The only purpose for this form is to save paper! If a department is proposing numerous changes to numerous courses, they may be summarized on this form. The committee will use copies of this form instead of looking through each of the LX 138C’s. For example, if a department is changing prerequisites on two courses, changing four course numbers, and deleting three courses, all of these changes can be listed on one LX137 form. Copies of the LX137 are made for the committee, and an original signed LX138C must be submitted for each course included on the LX137 for the official curriculum records. The LX138 forms do not need to be copied for each committee members. The LX137 form does not save work because all of the usual paperwork must be completed. It just saves making so many copies for everyone.

LX138C (yellow/goldenrod form) NEW OR REVISED COURSE

A new course requires completion of both sides of the form. If a course is being revised, check all of the changes that apply. Although there might just be one change, the entire form must be completed because it replaces the current form in the official curriculum books. For example, if course credit is the only change, all of the information, including the course description must be entered on the form.

LEFT COLUMN

Effective date: When does the change/proposed course take effect? Sometimes departments are proposing significant curricular changes/new courses as part of a departmental reorganization, etc. In those cases keep in mind that there may be students who are still trying to get through the "old program" so you will not necessarily want all of the courses to have the same effective date.

A course change affects all students, regardless of the catalog they are following. There may be situations such as prerequisites where students under earlier catalogs would not meet the requirements. These exceptions would be granted through override forms during the registration process.

Type of course: Any proposed course that a department would like to have included in the General Education program requires separate approval by the General Education Committee AFTER it has been approved as a course by the Undergraduate Curriculum Committee. The same is true for any change to a course that is already part of the General Education program—first the change is approved by UCC, then by the General Education Committee.

Slash courses (graduate/undergraduate) must be approved by both the undergraduate and the graduate curriculum committees. They may be presented to either committee first. (see page 7 of this document)

Course is offered: This information is included in the catalog to help students and advisors plan. This will become more important with the implementation of the four-year degree guarantee. Examples of "Other" schedules include J-term, May-term, every fourth semester, semester I even-numbered years, etc. There is a blanket statement in the catalog indicating "many course descriptions list the semester/year during which a course is normally offered. This serves as a guide; however, actual offerings may vary depending on staffing levels and enrollment demands".

Length of Course: This assumes a standard offering. There are numerous variations such as weekend courses, summer/interim courses taught in a shorter format, extended terms that are longer than the standard semester or summer session. Keep in mind the complications that can arise from non-standard formats such as availability of services (library, computer labs, etc), grading timelines, campus conditions (cooling, heating, maintenance work)

Contact hours: The campus standard is 1 hour of instruction per week per credit during a full semester. A regular semester-long 3-credit "lecture" class would have 3 contact hours on the first line in this section. Labs typically meet 2-3 hours for 1 credit. Scheduled outside activity includes activities such as required observation/service learning/internships. It does not mean homework. It is recognized that independent study usually does not have a specific number of hours; simply indicate "ARR" for arranged. If a department is proposing a different ratio for labs, clinicals, fieldwork, etc. the department must be prepared to justify the variance. Is it fair to the student? Is it consistent within the department’s curriculum? How will it impact the faculty’s workload calculations?

Although a course may be offered during a different time frame than full semester, the contact hours should be calculated as semesters, i.e. a class may meet one week for 14 hours, but the contact hours would appear as "1". This information is repeated on the LX139 form.

Repeatable for credit: Departments might want to allow students to enroll in a course more than once, usually if it is a skills or participation course or if the content changes each time it is offered as in an umbrella course. Usually there is a limit on the maximum number of credits a student may earn. There are two ways to approach this—either limit the number of credits a student may take or limit the number of credits that may apply to a major. The more common approach is to limit the number of credits a student may take. A student can be prevented from registering in more credits than allowed under this method. Under the second scenario, a student will be allowed to register for the repeatable course any number of times, but the SNAP report will only count the approved number of credits toward the major. At the graduate level, this would be controlled through advising.

This section is not related to the university-wide course repeat policy for unsatisfactory grades.

