Requests Involving New Degree Programs in the APC Workflow System (WfS)

This guide is designed to be used in conjunction with the UNF APC Workflow System.

Prepared by: Lisa Jamba & Arturo Sánchez-Ruíz August 2010 School of Computing University of North Florida © 2010 University of North Florida 1 UNF Drive, Jacksonville, FL 32224

Requests Involving New Degree Programs

Table of Contents

When to use this type of request Intended Audience Pre-Requisites to this Guide Icon Key Getting Started with Your Package New Degree Program Packages Saving Your Package Identifying Package Resources Submitting Your Package for Review

2 2 2 2 3 5 8 9 10

*This document is best used electronically to take advantage of the hypertext within it. Questions or comments about this document should be directed to [email protected].

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Requests Involving New Degree Programs

When to use this type of request This type of APC request is used when you are creating a new degree program. There are two cycles to this process, both of which must go through APC review. •

First cycle: prepare a proposal to be considered by the BOT/BOG. This proposal must first be approved by the UNF Faculty via the APC.

•

Second cycle: if the proposal is approved by the BOT/BOG, the actual curricular contents of the program must be approved by the UNF Faculty via the APC

Intended Audience This guide is intended for faculty and staff who need to create packages involving new degree programs in the APC Workflow System (WfS).

Pre-Requisites to this Guide 

To use this guide, you should be familiar with login and basic navigation in the WfS.



For the first cycle of review, you should have the proposal document prepared and ready for upload. The proposal template and the process associated with the creation of a new degree program is described at the New Degree Proposal site.



For the second cycle of review, you should have the program of study ready for upload and the detailed information for courses that are associated with this program.

Icon Key

 Important Info – need to know information.  Nifty Note – nice to know information.

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Getting Started with Your Package After login, click Create new APC Package.

This section is applicable to both cycles of a new degree program.

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The portions of the new package wizard should be completed according to the steps below. 1. Type of Request: Select the first option “New Degree Programs” 2. Description: The package description is an important identifier that should describe the intent of the request. For proposals in the first cycle, include “[Proposal]” at the beginning of the description. Use these standards for requests for new degree programs: [Proposal] Add Degree Major - Concentration (if applicable) Example in first cycle: [Proposal] Add D.V.M. Veterinary Medicine Example in second cycle: Add B.S. Biology – Coastal Environmental Science 3. Package Contact: Enter the last name or N-number for the person to whom questions about this package should be directed. Press the Check Name icon name from the drop-down list.

. If applicable, select the

4. College and Unit/Department: Select the college and unit this request affects. For an interdisciplinary package, select the primary unit responsible for coordinating this package.

 Choosing the right unit is important in this step. The unit selected will receive this package first when you submit it for approval. 5. Click Next.

6. You‟ll be asked if the program has already been approved by the BOT/BOG. a. Select “Yes” for programs in the second cycle, that is, those that have already been BOT/BOG approved. b. Select “No” for programs in the first cycle of submitting the proposal. 7. Click Next.

The next sections of this guide will show the detailed steps involved program proposals in the first and second cycle of approval.

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New Degree Program Packages This section outlines the remaining steps to complete the request for a new degree program once you’ve answered the items in the “Getting Started” section. Where variations appear between first and second cycles of approval, choose the step that pertains to the cycle of your proposal.

First Cycle

Second Cycle

1. Upload Program Proposal: Click the Browse button to find the file for the program proposal. Be sure the proposal follows the format suggested on the New Degree Program Proposal website.

1. BOT/BOG Approval: Click the Browse button to find the file that shows the program proposal was approved by the BOT/BOG.

2. Click Next.

3. Faculty Contact: Enter the last name or N-number for the person to whom questions about this proposal should be directed. Press the Check Name icon name from the drop-down list.

. If applicable, select the

 You can use the Copy Package Contact link to copy the package contact to this box if the package contact is also the program proposal contact. 4. Click Next.

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5. Program Action: Select the option that best fits the type of new program. Examples of a Degree-Major Program: D.V.M. Veterinary Medicine Example of a Degree-Major-Concentration Program: B.S. Biology – Coastal Environmental Science 6. Click Next.

7. Degree: From the dropdown list, select the degree type.

 If you do not see the degree type in the list, please contact the Workflow Administrator at [email protected]. 8. Major: Type the Major in the text field.

 If in step 5 you selected Degree-Major-Concentration, you‟ll also see a text field to fill in the Concentration. 9. Program of Study: Click the Browse button to find the file for the program’s Program of Study. The Program of Study outlines the program requirements including categories of courses, course numbers and titles, and credit hours. You may attach a MS Word, PDF, or text file up 2 Mb in size. 10. Click Next.

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At this point in the wizard, you’ll see a summary form with the information you already provided, along with new fields that need to be completed for the proposal.

11. Summary of Request: Summarize and rationalize your request using complete sentences. This wording will appear in the Faculty Association agenda

12. Affect a Unit or Program: The default is an unchecked box (i.e. „No‟). Check the box if the program request affects the offerings of other units or programs at UNF, then list the affected units or programs in the space provided. Correspondence from the affected units must be uploaded. If more than three units are affected, additional units must provide comments to the APC package on its summary page. 13. Courses (Second Cycle only): Check the boxes that apply to this new program. If the new program contains at least one new course to be added to the catalog, the first box should be checked. If this new program requires changing or terminating existing courses in the catalog, the second box should be checked. For new programs, the third box will not apply. 14. Proceed to Saving Your Package. V1::August 2010

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Saving Your Package

1. After completing all of the program information, you should save your request. Click the Save Program Action Request button at the bottom of the page. You will be redirected differently depending on if this is the first or second cycle of approval: (First cycle only) - You will return to the summary view of the package. (Second cycle only) - You will be prompted to choose your next step in preparing the package seen below.

2. At this point you can choose to do a course action related to this package (see the “Requests Involving Only Courses in the APC WfS” document), identify resources, or go to the main page.

If you are ready to answer the resources item at this point, click the link to jump to that section of this document.

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Identifying Package Resources

Package Resources: All packages must indicate whether or not resources are required for the request by the time the package is submitted to the Academic Programs Committee. Requires Resources option - If resources are required, check the type of resource(s) and briefly describe them.

Does Not Require Resources with Justification - There may be instances where reviewers want an explanation of how requests can be realistically implemented without new resources, in which case a justification will need to be attached. Click Browse to attach the file requested. Click Save Resources. Does Not Require Resources without Justification - In most cases you can select this option when new resources are not needed for the request. Click Save Resources. Proceed to Submitting Your Package for Review.

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Submitting Your Package for Review After saving your package, when you return to the package main page, you’ll see the summary of the package and sections corresponding to the Program Action Request, Course Action Requests (if applicable), and Resources. On this main page, you can:  Edit any of the sections.  Add course actions to the package.  View the details of the request.  Return to MyAPC Home, which leaves this package as a draft.  Delete the package, which permanently removes this draft from the system.  Submit the package for approval.

Once you are satisfied the package is ready, click the Submit for Approval button. This package will be forwarded to the next station in the APC Workflow System, which varies by College.

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