USFSP Undergraduate Council

Policies and Procedures

Approved by the Faculty Council 9/16/05

Philosophy | Responsibilities | Membership | Chairperson

Meetings | Change in Academic Policy| New Course Proposals and Substantive Changes

Non-Degree Program Proposals New Degree Programs|Non Substantive Change |Recommendation for Undergraduate Program Suspension, Deletion and Reinstatement Processes

PHILOSOPHY:

The Undergraduate Council (the Council) seeks to carry out its responsibility consistent with the mission of The University of South Florida St. Petersburg (USFSP) and its stated functions.  In meeting this responsibility, the members should not view themselves as representatives of a college but rather as individuals concerned with the programs of USFSP.  As USFSP seeks to meet the needs of undergraduate students and the metropolitan community, to promote scholarship and research, and to be responsive to social and academic change, the Council will evaluate academic proposals by their potential for contribution to these goals.  The Council will also be mindful of the USFSP obligation to provide a sound general education for all undergraduate students, as well as preparation for professional or occupational pursuits.

The Undergraduate Council will address itself to quesion about undergraduate academic policies related to admissions criteria, orientation procedures, academic standards, the curriculum and graduation requirements.  In addition, the Undergraduate Council may serve as a reference body to other university councils, committees, or administrators on matters of program policy and as a recipient of requests for the development of undergraduate courses or programs from agencies outside of USFSP.

RESPONSIBILITIES:

The Undergraduate Council of USFSP is responsible for recommending to the USFSP Regional Vice Chancellor for Academic Affairs, and for reporting to the USFSP Faculty Council, on matters pertaining to undergraduate courses, curricula, and instructional programs of USFSP.  The Council shall advise the Regional Vice Chancellor for Academic Affairs on the development of future undergraduate programs of USFSP, to include reviewing and updating of the statement of academic goals and objectives of USFSP.

To this end, the USFSP Undergraduate Council will address itself to questions about undergraduate academic policies related to admissions criteria, academic standards, the curriculum, and graduation requirements.  In addition, the Council may serve as a reference body to other USFSP councils and committees on matters of program policy and as a recipient of requests for the development of undergraduate courses or programs.

MEMBERSHIP:

Members of the Undergraduate Council will be appointed by the Faculty Council.  Membership of the USFSP Undergraduate Council will consist of two full-time faculty representatives (one must be tenured or tenure track) from the Colleges of Arts & Sciences, Business, and Education; one faculty representative from the Library; one faculty representative from the Division of Enrollment Services; one faculty representative from the General Education Committee; one representative from the Regional Vice Chancellor's office; and one undergraduate student representative.  The undergraduate student representative will be nominated by Student Government, on a rotating annual basis.  The Regional Vice Chancellor's liaison, General Education Committee liaison; and undergraduate student representative will be non-voting members.  The representatives from the Colleges of Arts & Sciences, Business, Education, the Library, the Division of Enrollment Services and the Regional Vice Chancellor's office and the General Education Committee will serve two-year terms.The Assistant Director for Academic Affairs serves as the ex-officio member.

CHAIRPERSON:

The Chair of the Undergraduate Council will be elected by the members of the Undergraduate Council.  Those who are eligible for the Chair position are voting members of the Council.  The Chair will serve a one year term.

MEETINGS:

The Undergraduate Council of USFSP will meet during the academic year to discuss changes in academic policy and programs for undergraduate study at USFSP.  In cases when the Council deliberates a specific proposal, the initiating party will be informed of the date and place of meetings when the proposal will be discussed.  On that occasion the initiating party shall be appropriately represented at the Council meeting.  This representation shall consist of the persons initiating the specific proposal, or an appointed substitute.  Such representation is not met by the Undergraduate Council representatives for the College that houses the initiating department or program, as members of the Undergraduate Council represent USFSP as a whole, rather than any specific college.

All meetings require a quorum, which shall consist of 2/3 of voting members of the Council.  A Council member who cannot be present may send a substitute and shall inform the Council Chair before the meeting of such substitute.  The substitute shall have the same voting privileges as the absent Council member.  It is essential that members regularly attend meetings and avoid the use of substitutes because of the nature of the work and the extensive preparation required in order to vote in an informed manner on each proposal.  Therefore, the Chair may request a replacement for a member who misses two meetings in a calendar year without notification.  The Chair will consult the Council before such action is taken.

Proposals shall pass when a simple majority of the members present votes in favor of the proposal.  The Chair of the Council is allowed to vote along with all other council members (see membership).  Proxies may not be counted as votes.  All meetings and agendas will be announced one week in advance (if possible) and are open to interested persons in the USFSP community (as broadly defined).  Visitors may speak at Council meetings upon recognition of the Chair.

