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 of all the information necessary to evaluate curricular requests, advise on them constructively, pass them on for approvals needed beyond the College, and process them so they will operate smoothly as intended after they have been approved, facilitates efficient review, collaboration, and accuracy. Centralized, complete records clarify reviews and facilitate any problem-solving that may become needed later.
- After curricular changes have been designed with collaboration and consent of all interested parties, and individual application-forms and supporting documents have been prepared, the Summary Memo initiates the process of applying for official approval. It is an eForm resident in the CAS-AC DocFinity Platform.
- When the completed Summary Memo is submitted in DocFinity, the system will send the submitter an e-mail message confirming a Unique ID for the application-package associated with the Summary Memo. The Unique Number will have the form UVIDmmddyyyyaccording 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 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 every Supporting Document in the package, and also used to index every item in the package. The Unique ID enables DocFinity to identify documents as belonging to the 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.
- Each of the main types of curricular change requested in the College of Arts and Sciences has evolved, over decades, its own Application form. The needs of the members of the CAS Academic Council, the CAS Dean’s Office, the Provost’s Office, and Registration & Records, for information connected to the curricular change, have directed the information included in the application forms. The forms are (1) New Major/Minor, (2) Change in Major/Minor, (3) New Course, (4) Course Change, (5) Permanent Tag and Inclusion in an Interdisciplinary Major/Minor, (6) Permanent Cross-Listing and Inclusion in a Departmental Major/Minor.
- 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 application requires its own supporting documents: the Provost’s Office requires a specifically-formatted proposal for new majors and minors, for example.
- Occasionally the Council’s approval is needed for other types of curricular change, such as creating specialized academic programs outside Loyola’s established locations: documentation is fitted to the needs of the request in those instances.
- The table of contents for the application-package, provided in the Summary Memo, must identify all applications in the package, all stakeholders concerned in each application, and all supporting documents associated with each application, so that co-signatories and reviewers can navigate the package efficiently and attend to specific elements requiring their concern. 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):
1. New Major/Minor: Innovation Proposal, as set forth by the Office of the Provost’s guidelines (see http://www.luc.edu/academicaffairs/resources/ait/innovationproposalguidelines/), grid for proposed major/minor (see further below about grids)
2. Change in Major/Minor: before-and-after grid (see further below about grids)
3. New Course: Syllabus, Course Inventory Form (see Online Forms in LOCUS, https://locus.luc.edu/pa91prd/locus_help/CourseInventoryForm.pdf), before-and-after grids for each major and for each minor in which the new course will be included (see further below about grids)
4. Course Change: Syllabus (unless proposed change has no bearing on course-content or instruction), Course Inventory Form (see Online Forms in LOCUS, https://locus.luc.edu/pa91prd/locus_help/CourseInventoryForm.pdf), before-and-after grids for each major and for each minor in which the changed course will be included (see further below about grids)
5. Permanent Tag and Inclusion in an Interdisciplinary Major/Minor: Syllabus of the existing course, Course Inventory Form adding tag to the existing course (see Online Forms in LOCUS, https://locus.luc.edu/pa91prd/locus_help/CourseInventoryForm.pdf), before-and-after grid for the interdisciplinary major/minor proposing to add the existing course (see further below about grids)
6. Permanent Cross-Listing and Inclusion in a Departmental Major/Minor: Syllabus of the existing course, Course Inventory Form creating a new child course fully corresponding to the existing parent course, except that the new child course is in the second-unit department’s Subject Area Code (see Online Forms in LOCUS, https://locus.luc.edu/pa91prd/locus_help/CourseInventoryForm.pdf), before-and-after grid for the departmental major/minor proposing to add the new, cross-listed course (see further below about grids)
7. 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, courses serving as electives only in the major/minor need not be listed individually on the grids. 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, firstname.lastname@example.org