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Approval Process

1. New course form is filled out and a course outline is created
2. New course form and outline are reviewed and approved by academic unit (sign form), attach department memo (this step is skipped for non-departmentalized faculties)
3. Academic unit submits course form with a cover memo and outline to their Faculty Graduate Studies Committee (Faculty GSC)
4. FGSC reviews and approves the proposal and sends the course form and outline by email (fgsc-list@sfu.ca) to the chair of each FGSC for an overlap check; this step is not necessary if the course is a capstone, selected topics course, internship, or Co-op course.
5. Once the course overlap is complete, the FGSC Chair checks the Overlap Check box on the form, signs the form and submits it to the Faculty of Graduate Studies (sgsc@sfu.ca) with their cover memo, the course outline, and the department memo
6. The course is then reviewed and approved at SGSC before being submitted to Senate

Note: If the new course is a required course for the program, you will need to also include a program change, to add the course into the program calendar. Find information on how to submit a Program change.

All new courses must be submitted with a "course outline / syllabus".

• Course descriptions should be brief and should never begin with phrases such as "This course will..." or "The purpose of this course is...".
• If the grading basis is satisfactory/unsatisfactory, include this in the description.
• If a course is only available to students in a particular program, this should be stated in the prerequisite.
• If a criminal record check is required, this should be added as a prerequisite.
• Double check that a course number hasn't been used before when submitting a new course. A course number can be re-used if the previous course has been deleted for a minimum of 10 years.
• If the course will be combined (cross-listed) with an undergraduate course, include a description of the additional requirements for the grad course; if quite similar, then the courses should be identified as equivalent.
• Only select one course component unless the course has a lab component. In that case, two components may be selected. (See, Course Components document for more information.)
  
• Equivalency: specify if both courses are equivalent (two-way equivalency) or if one course equivalent to another but not the other way around (one-way equivalency). 
• When listing prerequisites and co-requisites, specify on the form which one it is. Undergraduate courses may not be listed as prerequisites or co-requisites.
• For regular letter graded courses, repeat for credit is normally set to 鈥�0鈥�. For comprehensive examinations, thesis proposals, special topics, directed readings or capstone courses, repeat for credit can be set up for a value greater than 鈥�0鈥� to indicate how many times students are allowed to enroll in this course.

Forms

Approval Process

1. Course change, temporary withdrawal or deletion form is filled out by academic unit.
2. The form is reviewed and approved by academic unit (sign form), attach department memo (this step is skipped for non-departmentalized units)
3. Academic unit submits the form with a cover memo to their Faculty Graduate Studies Committee (Faculty GSC)
4. The course is then reviewed and approved at SGSC before being submitted to Senate

• Course descriptions should be brief and should never begin with phrases such as "This course will..." or "The purpose of this course is...".
• If the grading basis or units are being changed, include a reason why in the rationale.
• If a course is being deleted or temporarily withdrawn, double check the program calendar entries for any impact because this course will disappear from the program entries.
• Equivalency: specify if both courses are equivalent (two-way equivalency) or if one course equivalent to another but not the other way around (one-way equivalency). Please see the SCUS website Equivalency statements: types, examples and SIMS implications
  
• When listing prerequisites and co-requisites, specify on the form which one it is. Undergraduate courses may not be listed as prerequisites or co-requisites.
• For regular letter graded courses, repeat for credit is normally set to 鈥�0鈥�. For comprehensive examinations, thesis proposals, special topics, directed readings or capstone courses, repeat for credit can be set up for a value greater than 鈥�0鈥� to indicate how many times students are allowed to enroll in this course.
• Once a course has not been offered for several years, it can be temporarily withdrawn from the 51社区黑料calendar so that the information within the calendar is current for students. A course temporary withdrawal form must be submitted.

Forms

Approval Process

A reinstated course does not need to go through the regular approval process because it is already an approved course. 

1. After a course has been temporarily withdrawn, it can be reinstated quickly by sending a memo from their Faculty Graduate Studies Committee (FGSC) to the Faculty of Graduate Studies (sgsc@sfu.ca) stating when the course will be offered and a rationale for why the course is being reinstated.
2. This memo will then be forwarded by the Faculty of Graduate Studies directly to the Senate office for processing.

In most cases the course can be offered in the term following submission and will appear in the next published Calendar.

NOTE: A deleted course is a permanent withdrawal and therefore cannot be reinstated.

Forms

Approval Process

The approval process of STT courses is different than for regular special topics courses.

1. Academic units (Graduate Program Chairs) should submit a memo requesting approval of an STT course to the Chair of the Faculty Graduate Studies Committee (FGSC).
   
   This memo should include the following information:
   1. a rationale for the course
   2. the manner in which the course relates to the departmental curriculum
   3. the probable audience (level, number of registrants, fields of study, etc.)
   4. course title (long and short)
   5. proposed course subject and number (note that the number should correspond to a potential number available for permanent use for the course in case the course is made permanent)
   6. units
   7. short course description
   8. prerequisite
   9. grading basis
   10. proposed term of initial offering
2. For STT proposals that are approved, the Chair of the FGSC will communicate the approval to the academic unit and to the Registrar (and scheduling) for assignment of a special temporary topics course number.

The practice is to allow courses to be offered in three consecutive terms unless a specific request is received and approved for a specific time period (i.e., there is a plan with a beginning and end date), to ensure that the course is in fact offered on a temporary basis.

Note