COURSE OUTLINE PROCEDURES 2013
At the beginning of each semester, St. Lawrence College students are provided with a current course
outline, for each course in which they are enrolled. The course outline forms the basis for a contract
between students, faculty, and the College.
The course outline provides a framework of understanding for the course structure, learning outcomes,
learning activities, required resources, assignment requirements, the evaluation methods that will be
used to measure student achievement relative to the required learning outcomes, the intended schedule
of delivery, faculty contact information and special notes about the course. The document also outlines
the provincial standards established for the program of study. Course outlines are St. Lawrence College
official, copyrighted documents.
Academic Policy Manual 2012/13, section 5.3
Changes Initiated by the College: When changes are made to existing College programs, and these
changes affect the graduation requirements for that program, every effort will be made to minimize any
adverse effects on students currently active in the program. Wherever feasible, such changes will be
implemented in such a way that they affect only new students entering the program (or students not
currently active in the program). Students currently active in the program will be notified in writing of
the proposed changes and how these changes will affect their requirements for graduation. Students
currently active in the program are defined as those who
a) Are currently registered as a full-time student in that program or
b) Are on an approved leave of absence from that program or
c) Are registered in the program, and have earned credit within the past six months for one or more
courses required for completion of that program, and have not yet met all requirements for
graduation.
Where program changes are made after publication in the calendar/career guide, but before newly
admitted students commence their studies, each student will be informed in writing of the changes.
Academic Policy Manual 2012/13, section 9.5
A current course outline must exist for every credit course offered. There is a new standardized format:
numbered, dated and authorized by the Associate Dean of the School. You will find the template
(correct version has footer ‘Amended 2012, Copyright © 2009, St. Lawrence College, Kingston, Ontario.
All rights reserved.’) and a step by step Course Outline Guide on the St. Lawrence College intranet site.
Look for a link under the Senior VP – Academic or go to Learning and Development Centre → Course
Outlines.
Support for completion of the template is available through the Learning and Development Centre.
Please ensure that you maintain the format and font of the template. Students must be provided with
an authorized course outline within the first week of class. Unauthorized course outlines must not be
distributed to students.
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COURSE OUTLINE PROCEDURES 2013
1. Original Course Outlines
The original authorized course outlines will be maintained in a binder in the School Office. The
original should not be removed by anyone other than office staff. Each binder will contain a log
at the front of the binder. As course outlines are reviewed, they should be converted to the new
format.
2. Changing Course Outlines
Changing the hours for a course has an effect beyond simply changing the hours. PeopleSoft, the
career guide, timetables, employee contracts and the website all need to be changed as well.
Changes not registered can also impact student GPAs and award eligibility. Any changes to the
existing program of study must be approved through the Associate Dean/Campus Dean in
consultation with the Registrar’s Office.
Once the course outline has been authorized by the Associate Dean/Campus Dean it is to be
provided to the students. When circumstances dictate that substantive changes to the delivery
schedule or assessment/evaluation plan must occur, approval to do so must be given by the
Associate Dean/Campus Dean. It must be authorized before it is provided to the students and
the changes must be communicated to the students in writing. Acknowledgement by the
students in writing of the amended delivery schedule or assessment/evaluation plan is
recommended.
3. Process
3.1 Course outlines should be reviewed by program faculty each academic year prior to delivery of
the course. Once the course curriculum has been determined for a semester, faculty should
ensure they have the most recent electronic version of course outlines. School support staff can
provide the most recent electronic version upon request.
3.2 Authority to change the version number rests solely with the Campus Dean/Associate Dean and
should be made only when there has been a significant change to the course outline.
3.3 Once reviewed and authorized, course outlines are to be returned electronically to the School
support staff. Current appendices, learning activities and delivery schedules should be included.
3.4 School support staff will provide the updated course outline to the Associate Dean/Campus Dean
for signature. Once signed, support staff will provide faculty with either a copy to send to the
Print Shop for duplication or a signed pdf version to post on Blackboard. For courses taught by
part-time faculty, support staff will send the outline to the Print Shop for the required number of
copies.
3.5 If a faculty member has not been assigned to a course, the most recent version will be reviewed
by the Program Coordinator. Delivery schedules and appendices are to be provided to the
School support staff when the faculty member has been selected.
3.6 Original signed copies of the course outline will be maintained in the School Office.
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4. Timelines
In order to ensure course outlines are available in the first week of the semester, please meet
the deadlines requested by the School support staff.
Semester
Reminder by Support Staff
To be returned by Faculty
Fall
Mid- May
End of June
Winter
Mid- November
First week of December
Spring
First week of April
Third week of April
5. Kingston Campus: Support Staff Role
5.1 Maintain course outline binder with current original signed course outlines and course outline
log (Receptionist/Clerk).
5.2 Provide most recent electronic version of course outlines to faculty upon request
(Receptionist/Clerk). Convert the ‘new format’ course outlines to pdf prior to sending.
5.3 Ensure appropriate number of signed course outlines are copied for part-time faculty each
semester (Receptionist/Clerk).
5.4 Update shared (S:Drive) folder(s) with signed PDF version of course outlines (Receptionist/Clerk).
5.5 Ensure Course Code Request Form is sent to the Registrar (Associate Dean/Academic Services
Assistant).
5.6 Archive old course outlines (Receptionist/Clerk).
5.7 Maintain College-wide course outline list on the shared (S:Drive) folder (Receptionist/Clerk).
5.8 Send updated course descriptions to marketing and to records (Associate Dean/Academic
Services Assistant).
6. Brockville Campus: Support Staff Role
6.1 Maintain course outline binder with current original signed course outlines and course outline
log (Student Services Program Clerk).
6.2 Provide most recent electronic version of course outlines to faculty upon request (Manager,
Academic Operations).
6.3 Update shared (S:Drive) folder(s) with signed PDF version of course outlines (Manager, Academic
Operations).
6.4 Ensure Course Code Request Form is sent to the Registrar (Dean/Manager, Academic
Operations).
6.5 Archive old course outlines (Student Services Program Clerk).
6.6 Maintain College-wide course outline list on the shared (S:Drive) folder (Manager, Academic
Operations).
6.7 Send updated course descriptions to marketing and to records (Manager, Academic Operations).
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COURSE OUTLINE PROCEDURES 2013
7. Cornwall Campus: Support Staff Role
7.1 Maintain virtual course outline binder with current original signed course outlines and course
outline log (Student Services Program Clerk/Administrative Assistant – Dean’s Office).
7.2 Provide most recent electronic version of course outlines to faculty upon request (Student
Services Program Clerk/Administrative Assistant – Dean’s Office).
7.3 Update shared (S:Drive) folder(s) with signed PDF version of course outlines (Administrative
Assistant – Dean’s Office).
7.4 Ensure Course Code Request Form is sent to the Registrar (Associate Director - Academic
Operations).
7.5 Archive old course outlines (Student Services Program Clerk).
7.6 Maintain College-wide course outline list on the shared (S:Drive) folder (Administrative Assistant
– Dean’s Office).
7.7 Send updated course descriptions to marketing and to records (Associate Director - Academic
Operations).
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