37.1 Approval of New Courses; Challenging Procedures; Changes to Existing Programs; Discontinuance of Service Courses

A.    Submission of Course Change Proposals and Circulation by Secretary to GFC

All course changes, including the provision or discontinuance of service courses offered by one Faculty to another, shall be submitted in the first instance to the Faculty Councils for approval.

Course changes shall be forwarded to the Secretary to GFC from the Faculty Councils.

All program changes, and any course changes which affect the nature or course-sequencing of a student's program, will normally take effect in the academic year following their approval (i.e., the year the information is published in the Calendar).  Exceptions may be made jointly by the Offices of the Vice-President (Academic) and the Registrar.

The Secretary shall keep a circulation list of Deans, Department Chairs and other interested parties to whom the course changes will automatically be sent.  In accordance with the circulation list, the Secretary to GFC shall circulate once per month, during the first week of each month, all course changes received and they will be subject to challenge.

Note from the University Secretariat: On an annual basis, The Office of the Registrar and Student Awards will circulate internally (i.e., to the Registrar's Office), for information, a listing of courses for which approval has been granted by either the Provost or the Board of Governors to assess additional instructional support (miscellaneous), cost recovery, or alternative delivery fees.

The text that will be added to the course descriptions that require payment of additional instructional support fees is as follows:

?Course requires payment of additional instructional support fees (see Student Instructional Support Fees Policy in UAPPOL).?

The text that will be added to the course descriptions for alternate delivery or cost recovery courses is as follows:

?May contain {alternative delivery/cost recovery} sections; refer to the Fees Payment Guide in the University Regulations and Information for Students section of the Calendar.?

B.    Challenges of Course Proposals

General Faculties Council policy regarding course change procedures is so interpreted that the following shall be circulated and subject to challenge:

a.     offering of new courses

b.     dropping of existing courses

c.     changes to the content of existing courses which alter the nature of the course

d.     changes in prerequisites, options and weights.

Challenges which can not be resolved between the Faculties concerned shall be reported to the Secretary to GFC within two weeks of circulation.  Challenges may emanate from any person.

Upon receiving notice of challenge, the Secretary to GFC, having ascertained that attempts to resolve the difficulty have been made both at Departmental and Faculty level, shall notify immediately the Dean and/or Department Chair concerned and have the challenge placed before the Executive Committee of General Faculties Council for final resolution.

In those cases where the Executive Committee is of the opinion that a policy issue is involved, it will place the issue before General Faculties Council.  Course challenges can only be made with respect to individual courses and must be accompanied by reasons relating to the specific course in question.

The Executive Committee shall decide whether a challenge is frivolous and an appeal from such a decision shall lie to General Faculties Council.

C.    Automatic Approval Date for Course Proposals

Faculties may assume that their course changes have been finally approved if no notice of challenge is received from the Secretary to GFC by the expiry of the third week after circulation.

D.    Deletion of a Service Course

The Secretary to General Faculties Council shall be informed of all withdrawals of service courses* in order that a record may be kept.

If agreement is reached between a servicing and a serviced Faculty on a proposed withdrawal of a service course, then approval need not be sought from General Faculties Council nor from the Executive Committee.

If agreement cannot be reached between the servicing and serviced Faculty on a proposed withdrawal of a service course, the matter should be referred to the GFC Executive Committee.  If the Executive Committee is unable to resolve the problem, the matter should be referred to General Faculties Council.

For information on the GFC ad hoc Committee on Service Courses, see 37.3.1.

* NOTE FROM THE UNIVERSITY SECRETARIAT:  Faculties are asked to denote on their submissions those courses which are considered to be service courses.

