Academic Planning Resources

The CIM workflow has been set up to route CIM forms through the required approval processes. The chart below outlines the current set of approvals needed for various academic actions related to courses and programs.   

 

* Majors include all degree programs (associates, bachelors and master's level)
 

NOTE: If the number of required credits in a new concentration exceeds the core credits required for the major or could exist under a different CIP code, the new concentration must be proposed as a new major. Questions should be directed to the Provost office. 

Action	Dept	Dean	Registar	CCC	CAP	Senate	Provost	Registrar	System	BOR
Changing, adding or inactivating a course	Y	Y	R	Y	_	_	_	I	_	_
Modest changes to major*, minor or certificate (fewer than 25 % of required credits or courses change)	Y	Y	R	Y	-	-	I	I	_	_
Redirection to major, minor, certificate (25 -50% of required credits or courses change, first 2 digits of CIP remain the same)	Y	Y	R	Y	Y	Y	I	I	-	-
Changes to major* that exceed 50 % or if the CIP code changes are considered are considered new majors.  (see new major workflow)
Adding a NEW Minor or Certificate	Y	Y	R	Y	Y	Y	Y	I	-	-
NEW MAJOR or Graduate Program- Notice of Intent	Y	Y	R	I	Y	Y	Y	I	Y	-
NEW MAJOR OR GRADUATE Program- Authorization	Y	Y	R	Y	Y	Y	Y	I	Y	Y
Suspend (inactivate) or terminate a degree program	Y	Y	R	I	Y	Y	Y	i	I	I
Establish, rename or eliminate a center	-	Y	I	I	Y	Y	Y	I	-	-
Establish, rename or eliminate a department	-	Y	I	I	Y	Y	Y	I	-	-
Establish, rename or eliminate a college or school	-	-	I	I	Y	Y	Y	I	Y	Y

Y= Approval Required
R= Review
I= Information only

 

 

 

Before starting your form, we recommend that you review the sample course form and check out our Getting Ready document. Check here for a example course form.

The CIM Course form is used to change an existing course, or to add a new course both at the undergraduate and at the graduate levels. 

Changing an existing course

1. Type the subject, course title or course code into the search field and select the search button. (e.g. MATH 111)
2. Select the course you wish to edit from the results window.  
3. Select the EDIT course button on the lower right side of the page.
   
   
    
4. Make your edits in the form. NOTE: Some of the information will prepopulate. If you are unsure how to answer a question, check to see if there is a help bubble that provides additional information.
5. After editing the form, select one of the following:

• Cancel and return to the previous window
• Save changes to save any changes that have been made so that you can come back to the form later.
• Start Workflow to save and submit for approval.

 

 

Adding a new course

1. Click PROPOSE NEW COURSE
2. Complete the form by filling in the required information. If you are unsure how to a question, check to see if there is a help bubble that provides additional information.
3. Once completed, select one of the following:

• Cancel to not save changes and return to the previous window
• Save changes to save any changes that have been made and come back to the form later. 
• Start Workflow to save and submit for approval

Inactivating a course

1. Type the subject, course title or course code into the search field and select the search button. (e.g. MATH 111)
2. Select the course you wish to delete from the results window. 
3. Select the INACTIVATE button on the lower left side of the page.
4. Make your edits in the form. NOTE: Some of the information will prepopulate. If you are unsure on a question, check to see if there is a help bubble that provides additional information
5. After completing the form that appears, select one of the following:

• Cancel
• Start Workflow

All required fields must be filled out before the proposal can be submitted for approval. If required fields are missing, an error message detailing the missing fields will appear. Once you have clicked on Start Workflow, the course proposal will be routed to the next person in the workflow. The next user in the workflow will be sent an automated email to notify them that the proposal is ready to be reviewed.

NOTE: Current GNED, DV or CBL courses do not require review by those respective committees if the change requested involves title, mode of instruction or frequency of offering only.

If you are changing, adding or removing a CBL, DV or GNED designation, you will use the same CIM Course form.  The form is dynamic, so additional questions will display if you answer "yes" to one of the following: General education, Diversity Course or Community Based Learning course.

If you selected "yes" to any of the these, you will be asked to indicate the purpose of the request:

• Basic course changes and goal or population changes
• Goal changes or recertification only
• New Designation
• Removing Designation

Before starting your form, we recommend reviewing the GNED sample course form, CBL sample course form or the DV sample course form. 

NOTE: For the GNED form, there are a number of questions on the form so we recommend reviewing the Information for instructors website.   For additional information on CBL, please check the Community Based Learning Website. 

 

 

The CIM Program form is necessary to request changes to existing degree, certificate, or minor programs at all levels. You will log into the form using your UW-Parkside credentials.     

1. Type the program title into the search field and select the search button. (e.g. Accounting)  
2. Select the program you wish to edit from the results window.
3. Select EDIT PROGRAM on the lower right of the page.
4. Once the form appears, select one of the following options:

• Modest Changes to a major minor or certificate (less than 25% of the required credits or courses change)
• Redirection to major, minor, certificate (25 to 50% change of required credits or coursers change, first 2 digits of CIP code remain the same)
• Program overview, outcomes or policy changes only.

5. Make the edits on the form. Some information will prepopulate.

NOTE: The Program overview and Program requirements sections are formatted as they appear in  the catalog. 

If you are unfamiliar with working with a web editor and need assistance in learning how to make changes to this section, please contact registrars.office@uwp.edu

Text boxes will expand to provide adequate room for information as required by CCC and/or CAP. Form submitted with insufficient information will be routed back to department for additional information.

Departments will also be expected to upload supporting documentation including departmental minutes approving the proposed change.

