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Minor Modification Procedures

Minor Modification Procedures . Faculty Graduate Deans’ Office (FGO) Information Session October 31, 2013 Erin McMahon Governance & Policy Officer . Where to Start . Definition & Proposal Chart . Minor changes to existing graduate programs Graduate units initiate proposals

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Minor Modification Procedures

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  1. Minor Modification Procedures Faculty Graduate Deans’ Office (FGO) Information Session October 31, 2013 Erin McMahon Governance & Policy Officer

  2. Where to Start

  3. Definition & Proposal Chart • Minor changes to existing graduate programs • Graduate units initiate proposals • Complete Minor Modification Chart is available online: www.sgs.utoronto.ca/facultyandstaff/Pages/Minor-Modifications-and-Procedures.aspx • Some proposal types requires initial consultation with the Office of the Vice-Provost, Academic Programs

  4. Governance Forms & Proposal Types • Governance Form A • Changes to Programs (admissions, requirements, timing, names, etc.) • Governance Form B • Changes to Courses (renaming, renumbering, deactivating, etc.) • Governance Form C • Changes to Courses (new courses, grading scale, weight, etc.) • Governance Form D • Changes to Collaborative Programs (adding/removing programs)

  5. Your Role • First point of contact for graduate units developing proposals • Advising on procedures and approvals for Major and Minor Modifications • Receiving and tracking proposals that have been approved at the unit • Posting and managing Minor Modifications proposals on the GCT • Consulting with SGS on more complex proposals to assist units • Working with units to implement any required SGS feedback • Preparing proposals and other materials for Faculty Council and delegated committee meetings • Tracking and updating approvals at the Faculty level • Updating the GCT and implementing changes for approved proposals For reference: Minor Modifications: Principles for Graduate Governance Review www.sgs.utoronto.ca/facultyandstaff/Pages/Minor-Modifications-Principles.aspx

  6. Graduate Curriculum Tracker (GCT) • Graduate unit approves proposal, then FGO posts to GCT (1 to 2 weeks prior to Faculty Council meeting). • Postings should be complete, i.e., include an SGS Calendar entry if required, and consultations are noted where appropriate. Searchable Field, please use clear and descriptive language i.e. exact course #

  7. 2012-13 Statistics Total = 484

  8. SGS’s Role Who We Are: • The Governance & Policy Officer reviews all minor modifications. • The Director reviews all Governance Form As, and more complex proposals are circulated for further review at SGS (Coordinator, Vice-Dean Programs, Student Service Officers, etc.). • All proposals with a retroactive effective date are strictly exceptions approved by the Vice-Dean Programs. What is the Focus of the Review: • Consistent with SGS regulations/guidelines/policies (grading, courses, etc.) • Clear language and an academic rationale • Does not duplicate or confuse other courses, programs, etc. For reference: Minor Modifications: Principles for Graduate Governance Review www.sgs.utoronto.ca/facultyandstaff/Pages/Minor-Modifications-Principles.aspx

  9. Final Approval & Implementation • SGS sends email with comments/suggestions/feedback. • FGO confirms when any necessary changes have been made to proposal—keep original GCT posting and upload a new version of the proposal form by clicking revise. • FGO updates Faculty Council final approval date. • SGS staff implements changes (ROSI, SGS Calendar, UPI, memo, etc.) • Graduate units update website and handbooks, and advertise as applicable.

  10. Updates to 2013-14 Forms • Forms will not be converted to fillable PDF file. Specific Updates: • Governance Form A • Added: EFT option and Renaming Concentration • Governance Form B • No ROSI forms required • Governance Form C • No ROSI form, new fields to replace necessary ROSI info (SWS) • eLearning Guidelines and Online Learning Indicator for ROSI • FCE weight • Governance Form D • No changes

  11. Questions & Contact Info Erin McMahon, Governance &Policy Officer erin.mcmahon@sgs.utoronto.ca • Reviews and advises FGOs on all Minor Modifications Emma Thacker, Governance &Policy Coordinator em.thacker@sgs.utoronto.ca • Reviews and advises FGOs on Major proposals (and some Minor Modifications) to graduate programs • Provides advice and guidance on graduate policies, regulations, and guidelines Jane Alderdice, Director, Quality Assurance & Governance jane.alderdice@sgs.utoronto.ca • Reviews and advises on academic aspects of New Program proposals and Major Modifications, in conjunction with Vice-Dean, Programs • Advises on complex Minor Modifications • Responds to complex questions on policies and regulations Elizabeth Smyth,Vice-Dean, Programs liz.smyth@sgs.utoronto.ca • Oversight and consultation

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