Operating Procedures of the Educational Programs Committee (EPC) of Senate for the Review and Approval of Submissions

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Everett Shepherd
5 years ago
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1 Operating Procedures of the Educational Programs Committee (EPC) of Senate for the Review and Approval of Submissions 1. Submission of Proposals: a) All proposals are to be submitted to the Secretary of EPC by the Chair(s) of the Faculty or School Council(s). b) The New Course, Course Change, New Program, and Program Change forms approved by EPC are to be used to submit proposals. c) The Chair(s) of the Faculty or School Council(s) will confirm by signature that the proposal has been reviewed and approved. d) All New Course and New Program proposals must be approved by the Academic Planning and Priorities Committee (APPC) prior to being submitted to EPC. 2. Submission Preview: a) A subcommittee of EPC, the Submission Preview Subcommittee (SPS), will review all proposals for clarity and completeness and determine whether they are consistent with current academic policies and practices. SPS will also determine whether the proposal is a Category I, II, or III change. b) Proposals found to be deficient will be returned to the Chair(s) of the Faculty or School Council(s) with a brief description of any required or suggested changes. Revised proposals are to be re-submitted to SPS for further review. Minor changes will be made by SPS and the proposals will not be returned to the Faculty or School Council(s). Faculty or School Council(s) will be informed of these changes. c) Acceptable proposals will be posted for campus-wide consultation using the Instructional Program Consultation Process (IPCP). 3. EPC Procedures, Category I Changes (see Appendix A): a) If no individual(s) or group(s) external to the Faculty or School Council(s) proposing the change raises a legitimate concern during the IPCP process, Category I changes made by Faculty or School Council(s) stand and no review by EPC is required. The legitimacy of concerns is determined by SPS. b) When legitimate concerns are made, the Faculty or School Council(s) proposing the change will be notified and will be required to consult with the individual(s) or group(s). The parties should attempt to address the concern(s) and submit a revised proposal to SPS for review. If the parties cannot reach agreement, the change becomes a Category II change. c) EPC will report Category I changes to Senate, the Registrar, and all academic units for information. 1

2 4. EPC Procedures, Category II Changes (see Appendix A): a) If no individual(s) or group(s) external to the Faculty or School Council proposing the change raises a legitimate concern during the IPCP process, Category II changes are forwarded to EPC for approval. b) In cases where disputes arising from the IPCP have not been able to be resolved, the EPC will invite the parties to submit their concerns, review the issues, and make recommendation to resolve the dispute. If agreement still cannot be reached between the parties, EPC will make the final decision on the matter. c) If proposals are approved conditionally by EPC, the committee will require that the person presenting the proposal or an acceptable designate take responsibility for ensuring that those conditions have been met. Revised documentation must be submitted to EPC before any further steps can be taken in the approval process. d) Any significant changes to the proposal resulting from the deliberations of the EPC will require approval of the Faculty or School Council(s) submitting the proposal. e) Decisions on motions will be made by majority vote of the voting members present at the meeting who cast a vote. f) EPC will report Category II changes to Senate, the Registrar, and all academic units for information. 5. EPC Procedures, Category III Changes (see Appendix A): a) The same approval process will be followed as for Category II Changes except proposals will be forwarded to the Budget Committee of Senate and the Academic Planning and Priorities Committee with EPC s recommendation. Appendix A: Categories of Curricular Changes Category I: Changes that may be approved by the Faculty or School Council(s) For minor changes that have very little or no impact on any other academic unit, final authority will rest with the Faculty or School Council(s) responsible for the course or program. It is understood that all costs associated with these changes will be covered within the Faculty or School(s). If that is not the case, then approval must be sought from Senate. The IPCP will be employed to ensure that the change does not affect students or programs of other academic units. The minor changes include: 2 A minor change to a course title. A minor change to the Calendar description of a course. Minor changes in course content that do not significantly change the nature of the course. Changes to methods of evaluation.

