Review Process

Recognizing the workload issues that such a conversion process will entail, at both institutional and statewide levels, on September 25, 2009 representatives from all the current faculty panels were convened to discuss how best to approach this issue. The process below reflects the outcome of that meeting. In September 2011, the process involving expedited reviews was changed to no longer require a co/pre-requisite syllabus, and to allow for a different kind of memo to be included.

Full Review Process

For new offerings, or courses that were previously approved in quarter hours but have undergone a significant content change, a full review is required and will be the same as the current practice that involves the creation of new courses in the inventory and new matches. Full review requires:

  • complete data-entry with learning outcomes in the Course Equivalency Management System (CEMS),
  • a copy of the new syllabus,
  • a copy of any co/pre-requisite syllabi (OTM only),
  • submission to the OBR, and
  • review by the full faculty panel

All learning outcomes and guidelines of the match being submitted must be completed by a content expert at the institution.

See diagram on the Full Review Process.

Partial or "Expedited" Review Process

Courses that are simply being converted from quarter to semester formats should be granted an expedited review. Such courses must have been previously approved and have not undergone a significant content change during conversion. The subject area and/or OAN for the converted course must be on the eligible list, which will be discussed with the faculty panel leads and results shared with the institutions.

Courses submitted in this manner will require:

  • a copy of the new semester syllabus,
  • either a memorandum detailing the changes (semester formatting and/or content changes) or a memorandum from your institution stating that the course went through the full internal curriculum approval process, and that the institution’s curriculum committee has deemed the new semester course equivalent to its old quarter course(s).  It would be helpful to include details about the approval process that took place.
  • submission to the OBR, and
  • that faculty panel leads will either approve the submission or send it to their panels for at least an additional two-person partial review.

The following documents do not need to be included, but are helpful

  • a copy of the old syllabus,
  • a copy of any co/pre-requisite syllabi (OTM only),

These expedited steps will speed up the review process. However, accurate course data-entry and complete course syllabi information are still needed.

See diagram on the Partial or "Expedited" Review Process.

 

Note

  1. There will be situations where courses can exist within multiple guarantees. For instance, if a course is being submitted for both TAG and OTM, but was only approved for a TAG previously, the TAG submission can be expedited. However, the OTM submission would need to go through a full faculty review. The materials submitted for the course would need to include the new syllabi and a memorandum. Only the learning outcomes or guidelines for the OTM submission would need to be filled out.
  2. The expedited process is not a guarantee of an automatic approval by the faculty panel. It is crucial that institutions do their best to create a syllabus with as much information as possible, such as weekly descriptions of content covered and textbooks. Several faculty panel leads have expressed their need for those items to make a solid decision for both full and expedited review processes, especially in the TAG sequenced courses, where faculty panels will want to see how learning outcomes are redistributed in the semester format. If a match is disapproved or is pending, it will be returned to the institution for rework and resubmission as a full review.
  3. We depend heavily on your data-entry and data submission in CEMS and will do our best to make the technology work for you. Some user-friendly improvements for both institutions and faculty panels will be provided soon.