curriculum Committee meeting.
The electronic version of your completed form (with typed names where the signatures will be), and your revised catalog copy must be emailed to the Chair of the Undergraduate Curriculum Committee, at email@example.com by the deadlines noted on the website (which are generally a week before the Executive Committee meeting. Please note, any additional explanatory notes, tables, charts etc. or syllabi, must be pasted into the proposal document, and should not be sent as separate files.
Proposals to be reviewed at the monthly meeting of the Undergraduate Curriculum Committee are due by noon on the last Friday of the preceding month. Dates of meetings are on the UCC website's announcements and homepage.
Below you will find a list of files in MS Word format representing the College Catalog to assist you in creating the catalog copy for your proposal. Each file is a different section of the Catalog. To edit course descriptions and programs proceed as follows:
- Do an electronic search to identify all catalog pages affected by your proposed change, including general education, program listings and course descriptions. If you are revising the course number, title, credit hours, prerequisite, or description, you must find any page that lists the course as a requirement, elective, cognate, or general education course, etc. Remember that other departments or programs may also list the course and it is your responsibility to find these. You should use the most recent edition of the college catalog that will be on the Records Office website.
- From the list below, select and download the file(s) that contain the materials you need to update. They have been divided into sections to try and make these easier to find
- Cut the pages that you will need to change and paste into a separate Microsoft Word document. All of your catalog changes for a proposal need to be contained within a single file. Use page breaks to separate the different sections, to make it easier for the Catalog editor to follow, and also ensure you have given sufficient context in your extracts.
- If you are submitting several connected proposals, you may prepare a single catalog file that covers all of these, but please indicate this in the message when you send.
- Before editing, ensure you turn on "Track Changes."
- Make the changes, save the file, and give it a name that connects it clearly to your proposal.
- Send this file, along with the proposal, in an attachment to firstname.lastname@example.org.