Undergraduate Council Forms and Procedures

Procedures:

IMPORTANT ANNOUNCEMENT 5/23/17

PLEASE HOLD SUBMISSIONS until further notice. Beginning this summer, all course proposals will be submitted through the Courseleaf system. Please direct any questions related to submissions to the Council Secretary: ugc@gmu.edu or 703-993-5941. Questions about Courseleaf should be directed to the Registrar’s Office or your department’s catalog author.

To add, modify or delete a course:

  • Complete the and save the Course Approval Form 2016 document so that the filename is the subject and course number without spaces (e.g., BAS300).
    • For a new course, please also insert a sample syllabus into the file after the form. The form and syllabus  MUST be saved as s a single document according to the naming convention described above. 
    • A change in course prefix cannot be submitted as a modification. Instead, complete (a) a form to delete the old course and (b) a form to add the new course. In this circumstance, a syllabus does not need to be provided for the new course, but please identify the old course that is being replaced.
  • Submit for department and/or college review in accordance with the curriculum review requirements of the sponsoring college or school. (Specific procedures and requirements vary by unit.) Proposals must also be approved by any other unit(s) that may be affected.
  • The sponsoring college is responsible for submitting the materials for Undergraduate Council review at least two weeks in advance of the meeting by emailing the signed, PDF documents to the Undergraduate Council Secretary at ugc@gmu.edu .
  • If the Undergraduate Council recommends the proposal, the proposal will be forwarded to the Office of the Registrar for implementation and inclusion in the University Catalog.

To add, modify, or delete a concentration, certificate, minor or degree program:

  • Complete the Program Approval Form 2016 and save the document so that the filename is the full title of the program without spaces (e.g., BACommunication).
  • FOR NEW DEGREE ONLY (not minors or certificates). Complete the SCHEV New Degree Program Template.
    • New degree programs require considerable additional processing time and documentation because they must also be approved by the State Council of Higher Education for Virginia (SCHEV). See the Timeline for the Review of New Undergraduate ProgramsPlease contact Robin Parker, Director of SCHEV Compliance at 703-993-6220 with questions.
    • Modifications involving offering a certificate or degree program online, off-campus, or in collaboration with another institution (e.g., in a dual degree arrangement) may also require reporting to the Southern Association of Colleges and Schools – Commission on Colleges (SACS-COC). Please contact Dr. Claudia Rector, Assistant Provost for Academic Affairs at 703-993-8679 with questions.
  • Submit for department and/or college review in accordance with the curriculum review requirements of the sponsoring college or school. (Specific procedures and requirements vary by unit.) Proposals must also be approved by any other unit(s) that may be affected.
  • The sponsoring college is responsible for submitting the materials for Undergraduate Council review at least two weeks in advance of the meeting by emailing the signed, PDF documents to the Undergraduate Council Secretary  at ugc@gmu.edu.
  • If the Undergraduate Council recommends the proposal, the proposal will be forwarded to the Office of the Registrar for implementation and inclusion in the University Catalog.

Please direct questions to the Undergraduate Council Secretary. Completed, signed forms should be submitted via ugc@gmu.edu