The Registrar maintains a separate electronic database of active and inactive courses based on information communicated by QM. The Registrarís Office is also the repository of information on pre-1980 courses.
Each department chair also keeps
files on courses offered by his/her department, including current course
outlines and recent syllabi. Each campus/center/program director
has similar files on courses taught through his/her campus/center/program.
2. When a new course is approved, a file for it is created, and the Registrar, department chair, originator, catalog director, and Director of Student Services, SCE, are notified.
3. When courses are altered, a signed approval is placed in the course file, and the Registrar, department chair, originator, catalog director, and Director of Academic and Student Services, SCE, are notified.
4. When courses are inactivated, their files are removed from the active drawers, marked "Inactive," and refiled by department in the inactive course drawers. The Registrar, department chair, originator, catalog director, and Director of Academic and Student Services, SCE, are notified.
5. In every case above it is the responsibility of the catalog director to see that the changes appear in the next issue of the catalog (except for 700-level courses which do not appear, and for courses which will only be offered once), the responsibility of the Director of Academic and Student Services, SCE, to see that appropriate SCE directors are informed, the responsibility of the Registrar to see that changes are enforced on future schedules, and the joint responsibility of QM and the Registrar to see that courses are properly listed in ULV's administrative computer system.
6. It is the responsibility of each department chair, including those at the Athens Campus, to maintain files on each course in the department, including current course outlines and recent syllabi. Departments are responsible for updating course outlines on a regular, systematic basis.
7. It is the responsibility of each campus/center/program director and the associate dean at Athens to obtain new course outlines of courses taught through his/her campus/center/program on a regular basis and to maintain these in course files. It is also the directorís/associate deanís responsibility to keep recent syllabi of courses taught at the campus/center/program on file.
1. Course Proposals/Outlines. Course proposals, which become course outlines once approved, are fully described by QMS45, "Guidelines for Writing Course Proposals." These guidelines must be followed in preparing proposals for new courses. The "Guidelines" require the following elements:
b. Course Description
d. Course Content
e. Activities of Participants, including details on library work, writing assignments, and computer exercises and activities
f. Evidence of Learning Objectives
g. Assessment Plan
h. Texts, Materials, and Resources
i. Program Relationship, including reference to the ULV Mission Statement, especially with respect to values, diversity and intercultural orientation, international orientation, lifelong learning, and service.
2. Term Syllabi. Every term the instructor in every class prepares a syllabus for the course based on the course outline but containing such additional items as reading and other assignments, an updated bibliography, attendance and grading policies, academic dishonesty information, and a schedule of meetings, exams, and other activities and deadlines. Each class syllabus must be consistent with the course outline as judged by the academic department. The class syllabus is a contract between the instructor and the students, and both students and instructor are expected to adhere to it.
For every approved ULV course, there is a course outline on file in the Office of Quality Management. Copies of term-by-term syllabi are stored in on-campus department offices, off-campus program offices, off-campus campus/center offices, and Athens. In some academic departments and at Athens course syllabi are reviewed each term; in departments or locations where this is not possible, periodic reviews are made by department/program chairs, deans, and other academic visitors from the central campus.
b. It is the responsibility of the Director of Quality Management to notify the appropriate dean if course outlines are unavailable or more than two years old.
b. It is the responsibility each dean in his/her college/ school and the associate dean in Athens to see that departments review term syllabi of all departmental courses on a regular basis to see that they are adequate and appropriate.
c. It is the responsibility of department chairs and program chairs to review course syllabi in their fields across the University on a systematic and regular basis.
d. In certain programs it is practical for the the on-campus program chairs to review the term syllabi used off campus each term. In these programs it is the responsibility of the off-campus program director to supply copies of the term syllabi for each course prior to the beginning of each term. It is the responsibility of the program chairs to review these syllabi and communicate any needs or concerns to the off-campus directors.
Courses specific to proposed new programs may not be considered (and certainly never offered) until the program of which they are to be part has been fully approved by the Faculty Assembly and the appropriate administrators, and, where necessary, by the Board of Trustees and appropriate outside approving agencies.
b. The faculty member completes and signs QMS92, "New Course Approval Form" and submits it along with the course proposal to his/her department chair for review. QMS92 asks for information such as prerequisites, course level, general education fulfillment, and other items describing the course and necessary for its approval.
c. If the department chair approves the new course, the course proposal and QMS92 are sent to the dean of the appropriate college/school or the associate dean at Athens for consideration.
d. If the dean/associate dean approves, he/she sends the completed QMS92 along with the course proposal to the Office of Quality Management. If the course is from Athens and if it proposes to fulfill a general education requirement, it must go to the department or the General Education Committee, as appropriate, for approval of the general education fulfillment.
