Submitting Forms to the Academic Programs Committee

After your department, college, dean, and other appropriate units have signed your APC forms, you are ready to submit them to the Academic Programs Committee for review. It is advisable that your forms are reviewed by the Committee member representing your College before submission to the APC. Forms will not be accepted after the deadline posted on the APC Schedule.

Simple Instructions for APC 1, 2, & 3 Forms:

* APC 1 Form is to be used for the new course.
* APC 2 Form is to be used for course changes (credit hours/level/degree) or termination
      *       If a proposed course, any change or termination of a course, affects a program in your                           curriculum, you must also complete an APC 3 form for each program affected.

** APC 3 Form shows additions/changes/termination to programs in the curriculum.
      **      It usually requires APC 1 and/or APC 2 forms to be submitted at the same time.

SUBMITTING FORMS FOR REVIEW BY THE COMMITTEE

In order to have your form added to an agenda, do the following before the posted deadline:

REQUEST A LOG NUMBER FROM FACULTY ASSOCIATION OFFICE

The ‘log number’ is a unique identifier for the APC form used to facilitate referencing and tracking of the document. This is assigned by the Faculty Association Office. To receive a log number, submit the original completed APC form in person to the Faculty Association Office (Honors Hall, Building 10, Room 1120). E-mail Cindy Chin at cchin@unf.edu or call extension X2872 for submitting forms will be preferable.

The Faculty Association Executive Secretary will review the forms to ensure that all necessary information, required forms, appropriate approvals and signatures, and associated attachments have been submitted. Forms missing any required information will not be accepted as agenda items and will be returned to the sponsoring unit immediately.

Additional Important Information:

The APC will consistently request the following in connection with preparing APC forms:

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General Guidelines for Choosing Effective Terms¹ on APC 1 & 2 Forms

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The APC highly recommends faculty members preparing APC forms use the
“Helpful Resources for Writing Measurable Learning Outcomes” on the Faculty Association website.

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Curricular requests, which include the addition of numerous courses, should be accompanied by a letter from the appropriate college Dean/s indicating that resources are adequate for the new courses.

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When completing “Methods of Evaluation” limit the description to indicate "Letter Grades will be used", or "Pass/Fail will be used". The instructions were written with the intention of avoiding locking a course into specific methods of evaluation.

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When listing proposed textbooks, journals, or other required materials to be used in courses, standard reference format should be used. For examples, go to the citation guide available on the library website that explains the APA and MLA styles.
The UNF library has a citation handout at http://www.unf.edu/library/guides/citationguide.pdf. Regardless of the style used, the following information must be included in the case of books: author(s), title, publisher, and year of publication. In the case of journals the following information must be included: author(s), title, publication, volume, number, pages, and year of publication. In the case of other materials, information that uniquely identifies the source must be included.

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Please note that Form APC3 must be accompanied by a program of study. Programs of study (POS)² in electronic format or hard copy should be obtained from Banner through the College's Advising Office.

SUBMIT THE ORIGINAL, PHOTOCOPIES, AND AN ELECTRONIC COPY OF THE LOGGED FORM

Within two days of receiving a log number, you will need to submit the following to the FA Office:

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The original APC Form

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14 copies of the APC Form (1 single-sided, 13 double-sided)

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A CD download including of your APC .pdf forms (scanned form not acceptable);
a letter from an appropriated dean; POS associated with the APC 3 Form.

REMINDER: Keep a copy of the original APC for your personal/department files. Copies submitted to the Committee will NOT be returned to you.

ATTENDING THE COMMITTEE MEETING

You will receive an e-mail from FA Executive Secretary, Cindy Chin, prior to the applicable APC meeting confirming your APC form is on the agenda. The Committee requests your attendance (or a designee), so you can provide a summary of the request and answer any questions that may arise during the meeting.

A representative from said unit is responsible for taking notes associated with changes suggested by the committee, when the request is “approved with changes.”

The representative is also responsible for seeing to it corrected forms are returned to the UNF Faculty Association Executive Secretary, Ms. Cindy Chin, within 2 business days after the meeting. If there are any questions, representatives must contact Faculty Association Executive Secretary: Ms. Cindy Chin (CChin@unf.edu), ext: (904) 620-2872.

NOTE: If the corrections are not submitted within 2 business days, as expected, the APC cannot guarantee the corresponding items will be added to the agenda items to be considered by the UNF faculty during the corresponding UNF Faculty Association meeting.

POSSIBLE OUTCOMES OF THE APC REVIEW

At the conclusion of the review of your form, the Committee will vote to do one of the following:

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Approve the form as submitted – this requires no action on your part, the form is forwarded to the FA Executive Committee, which sets the FA Meeting agenda.

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Approve the form with suggested changes – you will need to submit the revised form
to the FA Office within two days of the meeting. The corrections are required with 2
one-sided hard copies and CD labeled with your department name and the log numbers. The form is then forwarded to the FA Executive Committee, which sets the FA Meeting agenda

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Return it to the Department or Unit – you will receive notification (at the meeting or
in writing) of the reason(s) the form was returned. Depending on the reasons for returning the form, you may choose to withdraw the form from the process or make changes to the form and resubmit. Resubmissions should be identified with an R suffixed to the log number

For questions about the APC review process, contact the FA Office, Cindy Chin, at 620-2872.

^{Note 1:} General Guidelines for Choosing Effective Terms on APC Forms

FOR APC 1 FORMS

Enter an effective term two semesters beyond the current term.

ii.

FOR APC 2 FORMS

For changes involving course descriptions, learning outcomes or objectives, course terminations, and titles, enter an effective term one semester beyond the current term.

For changes involving course number, course prefix, credits, pre-requisites, co- requisites, or any other change, select an effective term two semesters beyond the current term.

***Please note that all effective terms are subject to change depending on the length of time spent processing the APC form at UNF (going through various committees) and the unpredictable processing time in Tallahassee. ***

Questions related to the effective terms can be contacted to Ms. Mary Frucelli, Coordinator Records Registration for Enrollment Services Processing Office, at X2796 or (mfrucell@unf.edu)

^{Note 2:} Program of Study (POS) Requirements

The Academic Programs Committee (APC) requires academic units to submit a Program of Study (POS) accompanying requests that involve the modification of existing programs (APC 3 form).

Two important requirements should be observed when retrieving a POS:

(a)

It must accurately describe the status of the existing program.

(b)

It must comply with FERPA regulations (Family Education Rights and Privacy Act).

Faculty members preparing curricular requests to be considered by the APC (and subsequent entities in the UNF Curricular Governance Process) should consult with their academic advisors who should be cognizant of the different methods currently available to retrieve POS’s which satisfy conditions
(a) and (b) above.

Faculty members and academic advisors who have questions about how to correctly retrieve a POS should not hesitate to contact Ms. Shawn Brayton, Director for AA SACS Liaison, at X2700 or (SBrayton@unf.edu).