SiMON FRASER UNIVERSITY
-
14-7
FOR INFORMATION - REPORT
To ................... SENATE
. . . .
From
REGISTRAR
D SECRETARY OF SENATE
Subject
THE TWO-SEMESTER TIME LAG REQUIRE-
RENT-,
Date.. OCTOBER 16, 1975
At the meeting of Senate on October 6, 1975 request was
made for the rationale for the time-lag requirement before offering
of new courses.
Attached is a copy of report, SCUS 74-33, made to that
body on July 23, 1974. Following discussion of this topic at
several meetings, on September 9, 1974 the Senate Committee on
Undergraduate Studies approved continuation of the existing regula-
tions and practices.
end.
HNE/rn
H. M. Evans
.
0
SiMON FRASER UNIVERSITY
MEMORANDUM
SENATE COMMITTEE ON UNDERGRADUATE
c-TtThIF
Z
US 74.33
.a
C -
From
H. M. EVANS, SECRETARY
SENATE COMMITTEE ON UNDERGRADUATE
TIME LAG REQUIREMENTS BEFORE FIRST
STUDIES
Subject
OFFERING APPROVED COURSES -
Date
_JULY23_1974
WAIVERS
At the meeting of SCUS held June 25 there was discussion
concerning the two-semester time lag requirement between the approval
of a new course by Senate and its first offering in a semester.
Although I was not in attendance at that meeting I understand that
information is sought concerning the original approvals by Senate of
this principle, the general reasons for its adoption, and some
statistics on new courses not given waivers and those given waivers
of this regulation.
General Background
In the Fall of 1969 the President announced to the
University community that a system of preregistration would be intro-
duced as rapidly as possible. The Acting Vice-President, Academic
.
presented to Senate at its meeeting of December 1969 Paper S.304,
?
outlining a number of proposals relating to preregistration based on
systems elsewhere. A copy of that paper is attached as Aggendix A.
Attention is drawn particularly to items lila, VI 3 and X, and'he
final note on page 4.
Although many modifications were adopted in the building
of the preregistration, these principles remained basic to it. A
Course Offerings booklet is issued each semester showing the offer-
ings for the immediately approaching semester (supposedly very firm)
and for each of the two succeeding semesters (somewhat less firm but
designed to allow careful planning by the student, academic advisors,
etc.). Originally changes in these could be made only by adding
further courses in later printings to those announced and then
normally only to the latter two semesters, except in extreme cases
where deletions could be approved by the Vice-President, Academic.
The Deans can now grant such approvals for the latter two semesters,
and in exceptional cases for the immediately approaching semesters
can request deletions although this last action creates difficulties.
Students are requested to complete cards identifying for each of
the three semesters the courses they propose to take from those
listed. The accuracy of the vectors is impacted by the accuracy of
listings.
In each semester a much more detailed Course Guide and
•
Schedule is issued, at a time subsequent to the Course Offerings
booklet. It contains very detailed information on all courses to
be offered in the approaching semester, including groups, times,
-2-
rooms, instructors, etc.
It is the essential document for a student
to complete preregistration.
It also contains updated information
for the proposed offerings for the two subsequent semesters, to assist
in student selection and academic advising.
Any change made to
delete a course (or group) for the approaching semester, or to add a
course (or group) can have significant impact in the preregistration
process.
The adding of groups of a course designated to be taught
can be beneficial in opening up spaces and flexibility.
The adding
of a course too late to be included in the guide can have serious
impact on registrations in that course and on other courses, which
often are detrimental.
The deletion of courses or groups during the
preregistration process catches students unaware, with frustrations
arising from insufficient registration hours, impact on financial
awards, etc.
Although requests are received from time to time to include
schedules for courses not yet approved by Senate - with a note
"Subject to approval" - the Registrar's Office is most reluctant to
do this. Such statements leave students not knowing whether they will
or will not be registered, with all attendant problems; and the
impacts are not only in the course in question but on others. Priority
timings in the preregistration process are critical.
The most serious difficulties arise when Senate approval
is given to offer a course but with approval too late for the ofering
and schedule to appear in Course Guide. This has been very infrequent,
but invariably when done has presented problems. The late-announcement
can impact one or more other courses for which the student preregistered
and no changes can be made until start of term. It is strongly recom-
mended that this action be approved only in exceptional circumstances.
