PROPOSALS TO THE FEC

Common examples of proposals submitted to the FEC include:

  • adding or deleting requirements for a program
  • clarifying existing requirements
  • increasing or reducing the number of classes for a program
  • creating a new major, minor, or program
  • renaming an existing department or program

All proposals should include a clear rationale about why your program is requesting changes. The following guiding questions are optional and are simply intended to help with the development of your rationale:

  • How is your proposal relevant to your program’s most recent Program Review?
  • How will your proposal improve undergraduate or graduate learning or time-to-degree?
  • Is there data to support your proposal?
  • Are there particular implementation plans that would be helpful to explain?
  • How will students be informed if your request is approved?
  • How and when will your program know that this change has led to the desired outcomes?

As you may know, the College FEC is delegated authority to grant final approval for some actions while other actions are forwarded to the Undergraduate Council for final approval. This means that your request may be subject to Undergraduate Council review subsequent to College FEC approval. Therefore when preparing your proposal, it is important to recognize that the College FEC and the Undergraduate Council have different meeting and proposal deadlines. Please visit this link to access the College FEC proposal deadlines and this link for the Undergraduate Council. Accordingly, take care to review these multiple sets of timelines as you prepare your proposal to help ensure that it is reviewed and approved in a timely manner, especially if the proposal requires further review by the Undergraduate Council and beyond.

Please review the specific guidelines below depending on the type of change or action your department wishes to request. You may also want to refer to the Guide to Undergraduate Course and Program Approval for further details on delegated authority.

We invite departments to submit drafts of their proposals for informal feedback in order to ensure a more streamlined submission process. If you would like to submit your draft proposal or wish to consult with us, please contact Leigh Harris at lharris@college.ucla.edu or Charlotte Vo at cvo@college.ucla.eduWhen you are ready to submit your final proposal to the FEC, please bundle the materials into a single PDF and email it to Leigh Harris and Charlotte Vo.

Revisions to an Existing Major

  • Memo from the department or Faculty Advisory Committee that includes:
    • Rationale for the revisions – Please see guiding questions above.
    • Requested effective term – Please note that FEC is unable to approve changes retroactively or for the current term.
      • Proposals need to specify an effective date of at least one term following the submission to the College FEC (e.g., Spring term effective date for a proposal submitted in the Winter term). Please be advised that proposals that are received by the proposal deadline for the penultimate or final FEC meeting of the academic year may not be approved for the requested effective date of the same academic year depending on the time needed for revisions, if any, or the delegated authority for the action which may rest with the Undergraduate Council and possibly other approval bodies. 
    • A record of the faculty vote approving these changes – Please provide the date of the meeting and the record of the vote. If the vote was taken online, please indicate the voting period as well as the record of the vote.
    • Example faculty vote:
      • Topic for vote:
        YES: #
        NO: #
        ABSTAIN: #
  • Requested changes to the Catalog copy. A template is available here.
    • The left column should include text from the current Catalog striking out the text that should be deleted. The right column should include proposed changes with the additions underlined.
  • Additional Documents
    • A memo from the relevant academic dean is required if the revisions include a change to the name of the major or any significant changes that have resource implications. 
    • If your proposal includes the addition or deletion of courses from other departments or programs, the College FEC requires a memo from affected departments/programs consenting to the requested changes.
    • The College FEC may request that the department obtain an academic resource memo from the Office of Academic Planning and Budget (ABP).
      • To obtain an ABP resource memo, please contact Director of Financial Analysis and Decision Support, Rebecca Lee-Garcia, for your request.

Revisions to an Existing Minor

  • Memo from the department or Faculty Advisory Committee that includes:
    • Rationale for the revisions – Please see guiding questions above.
    • Requested effective term – Please note that FEC is unable to approve changes retroactively or for the current term.
      • Proposals need to specify an effective date of at least one term following the submission to the College FEC (e.g., Spring term effective date for a proposal submitted in the Winter term). Please be advised that proposals that are received by the proposal deadline for the penultimate or final FEC meeting of the academic year may not be approved for the requested effective date of the same academic year depending on the time needed for revisions, if any, or the delegated authority for the action which may rest with the Undergraduate Council and possibly other approval bodies. 
    • A record of the faculty vote approving these changes – Please provide the date of the meeting and the record of the vote. If the vote was taken online, please indicate the voting period as well as the record of the vote.
    • Example faculty vote:
      • Topic for vote:
        YES: #
        NO: #
        ABSTAIN: #
  • Requested changes to the Catalog copy. A template is available here.
    • The left column should include text from the current Catalog striking out the text that should be deleted. The right column should include proposed changes with the additions underlined.
  • Additional Documents
    • A memo from the relevant academic dean is required if the revisions include a change to the name of the minor or any significant changes that have resource implications. 
    • If your proposal includes the addition or deletion of courses from other departments or programs, the College FEC requires a memo from affected departments/programs consenting to the requested changes.
    • The College FEC may request that the department obtain an academic resource memo from the Office of Academic Planning and Budget (ABP).
      • To obtain an ABP resource memo, please contact Director of Financial Analysis and Decision Support, Rebecca Lee-Garcia, for your request.