e. When the course has received all required approvals, QM enters it into the official list of courses and notifies the Registrar, originator, director of the catalog, and Director of Academic and Student Services, SCE. When the course was created and approved in Athens, QM also notifies the on-campus department of the addition.
b. The instructor preparing the course must follow the format contained in QMS45, "Guidelines for Writing Course Proposals." No element in the guidelines may be omitted.
c. On-campus and Athens department chairs (for on-ampus and Athens part-time faculty) and off-campus directors (and departments, where organized) should review the proposal with the author to see that the proposal is complete and appropriate.
d. On-campus and Athens department chairs, if they approve of the course submitted by an on-campus/Athens part-time instructor, complete and sign form QMS92 and submit it with the proposal to the dean/associate dean. The rest of the procedure for handling the course is the same as for courses proposed by full-time on-campus faculty.
e. An off-campus director, if he/she approves a course developed at his/her campus/center, completes and signs form QMS92 and sends it and the course proposal to the Office of Quality Management. QM will forward the document to the appropriate faculty specialist/program chair. If the faculty specialist/program chair approves the course, he/she signs the QMS92 and submits the materials to the department chair. The procedure then continues as described for other proposed courses except that, when the approved course returns to QM, the off-campus director is also notified. If the faculty specialist/program chair rejects the course, he/she returns it with his/her comments to QM, which sends the proposal back to the originating director.
On-campus department chairs assign course numbers for new courses using guidelines established by the department. Athens department chairs may propose a number, but before they can assign it, they must verify with the Office of Quality Management that the proposed number is available. If no course number is assigned, the Director of Quality Management assigns a number using established department guidelines.
From time to time the entire system of course numbers must be changed. Most recently this was done in 1977 and again in 1990, the first at the inception of QA and the second during installation of the Banner student record system.
b. The "Course Numbering System" adapted by the ULV Faculty in Spring 1977 which provide the basis of the catalog statements (see Appendix of Forms).
c. Taxonomy is the responsibility of each individual department.
d. Information supplied on the QMS92 submitted with the new course or on the QMS40a, "Course Change Request Form," submitted with the course changes.
3. If the Vice President for Academic Affairs determines that the entire course numbering system must be changed, the change is managed by the Office of QM. It requires the approval of all program and department chairs and the concurrence of affected center/program directors.
2. QMS40a must be signed by the on-campus department chairs of all departments responsible for the course and by all appropriate college/school deans. Changes to curses which were developed in Athens and only taught there must be signed by the Athens department chairs of all departments responsible for the course and by the Athens associate dean.
3. It is the responsibility of the Director of Quality Management to try to see that all programs and departments, off campus as well as on campus, which might be effected by the change are informed of developments.
4. Once QMS40a is complete, it is forwarded to QM, which records the changes (effective the following September 1) and informs the Registrar, catalog director, initiator, and Director of Academic and Student Services, SCE.
In general, courses (1) which have not been offered for two years or (2) which have not attracted enough students to "make" for three years will automatically be considered for inactivation. Courses which have not been offered for five years will automatically be inactivated.
2. It is the responsibility of the Director of Quality Management to try to see that all programs and departments which might be effected, off campus as well as on campus, are informed of the proposed inactivation.
3. Once QMS40a is complete, it is forwarded to the Office of Quality Management which places the course file among the inactive courses (effective the following September 1). QM also informs the Registrar, catalog director, initiator, and Director of Academic and Student Services, SCE, of the change and works with the Registrar to see that the change is duly recorded in the computer system.
4. From time to time (e.g., when a new University catalog is being drafted or a program is being deleted) a department may wish to inactivate a number of courses at once. In such a case, the department chair may dispense with QMS40a, and merely communicate the inactivations with a rationale in a single memorandum to the appropriate dean/associate dean for approval. If the dean/associate dean approves, he/she will forward the memorandum with his/her signature to QM. QM will take the same precautions (including obtaining the signature of the Director of Academic and Student Services, SCE) and follow the same procedures as if the inactivations had been forwarded on individual QMS40a forms. A copy of the memorandum will be placed in the file of each course inactivated, and sent to inform the Registrar, catalog director, initiator, and Director of Academic and Student Services, SCE.
6. It is the responsibility of the Director of Quality Manage-ment, in the fall of each year, to determine which active courses have not been offered by ULV for over two years as well as those which have not attracted sufficient enrollment for over three years. The Director will compile a list of these courses and distribute it for comment to all interested deans, directors, and other individuals and departments. The Director will note in his covering memorandum that these courses will be inactivated unless there is sufficient reason to maintain the courses active. If it is decided that some or all of the courses on the list should be inactivated, QM will inactivate them using the covering memorandum along with any subsequent correspondence in lieu of a QMS40a as documentation. In all other respects, the same procedures will be followed for inactivation of courses as outlined above.