3 Change to the total number of credit units for a course, if it does not affect the students or programs or other Academic Divisions. Change to the hours assigned to components of a course (vectoring), if it does not affect the students or programs of other academic units. Change to the prerequisites or co-requisites for a course, if it does not affect the students or programs of other academic units. Change to the scheduling of a course, if it does not affect the students or programs of other academic units. Addition of a method of delivery as long as that change does not replace the current method of delivery and the cost is fully covered by that academic unit and its partners. Change of a method of delivery when students or programs of other academic units are not negatively affected. Change in the admission quota for a course, if it does not affect the quota for an educational program within the academic unit or students or programs of other academic units. Category II: Changes that may be approved by the Educational Programs Committee, on Behalf of Senate For changes listed below, final authority will rest with the EPC. It is understood that all costs associated with these changes will be covered within the Faculty or School(s). If that is not the case, then approval must be sought from Senate. The IPCP will be employed to ensure that the change does not affect students or programs of other academic units. These changes include: 3 New courses. Course deletions. Changes to course content that significantly change the focus of the course. Addition of a method of delivery when the cost is not fully covered by that academic unit. Change of a method of delivery when students or programs of other academic units are negatively affected. Changes to the level the course is offered at from Lower (First and Second Year) to Upper Level (Third and Fourth Year) or Upper Level to Lower Level. Change to the total number of credit units for a course that affects the students or programs of other academic units. Change to the hours assigned to components of a course (vectoring) that affects the students or programs of other academic units. Change to the scheduling of a course that affects the students or programs of other academic units. Changes to prerequisites or co-requisites for a course or program that affects students or programs of other academic units. Minor program changes (for example, substitution of a different course or courses for an existing course or courses in an approved program). Addition or deletion of a requirement within an approved program. Change to the approved electives for a program. Addition of a new field of specialization if there is already a Major in the same field of specialization. Addition or deletion of non-credit programs or programs offered under service contracts, if the costs associated with these will be covered by the academic unit making the proposal.

4 Any other changes delegated by Senate to the Committee for approval. Category III: Changes requiring Senate Approval For changes listed below, Senate approval is required although final authority rests with the Board of Governors: Any course or program revisions that requires new resources beyond those provided by the academic units responsible for the program. New degree-level programs. Program deletions. New fields of specialization at the Major or Honours Level, or at a lower level if there is not already an approved Major in the area of specialization. Deletion of a field of specialization at the Major or Honours Level. Changes to the majority of courses in an approved program. Changes in requirements for admission to programs, promotion or graduation, especially those likely to significantly affect enrolments (respecting the authority of the Planning Council for Open Learning). Changes in admission quotas. Change to the residency requirement for a program (respecting the authority of the Planning Council for Open Learning). Addition or deletion of non-credit programs or programs offered under service contracts, when there are resource implications for the University. 4

5 Provisional Approval Procedures of EPC Criteria and Procedures for Provisional Approval EPC is proposing a provisional approval process for course and program proposals requiring further refinement or which may be required on an emergency basis. In order to maintain the integrity of our academic approval processes, provisional approvals are granted on a one-time basis only and must adhere to Senate and legislative regulations. Provisional Approval of Proposals Deemed Incomplete At the discretion of EPC, proposals that are deemed to be incomplete may be granted approval, thus allowing the department to offer the course or program once only. A copy of EPC s requirements for revision of the proposal will be sent to the Department Chair and Dean. A revised proposal must be received and approved by EPC prior to the course or program being offered a second time. Provisional Approval of Emergency Requests Requests for provisional approval must be made by the relevant Dean(s), to the Chair of EPC, and must meet the following criteria: 1. The proposed curriculum change is occurring outside of the normal approval processes resulting from factors outside of the control of the University, for example, newly imposed accreditation requirements within a program. 2. Students will be negatively impacted if the proposed course or program is not implemented. 3. The proposed change(s) can operationally be put into service by the Registrar s Office, e.g. there is classroom space available, the course can be scheduled in time for students to register, sufficient time to admit students to a one-time cycle of the program. Should an emergency provisional approval be granted the department must apply for permanent approval prior to the course or program being offered a second time. Summer Committee of EPC During the summer months, EPC shall establish a Summer Executive Committee (SEC) to deal expeditiously with matters necessary or desirable to act on after the last scheduled June meeting each year and prior to the scheduled September meeting that year. The SEC will report on all actions taken by conveying any resolutions through to all EPC members and, in addition, report at the next meeting of EPC. The SEC committee will consist of three EPC members appointed by the Chair. One of which must be the Vice-President, Academic & Provost (or delegate). 5

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