The Council shall record minutes of each meeting.  The minutes shall include the date, time, and location of each meeting, a list of members and guests present, and a full description of the discussions of the topics of the meeting.  If a proposal is rejected during the Council meeting, a statement of reasons why the proposal was rejected shall be recorded in the minutes.  The minutes will be posted at http://www.stpt.usf.edu/ugc/agendas.htm and copies will be sent to the Deans of the colleges as a courtesy.

I. Change in Academic Policy:

The following general procedures shall be followed by the USFSP Undergraduate Council in considering changes to undergraduate academic policies at USFSP.

Step 1. Proposed policy changes from an academic program or college of USFSP, following approval by the respective College Council and the College Dean, will be sent to the Office of Academic Affairs on or before the 15th of the month during the academic year in order for the Council to consider the policy change at the following month's meeting.

Step 2. The Chair will distribute all the proposals to the Council members no later than ten days before the next meeting.  The Council will consider the proposal at the next regularly scheduled meeting.  The initiator of the proposal shall be informed of the date, time, and place of the meeting that is called to hear the proposal.

Step 3. Undergraduate Council Action: After appropriate discussion and voting procedures the following action shall be taken:

1. Approval - Proposals shall pass when a simple majority of the voting members present votes in favor of the proposal.  A recommendation for approval will be given to the USFSP Regional Vice Chancellor for Academic Affairs and the Faculty Council, with a statement of the reasons for the Council's approval.
2. Disapproval - Proposals shall not pass when it fails to win a simple majority of the voting members present.  If a proposal receives a vote of disapproval, the Council will return the proposal to the initiating party with a statement of the reasons for the Council's negative vote.
3. Deferral - Proposals shall be deferred when a simple majority of the voting members present votes to defer the proposal.  If a motion to defer voting on the proposal passes, the council will outline the steps necessary to bring the proposal back for action by the Council.  Necessary steps can include the need for more information by the Council so that a proper consideration of the proposal can be made.

Step 4. Decision of the USFSP Regional Vice Chancellor for Academic Affairs.

1. Approval - Upon approval, the proposal shall be processed through the appropriate administrative authorities, for implementation.  The Council, the Faculty Council, and the initiator of the proposal shall receive copies of such approval.
2. Disapproval - A negative statement by the Regional Vice Chancellor for Academic Affairs shall be accompanied by a statement from the Regional Vice Chancellor for Academic Affairs citing the reason for its rejection.  The Council, the faculty Council, and the initiator of the proposal will receive copies of the statement.

II. New Course Proposals and Substantive Changes to Existing Courses:

The following general procedures shall be followed by the USFSP Undergraduate Council in considering changes to new undergraduate course proposals.

It is incumbent upon the initiator of new course proposals to ensure that appropriate USFSP and State of Florida forms are acquired and used.  Substantive changes include changes in the content or objectives (and therefore catalogue description) of the course.

Step 1 Program Approval: The proposal shall first be approved by the appropriate academic program at USFSP.

Step 2 College Curriculum Committee, College Council and Dean Approval: The proposal shall next be approved by the appropriate College Curriculum Committee, College Council, and the Dean of the college in accordance with the constitution of the college.

Step 3 USFSP Undergraduate Council: The appropriate party according to the college constitution will send the proposal to the Office of Academic Affairs on or before the 15th of the month during the academic year in order for the Council to consider the course changes at the following month's meeting.  Documentation that the constitutional process has been followed within the initiating college must accompany the proposal.  The Chair of the Council will inform the initiating party of the proposal of the date, time, and place of the meeting that will consider the proposal one week before the meeting, if possible.

Step 4. Undergraduate Council Action: After appropriate discussion and voting procedures the following action shall be taken:

1. Approval - Proposals shall pass when a simple majority of the voting members present votes in favor of the proposal.  A recommendation for approval will be given to the USFSP Regional Vice Chancellor for Academic Affairs and the Faculty Council, with a statement of the reasons for the Council's approval. The initiating party of the proposal will be given a copy of the statement.
2. Disapproval - Proposals shall not pass when it fails to win a simple majority of the voting members present.  If a proposal receives a vote of disapproval, the Council will return the proposal to the initiating party with a statement of the reasons for the Council's negative vote.
3. Deferral - Proposals shall be deferred when a simple majority of the voting members present votes to defer the proposal.  If a motion to defer voting on the proposal passes, the council will outline the steps necessary to bring the proposal back for action by the Council.  Necessary steps can include the need for more information by the Council so that a proper consideration of the proposal can be made.

