Note: For detailed information, refer to the UAPPOL Admissions Policy and UAPPOL Undergraduate Admissions Procedure.
The UAPPOL Procedure instructs how changes to undergraduate admissions regulations are made. A key note here is that changes that may disadvantage students in the current admission cycle should be published in the Calendar for a full year prior to implementation. When this is the case it is essential for a Faculty to indicate in the GO the Calendar issue that the change will appear in and the implementation date (they are not the same). For example, such a change approved in May 2013 would appear in the 2014-2015 Calendar issue (published March 2014), and the implementation would be reflected as Fall 2015.
This also means that it is essential for Faculties to consider timelines required for vetting changes through the Faculty committees as well as governance (another friendly reminder to begin your changes early).
In determining whether or not a change will negatively affect students, ask yourself:
Does the change reflect a higher standard of admission (e.g., higher GPA, introduction of an additional admission requirement)?
Does the change result in the discontinuance of a program?
Is the information something that an applicant would need in advance to assist with appropriate preparation for the next admission cycle?
If you answered yes to any of these questions, your change will likely need to be published in the Calendar a year in advance of implementation. These changes may also be informally communicated to students and applicants in advance of the Calendar publication (e.g., through the Undergraduate Viewbook or Faculty and RO websites, etc.).
The UAPPOL Undergraduate Admissions Procedure also makes provisions for changes that positively affect students:
Where changes to admission regulations are deemed by the approving body to be “advantageous to students,” normally the date of implementation will be effective immediately or at the next available intake for the admitting Faculty.
In determining whether or not a change will positively impact students, consider the following:
Does the change clarify admission criteria without introducing new criteria?
Does the change result in the creation of a new program?
Could the change fairly, from the students’ perspective, go into effect without early notification to students?
If you answered yes to these questions, your change may be implemented upon approval before it formally appears in the Calendar. Such beneficial changes may be communicated to students and applicants through the Undergraduate Viewbook, Faculty and RO websites, etc.
Note: At times it can be difficult to interpret which changes may disadvantage students. The RO may, in discussion with U of A Governance, provide input on your change and whether or not changes must be published in the Calendar prior to implementation. In cases where discrepancy exists, U of A Governance will provide an ultimate determination.
Admission requirements
The admission requirements for any Faculty will be those set forth in the current edition of the Calendar.
The Viewbook
The U of A Undergraduate Viewbook is published online in the summer preceding the academic year it pertains to (e.g., the 2018-2019 Viewbook is published in Summer 2017). It contains all of the changes to programs, requirements and regulations that have been approved through governance prior to publication. This is another benefit of submitting your changes early.
RO Admissions Webpages - " Programs and Requirements"
www.ualberta.ca/admissions/undergraduate
The RO Admissions webpages will also reflect changes to admission requirements or introduce a new program shortly after these have been approved through the necessary governance processes.
Getting it right the first time
When preparing admissions Calendar changes for the Faculty committee approvals, it is recommended to first vet these changes through the Assistant Registrar and Director, Admissions and the University Calendar Editor. In this way the submission may be viewed for consistency in formatting, confirmation that the most recent approved section of the Calendar has been used and feedback on timelines and implementation, in order to better facilitate the submission moving through the governance process.
This is especially true when proposing a new program. Early consultation will allow for consideration of all aspects of admission requirements for the Calendar, including application and document deadlines.
Coordinating cross-section changes
In Undergraduate Admissions sections of the Calendar you may notice that changes you would like to make are connected with other sections of the Calendar or other Faculties. It is important to consider ahead of time if you will need to adjust other sections of the Calendar for consistency. Consultation with other Faculties (when impacted) and coordination with the Assistant Registrar and Director, Admissions and the Calendar Editor ahead of time can reduce the likelihood of duplicate work.