Curriculum Approval Process


Application Submission Guidelines

New course applications:

  1. One (1) single-sided original, signed application with a syllabus attached via paper-clip to the back of the application.
  2. One (1) double-sided copy of the form only, individually stapled if more than 1 page. (The copy receives the approval stamp and is returned to the department.)
  3. Either paper-clip or binder-clip the copy behind the original (no rubber bands, please).
  4. Do not include the Memo of Responsibility for new course applications.

New Prefix Memos

  1. One (1) original paper-clipped in front of one (1) copy stapled.

Course Change applications:

  1. One (1) single-sided original, signed application with a syllabus (if required) attached via paper-clip to the back of the application.
  2. One (1) double-sided copy of the form only, individually stapled if more than 1 page. (The copy receives the approval stamp and is returned to the department.)
  3. Either paper-clip or binder-clip the copy behind the original (no rubber bands please).
  4. Original Memo of Responsibility for any changes after the Time Schedule deadline paper-clipped in front of the original application. Do not include copies of the Memo of Responsibility.

Distance Learning Renewal:

  1. One (1) single-sided original, signed application with an in-classroom and a distance learning syllabus (if taught both ways) attached via paper-clip to the back of the application.
  2. One (1) double-sided copy of the form only, individually stapled if more than 1 page. (The copy receives the approval stamp and is returned to the department.)
  3. Either paper-clip or binder-clip the copy behind the original (no rubber bands please).

Note: Please do not group applications together. Submit each application separately paper-clipped or binder-clipped. This helps ensure an application is not lost.

Application Receipt and Review

Complete curriculum applications received by the posted deadline for the month are reviewed at that month's Curriculum Meeting. Both the deadline and the meeting date for each month are posted on the deadlines page. Please note that there are specific Time Schedule effective-quarter deadlines for course-change applications.

Each application is reviewed to make sure it is completely filled out, signed, and contains all of the required documentation. Applications that are found to be incomplete may be sent back to the department. Applications not signed are returned. Incomplete applications are not forwarded to the Curriculum Committee for review and are held until all of the required documentation is received.

What Happens at the Curriculum Meeting

The Curriculum Committee meets once a month, excluding the month of July, typically on the third Tuesday of the month. At the meeting the Committee members review each complete application. Applications can be approved as submitted, placed on pending status, or placed on hold status.

Applications approved by the Committee do not need further review for approval. (Programs that share accredititaion across campuses - currently Business, Nursing, and Social Work have an additional review period).

Pending status occurs when the Committee has additional questions, revisions, concerns, etc., they would like addressed. Typically these issues are resolved with via an email response. If your application has been placed on pending status, you will be contacted by the Curriculum Office for follow-up, typically within 24 hours of the meeting. After a response has been submitted by the department to the Curriculum Office, the Curriculum Office works with the Curriculum Committee to see if the response answers their questions and if the application can be approved. The Committee may approve the application based on the response or request additional information.

The Committee places applications on hold status when they have substantial questions or concerns about an application. Typically these issues are addressed at the next Curriculum meeting, where the Committee may request that the department attend the meeting to answer questions in person, or have the department submit a major revision to the original application. If your application has been placed on hold status you will be contacted by the Curriculum Office for follow-up, typically within 24 hours of the meeting.

Was My Application Approved?

If you have an application being reviewed by the Curriculum Committee and you have not been directly contacted by the Curriculum Office by the third Friday of the month, your application has likely been approved and has been added to the SDB. You can always check to see if your application has been approved and entered into the SDB using the SRF200 screen. Copies of the approved applications are mailed out to each departmental contact within a week of the meeting, please see your departmental curriculum coordinator for the approved paperwork. At the end of each month, the Curriculum Office posts a report on the Curriculum Office website of all approved applications. Applications that are pending, do NOT appear on this report. Any pending or held application that is resolved before the next Currriculum meeting is added to report for the month it was originally reviewed. Otherwise, it is added to the report for the current month.

Please wait until the first of the next month to contact the Curriculum Office about the status of your applications. If by the first of the month you have not been contacted by the Curriculum Office, and have not received a stamped approved copy of your application please contact us.

When Will Changes Appear in the Catalog?

The Online Course Catalog is updated once, at the END of each month. Any approved new course will show up in the catalog at this time. Approved applications changing course content will appear in the catalog based on the effective quarter requested on the application. If an application changing course content is approved for Autumn quarter, the changes in the catalog will ONLY appear prior to the Autumn Time Schedule being posted online.