IMPORTANT NOTE:  CAP is now requiring departments submitting substantial program changes to provide additional justification if their major is more than 45 credits. This justication should include why it is necessary for the coursework in your major to be so extensive. In addition, it should compare your major to at least two other majors in your discipline at comparable universities, to show us that your requirements are within the norm of what is required for your academic discipline. These additional explanation can go into the rationale/justification section and additional documentation can be uploaded in the CIM form.

Creation of a new degree program is a multi-stage process. To save time and effort, it is recommended that the department contact Vice Provost Gary Wood before starting to get clarifications on the process.  The time it takes to get a new program approved for implementation varies, however, it is reasonable to allocate one year for the entire process to be completed. 

The steps for each stage are outlined below: 

Notice of Intent (Stage 1)

1. A Notice of Intent (NOI) for the degree is created by the faculty in accordance with the guidelines and approved by the department. 
2. Log into the CIM program form and select  PROPOSE NEW PROGRAM.  
   
3. Complete the first seven questions and then answer “yes” to  “Are you submitting a Notice of Intent Form”.  select “yes”.
4. Upload a copy of the NOI. 

5. Select one of the following options:

• Cancel
• Save Changes
• Start Workflow

 6. Send an electronic version in word format of the NOI to Vice 
Provost Gary Wood.

 7. Once approved through governance, the NOI is circulated by
 the Provost’s office to all UW institutions for comments.  If  approved by the UW System Office of Academic Programs
 and Faculty Advancement (APFA), Provost office will notify the
department to proceed to stage 2.  

Authorization for new major or graduate program (Stage 2)

1. The program faculty review the Authorization Guidance and Checklist document and prepare the following documents for departmental approval: 

•  Authorization Guidance and Checklist
•  Request for Authorization
•  Cost and Revenue Projections Spreadsheet
•  Cost and Revenue Projections Narrative

Click here for the above forms.

2. Once approved, Log into the CIM program form, and
 select  NEW PROGRAM  
3. When completing the form, be sure and select "yes" when asked “ Are you submitting an authorization form for a new major” ?.

NOTE: The Program overview and Program requirements sections are formatted as they appear in the catalog. If you are unfamiliar with working with a web editor and need assistance in working with this section, please contact….

Text boxes will expand to provide adequate room for information as required by CCC and/or CAP. Form submitted with insufficient information will be routed back to the department for additional information.

4. Upload the required UW System documents.

5. Once you have completed the form, select START WORKFLOW. 

6. Send an electronic version of the UW System documentation to Vice Provost Gary Wood.

7. After approved through governance processes, the Provost’s office transmits the documents to UW System APFA for consideration by the Board of Regents (BOR) Education Committee. 

IMPORTANT NOTE:  CAP is now requiring departments submitting new programs to provide additional justification if their major requirements exceed 45 credits. This additional explanation should include rationale for why this is necessary and a comparison to at least two other majors in your discipline at comparable universities, to show us that your requirements are within the norm of what is required for your academic discipline. This additional explanation can go into the rationale/justification section and additional documentation can be uploaded in the CIM form.

 

 

8. Upon approval by the BOR and UW System, the Provost
 Office will schedule an implementation meeting. 

 

1. Log into the CIM Program form using your UWP credentials.   
2. Select Propose New Program.

 3. On the form, answer “yes” to “Are you requesting a new
 certificate, associate-major or teacher certification”. This will
 open the rest of the required questions for you to complete.

NOTE: The Program overview and Program requirements sections are formatted as they appear in the catalog. 

If you are unfamiliar with working with a web editor and need assistance in learning how to make changes to this section, please contact Registrars.Office@uwp.edu.

Text boxes will expand to provide adequate room for information as required by CCC and/or CAP. Form submitted with insufficient information will be routed back to department for additional information.

Departments will also be expected to upload supporting documentation including departmental minutes approving the proposed change.

4. Upload a copy of supporting documentation including department approval for the new certificate, major-associate, minor, or teacher certification.

5. Select one of the following options:

• Cancel
• Save Changes
• Start Workflow

 

 

1. Log into the CIM program with your UWP credentials.
2. Use the search box to find the program you wish to inactivate. 
3. Select the program you wish to edit from the results window.
4. Select the INACTIVATE button on the left to open the appropriate form. 

5. After completing the form that appears, select one of the following:

• Cancel
• Start Workflow

 

 

Not sure what the Committee on Academic Planning is looking for, check out these examples:

• New Certificate
• New Concentration
• New Minor
• Notice of Intent

You can find course or program proposal by clicking on the link embedded within the email you received from the tool. The email will be from General Course Update <uwp@notify.courseleaf.com or from General Program Update<uwp@notify.courseleaf.com. 

When you click on the link, you will be asked to log in using your UWP credentials. Once logged in, you should see a page that looks like the one below:

 

 

If you do not see any requests in your cue or the proposal does not display below as the example above, you should check to make sure that your correct role is showing on the top of the page. In this example, the role is CNHS Dean.

When reviewing the form, all proposed changes will be visible through red - green mark up on the proposal. If the proposal required an attachment, you can view the attachment by selecting the tab on the top right side of the page 

or through the link embedded in the proposal.

After reviewing the proposal, the approver (Deans, committee chairs, Secretary of the Faculty) will have three options:

 

These buttons are located on the middle, right of the page. 

1. Approve the proposal by selecting the green approve button. The proposal will then move to the next step in the workflow.

2. Edit the proposal by selecting the blue Edit button. This button will take you to the course form where you can make the necessary edits. Once you select Save Changes, the proposal will be routed back to the previous person in the workflow. 

3. Roll back the proposal to the originator. When you select roll back, a form will open for you to indicate the reason for rolling the proposal back to the originator.