Step 5. Decision of the USFSP Regional Vice Chancellor for Academic Affairs.

1. Approval - Upon approval, the proposal shall be processed through the appropriate administrative authorities, for implementation.  The Council, the Faculty Council, and the initiator of the proposal shall receive copies of such approval.
2. Disapproval - A negative statement by the Regional Vice Chancellor for Academic Affairs shall be accompanied by a statement from the Regional Vice Chancellor for Academic Affairs citing the reason for its rejection.  The Council, the faculty Council, and the initiator of the proposal will receive copies of the statement.

III. Non-Degree Program Proposals and Major Restructuring of Course Offerings:

The following general procedures shall be followed by the USFSP Undergraduate Council in considering Non-Degree Programs and Major Restructuring of Current Course Offerings.

Step 1. The Academic Program or Interested Faculty initiates the proposal.

Step 2. The College Curriculum Committee, College Council and the Dean of the College approve the proposal in accordance with the constitution of the college.

Step 3 USFSP Undergraduate Council: The appropriate party according to the college constitution will send the proposal to the Office of Academic Affairs on or before the 15th of the month during the academic year in order for the Council to consider the proposed changes at the following month's meeting.  Documentation that the constitutional process has been followed within the initiating college must accompany the proposal.  The Chair of the Council will inform the initiating party of the proposal of the date, time, and place of the meeting that will consider the proposal one week before the meeting, if possible.

Step 4. Undergraduate Council Action: After appropriate discussion and voting procedures the following action shall be taken:

1. Approval - Proposals shall pass when a simple majority of the voting members present votes in favor of the proposal.  A recommendation for approval will be given to the USFSP Regional Vice Chancellor for Academic Affairs and the Faculty Council, with a statement of the reasons for the Council's approval. The initiating party of the proposal will be given a copy of the statement.
2. Disapproval - Proposals shall not pass when it fails to win a simple majority of the voting members present.  If a proposal receives a vote of disapproval, the Council will return the proposal to the initiating party with a statement of the reasons for the Council's negative vote.
3. Deferral - Proposals shall be deferred when a simple majority of the voting members present votes to defer the proposal.  If a motion to defer voting on the proposal passes, the council will outline the steps necessary to bring the proposal back for action by the Council.  Necessary steps can include the need for more information by the Council so that a proper consideration of the proposal can be made.

Step 5. Decision of the USFSP Regional Vice Chancellor for Academic Affairs.

1. Approval - Upon approval, the proposal shall be processed through the appropriate administrative authorities, for implementation.  The Council, the Faculty Council, and the initiator of the proposal shall receive copies of such approval.
2. Disapproval - A negative statement by the Regional Vice Chancellor for Academic Affairs shall be accompanied by a statement from the Regional Vice Chancellor for Academic Affairs citing the reason for its rejection. The Council, the Faculty Council, and the initiator of the proposal will receive copies of the statement.

IV. New Degree Programs: Forms and documents for this process are located at - http://www.acad.usf.edu/Office/Academic-Programs/New-Degree/
(Planning authorization must be approved by the Board of Regents.)

The proposal to plan the program should be sufficiently detailed so that reviewers know what is being requested. Include staff, faculty, and resources necessary. The Office Academic Affairs should be regularly informed with respect to proposals submitted to the Undergraduate Council in which budgetary considerations are an integral part. This step would be formally built into the description of the proposals.
Step 1 Program Approval:  The proposal shall be first approved by the appropriate academic program at USFSP.
Step 2 College Curriculum Committee, College Council and Dean Approval: The proposal shall next be approved by the appropriate College Curriculum Committee, College Council and the Dean of the college in accordance with the constitution of the college. (Other potentially affected colleges/departments should be consulted prior to Step 3.)
Step 3 USFSP Undergraduate Council: The appropriate party according to the college constitution will send the proposal to the Office of Academic Affairs fifteen (15) days prior to the next UGC meeting during the academic year in order for the Council to consider the course changes at the following month's meeting.  Documentation that the constitutional process has been followed within the initiating college must accompany the proposal.  The Chair of the Council will inform the initiating party of the proposal of the date, time, and place of the meeting that will consider the proposal one week before the meeting, if possible.
Step 4 Undergraduate Council Action: After appropriate discussion and voting procedures the following action shall be taken:

1. Approval - Proposals shall pass when a simple majority of the voting members present votes in favor of the proposal.  A recommendation for approval will be given to the USFSP Regional Vice Chancellor for Academic Affairs and the Faculty Council, with a statement of the reasons for the Council's approval. The initiating party of the proposal will be given a copy of the statement.
2. Disapproval - Proposals shall not pass when it fails to win a simple majority of the voting members present.  If a proposal receives a vote of disapproval, the Council will return the proposal to the initiating party with a statement of the reasons for the Council's negative vote.
3. Deferral - Proposals shall be deferred when a simple majority of the voting members present votes to defer the proposal.  If a motion to defer voting on the proposal passes, the council will outline the steps necessary to bring the proposal back for action by the Council.  Necessary steps can include the need for more information by the Council so that a proper consideration of the proposal can be made.