Grade Pattern: The standard grading pattern is letter grade. Sometimes there are courses where a pass/fail grade is more appropriate. If a department determines that pass/fail grading is desired, there are two options. The course can always be pass/fail or the department/instructor can decide if a particular offering of the course will be pass/fail. This generally applies to umbrella courses where some topics are more fairly graded as letter grade while other topics are best as pass/fail. The university has restrictions on the kinds of courses that can be offered as pass/fail and the number of pass/fail credits a student may earn.(see UCC guidelines).

This campus does not offer STUDENTS the option to choose whether or not to take a course as graded or pass/fail. All students registered for a course will be graded under the same option.

Cross-listed: If this course is cross-listed with a course in another department, the other department(s) must be aware of the proposed change. In fact, the LX138C should be signed by the chair(s) and dean(s) of the cross-listed course. There is no need for each department to submit a separate request. The changes can be made to each of the listed departments based on one form signed by all appropriate parties.

RIGHT COLUMN

Department: Use the 3-letter department abbreviation. In cases where the proposal is a sub-unit of a department, only the sub-unit abbreviation is necessary.

Course Number: If there is a change in course number, list the proposed number here and indicate the current/old number in the top part of the form under course revision-number (was____). If it is a slash course, list both the undergraduate and the graduate numbers. Course numbers should comply with the departmental numbering guidelines, which should be on file. Before proposing a new number, check with the Records and Registration office for number availability. A course number must lie dormant for ten years before it can be re-used.

Credits: Sometimes courses are offered for a range of credits. This is particularly true for umbrella courses or independent study. It provides more flexibility depending on specific course content.

Course Title/New Umbrella Course Topic Title/Abbreviation: When deciding on an appropriate course title, remember that there is a limit of 18 characters, including spaces, for what appears on a student’s transcript. There are some courses where a variable title is appropriate, i.e. umbrella courses. That means each course offering could have a different title. In these cases, the generic course title is listed as "course Title" and the specific course offering title is listed under "new umbrella course topic title". This is the title that will appear on the student’s transcript.

Course description to appear in university catalog: There are no specific rules about writing course descriptions, but keep in mind that it is a catalog description, not a marketing piece for the course. It is not necessary to provide the description for a course that is being deleted.

Prerequisite to appear in catalog description: Courses or other requirements that must be completed prior to enrolling in the course

Other restrictions: Are there other restrictions you want to place on a course, such as junior standing, concurrent enrollment, not open to students who have credit in other particular courses? Some of these restrictions can be checked during the registration process; others cannot. Examples of restrictions that can be checked during registration include classification, acceptance into program, open to majors, cumulative GPA, and required concurrent enrollment with one other course. Restrictions such as grades in particular courses, not open to students who have credit in other particular courses can not be checked during the registration process; it either becomes an advising function or a special process that is completed after registration with notification to students after the fact.

Approvals: It is understood that by having the department chairperson’s and dean’s signature on the LX form, the proposal has their support, and that, as stated, there are qualified staff, adequate demand, and adequate facilities, equipment, and materials to support the proposal.

Proposals that reflect cross-listed courses need the signatures of each department chair and dean that sponsor the course. Proposals for courses that are interdisciplinary require the signature of the program director and dean. Graduate courses require the signature of the department chair, but not the program director; the college dean, but not the director of graduate studies. It is permissible to make copies of the LX form for the committee prior to getting the signatures, but the original must be signed prior to the curriculum committee reviewing the proposal.

SIDE TWO (for new course proposals only)

Justification for offering the course: Simply, why is this new course needed?

Relationship of proposed course to other courses within department: How does the new course fit into the curriculum? Is it replacing something, will it be part of a sequence, etc.

Programs potentially served by this course: Self-explanatory

Requirement/Elective: This provides an opportunity to have courses included in programs and the catalog without submitting a separate proposal. If a new course will be considered an elective in a program, indicate the programs and sub-programs to which it applies. Be specific if it fits into a particular category. Electives can be programmed into SNAP reports and listed in the catalog directly from this information. No additional paperwork is needed. Feel free to submit a separate sheet if it will clarify the information. If a course will be a requirement in a program, a new LX 138P must be submitted which includes the proposed course. In these cases, often there are changes in total program credits, other changes, or deletions that can be reviewed more meaningfully by seeing them on a separate program proposal.

