Policy for the Emendation of Approved Undergraduate Curriculum Committee Minutes
The information about courses and academic units which
appear in the
At times, a department head or a dean has later wanted to make a minor change in the information that he/she had submitted to the UCC and which was approved and entered into the minutes. At other times, the staff members who are responsible for compiling the catalog and maintaining the course inventory file have noted differences between what the approved minutes say and what a department head has submitted to be entered into the catalog or course inventory file.
Because the information in all four sources must coincide, it is necessary that a policy for handling differences and for, if needed, emending previously-approved Undergraduate Curriculum Committee minutes be established.
Therefore, the following two procedures have been created.
I. Procedure to be followed if a staff member notes a difference:
--slight changes in wording which do not substantially affect the meaning of the content.
--an error in defining the course characteristics such as the Activity type (for example, the course description says the class includes a lab, but the Activity Type listed on the form is LEC).
--forgetting to add that a course was formerly another course number.
--other differences which seem to be due to mistyping or which can be categorized as “minor.”
ask the staff member to forward the changes on to the Vice-Chair/ Secretary of the UCC who will record them and bring them before the members of the UCC at the next UCC meeting to be read into the current minutes.
II. Procedure to be followed if a department head wants to make a change in the
approved minutes and/or the catalog and course inventory file:
1. The head should contact the Chair who will then determine whether the change is
2. If the Chair considers the change to be minor, then he/she will notify the
Vice-Chair/Secretary who will emend the minutes appropriately.
3. The Chair will also notify the Registrar’s Office about the minor change(s).
4. If the Chair determines that the changes are not minor, then the minutes will not be
The use of these procedures should ensure that the information found in the approved minutes, the catalog, and the course inventory file is accurate.
It also should be noted that the UCC minutes will be considered emended only after the Vice-Chair/Secretary has brought them before the members of the UCC and the UCC members have approved their being read into the minutes.