Motions and Recommendations passed by the

Academic Coordinating Commission 2010-11

(from Minutes) 

Roger Anderson, Chair






Preserving Quality Programs

ACC Resolution on Preserving Quality Programs  The following edited text voted on via online email and will be included in the approved minutes to be forwarded to the Faculty Senate by June 6th:


The Academic Coordinating Commission proposes the following:

Resolution One: 

In considering possible and potential changes to academic programs with the advent of budget cuts and rebasing, the ACC strongly encourages the community of faculty, staff, and administrators of WWU to steadfastly support

         The current diversity of high-quality, academic undergraduate and graduate programs at WWU

         The breadth and integration of liberal education at Western

         Faculty and academic programs that strive to provide diverse learning opportunities in response to student interest, need, and emerging societal demand


Resolution Two:

         Furthermore, we argue strongly for the requisite time needed for faculty to participate, alongside administrators, in a thoughtful academic program review process.  The ultimate goal is to develop criteria to evaluate program quality, value, and cost, and thereby provide widely agreed upon rationale for decisions related to program merger, reduction, or elimination

         And forward this statement to the Faculty Senate for its support and broader distribution.


Ad Hoc Business process review committee formed

Honors Bd minor revisions


CUE rep sits on ACC



Commissioners passed a MOTION (moved by Anthony-Cahill, second by Durham) to accept a CHARGE TO AD HOC BUSINESS PROCESS REVIEW COMMITTEE setting the membership at 3 faculty, including chair of ACC, 2 reps of Registrar�s office, the VPUE, Application Systems Manager and a staff person.  The committee will review curriculum change and implementation process to seek efficiencies and shorter steps, will report regularly to ACC and after campus consultation produce written recommendations to ACC along with timely reports.  The committee will continue work through Fall of 2011.  (charge will be posted on Senate website under �Memberships�)

Commissioners passed a MOTION (moved by Durham, second by Tyran) to accept minor revisions to the Honors Board charge regarding membership, specifying with an added amendment that AS is to be notified of the appointments in order to provide information to students serving thus:  �Two students, one chosen each year by the Board from among applications from the Honors student body.  AS is to be notified of these appointments.  -- �No more than two faculty serving from the same college, and no more than one faculty member from the same department.  (changes will be made to the online ACC handbook)

CUE representative to sit on ACC:The ACC passed a MOTION (moved by Durham, second by Fitzpatrick) to invite a member of CUE to participate as an Ex Officio non-voting member of ACC for 2011-2012, to establish strong and timely communication between ACC and CUE.     Rationale:  Since the Chair of ACC, an invited member of CUE, cannot attend every CUE meeting, this representation can be continued or renewed from year to year as necessary, or for those years when no one on ACC is scheduled to sit on CUE.   

GUR course proposal form CUE Minutes approved with NEW GUR COURSE PROPOSAL FORM (MOTION)
Effective Date of Motions approved by ACC for catalog

MOTION: Effective Date of Catalog Appendices Approved by ACC.  Faculty had asked for a specific time to implement the recent catalog appendices relating to the student grievance policy and the academic honesty policy.   ACC proposed the following MOTION  (moved by Timothy Fitzpatrick, second by Yvonne Durham) which passed, (and can be included in the ACC Handbook).

 �Action items proposed for the online catalog approved by motion of the ACC and then approved by the Faculty Senate become effective in the next year�s catalog unless specifically identified as becoming effective in the quarter immediately following approval.�

Faculty-Led Study Abroad

Faculty Led Study Abroad Policy  and ProceduresACC moved to approve the content and Peabody format of  a policy, as yet unnumbered, of  Policy for Faculty Led Study Abroad Programs and Procedures for Obtaining Approval and Coordination of Faculty-Led Study Abroad Program.  This policy and procedure was developed by International Programs Advisory Committee (IPAC) and International Programs and Exchanges (IPE) in collaboration with the Academic Affairs Policy Group (led by Debra Jusak). 