Difficulties arise when approval is given just in sufficient
time for schedules to appear in Course Guide. Schedules must be
completed and addenda items hand-inserted in the Guide. This is in-
efficient, costly, error-generating, and frustrating to staff and
students. It can be done, but with difficulty. It is recommended
that this action be approved only when it is clear that significant
hardship would otherwise arise.
Attached as
is a tabulation showing the manner
in which approvals can be most effectively made. It identifies the
reasons for the normal two-semester lead time. Courses must clear
departmental and faculty committees, SCUS, and Senate before any
agency can fully know the nature of approval given and whether a
course may be offered. Using the Spring semester as an example,
material for the Course Offerings booklet is needed by the Registrar's
Office near the beginning of September and for the Course Guide and
Schedule at the end of September/beginning of October. If Departments
are carrying out planning for course offerings and faculty utiliza-
tion it seems desirable that courses approved be known by the end of
0
April - i.e. two semesters in advance. The firm data can be con-
solidated during the summer or earlier and submitted for inclusion
in the Course Offerings booklet. If planning were left to the last
of
•(
-3-
moment courses might be approved as late as the August meeting
(1st week of August) and be submitted by the deadline. Courses
approved at the September meeting could not normally meet the
Offerings booklet deadline. Obviously if Senate did not meet
in August problems could arise. There is always the danger of
delay in clearing committees.
The far more direct critical period for Students and
departments is that for the Course Guide and Schedule for the
approaching semester. Using the Spring semester as an example the
Course Offerings booklet data may have been late and therefore
inaccurate, or incomplete, with consequent impact on general
planning. But if this data is late or incomplete for the immedi-
ately approaching schedule, the impact is far greater. A
course approved at the early September meeting can get into the
Spring schedule but not the earlier Offering booklet. A course
approved at the October meeting may or may not be able to be
included in the Spring schedule. It presents significant problems.
Under difficult conditions, therefore, it has been
practice to accept late approvals, particularly where there has
been undue delay in processing requests through the committee series.
Those items approved approximately one full semester in advance can
make the Course Guide and Schedule, albeit with some difficulty,
but not the Course Offerings booklet. Those approved two semesters
in advance can make both, and with some opportunity for overall
planning.
This office would recommend retention of the normal two
semester time lag requirement, with provision for waivers where
these are clearly established as being in the overall interests
of students, departments, and the University - but with the
exercise of considerable caution in the granting of waivers where
approval by Senate is likely to be given less than one full
semester in advance of the first offering of the course.
Attached as A
,
xC is a table of statistics. Members
are reminded of the mo io n covering early submissions following the
motions adopted in December 1969.
Although comments are made from time to time that there
are more waivers than non-waivers, this is clearly not supported
by the facts. Of 362
cases, 231 have followed the normal two
semester rule, 26 have followed the special rule when the current
regulations were introduced, 97 have had some form of waiver and
8 are in a doubtful category. Slightly more than one-quarter
have had waiver conditions. Of the 97 given formal waiver, there
were 13 which were within a few days of not requiring a waiver;
the items of this group were approved at the first Senate meeting
beyond the two semester rule, usually within 5 - 10 days. A
relatively large group of the 97 was related to introduction of
the program in Computing Science, a program in which there had been
significant delay; a number were related to the programs in
Kinesiology, with attendant delays in various reviews; the most
recent approvals were for four
courses in Political Science and
- 4-.
(
Sociology/Anthropology as a result of understandable delays in
overall program development and approval.
The Registrar's Office technical staff obviously would
prefer no waivers if reasonable operational conditions could accom-
modate this. Failing this, it would prefer waivers of not less
than a one full-semester approval prior to the course offering,
other than in very exceptional circumstances. Our technical staff
find no objection to the principle of waivers under reasonable
conditions but are cognizant of and fully involved in problems which
arise particularly for students and would greatly prefer advanced
planning which might keep these to a reasonable and clearly defensible
minimum, with improved servicing and increased satisfaction arising
therefrom.
liME : rn
I
SiMON F
ME
R
MO
AS
RA
E
N
R
DUM
UNIVERSITY
S
O4.