Step 5 Decision of the USFSP Regional Vice Chancellor for Academic Affairs.

1. Approval - Upon approval, the proposal shall be processed through the appropriate administrative authorities, for implementation.  The Council, the Faculty Council, and the initiator of the proposal shall receive copies of such approval.
2. Disapproval - A negative statement by the Regional Vice Chancellor for Academic Affairs shall be accompanied by a statement from the Regional Vice Chancellor for Academic Affairs citing the reason for its rejection.  The Council, the faculty Council, and the initiator of the proposal will receive copies of the statement.

Step 7. Action of the Academic Affairs Management Council.
Step 8. Action of the President.
Step 9. Action of the Board of Regents.

V. Non-Substantive Changes in Courses

The following general procedures shall be employed by the USFSP Undergraduate Council in considering changes of a non-substantive nature to academic course offerings.  Because non-substantive changes in course offerings are minor in relation to the other duties of the Undergraduate Council, it is only necessary that the Council receive notice from the appropriate administrative heads for the following courses of action.  A notice is considered to be received by the council if it is sent to the Chair of the Council.  No further action is necessary by the Council.  The aforementioned actions, not requiring Council approvals, are as follows:
A.  Minor rewording of catalog descriptions of courses.
B.  Additional topics to be offered under Selected Topics or Variable Topics courses.
C.  Cross-listing of courses.
D.  Course title changes requiring no substantive change in course content.
E.  Course deletions from the catalog.
F.  Program deletions from the catalog.
In all of the foregoing cases, the office of the Dean of the College shall forward the approved changes to the Undergraduate Council.  It is incumbent upon the Dean of the College to also notify the USFSP Regional Vice Chancellor for Academic Affairs as well as appropriate administrative agencies concerning the change, for proper implementation.

VI.  Recommendation for Undergraduate Program Suspension, Deletion and Reinstatement Processes
[Draft revised by CAS Academic Programs Committee, Feb. 9, 2007]
[Revised by University Undergraduate Committee, Mar. 19, 2007]

Proposals to suspend or reinstate undergraduate programs shall be approved by the Undergraduate Curriculum Committee of the College (UGCC).  The committee’s recommendation will then be considered by the dean of a college who shall approve or deny the suspension or reinstatement of an undergraduate major.  Appropriate dissemination of such decisions is critical to providing our students with accurate advice and quality service.  This information affects numerous service areas including but not limited to the USFSP Office of Academic Advising, Admissions and Records, Prospective Student Outreach, and the Offices of the Registrar and Undergraduate Studies in Tampa (catalog copy, FACTS).  Enrollment Services proposed the following procedures to ensure optimum communication and continuity.

• The college dean shall notify in writing the vice chancellor for Academic Affairs of the intent to suspend or to reinstate an undergraduate major.  In the instance of a suspension, this notification shall include a plan for phasing out coursework offered exclusively for the suspended major.
• The Academic Affairs representative notify USFSP Admissions/Registrar’s Office (to remove the major from or reinstate the major in the USFSP application for admission and to assist with student notification reports), USFSP Undergraduate Advising (to assist students in expediting completion of the major or in transitioning into other programs), Tampa Undergraduate Studies (to remove the listing from the catalog and to notify the general university community), and Recruiting (to suspend recruiting).
• The Academic Affairs representative shall include a copy of the phase-out plan in the notification to Academic Advising.

Please note that a suspension, unlike the deletion of a program does not require State notification.  The process for deletion should differ because of this variable.  Enrollment Services proposes the following process for the deletion of a program.

• Upon approval by the College UGCC, requests to delete program shall be forwarded to the college dean.  The dean’s approval shall then be forwarded as a request to delete a program to the USFSP Undergraduate Council.  This request shall include a plan for phasing out course work offered exclusively for the major.
• The Undergraduate Council shall forward its recommendation to the Vice Chancellor of Academic Affairs as a request to delete the program.
• If approved, the Vice Chancellor will forward the program deletion proposal to the Academic Affairs representative.
• The Academic Affairs representative shall notify all entities listed above and will work with those entities and Undergraduate Studies to notify the State to delete the program.
• The notification of Academic Advising will include a copy of the phase-out plan.