General Timeline for Academic Changes

June 

Provost Office

June 1st

  • Prepare Department and Program forms on staff.dunwoody.edu for the upcoming academic year
  • Review/revise academic plan template and course form for the upcoming academic year  
  • Curriculum & Assessment Specialist notifies Deans and Managers that forms are ready 
  • Curriculum & Assessment Specialist schedules meetings with program area regarding Academic Plan updates
    • Meeting includes A&S, Vice-Provost, Registrar and Curriculum & Assessment Specialist 

June 30th

  • Curriculum & Assessment Specialist sends list of active courses to Deans and Managers 

Deans/Managers

June 30th

  • Obtain approval from Provost if credit changes are anticipated to academic plan
  • Notify provost of any changes requiring MOHE or HLC approval
  • Submit forms to deactivate courses no longer being taught so that they do not get printed in the 2018-2019 catalog or priced for 2019-2020

July

Provost Office

July 1st

  • Publish the Faculty Handbook for New Faculty Orientation and Faculty In-Service
  • Student Handbook/Catalog and Employee Handbooks are also published

August

Provost Office

August 30th

  • Curriculum & Assessment Specialist reviews finalized department and program forms then notifies Marketing, Vice President of Enrollment, Vice-Provost and Provost
Deans/Managers

August 1st

  • Complete Department Form and Program Form on staff.dunwoody
  • Submit 2019 Spring and Summer Tech sections to Registrar             

August 15th

  • Submit 2019 Spring and Summer A&S sections to Registrar
Registrar

August 31st

  • Enter 2019 Spring and Summer sections in PowerCAMPUS
  • Send section audit to Deans and Managers to finalize

September

Deans/Managers

September 15th

  • Submit Academic Plan outline and Course Forms to Curriculum & Assessment Specialist 

Finance/IT/ Student Accounts/Accounting/Bookstore 

September 1st

  • Bookstore sends request to faculty for book orders

September 30th

  • Finance Board Meeting 
    • Review proposed budget assumptions including tuition rate change
  • Finalize fees (device, learning technology, activity)

October

Provost Office

October 25th

  • Curriculum & Assessment Specialist prepares summary of Academic Plan changes and sends to Provost and Vice Provost

October 31st

  • Curriculum & Assessment Specialist finalizes Academic Plans, Course Forms and Course Outcome Summaries, and notifies Deans & Managers, Registrar, Finance and Marketing with the summary of changes

Deans/Managers

October 15th

  • Three week advising period begins (10/15 - 11/2)

October 19th

  • Book orders due to Bookstore

Registrar

October 1st - 12th

  • Degree audit review with Deans & Managers

Finance/IT/ Student Accounts/Accounting/Bookstore 

October 31st

  • Full Board Meeting to review/approve proposed budget assumptions, including tuition rate change
  • Present year over year changes to program pricing to Provost and CFO for approval, and subsequent review with President's Cabinet
  • Final fall tuition payment due

November

Deans/Managers

November 5th

  • All book orders are to be submitted to the Bookstore before registration opens

NOTE: Bookstore system updates section changes every Monday

November 15th

  • Receive Course Fees, Estimated Book Costs and Supplies Worksheet from Finance

November 30th

  • Course Fees, Estimated Book Costs and Supplies Worksheet to be completed
  • Syllabi submitted to Vice Provost

Registrar

November 5th

  • Registration opens for Spring/Summer 2019
  • Enter new and modified courses in PowerCAMPUS
  • Submit list of all active courses to Finance for the preparation of Course Fees, Estimated Book Costs and Supplies Worksheet

November 30th

  • Enter academic plan in PowerCAMPUS

NOTE: This affects transfer evaluations

Finance/IT/ Student Accounts/Accounting/Bookstore 

November 15th

  • Finance forwards theCourse Fees, Estimated Book Costs and Supplies Worksheet to Deans and Managers for updates

December

Provost Office

December 15th

  • Vice Provost submits paperwork to MOHE and HLC for program changes
    • 6 months needed for approval
    • Stakeholders should be notified of new program submittals to prep for implementation 
  • Curriculum & Assessment Specialist notification to internal stakeholders of changes not requiring HLC & MOHE approval
  • Curriculum & Assessment Specialist informs stakeholders of pending approvals

Deans/Managers

December 1st

  • Submit forms to deactivate courses that are no longer being taught so that they do not get printed in the 2019-2020 catalog or priced for 2020-2021

Finance/IT/ Student Accounts/Accounting/Bookstore 

December 31st

  • Finance calculates program cost including course fees, estimated book costs, supplies and forwards the tuition and fee amounts per course to Registrar
  • Accounting sets up new tuition change codes
  • IT & Student Accounts sets up assessment rules
  • Finance posts the finalized tuition information on staff.dunwoody and notifies the posting to internal stakeholders

Marketing/Financial Aid/Admissions

December 31st

  • Financial Aid enters tuition/fees in PowerFAIDS
  • FASFA processing can begin when tuition, fees and scholarships from Institutional Advancement are finalized

January

Registrar

January 31st

  • Enter tuition and fees into PowerCAMPUS

Marketing/Financial Aid/Admissions

January 31st

  • Marketing completes promotion materials and updates website

February

Deans/Managers

February 1st

  • Submit 2019 Fall & 2020 Spring/Summer Tech sections to Registrar

February 15th

  • Submit 2019 Fall & 2020 Spring/Summer A&S sections to Registrar

February 28th

  • Review section audit and return to Registrar

Registrar

February 28th

  • Audit and enter 2019 Fall sections in PowerCAMPUS

Finance/IT/ Student Accounts/Accounting/Bookstore 

February 28th

  • Bookstore sends request to faculty for book orders
  • Formal budget kick-off 

March

Deans/Managers

March 15th

  • All book orders are to be submitted to the Bookstore before registration opens

NOTE: Bookstore system updates section changes every Monday

Finance/IT/ Student Accounts/Accounting/Bookstore 

March 20th

  • Final Spring tuition payment due

April

Registrar

April 1st

  • Registration opens for Fall 2019 for new and returning students

Finance/IT/ Student Accounts/Accounting/Bookstore 

April 1st

  • Student Accounts begins assessing new and returning students

May

Provost Office

May 1st

  • Curriculum & Assessment Specialist notifies Registrar and all stakeholders of MOHE approvals for program changes and additions (i.e. program title changes, department changes, etc.)

NOTE: stakeholders should be notified of new program approvals as soon as possible to deal with all the internal set-up required (see Check List for New Program Implementation document on staff.dunwoody)

Deans/Managers

May 1st

  • Final opportunity to deactivate courses so they are not published in the Student Handbook/Catalog