..
•
To .......... Senate.
.
.
From
L.M.Srivastava
Acting Vice-President, Academic
Subject .... ..
.... Pre-registration
Date. November 21, 1969
I.
We have been in consultation with a local computing firm with
expertise in pre-registration at two American Universities. We would
like to adapt this sytem to our needs and institute computerized
pre-registration beginning Summer 1970.
A brief description of the proposed system and an estimate of
time necessary for pre-registration are included. It is also indicated
what the system can do and what the conditions are that must be
satisfied before the system becomes a reality. If senate and Departments
cannot meet these minimal conditions we will drop the idea of pre-
registration. We think the project has merit, it can be adapted to our
system with minimal conditions, and over the long run (that is within
2-3 semesters) the system will have paid for itself and our registration
costs per student will be considerably lower than at present. it has
numerous advantages for students, faculty, and administration.
II.
The pre-registration system was first implemented at the University
C
of Utah in the Winter quarter 1967 and since then has been used without
fundamental change to its design. The University of Utah has approximately
18,000 students and about 800 different course cfferings each quarter. It
was instituted at Virginia Polytechnic Institute in the Winter of 1968,
without modification, and the system has been in use there ever since.
The Utah pre-registration can he implemented at S.F.U. The designers of
the Utah system are at present working with a computing firm in Vancouver.
They are available for consultation with our Data Centre and Registrar's
Office at a minimal cost.
Ill.
Operation of the pre-registration system:
a.
The system asks the students to provide two types of information on
appropriate cards: courses that: they want in the next semester and
blocks of time they want to keep free from formal instruction.
Naturally if a student
blocks
out, say, all afternoons as free time,
his chances of getting proper course fit
are
lessened.
Before students fill out this information they are provided with a
Course Guide which contains the following information:
i.
For the semester iimnediately following:
•
a. all courses and only those courses that are to
be given next semester,
b. names of faculty members in charge of these courses,
(
and
C.
timetable with courses, sections, time and place.
ii.
For two semesters after the one immediately following -
4
..2
.(
a.
all courses and only those courses that are to be given
in each of the two semesters, and
b.
names of faculty members in charge of the courses.
b. The cards can be collected in or mailed to the Registrar's
Office, or they can be dropped in assigned boxes.
C.
This information is put on punch cards.
d.
The computer then schedules the students taking into account
their course preferences and requests for free time. It
edits errors. It can be programmed to give preferences to,
for example, seniors over juniors, or graduate over under-
graduate students etc.
e.
A printout is produced which indicates the students' course
selections by course, section, time and place. The departments
can then review the student demand, close unused sections or
open additional sections. This is an administrative function
and the student is not put to any trouble. A second run is
produced from the revised data and course registrations are
produced for mailing to the students.
V.
S
f. Students whose requests have not been satisfied or who have
failed a course and cannot take the one they asked fo appear
at a registration 'clean up day' one or two days prior to the
start of the new semester.
Estimated time for pre-registration:
I. Students would require at least two weeks for filling out their
cards. Some may require more time. During this period they
must get adequate counselling especially in regard to pre-
requisites. Students can certainly start as early as they want.
2.
The Registrar's Office must have the students' course preference
and free time cards at least three weeks before the end of a
semester.
3.
Cards are keypunched, preliminary, and final runs are made and
registration notices are mailed to students all within two weeks.
Student is informed of the registration about one week before
the beginning of the semester.
At the University of Utah and Virginia Polytechnic Institute
the success experienced in satisfying student requests has been
as follows:
a.
65X of students have had all the requests, including free
time requests, satisfied.
b.
9M of students were ahie to regist..r in all courses requested.
C.
97% of total course requests were satisfied.
.(
Iv.
...3
•,. ...-J
Minimal conditions necessary to make the system operative:
1. The success of the pre-registration assumes that a large majority
of the students will participate. This must include new students
as well as transferring students, and re-admitted students.
Accordingly, it should be mandatory for all students to pre-register.
2 A firm adherence by students to time as far as collection of
course preference and free time cards is concerned.
VI.
3.
The participating students, in order to have valid schedules, must
not have conditions arise between registration and the beginning
of the semester that will cause their schedules to change.
