Submission Guidelines

The forms for new and revised courses are online in Minerva. To obtain and complete these forms, log into Minerva and navigate through the following steps:

1. Academic staff should click on the "Faculty" tab, then "Course Proposal/Revision" tab
2. Administrators should click on the "SR Admin" tab, then "Catalog and Schedule Menu", followed by "Course Proposal/Revison" tab

Next steps are the same for all:

1. Click on either "New Course" or "Course Revision"
2. Fill out the required fields (a Help Menu is available on the forms)
3. Submit.

New Courses: The forms must be filled out from scratch.

Revised Courses: The Course Revision Forms already have the current data entered on the left. New data is to be entered on the right (any new data will show in red).

• Make sure to save the data you've entered by clicking validate and then save
• Consultation reports and other files (e.g., course outline) in any format (Word, Text, PDF, etc.) can be attached to the form
• Log in to Minerva
• On the Main Page, academic staff should click on the Faculty tab, administrators click on the SR Admin tab
• Click on Catalog and Schedule Menu
• Click on Course Proposal/Revision
• Click on Search
• Search by any of: course number, proposal reference number (PRN), department, plus other options.
• When the desired proposal is located, choose the Edit button and then edit the appropriate fields (a Help Menu is available on the forms).
• Make sure to save your changes by clicking validate and save
• Consultation reports and other files (e.g., course outline) in any format (Word, Text, PDF, etc.) can be attached to the form

• Log in to Minerva
• On the Main Page, academic staff should click on the Faculty tab, administrators click on the SR Admin tab
• Click on Catalog and Schedule Menu
• Click on Course Proposal/Revision
• Click on Search
• Search by any of: course number, proposal reference number (PRN), department, plus other options.
• When the desired proposal is located, choose the Edit button and then edit the appropriate fields (a Help Menu is available on the forms).
• Make sure to save your changes by clicking validate and save
• Consultation reports and other files (e.g., course outline) in any format (Word, Text, PDF, etc.) can be attached to the form

To submit a form, first save it by clicking Validate.

Then click Submit.

You'll be prompted to enter the e-mail address for the person to whom you are submitting the form, input your Chair's e-mail address. A generic e-mail with the appropriate PRN and version will be automatically created and sent to your chair for his/her approval.

To approve and submit a form, first search for the form (see immediately above How To Edit Previously Saved...).

Click on Approve/Reject

On the Course Approval page, select the appropriate approval level (New Status), and fill in the Meeting Date field.

Click Submit

Here you'll be prompted to enter the e-mail address for the next person to approve the course, input patricia.antonelli [at] mcgill.ca. Note: Courses with no formal Chair or Departmental approval will not be accepted.

The forms for the new and revised programs are electronic (Word and RTF format) and can be obtained from the Web at: https://www.mcgill.ca/sctp/guidelines. Guidelines for filling out the forms are available at the same address.

For an example of a Program Revision Form please click here: Program Revision Example [.pdf]

For an example of a New Program Form please click here: New Program Proposal Example [.pdf]

Normally, the forms should be filled out completely, including the side-by-side comparison of programs in the program revision form. For Program Revision Forms, if you are adding new courses, these should be in bold type in the proposed lists of courses. If you are deleting courses, these should be in the list of current courses. Here is an example of a completed Program Revision Form [link here].

Also, see immediately below HOW TO DECIDE WHETHER COURSE PROPOSALS/REVISIONS REQUIRE PROGRAM REVISION FORMS
 
After unit approval, electronic copies of these forms should be submitted to patricia.antonelli [at] mcgill.ca.

Course Retirements Program Revision Forms ARE Required

1.    when a course to be retired appears in the list of Required Courses.

2.    when a course to be retired appears in a list of Complementary Courses where the choice is only two courses and similar situations where the removal of the course(s) eliminates any choice.

Course Retirements Program Revisions Forms are NOT Required

1.    when a course to be retired appears in a list of Complementary Courses or Elective Courses and the number of credits to be chosen is not affected.

2.    when a course to be retired appears as an alternative Required Course and the number of credits to be chosen is not affected.

Course Credit Weight Changes Program Revision Forms ARE Required

1.    when a course whose credit weight is to be changed appears in a list of Required Courses.

2.    when a course whose credit weight is to be changed appears in a list of Complementary or Elective Courses where the number of credits to be chosen is affected.

3.    when credit weights of research, project or thesis courses listed in an honours or graduate program is changed.

Course Credit Weight Changes Program Revisions Forms are NOT Required

1.    when a course whose credit weight is to be changed is listed in a group of Complementary or Elective Courses and the number of credits to be chosen in the program is not affected.

Course Number Changes Program Revision Forms ARE Required

1.    when a 600-level course is renumbered to a 700-level course or renumbered to an undergraduate level course.

2.    when a 700-level course is renumbered to a 600-level course or below.

3.    when a 500-level or other undergraduate-level course is renumbered to a 600or 700-level course.

Course Number Changes Program Revision Forms are NOT Required

1.    when a 200-, 300-, 400-, or 500-level course is renumbered at the undergraduate level.

2.    when a 600or 700-level course is renumbered at the 600 or 700-level.

3.    when a subject code changes, but the number remains the same.

Thesis, Project, Special Activity Courses Program Revision Forms ARE Required

• Changes to thesis (Honours, Master's), project, or special activity courses (that are listed in a graduate program) require a program revision form.
• To retire only one course, submit a course revision form.
• To retire a number of courses, list the courses in the Retirement Master Excel file with the following column headings:

• To retire only one course, submit a course revision form.
• To retire a number of courses, list the courses in the Retirement Master Excel file with the following column headings:

Faculty code, subject code, course number, course title, unit code, name of unit, credit weight, effective term of retirement (year/month), status (inactive or active). Group the Excel entries according to the reason for retirement.

See example/template Retirement Template [.xls]

Departments fill out and submit course/program proposal/revision forms and submit them to the Curriculum Committee. After approval by the Curriculum Committee and by the Deanery the proposal/revision forms are considered by university committees. After approval by the relevant university committee (SCTP, APC or Senate, as appropriate), new and revised programs will be recorded in the e-Calendar by the Degree Evaluation Office, and new and revised courses by the Class Scheduling Office. During yearly preparation of the e-Calendar for publishing, departments have the opportunity to check their program entries via Webtop, and course entries via hard-copy (PDF).

Departments are urged to begin the approval process early in the Fall (September) in order to ensure that courses and programs are approved in time for the e-Calendar publication.

• There are three types of regulations: University, Faculty and Departmental. Faculty of Medicine regulations (at the beginning of the Faculty's section of the Calendar) must be approved by the Curriculum Committee and then by the Deanery.
• Departmental regulations (such as GPA and other requirements for admission to and maintenance of standing in departmental programs) must be approved by the individual department. These are normally modified in the Calendar during the Calendar preparation period (November to January)