The MOTION to approve the policy passed.   The policy is expected to expedite and clarify the many requirements of x37 Study Abroad programs including proposals, scheduling, detailed travel plans and itineraries, budgets, syllabi and the program study plan itself with credits, all of which must pass through various approval processes, including ACC..  The policy will serve to protect both students and university programs involved in study abroad, including EESP programs, many of which have undergone considerable expansion recently.


Review of International Exhibits

International Programs Advisory Committee (IPAC)� Charge  - MOTION OF APPROVAL passed.

Moratorium Protocal

Following discussion a motion was made by David Shull, seconded by Yvonne Durham, to approve language for the Catalog and the ACC Handbook regarding �Moratorium.� The motion passed unanimously (the Chair requested a show of hands). The approved text follows: �Due to current and unprecedented budget concerns, departments may determine to place programs in Moratorium for next year and beyond. Moratorium is defined as a temporary hold or suspension of a program with the intent to restore or cancel the program after a period of 1-3 years. In response to what may be a significant change in Western�s budget over the next few months, a curriculum protocol for placing programs in Moratorium has been developed. For administrative tracking purposes and to ensure an accurate university catalog as well as fulfilling our responsibilities to HECB and accrediting agencies it is imperative that departments follow the protocol. The Registrar�s Office will track the dates/specific term the programs have been placed in Moratorium and will notify departments when the three-year mark is near. Departments will then need to determine to restore programs in Moratorium, officially cancel them, or petition ACC for another option. Programs that are being considered for cancellation now or after a period of Moratorium are to follow the regular ACC curricular approval processes and catalog deadlines.

Protocol for Programs in Moratorium AY 2011-12:

1. Department determines Program needs to be placed in Moratorium. There will be no ACC approval deadlines imposed on programs but Moratorium should be determined for a specific quarter, and noted as such on the E-form.

2. Department fills out ACC E-form: �Request for Revision or Cancellation of a Major, Minor, Master, Certificate, or Endorsement,

3. In the �change to� column on the form � Department includes full title of the program � copied from the current E-Catalog. No other program requirements details need to be included on the form.

4. After Title of Program � the following sample text should be included (as an example): Audiology Minor (in Moratorium): This program is not currently accepting new students. For further information contact the Communication Sciences & Disorders Department, Western Washington University, 516 High St., Bellingham, WA 98225-9171, 360-650-3885, department email address.

5. Department chair approves E-form and forwards to College

6. College approves E-form and forwards to Catalog Coordinator (and TCCC and Grad Council or other department for combined or joint offerings, where applicable)

7. Catalog Coordinator updates E-catalog accordingly.

8. Moratorium curricular actions are recorded in College Curricular Minutes and forwarded to ACC.�

Commissioners emphasized that:

  • Students should be made aware of the need to declare as soon as possible in case programs go into Moratorium.

  • Information has to be made available to transfer students, and for spring registration.

  • Departments will surely post Moratorium programs on their website in addition to the catalog language. It would be helpful if there was a standard way for departments to inform students.

  • This will be in the Catalog and the ACC Handbook.

  • Advisors should be notified to inform students.

  • Most departments will also inform their students via the listserv.

  • University Communications should be notified
Curricular Timeline Dates and ACC Calendar

Commissioners reviewed and approved the curricular timelines for next year along with the ACC Calendar.


Probation of GPA

A motion was made by Yvonne Durham, seconded by Holly Post to recommend to the department that it consider two quarters of probation to raise the GPA, which passed.

Academic Honesty Policy and Procedure - Appendix D

Commissioners reviewed the latest revisions to Appendix D with Debra Jusak and made some minor revisions.

One Commissioner had a student who when confronted about a �bought paper� simply did not show up for requested meetings, got a zero for the paper and flunked the class.  Even though the Commissioner never was able to meet with the student, it was determined that the form should be filed because there was enough evidence that the student had been contacted several times.  The student should also be notified that attempts have been made to contact him and that is will go on the record.  Students that do not respond to meeting requests waive their right to appeal is indicated right the beginning of the policy.

  APPROVED:  Academic Honesty Policy & Procedure, Appendix D.  Timothy Fitzpatrick moved to approve the revised Appendix D, seconded by Billie Lindsey and the motion was passed by the Academic Coordinating Commission.  (Revised policy follows below).

