Penn GSE’s Curriculum Review Process
GSE Committee on Instruction
GSE’s Committee on Instruction (COI) is responsible for reviewing degree program proposals and education course proposals as follows:
- Degree Program Proposals
- Evaluate details of proposals for new degree programs and for major changes to approved programs, formulate recommendations for full faculty action
- Evaluate proposals for minor changes in degree programs and render decisions approving or disapproving proposal changes
- Education Course Proposals
- Evaluate proposals for new education courses and transmit recommendations to the full faculty for action. (Note that at GSE, first time offered courses can run as EDUC545 up to two times before they can be approved for a permanent number.)
- Evaluate proposals for changes to approved education courses (e.g., number, title, prerequisites, description, etc.) and render decisions approving or disapproving proposed changes
COI may also consider other topics and issues related to the instruction referred by the Dean or Associate Dean and formulate recommendations for full faculty action.
COI Meeting and Review Timelines
- COI meets in the Fall (usually mid-October) to review proposals and modifications for the following Spring and onward.
- COI meets in the Spring (usually February) to review proposals and modifications for the following Summer and onward.
- After COI approval, substantive changes must be presented at the GSE faculty meeting for a final vote.
- There are two types of course/program changes:
- Non-substantive:
- Course description update
- Minor change to a course title
- Deactivating a course that is not required for a core program course
- Deactivating a program
- Non-substantive requests can be approved by the COI chair alone, and do not require a presentation at the GSE faculty meeting.
- Substantive:
- CU requirement changes to a program
- Program name change
- Changing required courses in a program
- Substantive changes must be discussed and voted at COI and then presented for a vote at the GSE full faculty meeting.
- Non-substantive:
How to submit proposals to COI
Effective August 2019, all degree and course proposals/modifications must be submitted through Curriculum Manager (CM), a web-based platform used for initiating, tracking, approving, and modifying both new and existing course and program proposals. Examples of CM activity include:
- Propose a new course (after running as a 545)
- Revise an existing course
- Propose a new degree program
- Revise an existing degree program
- Deactivate a course
- Reactivate a course
GSE’s Curriculum Manager Workflow
Instructors proposing changes input all course/program proposals and edits into Curriculum Manager (CM). The built-in workflows automatically route proposals for review/approval based on the School’s process. Reviewers can comment, revise, redirect, and approve or defer/deny the proposals. Progress can be tracked through the application, as well as through system-generated email notifications. All changes are archived.
Workflow for Non-Substantive Changes*
|
Courses |
|---|
|
Program Manager/Executive Program Director |
|
(Crosslisted Dept Admin- when applicable) |
|
Division chair |
|
COI Chair |
|
GSE Registrar |
|
Office of the University Registrar |
|
The following receive an FYI: Program Manager/Executive Program Director, Division Chair, Director of Data Analysis |
|
Programs |
|---|
|
Program Manager/Executive Program Director |
|
Division chair |
|
COI Chair |
|
GSE Registrar |
|
Office of the University Registrar |
|
The following receive an FYI- Program Manager/Executive Program Director, Director of Data Analysis |
Workflow for Substantive Changes*:
|
Courses |
|---|
|
Program Manager/Executive Program Director |
|
(Crosslisted Dept Admin- when applicable) |
|
Division chair |
|
COI Chair |
|
GSE Registrar |
|
Office of the University Registrar |
|
The following receive an FYI- Program Manager/Executive Program Director, Division Chair, Director of Data Analysis |
|
Programs |
|---|
|
Program Manager/Executive Program Director |
|
Division chair |
|
GSE Dean |
|
GSE Executive Committee Approver |
|
COI Chair |
|
GSE Registrar |
|
Provost Office |
|
Office of the University Registrar |
|
The following receive an FYI: Program Manager/Executive Program Director, Division Chair, Director of Data Analysis, Director of Admissions, GSE Communications Director |
*These are condensed examples of the workflow. The full workflows can be seen in CM once a proposal is initiated.
Curriculum Manager (CM) Glossary
When proposing or modifying a course in CM, you will see the course form fields below. There are help bubbles next to the fields to provide context about the information needed. Below are some additional tips for specific fields:
When proposing or modifying a course in CM, you will see the course form fields below. There are help bubbles next to the fields to provide context about the information needed. Below are some additional tips for specific fields:
|
Course form fields |
What you need to enter |
|---|---|
|
Course number |
For new courses, numbers will be assigned by the Student Records Office. Fill in a string of 3 random letters, such as your initials. |
|
Substantive Change or Non- Substantive Change |
The selection you make here will initiate the appropriate workflow/approval process. |
|
Start Term |
The term in which the course will first be offered |
|
Committee Term |
This is the term in which you wish the Curriculum Committee to review the request. COI reviews changes roughly 1 term in advance. |
|
Also Offered As |
For cross-listing with another department, you can simply indicate the subject you will be cross listing with and leave the course number as TBD. If the cross-listing department approves your request they will assign an appropriate number. |
|
Multi-Leveled With |
To create a ‘Multi-Leveled With’ cross listing, the course you want to cross list with must exist in the system first before the cross listing can be created. If it does not exist, a new course proposal for that course will need to be submitted. Once approved you can come back and request the cross listing. |
|
Course Description |
The description of the course for publication in the University Catalog |
|
Reason for action |
This is needed only for changes to existing courses. |
|
Syllabus |
This is required. Format can be either a Word document or PDF. |
|
Instructor CV |
Required for non-standing faculty |
|
Course Frequency |
This is usually established in consultation with your department. E.g., you will teach this course every other term starting fall, or every term, etc. (Not required) |
|
Term Offered |
Indicate in which term this course will normally be offered to support the department’s curriculum. (Not required) |
|
Credit earned per term |
By default, please select “1.0 Course Unit,” but if your CUs vary in different terms, set the maximum and minimum. |
|
Hours per week |
The default is “3 hours per week.” That is the minimum requirement for all GSE courses. |
|
This is an online course |
The default is “no.” If any part of your course is online, please select yes. This will affect the workflow. |
|
Grade mode |
Please select “Normal Grade – No Students Options Allowed.” GSE courses must be taken for a letter grade. |
|
Repeatable for credit |
Please select “No,” except for “Special Topics” courses. |
|
Scheduling priority |
Please select “GR/PROF MAJRS/GR GRP OTHR GR/PROF THEN A.” This defines how the system should give priority to students' registration requests during the processing of advance registration. |
|
Credit Connector |
Please select the default of Fixed Credit Course, unless this course’s credit value may vary term by term. |
|
Activity |
GSE courses are typically “Lecture” or “Seminar,” but other options are available as appropriate. |
|
Roll |
Please select “Roll Everything” |
Curriculum Manager (CM) Link
Additional resources
- Workday Learning trainings :
- Curriculum Manager – Knowledge Building
- Curriculum Manager – Application Training for Submitters
- Curriculum Manager – Application Training for Approvers
- CM User Quick Guides:
- How to Propose a New Course
- How to Edit a Course
- How to Deactivate a Course
- How to Propose a New Program
- How to Edit a Program
- How to Inactivate a Program
- How to Propose from an Existing Course or Program
- How to Approve a Proposal
For help, please contact GSE’s Student Records Office at gse-sro@gse.upenn.edu or (215) 898-2059.