Accordingly there must be firm commitments by departments on
courses offered and faculty assignments for a period of three
semesters at a time.
4.
To facilitate item 3 above, a ruling by Senate that courses approved
by Senate shall not be off red for at least two complete semesters
following such approval by Sonate.
5.
The magnitude of the 'clean-up' day must be minimized. If the cost
of clean-up approaches the cost of manual registration then the
system cannot be regarded as economic. Accordingly there must be
a clear identification of pre-requisites by departments and faculties,
and there must be an improved pre-registration counselling.
p
VII. Senate may further consider the pesLbility that a student pays a portion of
his tutition fee at the time of pre-registration.
VIII. Advantages of pre-registration:
I. To the students:
a.
an opportunity to plan his work schedule prior to the start
of the semester,
b.
an extension of his working period on off semesters, because
he can register by mail,
C.
a reduced risk of not being able to obtain the courses
desired, and
d. provision for selection of courses in a less hectic environment
than that presently existing at registration.
2.
To the faculty and administration:
a.
an opportunity to allocate teaching resources more effectively,
b.
rapid and economical processing of students' course enrollments,
.C.
less course time losses, and an opportunity to begin tutorials
in the first week, if desired, and
d. more useful information regarding course selection patterns and
student demand
i
.
IX
If Senate agrees with the principle of pre-registration we will
immediately undertake to prepare a system for our needs in consultation with
q
the computing firm, our own Data Centre and Registrar's Office,
and-will
plan to implement this system for Summer 1970.
X.
The Senate is requested to adopt two motions:
1.
"Senate agrees with the principle of
pre-registration".
2.
"Courses approved by Senate shall not be offered for at
least two complete semesters following such approval by
Senate'.'
:ams
L.M. Srivastava
..
At its meeting of December 1, 1969, Senate approved Motion 1 above.
It also approved Motion 2 with the following note added:
"Since this policy is a major departure from
existing policies, courses and programs brought
before Senate between now and the May 1970
meeting of Senate will not be included in the
restriction providing at least one semester has
elapsed between approval by Senate and the
offering of the courses."
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APPENDIX C TO SCUS 74-33
Number of courses approved between December 1, 1969
and June 3, 1974
362
Number subject to Motion 2 plus note - S.304
26
Number subject to formal waiver motion or facsimile
97
No formal waiver recorded in minutes
8
Number for which rule has been observed
231
Of 97, 13 were within
a few days of not requiring waiver.
Of 97, several arose from delayed program approval(c
. .
f. Computing Sc.,
Kinesiology, P, S/A (4).
lu
.
0
/.
Approved
For Offering
,
,
vArchaeology 131-3
Archaeology 223-3
6/5/74
---
6/5/74
-'
74-1*..1'
75-1
VArchaeology 301-2
6/12/71
72-3
,Archaeology 330-5
6/5/74
75-2
.,Archaeology 360-5
6/5/74
75-2
Archaeology 370-3
6/5/74
75-3
Archaeology 371-5
5/10/70
71-3.
•
Archaeology 375-5
5/10/70
70-i
.Archaeology 432-5
6/5/74
75-1
Archaeology 436-3
8/12/69
70-2
vArchaeology 438-3
2/4/73
74-1
Archaeology 439-3
8/1/73
1974
.Archaeology 480-5
3/12/73
ASAP
Economics 101-3
8/12/69
70-3
Economics 102-3
6/12/71
72-3
Economics 201-3
6/12/71
72-3
'Economics 293-3
6/12/71
73-1
Economics 309-5
3/12/73
74-3
Economics 390-3
8/12/69
70-3
'Commerce 293-3
6/12/71
73-1
Commerce 371-3
8/12/69
71-1
English 202-4K)
8/12/69
70_2*
:'JAt
English
203-4L,.:
1.
8/12/69
70-2*
:f
English 212-3
8/12/69
.
70-2*
•
English 4203 X
)
8/12/69
70-2*
S.
English 426-3
4/12/72
73-2* .
English
ag1ish 469-2
467-2/
A
8/12/69
70-2*
30
.
8/12/69
70-2*
.J..