Proposing a New Major

All proposals must include a memo addressed to the Chair of the College Faculty Executive Committee that outlines the following:

  • Goals of the major and a brief summary including the rationale and need for the major (please see guiding questions above).
  • A record of the faculty vote
    • If a new departmental major, must include the date and record of the full faculty vote
    • If a new IDP major, must include the date and record of the Faculty Advisory Committee vote
      • Example faculty vote:
        • Topic for vote:
          YES: #
          NO: #
          ABSTAIN: #
  • Requested effective date of the major. Please note that FEC is unable to approve changes retroactively or for the current term.
    • Proposals need to specify an effective date of at least one term following the submission to the College FEC (e.g., Spring term effective date for a proposal submitted in the Winter term). Please be advised that proposals that are received by the proposal deadline for the penultimate or final FEC meeting of the academic year may not be approved for the requested effective date of the same academic year depending on the time needed for revisions, if any, or the delegated authority for the action which may rest with the Undergraduate Council and possibly other approval bodies.

For a full explanation of the required components, please refer to the Guide to Program Approval.  The details can be found beginning on page 38 but here is an overview of the sections that should be included:

Proposal

  1. Introduction
    1. Background
    2. Rationale for the major including why the combination of lower- and upper-division course were proposed
  2. Learning outcomes for the major
  3. Major requirements and Catalog copy
    1. Provide a specific list of courses and unit value (noting the minimum and maximum number of units for the pre-major and the major)
    2. A template for majors is available here.
  4. Academic staff and organizational structure
  5. Proposed courses
    1. Include copies of syllabi for all new courses
  6. Resource requirements and enrollment plan
  7. Changes in Senate regulations
  8. Library support
  9.  Appendices
    1. Letters of support
      1. Dean
      2. Academic Planning and Budget Resource Analysis
        1. To obtain an ABP resource memo, please contact Director of Financial Analysis and Decision Support, Rebecca Lee-Garcia, for your request.
      3. Department Chairs – You must include memos supporting the listing of any course (outside of the department) that will be used for the major.  This includes pre-major courses, required, and elective courses.
    2. Curriculum map
      1. Please refer to the Curriculum Mapping resource and confer with Leigh Harris for assistance.

Proposing a New Minor

All proposals must include a memo addressed to the Chair of the College Faculty Executive Committee that outlines the following:

  • Goals of the minor and a brief summary including the rationale and need for the minor (please see guiding questions above).
  • A record of the faculty vote
    • If a new departmental minor, must include the date and record of the full faculty vote
    • If a new free-standing minor, must include the date and record of the Faculty Advisory Committee vote
      • Example faculty vote:
        • Topic for vote:
          YES: #
          NO: #
          ABSTAIN: #
  • Requested effective date of the minor. Please note that FEC is unable to approve changes retroactively or for the current term.
    • Proposals need to specify an effective date of at least one term following the submission to the College FEC (e.g., Spring term effective date for a proposal submitted in the Winter term). Please be advised that proposals that are received by the proposal deadline for the penultimate or final FEC meeting of the academic year may not be approved for the requested effective date of the same academic year depending on the time needed for revisions, if any, or the delegated authority for the action which may rest with the Undergraduate Council and possibly other approval bodies.

For a full explanation of the required components, please refer to the Guide to Program Approval.  The details can be found beginning on page 49 but here is an overview of the sections that should be included:

Proposal

  1. Introduction
    1. Background
    2. Rationale for the major including why the combination of lower- and upper-division course were proposed
  2. Learning outcomes for the minor
  3. Major requirements and Catalog copy
    1. Provide a specific list of courses and unit value (noting the minimum and maximum number of units for the pre-major and the major)
    2. A template for minors is available here.
  4. Academic staff and organizational structure
  5. Proposed courses
    1. Include copies of syllabi for all new courses
  6. Resource requirements and enrollment plan
  7. Changes in Senate regulations
  8. Library support
  9.  Appendices
    1. Letters of support
      1. Dean
      2. Academic Planning and Budget Resource Analysis
        1. To obtain an ABP resource memo, please contact Director of Financial Analysis and Decision Support, Rebecca Lee-Garcia, for your request.
      3. Department Chairs – You must include memos supporting the listing of any course (outside of the department) that will be used for the major.  This includes pre-major courses, required, and elective courses.
    2. Curriculum map
      1. Please refer to the Curriculum Mapping resource and confer with Leigh Harris for assistance.

Certification of a Capstone Major

Baccalaureate degree granting programs can apply either for Capstone Major Certification (all students completing the major are required to complete a capstone experience) or Capstone Program Certification (at least 60% of students completing the major have an opportunity to complete a capstone experience). Regardless of which option is selected, the application and certification processes are the same:

  1. Submit an application to your Faculty Executive Committee and the Undergraduate Council that includes:
    • A cover letter that details the faculty involvement in reviewing and endorsing the application, including the vote to pursue certification.
    • The Capstone Information Form – this is a fillable Word document.
  2. The Faculty Executive Committee reviews the application and submits the packet with their letter of endorsement to the Undergraduate Council.
  3. The Undergraduate Council’s Curriculum Committee then conducts the certification review and recommends to the Undergraduate Council either approval or request for additional information.
  4. Chair of council communicates review results to department or program.

For more information on the Capstone Initiative, please visit the UCLA Capstone Initiative Website.

Creation of a Fully Online Course

UPDATING THE CATALOG

Departments may initiate course actions (additions/deletions/revisions) via CIMS. The Registrar’s office will automatically update the catalog with these changes.

If your department wishes to make minor changes to the catalog text, please communicate the changes directly with the Registrar’s Office. If the changes are deemed significant, you may be directed to the College FEC to obtain approval.