Other considerations: Items 1-4 are self-explanatory

Formal consultation: The curriculum committee(s) pays close attention to this item to ensure there is communication between departments and to avoid duplication. Verbal consent is not adequate; a record of e-mail communication is acceptable. Attach a copy of this record to the original LX; it is not necessary to make copies for each committee member.

Graduate sponsorship: A department that does not have a graduate program cannot offer a graduate course without "sponsorship". Sponsorship means that particular department/program supports offering the course and thinks it will be useful to students enrolled in that graduate program.

LX138P (yellow/goldenrod form) NEW OR REVISED MAJOR, MINOR, EMPHASIS, ETC.

LEFT COLUMN

Labeling a program can be confusing. There is a lack of consistency among departments and programs, particularly in the definitions of subprograms (anything less than a major). Undergraduate Curriculum Committee plans to recommend (sub)program guidelines to assist departments and to ensure consistency across campus when developing new opportunities. UW System Administration must give approval to plan for a new major. System approval is NOT required for new subprograms; it is notified only. A new subprogram requires approval by the department, college, curriculum committee, Faculty Senate, and the Chancellor. The role of the Academic Priorities Committee has been unclear; however, that committee also is involved in the approval process.

Effective date/catalogs: The general rule is that new programs or program changes affect only students entering the university on or after the effective date. Students who are already in a program have a choice. They may either complete requirements as identified in the catalog they are following or they may switch to the catalog in effect with the new program. That means they have to complete all requirements under the new catalog. There are times when a change is made to a program that must be applicable to everyone because of external requirements such as licensure, etc., but that does not happen often. Other times program changes provide more flexibility or are advantageous in some other way to students. In these cases the change can be made retroactive to all students.

Program size: The number of total credits to complete a program. In order to accurately reflect the size of the program, and to guide students, courses that become requirements by default because they are prerequisites to "real" course requirements should also be listed. For example, if a major requires FIN 475, and the prerequisite for FIN 475 is FIN 380, then the major really requires 380 and 475.

Program Revision/New Undergraduate Program: The university has a policy that states majors should be no more than 40 credits unless it is necessary in order to meet requirements for certification, licensure, etc. The items on the form have been included to ensure that departments consider the implications of adding requirements and are prepared to discuss it with the curriculum committee.

Description: Usually a new or revised program description includes a long list of course numbers. In order to make the changes clear, the old description should be used on the form, with strikeovers or lines through the deletions and additions should be underlined. This should prevent inadvertently eliminating a course or listing a wrong course number as well as assisting committee members in identifying the changes. It is permissible to attach a page if the space on the form is too small.

Approvals: It is understood that by having the department chairperson’s and dean’s signature on the LX form, the proposal has their support, and that, as stated, there are qualified staff, adequate demand, and adequate facilities, equipment, and materials to support the proposal. The department chair (director for interdisciplinary programs) and the college dean must sign the original LX138P prior to committee review. Graduate proposals require the college dean’s signature, but not the director of graduate studies.

LX 139 FORM (green form)

This form is to be completed for each new course proposal and any time there is a major change in objectives, outline or instructional methods for an existing course. Ideally, departments would update course outlines periodically.

Objectives/Outline/Instructional Methods: When determining the level of detail to include in the course outline, one guide is to think about another institution being able to understand what the course covered, if a course was being transferred, the curriculum committee being able to review the course, another department being able to judge potential overlap, a faculty member teaching the course for the first time. Some courses are less structured and involve independent research, work experience, etc. so the outline will be generic. In those cases, there will still be objectives and evaluation procedures so it is necessary to complete the form. Do not assume that an LX 139 is not needed for independent study/research/fieldwork courses.

Instructional Pattern: This repeats the information provided on side one of the LX138C.

Principal Activities: This information is particularly important for slash courses. It is where distinctions are made between requirements for graduate and undergraduate students. According to the 1995 report on course numbering, "slash course proposals should be substantially justified in terms of student learning outcomes, content, method, and student assessment procedures for both graduate and undergraduate students. The addition of an ‘extra paper for graduate students’ does not constitute a substantive rationale."

