About the Platform

DocFinity is a web-based Enterprise Content Management System. The CAS-AC DocFinity Platform uses DocFinity to regularize and centralize the documentation with which the faculty of the College of Arts and Sciences, through the College’s representative Academic Council, oversees curricular change in the College. Consistent formatting facilitates efficient review, collaboration, and accuracy. The information requested is needed

  • to evaluate curricular requests
  • to advise on them constructively
  • to pass them on for approvals needed beyond the College
  • to process them so they will operate smoothly as intended after they have been approved

Centralized, complete records clarify reviews and facilitate any problem-solving that may become needed later.

  • Preliminary steps:
    • Design curricular changes.
    • Consult with all interested parties: inform them fully, collaborate, and secure consent.
    • Prepare individual application-forms and supporting documents.
  • The Summary Memo initiates the process of applying for official approval.
    • The Summary Memo is an eForm resident in the CAS-AC DocFinity Platform.
    • Begin a new Summary Memo by double-clicking on "CAS_AC_SummaryMemo" in the Forms panel in the CAS-AC DocFinity Platform. The eForm will automatically record your UVID as the Submitter, and automatically generate a Unique ID for the application-package.
    • Besides generating the Unique ID, the Summary Memo includes a complete Table of Contents for the application-package: its listings enable co-signatories to the applications and reviewers of the package to navigate the package efficiently and attend to specific elements requiring their concern.
    • The information in the Summary Memo's final sections about additional academic units with interests in the proposed curricular change(s), library needs, and the type(s) of request included, controls the routing of the application-package to all who will need to approve it before the Curriculum Committee and Academic Council begin their review.
    • When the completed Summary Memo is submitted in DocFinity, the system will send the Submitter an e-mail message confirming the Unique ID for the application-package associated with the Summary Memo.
  • The Unique ID of the application-package will have the form UVIDmmddyyyy, according to the Submitter’s UVID and the submission-date, e.g., mlettie05162017. In the rare event a single Submitter submits multiple packages of curricular-change applications on the same date, please add to the automatically generated Unique ID a number after the date so as to differentiate separate submissions, e.g., mlettie05162017-1.
  • The Unique ID of the application-package must be entered on every Application-form and on every Supporting Document in the package.  The Unique ID also must be used to index every item in the package. The Unique ID enables DocFinity to identify documents as belonging to the package.
  • Each of the main types of permanent curricular change requested in the College of Arts and Sciences has evolved, over decades, its own Application form. The CAS Academic Council, the CAS Dean’s Office, the Provost’s Office, and Registration & Records all variously need information about proposed curricular changes. Their needs have directed the questions the application forms ask and the information they require. The forms are
    • New Major/Minor
    • Change in Major/Minor
    • New Course
    • Course Change
    • Permanent Tag and Inclusion in an Interdisciplinary Major/Minor
    • Permanent Cross-Listing and Inclusion in a Departmental Major/Minor
    • (Temporary Tag/Cross-List: see Instructions for Temporary Tag/Cross-listing Requests)
  • Occasionally the Council’s approval is needed for other types of curricular change, such as creating specialized academic programs outside Loyola’s established locations: when making such a request, please consult with the Dean's Office about fitting your documentation to the nature of your curricular request.
  • An application-package submitted under a single Unique ID may contain multiple applications of the same or of different types, according to the submitters’ curricular designs: a new major or minor may involve several new courses or course-changes, or a new course may be incorporated in different majors and minors of the same or of different academic units.
  • Each individual application requires its own supporting documents: the Provost’s Office requires a specifically-formatted proposal for new majors and minors, for example.
  • So that co-signatories and reviewers can navigate the application-package efficiently and attend to specific elements requiring their concern, the Table of Contents, in the Summary Memo, must identify:
    • all applications in the package
    • all stakeholders concerned in each application
    • all supporting documents associated with each application
  • All applications and all supporting documents must include the Unique ID of the application-package and must be indexed with the same Unique ID, so that DocFinity can make complete information available to all users who need it.
  • Every application requires its own supporting documents. Every supporting document in an application-package, like every application, must include the Unique ID of the application-package and must be indexed with the same Unique ID, so that DocFinity can make complete information available to all users who need it.
  • Required supporting documents, according to application-type (a minimum list; submitters may determine, independently or in consultation with the Dean’s Office, AC Curriculum Committee, or other entities, that additional documents will clarify and support specific applications; such additional documents should be uploaded and indexed too, and included in the table of contents in the Summary Memo):
  • One completed Before-and-After Grid for each major and for each minor affected by applications in the application-package must be submitted. While every specifically required course and every course that serves as an option to satisfy a requirement within a major or minor must be listed explicitly, courses serving as electives in the major/minor need not be listed individually on the grids but should be described by the wild-card programming by which they will figure in LOCUS's Academic Requirements Reports.
  • Please consolidate grids so that only one grid per major or per minor involved in the application-package is submitted, each accounting for all changes in which it is concerned.


If you need access to the CAS-AC DocFinity Platform but do not already have it, please e-mail Maria Lettiere, mlettie@luc.edu