Approval Process and Timelines


The following is an overview of the approval process for undergraduate courses and curricula at NC State. The process is structured to provide for review by college and university level committees and entities tasked with insuring academic programs and course offerings comply with all NC State, UNC General Administration, state, federal and accreditation policies, rules and regulations.

 

Course Action Approval Process and Timeline


COURSES

A course can be offered in two formats:

  1. Special Topics or Experimental Course Offerings


This course offering allows for faculty and departments to try out new course material on an experimental basis before formally proposing the course with a permanent course number. Most departments have a designated course number approved for the offering of special topics; normally within the course number range of 290-298 and 490-498. A special topic is only permitted to be offered two times. A third offering may be permitted upon approval by the Dean of Division of Academic and Student Affairs (DASA). Prior to the third offering, the course should be proposed with a permanent number and approved through the college and university level process. Offering a course as a special topics using an existing special topics course number does not require approval beyond the department or other internal processes for such an offering. If no special topics course number is established, the department should submit a course action form to create a special topics course number.

  1. Permanent Course Offering


Courses to be offered on a permanent basis for either inclusion as a requirement or an elective in a curriculum or as an offering listed in the NC State course catalog will require a unique course number and title. Proposals for new courses will follow the processes listed below.
A proposed course cannot be advertised until it is approved. The course can be set up as a special topics course offering for an upcoming semester and then changed to the approved course number once it moves through to final approval.


Course Approval Process and Timelines

College Level Approval
  External processing 

University Level
Internal processing

Each college has a representative member on UCCC who will be assigned to present the submitted course action on the agenda. UCCC membership listing is available at the UCCC website. The UCCC meets usually every other week during the semester. If UCCC tables the action or approves pending, this will delay final approval until corrections/concerns are addressed and received.

Action Status

Depending on the action taken by UCCC, the timeline to final approval  and implementation will be affected as follows.

There are three types of actions that may be taken by UCCC upon review of the course proposal.

  1. UCCC approves the course action as submitted (Approved):
    • If UCCC approves the action with no required revisions, the course action is then signed by the Dean of Academic Programs & Services (APS). The action then moves to Registration and Records electronically for addition to the master course catalog within approximately 7 days.
  2. UCCC approves the course action contingent upon changes (Approved Pending):
    • If the UCCC approves the action pending revision, the UCCC representative for the college shall notify the instructor, department and college liaison (or any other person as needed) of the required changes. Once the revisions are made, the revised documentation should be sent via email to the OUCC directly from the faculty/department or by way of the College Liaison. Once the OUCC reviews the submitted revisions and if all necessary revisions are provided, the course action is signed by the Dean of DASA and forwarded to Registration and Records for implementation.
    • Depending on the timeliness of the college representative on UCCC notifying the faculty/department of the needed revisions and then the subsequent submission of these revisions to the OUCC will factor into the timeline for approval. 
  3. UCCC tables the course action (Tabled):
    • If the action is tabled by the UCCC, the UCCC representative for the action shall notify the instructor, department and college liaison (or any other person as needed) of the required changes, related issues, or clarification that needs to be resolved in order to return the action to the committee for consideration. The college liaison should notify the OUCC that the action should return to UCCC and submit any revised documentation as applicable. Once approved by UCCC, the action follows the same process to implementation. Tabling of an action affects the timeline in that the course must be reviewed and revised as needed as a result and then placed on a subsequent UCCC agenda.

Submission guidelines

Summer Scheduling:
Scheduling for the upcoming Summer term occurs in late October when Registration and Records sends to the departmental scheduling officers the notification to input their course offerings for the upcoming term.  Having the course approved by late October puts the course in the initial scheduling cycle for summer sessions which is completed by the end of January at which time the summer course offerings are posted online. The course action should be submitted to the OUCC by early October for approval by UCCC.

Spring Scheduling:

Scheduling for the upcoming Spring term occurs in June when Registration and Records sends to the departmental scheduling officers the notification to input their course offerings for the upcoming term. Having the course approved by the last UCCC meeting in May will allow for the course to be included in the initial scheduling cycle for the spring term which is completed by mid-September. To move through this process, the course action should be submitted to the OUCC by April for approval by UCCC.

Fall Scheduling

Scheduling for the upcoming Fall term occurs in January when Registration and Records sends to the departmental scheduling officers the notification to input their course offerings for the upcoming term.  Having the course approved by UCCC by the end of January will allow for the course to be included in the initial scheduling cycle for the fall term which is completed by mid-February. The course action should be submitted to the OUCC by early December or January for approval by UCCC.

FAQ

How long will it take to get a course approved?

How long will it take before it appears in the course catalog and can be scheduled?

Once Registration and Records receives the approved course action, it may take anywhere from 1 day to 2 weeks for the course to be added to SIS and included in the course catalog. Please contact Registration and Record's Associate Registrar Holly Swart if there are questions about implementation.

I want to offer the new course for an upcoming term, when should the course action be submitted?

To determine when the course should be submitted for the UCCC agenda, consider the following:


 

Curriculum Action Approval Process and Timeline


Curricular proposals requiring UNC-GA approval or notification:

On-campus routing of a New Degree, title change and certificates:

If all flows smoothly, degree approval on campus should take approximately one year and degree title changes and certificates slightly less, generally 6 months. Most of the NC State committees in the approval routing meet weekly, bi-weekly or monthly. The longest interval of delay is with the Board of Trustees which meets twice during a term (Sept, Nov, Feb, Apr) and once in the summer (July).  Movement between steps may also be delayed if the department is requested to resubmit revisions at any stage (i.e the cleaner the document is when it leaves the department, the quicker the process goes.) For a new degree, completion and submission of Appendices A and C and/or F and G together will allow for a more expedited on-campus routing. Note that Undergraduate Admissions and Registration and Records needs to know by May if new curricula are being added in order to list it and recruit students effectively.  Printed and on-line applications are updated once a year in June.

New Degree approval routing. See instructions for establishment for required documentation and guidelines.

Certificate approval routing

Title Change approval routing

Dual Degree approval routing