English 47 0-2
,
-,
8/12/69
70_2*
•5)L
English 476-2
4/12/72
73-2*
Ceography 001-3
7/12/70
71-3
Geography 112-3
8/1/73
73_3*
Geogrpahy 201-3
8/1/73
mom
73_3*
"Geography 212-3
8/1/73
74-1
V
Geography 222-3
8/1/73
73-3*
Geography 242-3
8/1/73
73_3*
Geography 251-3
8/1/73
733*
Geography 317-3
7/6/71
72_1*
I,.Geography 318-3
2/4/73
73-3*.ef.
.Geography 349-3
8/1/73
73_3*
Geography 431-5
8/1/73
73-3•
- Geography 452-5
14/9/70
.
7l_1:
•
History 150-3
14/9/70
71-3
History 160-3
14/9/70
.
71-3
History
199-3
14/9/70
71-3
History 200-3
14/9/70
71-3
History 201-3
14/9/70
.
71-3
•
History
202-3
14/9/70
71-3
History 203-3
14/9/70
71-3
History 204-3
14/9/70
7l-
History 205-3
14/9/70
71-3
History 206-3
14/9/70
71-3
,
History 207-3
14/9/70
713
History 208-3
14/9/70
71-3
History 209-3
14/9/70
71-3
Ihi;tory
210-3
14/9/70
713
History 231-3
34/9/70
71-3
Histor y 212-3
• 1.4/9/70
713
11i s t
tlIy
213-3
1(1/9/70
71-3
•
•
:.
History294-3
14/9/70
71-3
History
14/9/70
71-3
•;'
History 296-3
14/9/70
71-3.
History 297-3
14/9/70
71-3
History 298-3
14/9/70
71-3
History 299-3
14/9/70
71-3
•
History 403-5
8/12/69
7O_2*.O.L
History 404-5
14/9/70
71-3
History 413-5
14/9/70
71-3
History 414-5
14/9/70
71-3
History 418-5
14/9/70
71-3
History 419-5
14/9/70
71-3
•
History 423-3
14/9/70
71-3
History 409-5
14/9/70
71-3
History 424-3
14/9/70
71-i
•
History 428-5
14/9/70
71-3
History 429-5
14/9/70
71-3
History 435-5
14/9/70
71-3
•
History 442-5
14/9/70
71-3
History 443-5
14/9/70
71-3
History 446-5
14/9/70
71-3
History 447-5
14/9/70
71-3
History 448-5
14/9/70
71-3
History 449-5
14/9/70
71-3
History 450-5
14/9/70
71-i
History 454-5
14/9/70
71-3
History 455-5
14/9/70
71-3
•
,
History 458-5
14/9/70
71-3
History 461-5
14/9/70
71-3
History 462-5
14/9/70
71-3
History 463-5
14/9/70
71-3
History 464-5
14/9/70
71-3
History 472-5
14/9/70
71-3
History 473-5
14/9/70
71-3
History 480-5
14/9/70
71-3
History 481-5
14/9/70
71-3
History 482-5
14/9/70
71-3
History
483-5
14/9/70
71-3
History 484-5
14/9/70
71-3
History 489-5
14/9/70
71-3
•
Chinese 100-3
3/12/73
74-3
Chinese 101-3
3/12/73
75-i
Chinese
250-3
3/12/73
74-3
'French 110-3
7/12/70
71-3
French
111-3
7/12/70
1972
•
• v} C
J
140-3
6/12/71
72-3
French 152-4
8/12/69
71-1
-French
205-1
6/12/71
72-3
French 230-3
8/12/69
70-3
•
French 303-3
10/9/73
74_2*r
•
French 305-3
7/12/70
1972.
0
French
411-4
Fr4.nch 412-4
8/12/69
8/I2/69
70-3
•
71-1
• Frcneh
420-3
7/12/70
1972
•
}r-uch
421-3
7/12/10
721
Frctich
422-3
6/12/71
72-3
French 430-3
8/12/69
71-3
French
431-3
8/12/69
71-2
8/12/69
7/12/70
7/12/70
7/12/70
8/12/69
18/1/71
4/12/72
4/12/72
8/12/69
8/12/69
8/12/69
7/12/70
3/12/73
3/12/73
18/1/71
6/8/73
6/8/73
6/8/73
6/8/73
6 / 8/73
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