Educational and Counselling Psychology, and Special Education - Faculty of Education

Who	What	When
Area faculty	Prepare Curriculum Change proposal, which includes all relevant documents (CCP form, syllabi etc…)	Prior to Area meeting
Area Coordinator	Review CCP and Prepare FTE Impact statement for all Category 1 CCP	Prior to Area meeting
Area Faculty	Vote on CCP at Area meeting	Area Meeting
Area Coordinator	1. Incorporate any changes recommended by Area 2. Email Director Graduate Programs (DGP) all CCP paperwork	Two weeks prior to upcoming Council meeting
DGP	Review CCP paperwork and email to all Council members	One week prior to upcoming Council meeting
Council	Vote on CCP	Council Meeting
Area Coordinator	1. Incorporate any changes recommended by Council 2. Email CCP to Assistant to Head	One week prior to upcoming Department meeting
Assistant to Head	Email CCP to all Department faculty	One week prior to upcoming Department meeting
Department Faculty	Vote on CCP	Department meeting
Area Coordinator	1. Incorporate any changes recommended by Department 2. Cat. 1 proposals should have all the Consultation Forms completed and returned BEFORE they go to GCAC. Mail out all the consultations, and keep track of their return. Make sure to send a consultation request to all units in Faculty of Education + any relevant departments + the special Library consultation request. 3. Email CCP to OGPR – FTE Impact Statement not incl. from this point on. Use ECPS copier to create one .pdf of all paperwork per proposal, including form, consultations, syllabus and so on... 4. CC the DGP on the email to OGPR so that s/he has the most up-to-date paperwork. 5. Arrange to represent the CCP at CGAC if it is a Category 1 proposal, or a complex Category 2 proposal The current OGPR GCAC contact person is: christine.wallsworth@ubc.ca	One week prior to upcoming Graduate Council (CGAC) meeting 4th Tuesdays, 9-11 a.m.
Area Coordinator and DGP	Represent CCP at GCAC GCAC votes on CCP	GCAC Meeting
Area Coordinator	1. Incorporate any changes recommended by GCAC 2. Email CCP to OGPR 3. Arrange to represent the CCP at Faculty Meeting if it is a Category 1 proposal	One week prior to upcoming Faculty meeting
Education faculty	Vote on CCP - Cat. 2 “for information only”, whereas actual Vote and Discussion of Cat. 1 CCPs.	Education Faculty Meeting
Area Coordinator	Represent the CCP at Faculty Meeting if it is a Category 1 CCP	Education Faculty Meeting

ECPS Procedures for the Consideration of Curriculum Change Proposals: From Area Committees to the Education Faculty Meeting

From the Area to the ECPS Council

Once a curriculum change proposal has been approved at the ECPS Area level, it comes to a Council meeting. Whereas most Category 2 changes are just “housekeeping”, Category 1 changes involve the introduction of new courses, and/or major changes to programs that necessarily impact the entire Department. Therefore, Approval at Council requires careful decision-making and an assessment of the sustainability of the proposed changes in the context of the entire Department.

Transparency, a public setting, and documentation are important elements in the Curriculum Change process under all conditions, but particularly so in scenarios where the Department is constrained by serious revenue constraints imposed by the University – e.g., serious constraints on Graduate FTE.

The Department, to be clear, has had to deal with the revenue tightening implications, especially pertinent to graduate FTE. Category 1 curriculum change proposals cannot, by definition, be revenue neutral for the Department, even if we tick off the No Revenue implications box for the University. Accordingly, All Category 1 curriculum change proposal need to provide an Impact on Graduate FTE statement that allows Council members to assess the Graduate FTE implications for the Council.

The Impact on Graduate FTE statement can be more simple, or complex, depending on the content of the proposed curriculum changes. Where multiple courses are involved, the statement should provide a list of area courses provided in the current calendar year, and the following academic year (or more than one year if courses are offered on rotation) so that it is clear when all of the proposed new courses will be offered. ECPS has compiled a listing based on the current academic year of all courses by Area that can be used for this purpose. A total Graduate FTE can then be calculated by year, with the impact of the proposed changes clearly documented. In the case of a single new course, the statement should clarify the impact with data. If the proposed new course replaces a Special Topics course that has been provided, then the statement can list the Sp Topics number for the previous year/s, and the proposed new number for the upcoming year, with a net revenue neutral impact on Graduate FTE.

