New Year Memo
DATE: September 14, 2009
TO: AY 2009-2010 Academic Council
FROM: Justyna Lenik
RE: AC Meeting/Membership Procedures
Welcome back to the new Academic Year!
Our first meeting will be on Wed. 9/16/09 in Crown Center 530, LSC @ 6:00 pm. A complete list of meeting and deadline dates is attached with this e-mail and is also posted on the AC website at http://sites.google.com/a/luc.edu/academiccouncil/Home. Please include these dates on your calendar.
As we begin the new academic year, I just wanted to remind everyone but especially the new members, about the meeting/membership procedures:
1) Distribution of Meeting Materials – The agenda for each meeting will be posted on the Academic Council website by the Monday (5:00 pm) before the Wednesday night meeting, and at http://sites.google.com/a/luc.edu/academiccouncil/Home.
2) Items for AC Consideration – It is expected that any item brought before the Council from your department has already been reviewed and approved locally at the department level, i.e., at a faculty meeting and Chair, and that the department representative will be able to present the item and field questions. Guests from the Department are welcome to attend the meeting to provide additional support or clarification.
Materials or documents for AC consideration should be forwarded as follows:
a. Originals with signatures – Forms for New Courses, Course Changes, etc. are linked on the AC website near the bottom of the page (CAS Forms).
Once all signatures are obtained except for AC Rep and the Dean, send the original plus backup materials to Kathleen Andrade, CAS Dean’s Office, Sullivan Center 235, LSC, (x8-3504).
b. E-Copy of forms and backup materials to be distributed for Council review and approval are to be sent to Justyna Lenik via e-mail attachments (Word preferred) to jlenik@luc.edu. The materials should be merged into one document, i.e., form, syllabus, and course inventory form.
Please be sure that all backup items (i.e., syllabus) are included with both the original and the e-copy. Missing documentation can delay the approval process. Course Inventory forms are also required as part of the original package on New Courses.
3) Due Dates – All items for consideration will be due for distribution to the committees, at least one week prior to the AC meeting (see deadline dates on the attached). Large items (i.e., new programs, new majors), may require a longer lead time. Obtaining originals signatures will not delay the review/approval process and may be secured concurrently. However, it should be noted that an approved item will not go forward from the Dean’s Office for implementation until a signed original copy (and final, if revision is required) is received.
4) Committees – Please think about and be prepared to sign up for a Committee at the first meeting. Committees need to be prepared to begin considering new curricular business for the October meeting. Committees typically meet in the week prior to the AC meeting, dependent on the member’s schedules. The standing Committees include:
§ By-Laws
§ Elections
§ Curriculum Committee
As needed, other Ad-Hoc Committees may be formed to address a particular issue.
5) Attendance/Minutes- While everyone is very busy, we ask that you make a special effort to attend all meetings to represent your department/area. If you are unable to attend, please send an alternate. This person will have proxy rights to vote in your stead.
Since you are representing your department/area, you (or your alternate) should be prepared to discuss items from your department’s perspective. This is especially true if an agenda item is originating from or directly effects your home department. Guests are welcome and it is suggested that your chair and/or others from the department join you at the meeting to help field questions, particularly on more complex issues. We strongly suggest that you discuss the agenda with your chair/director to be sure that you have a good understanding of your department’s stance prior to the meeting.
It is also recommended that you report meeting results back to your department, perhaps at your next faculty meeting. Note: Approved AC Meeting Minutes are posted on the website for future reference.
I look forward to meeting the new members and rejoining you again this year at the monthly meetings. Please note your calendars with the meeting dates and we’ll see you soon!
Justyna Lenik
Secretary to the Academic Council and
Office Assistant, CAS Dean’s Office
773-508-3519 (voice)
773-508-3514 (fax)