E.     Changes to Existing Undergraduate Programs

1.     Faculty Councils shall approve program changes and submit them to the Secretary to GFC.

2.  The Secretary to GFC shall then:

a.     Circulate the changes in accordance with procedures governing course changes.  Challenges should be lodged with the Secretary to GFC, who shall notify the Registrar and the Provost and Vice-President (Academic) of any challenge.  Changes to existing programs may not be implemented until a challenge is resolved,


b.     Forward program changes to the Provost and Vice-President (Academic), who will discuss them with Deans of affected or interested Faculties and the Chair of the GFC Academic Standards Committee, where the Provost and Vice-President perceives this to be necessary or useful. (GFC 29 SEP 2003)

3.     Any challenge to a program change arising from step 2(a) shall be coordinated by the Secretary to GFC, in consultation with the Provost and Vice-President (Academic), who together will ensure that Faculties are subject to only one negotiation procedure and approval route. (GFC 29 SEP 2003)

4.      Any concerns of another Dean or Deans or of the Provost and Vice-President (Academic), arising from step 2(b), shall be discussed with the Dean of the originating Faculty, who may, if the Dean sees fit, recommend to his/her Faculty Council a revision of the changes.

a.     If the proposed changes are not accepted by the Deans and the Provost and Vice-President (Academic) the changes, together with supporting and opposing statements, will be considered by APC and submitted to the Executive Committee of GFC, which shall hear representations from the Deans and/or the Provost and Vice-President (Academic), and shall then approve or reject the proposed changes.

b.     Any Dean may appeal the decision of GFC Executive to GFC itself.

F.     Faculty of Extension Courses and Programs:  Approval Route (See also Section 12, 1, 3, 14)

1.     GFC delegated to the Academic Standards Committee the authority to approve new non-credit programs and program expansions in the Faculty of Extension.  Where additional funding and/or space is required, ASC would provide a recommendation on the proposed program to the GFC Academic Planning Committee (APC); APC, in turn, would have the GFC-delegated authority to give final approval for the overall program. (GFC 29 SEP 2003)

2.     GFC delegated to the Provost and Vice-President (Academic) the authority (a) to approve new non-credit courses or major changes in the content or delivery of existing non-credit courses in the Faculty of Extension and (b) to receive and resolve challenges concerning these courses.

3.     GFC delegated to the Academic Standards Committee the authority to make a decision on any challenge made to an Extension non-credit course which the Provost and Vice-President (Academic) has been unable to resolve. (GFC 30 MAR 1981) (GFC 29 SEP 2003)

4.     Credit programs and courses in the Faculty of Extension will follow the normal route as outlined in Section 3 and Section 37.1.

G.    Changes to Existing Graduate Programs

1.     All proposed changes to existing graduate programs shall be submitted to the Dean of the Faculty of Graduate Studies and Research (FGSR);

2.     The Dean of FGSR shall assess the proposed changes and identify those deemed to be editorial or administrative and internal to the academic program of the unit submitting the change.  These, if approved by the Dean, will be submitted directly to the GFC Secretary to be circulated to interested staff for information;

3.     Changes which are deemed to be of a major nature, or minor changes which have potential impact on other units, shall be submitted to the Council of FGSR for ratification;

4.     Minor Changes which are approved by the Council of FGSR shall be submitted to the Secretary of GFC for information.  The GFC Secretary will circulate the changes to interested staff for information.

5.     Major Changes which are approved by the Council of FGSR shall be forwarded to the Provost and Vice-President (Academic).  The Provost and Vice-President (Academic) will assess the nature of the change and may approve proposals which have a clear and current precedent or analogue, involve no request for additional funds or space, and appear (after appropriate consultation) not to raise jurisdictional questions or larger issues of University-wide support.

Proposals which do not meet these criteria will be routed through the University's committee system by the Provost and Vice-President (Academic).

6.     Minor Changes are those which do not change the basic nature and/or intent of the program.  Major Changes are those which change the basic nature and/or intent of the program, or which result in a change or addition to the degree designations of the Faculty of Graduate Studies and Research.

(See also Faculty of Graduate Studies and Research, Section 63.)

H.    Courses Recommended for Admission

The GFC Academic Standards Committee does not consider courses recommended for admission (as opposed to courses required for admission); these proposals instead will be submitted to the Secretary to GFC to be circulated for information only. (GFC 29 SEP 2003)