1. Curriculum Change proposals need to be sent to the Director, Graduate Programs, two weeks before Council meets, so that s/he can make sure that the Proposal is complete.

2. Category 1 proposals should include the Category 1 form, an up-to-date syllabus, any completed ancillary materials (e.g., syllabus, consultation information, library impact etc…) and an Impact on Graduate FTE statement.

3. The DGP will send complete Curriculum Change proposals (and related materials) to folks on the Council with at least a week to review the proposals.

4. If changes are recommended, follow up before the next step.

From the Council to an ECPS Department meeting

Once a curriculum change proposal has been approved at Council, it comes to a Department meeting. Often, there is feedback to the area about the proposal when it is presented at Council, even when it is also approved.

For that reason, as there are often minor changes to the proposal between Council and the Department meeting, could you please send the curriculum change proposal in its final form to Assistant to Head, for inclusion on the Department meeting agenda, with about a week's notice, so that Assistant to Head can email all Departmental faculty with electronic versions of all relevant paperwork, and so that a limited number of hard copies can be made etc...

Assistant to Head will email all Curriculum Çhange paperwork to Faculty at least a week prior to an upcoming Department Meeting. It is the responsibility of faculty to review this material prior to discussion at a Department meeting.

1. Send Assistant to Head an up-to-date version of the proposal a minimum of one week prior to the Department meeting.

2. Make sure someone from the area can speak to the proposal at the Department meeting.

3. If changes are recommended, follow up before the next step.

From the Department to the Faculty’s Graduate Committee (GCAC)

Once a curriculum change proposal has been approved at the Department meeting, it comes to a meeting of OGPR’s Graduate Committee (GCAC).

Cat. 1 proposals should have all the Consultation Forms completed and returned BEFORE they go to GCAC. Mail out all the consultations, and keep track of their return. Make sure to send a consultation request to all units in Faculty of Education + any relevant departments + the special Library consultation request.

GCAC meets the fourth Tuesday of every month, from 9 a.m. to noon. If your proposal is a Category 2 change, the Director, Graduate Programs will represent your proposal. If your proposal is a Category 1, ensure that an area rep attends the meeting to be able to make a very brief presentation of the rationale, and answer questions. Christine Wallsworth handles the scheduling of visitors, and can give you a rough idea of when you can present the proposal so as to minimize the time impact on you.

1. Send Christine Wallsworth (christine.wallsworth@ubc.ca, Phone: (604) 822-5217 Fax: (604) 822-8971) an up-to-date version of the proposal one week prior to the GCAC meeting. CC the Director of Graduate Programs, ECPS, on this email and remind the DGP if your proposal is a Category 2 and you will NOT be attending GCAC so that the DGP can prepare to represent your proposal effectively at GCAC.

2. If it’s a Category 1 proposal, make sure someone from the area can speak to the proposal at the GCAC meeting. The area rep will coordinate their visit to GCAC with Christine Wallsworth, GCAC.

From the GCAC to a Faculty Meeting

Category 2 Curriculum Change proposals come to the Faculty Meeting “For Information Purposes Only” and are not discussed or voted on. Category 1 Curriculum Change proposals, by contrast, are voted on at Faculty Meetings. Therefore, it is critical that Areas ensure that a faculty member is on-hand at the Faculty meeting where an ECPS Category 1 Curriculum Change proposal is on the Agenda.

1. If changes were made to the the Proposal subsequent to GCAC, send Christine Wallsworth (christine.wallsworth@ubc.ca, Phone: (604) 822-5217 Fax: (604) 822-8971) an up-to-date version of the proposal ~ a week prior to the Faculty meeting.

2. If it’s a Category 1 proposal, make sure someone from the area can speak to the proposal at the Faculty meeting.

Timeline and Procedures in ECPS for handling Curriculum Change Proposals From Area Committees to the Education Faculty Meeting

Key Resources: Curriculum Change Proposals

TimeLine and Responsibilities for Curriculum Change Proposals (CCP)

ECPS Procedures for the Consideration of Curriculum Change Proposals: From Area Committees to the Education Faculty Meeting

From the Area to the ECPS Council

From the Council to an ECPS Department meeting

From the Department to the Faculty’s Graduate Committee (GCAC)

From the GCAC to a Faculty Meeting