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Catalog Production

Catalog Banner 2014-2015
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Policies and Procedures

This is a summary of common changes and how to indicate them in your academic unit or departmental copy.

Proposed Changes

There are two general types of changes in catalog copy each year

  1. Editorial
  2. Curricular

Editorial changes are those that update general narrative about an academic unit or correct existing errors. For example, changes to a department's mission statement or adding information about a new student organization are considered editorial. Editorial changes will be accepted during the first and second proof reviews. If the academic or administrative style differs from university style, the university style will be used.

Curricular changes are those that affect an academic unit's curricular structure or course offerings. For example, changes in degree requirements or course descriptions are curricular changes. These changes must go through the academic unit, college and university curriculum and instruction process and be approved by the catalog deadline.

The key difference between editorial and curricular changes is that editorial changes do not require curricular approval, such as a signed "Course Action Request" form. With curricular revisions, you often know of an anticipated change long before it is actually approved. While the approval must be received before changes can be incorporated into the final text of the catalog, we would appreciate knowing of pending changes in advance.

The following guidelines – Narrative, Course Descriptions, Faculty Names – have been established for anticipated changes for each section of the catalog.

Narrative

Changes should be indicated by replacing the outdated text with the updated information. Because the Microsoft Word files you work with are protected, any additions or deletions will be clearly indicated.

For curricular changes, you should use the Microsoft® Word tracking feature to include a comment attached to the change. In this field, indicate whether this change has been approved or if the change is currently being evaluated. If the change has not been approved, include either the date of submission to the C&I committee or the anticipated date of approval.

If the change has been approved, the change will be made immediately and the change will be reflected in the second proof you receive. If the change is awaiting approval, the change will be noted. I will follow up on the status of the change with the approval committee. In general, you will receive your next proof when the change has been approved. The exception is as follows:

If changes are not approved or denied within three weeks of receipt of your revisions, the next proof will be generated WITHOUT your changes noted. The copy will still be updated if approval is received before the final copy deadline in April.

Course Descriptions

Changes in this category may include changes to a course description, in prerequisites or credit hours, or the addition or deletion of a course.

Changes should be indicated by replacing outdated text with updated information. In addition, you should use the Microsoft Word tracking feature to attach a Comment to the change. In this field, indicate whether this change has been approved or if the change is currently being evaluated. If the change has not been approved, include either the date of submission to the approval committee or the anticipated date of approval.

If the change has been approved, the change will be made immediately and the change will be reflected in the second proof you receive. If the change is awaiting approval, the change will be noted. I will follow up on the status of the change with the approval committee. In general, you will receive your next proof when the change has been approved. The exception is as follows:

If changes are not approved or denied within three weeks of receipt of your revisions, the next proof will be generated WITHOUT your changes noted. The copy will still be updated if approval is received before the final copy deadline in April.

Faculty Names

Additions or deletions to faculty should be indicated as detailed below. You must use the tracking feature of Microsoft Word to make these changes.

Addition of Faculty Members
Enter the new faculty name in alphabetical order under the appropriate level.

Assistant Professors
B. Carter, T. Davis, H. Farmer, C. Harris

Deletion of Faculty Members
Delete the faculty member's name from the listing.

Associate Professors
A. Jones, P. Porter, S. Rogers, W. Smith

Promotion of Faculty Members 
Delete the faculty member's name from its previous position. Re-enter the name under the new level. The change will appear like this:

Professors
A. Jones, W. Smith, A. Turner

Associate Professors
A. Jones, P. Porter, S. Rogers

When you make changes to faculty names and ranks in the narrative portion of the catalog, those changes will be noted and made to the faculty listing. The faculty listing, which includes faculty degrees and schools attended, will be distributed in February, for an additional review.

Receiving and Returning Files

Whenever possible, the Microsoft Word files of your sections should be transmitted through email. This will allow me to track the receipt and return of files, as well as eliminate possible confusion resulting from multiple copies of a file on disk. In the event of a virus or other server-related problems, files may be transported on CDs.

Files will be sent from the following e-mail accounts:

Use an e-mail address to transmit files or to contact us if you have questions regarding the catalog production process. In some cases, the files for offices using Macintosh computers have become damaged. If your office uses a Macintosh and you would prefer text in .txt or hard-copy format, please let us know.