LX140 FORM (green form)

This form is used for courses that are part of the General Education Program. The General Education Committee uses it; it is NOT used by the Undergraduate Curriculum Committee. The form is self-explanatory.

Part 1: Used for any changes to or deletion of current General Education courses.

Part 2: Used when submitting a request to have a course accepted as part of the General Education Program. Note that departments must have a plan to allow students to demonstrate proficiency in any course accepted into the Skills category in lieu of taking the course. (item #6)

One original LX 138C or LX 138P must be prepared on yellow paper and signed by the department chairperson and the dean of the college. This will become the official curriculum record after action by the appropriate committee(s). The original and 26 copies for UCC/24 copies for GCC are due in the Records and Registration Office by Wednesday noon in order to be considered at the next Tuesday’s curriculum meeting. If there are more than one LX138 proposal, they should be sorted and grouped into packets for each committee member. The Records and Registration Office staff number the proposals, include them on the agenda, and send the materials to curriculum committee members.

If a department is presenting a significant number of changes or presenting a new program, it is helpful to have a cover memo to guide the curriculum committee through the packet.

The department chairperson is sent a reminder to attend the meeting to present the proposal(s). It is likely that a proposal will not be considered at a meeting if there is no department representative to present it. The standard rule is that a proposal has two readings—the proposal is presented at the first reading; action is taken at the second reading. It is possible that a second reading will be waived and action taken at the first reading if no committee member objects.

After a proposal has been approved and all signatures have been obtained, including the provost’s and registrar’s, the Records and Registration Office staff update the curriculum data file; program the SNAP reports; and, include the information in the catalog copy. After those tasks are accomplished, a signed copy of the LX form is returned to the department for its files.

Slash courses: A proposal for a slash course must be approved by both the graduate and undergraduate curriculum committees. It does not matter which body hears the proposal first. The same LX138C and 139 forms should be used for both levels. The undergraduate course number should be circled for the set to be used for UCC; the graduate course number should be circled for the set to be used for GCC review. If a department is deleting one level of a slash course (usually the graduate level) and not making any changes to the other level, the proposal only needs committee approval for the deletion. There is no reason to submit the proposal to the committee at the level that is not changing, i.e. if a department is dropping the graduate level, there is no need for the Undergraduate Curriculum Committee to review it.

Umbrella courses: New umbrella courses and revisions to existing umbrella courses need curriculum committee approval. Individual topics offered under umbrella courses do NOT need curriculum committee review. When offering a topic, an LX138C and 139 are completed and approved by the department and dean. The signed originals are submitted to the Records and Registration Office if the course is only offered for undergraduate credit. If it is offered for graduate credit, the director of graduate studies must sign it after the college dean, before the registrar signs it. The LX138C and 139 are specific to the particular topic being proposed. It is important to identify if it is offered as pass/fail or graded if that option exists for the course. The specific topic title will appear on the students’ transcripts, not the generic title. It is helpful to list the instructor so graduate faculty status can be verified if the topic is offered at the graduate level. Use the description section of the form for this.

General Education courses: After a General Education course has been approved at UCC, 20 copies of the LX138C, 139 and 140 must be submitted to the chairperson of the General Education Committee, who will include it on the agenda for that group.

Approval Process (after dept/college approval)
Majors - Academic Planning Committee, Faculty Senate, System, UCC or GCC
Emphases within majors - Academic Planning Committee, UCC, Faculty Senate
Minors - Academic Planning Committee, UCC, Faculty Senate
Undergraduate Courses - UCC (possibly Academic Planning if unresolved resource issues)
Graduate Courses - GCC (possibly Academic Planning if unresolved resource issues)
Slash Courses - Both UCC and GCC (either committee first)
General Education Courses - UCC, then Gen Ed Committee
Umbrella topics - dean, Graduate director if appropriate, Rec. & Reg. (not Curriculum Comm)

Questions? Contact: Records and Registration

Phone: 5-8576; e-mail: records@uwlax.edu