Minor Modification Procedures

Faculty Graduate Deans’ Office (FGO) Information Session

October 31, 2013

Erin McMahon Governance & Policy Officer

Where to Start

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Definition & Proposal Chart • Minor changes to existing graduate programs• Graduate units initiate proposals

o Complete Minor Modification Chart is available online:www.sgs.utoronto.ca/facultyandstaff/Pages/Minor-Modifications-and-Procedures.aspx

o Some proposal types requires initial consultation with the Office of the Vice-Provost, Academic Programs

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Governance Forms & Proposal Types

• Governance Form A o Changes to Programs (admissions, requirements, timing, names, etc.)

• Governance Form B o Changes to Courses (renaming, renumbering, deactivating, etc.)

• Governance Form C o Changes to Courses (new courses, grading scale, weight, etc.)

• Governance Form D o Changes to Collaborative Programs (adding/removing programs)

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Your Role

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• 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

Graduate Curriculum Tracker (GCT)

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• 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 #

2012-13 Statistics

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Faculty Minor Modifications Posted

Arts & Science 200OISE 82Applied Science & Engineering 44Medicine 36 UTSC 22Music 21Rotman 21Information 17Social Work 12Nursing 10 Forestry 5UTM 5 Architecture 3Kinesiology & Physical Education 2 Law 2Dentistry 1Pharmacy 1 Dalla Lana N/A (est. July 1, 2013)

Total = 484

SGS’s Role

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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

Final Approval & Implementation

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• 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.

Updates to 2013-14 Forms

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• Forms will not be converted to fillable PDF file.

Specific Updates: • Governance Form A

o Added: EFT option and Renaming Concentration

• Governance Form B o No ROSI forms required

• Governance Form C o No ROSI form, new fields to replace necessary ROSI info (SWS)o eLearning Guidelines and Online Learning Indicator for ROSI o FCE weight

• Governance Form D o No changes

Questions & Contact InfoErin McMahon, Governance & Policy Officererin.mcmahon@sgs.utoronto.ca • Reviews and advises FGOs on all Minor Modifications

Emma Thacker, Governance & Policy Coordinatorem.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, Programsliz.smyth@sgs.utoronto.ca • Oversight and consultation

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