E- Catalog Committee


ACC made two minor edits, then voted unanimously to approve the charge to the E-Catalog committee (text follows this Summary).  Susanna Yunker will call the committee to a meeting in early February following the catalog deadline.  The Senate office will recruit for membership.



Commissioners reviewed a revised charge which addressed concerns expressed at an earlier meeting that CUE may need a larger membership in order to both complete approval of undergraduate courses as well as take part in the development of assessment protocols with the Vice Provost for Undergraduate Education. 

The revised charge now includes the addition of two At Large faculty members who specifically teach GURs, two students who take GURs at Western, a non-voting member of the Registrar�s office, and the deletion of reference to the director of the testing center.  The Membership will be staggered.  A MOTION was made by Yvonne Durham, seconded by Kathleen Saunders, to approve the charge which passed unanimously

Appendix F- Student Academic Grievance Policy A MOTION was made by Yvonne Durham, seconded by Spencer Anthony-Cahill to approve the revised Appendix F (Student Academic Grievance Policy) and its ancillary forms*, which passed unanimously.   (*Forms include a timeline for both faculty and student filing, and an original grievance filing form). (Also see catalog)
Teaching Handbook

MOTION ONE:  The ACC requests Steve VanderStaay, Vice Provost for Undergraduate Education, to form an Ad Hoc Committee to develop a Faculty Teaching Handbook under the aegis of the ACC, and to use resources available from CIIA, CUE and TLA.   Motion Passed Unanimously


1)      Anderson explained that some schools pair up a graduate student mentorship manual with an undergraduate manual.  These are meant to be coherent and welcoming.  Not all students will use them, but we can also use redundancy.  The Provost has made a strong case for coordination with career advising, in order to help students become more confident in their own progress. Faculty are the nexus of advising and right now just a handful of people are advising thousands of students.  Faculty have to be more involved. 

   Ramon Rinonos-Diaz liked the sample that listed the expectations of advisors, and right next to each the expectations of advisees.  It is important to let students know �You are expected to make an appointment with an advisor�.  Perhaps the use of a form would be a starting point for the conversation with the advisor. 



Advising Handbook

 MOTION TWO:  ACC will create an Ad Hoc Committee that works with Student Affairs and Academic Advising to plan and develop a Faculty and Academic Advising Handbook and Student Advising Handbook�.   (See ACC Bb site for examplesMotion Passed Unanimously


2)      Anderson mentioned that the Chair of ACC should be able to freely attend any of the standing committees� meetings without feeling as if he/ she has to ask.   Commissioners agreed.

Chair's Rights

MOTION THREE:  The Chair of ACC, or the Chair�s representative, shall be an ex officio, non-voting member of all ACC Standing CommitteesMotion Passed Unanimously

The following motion had been proposed at the previous ACC meeting.

E- Catalog Committee

MOTION FOUR:  ACC will create an ad hoc e-catalog committee for 2010-2011.

 (This will be a combined committee to provide support/oversight of the e-catalog, advising handbooks, and other related web materials.  ACC will develop the charge and membership).  (Motion Passed Unanimously by show of hands)

Vice Provost's Vote


Reconsideration of Motion at the request of the Senate:

 �Approval of a right to vote for the Vice Provost for Undergraduate Education�.   The ACC Minutes of 5/25/2010 were accepted by the Senate but not Motion 2 in those minutes.  (Exhibit C)

Chair Anderson reported that the Senate had sent back the motion that approved the right of the Vice Provost for Undergraduate Education to vote in the ACC for reconsideration by the Commission.  Anderson mentioned that the issue stems, in part, from concern that administrators or students have voting powers on faculty committees.

Anderson also reminded the Commissioners that the Provost had just invited the Faculty Senate President to join the Provost�s Council. 

Anderson added that whatever ACC decides can be overturned by the Senate, but the Senate usually respects the views of its standing committees.

Commissioners discussed the motion and concluded it should remain as it was. 

Then Kristi Tyran moved that the ACC charge remain as it is, seconded by Tracy Thorndike-Christ.  A friendly amendment was then added so the motion reads as follows:   

�Approval of a right to vote for the Provost/Vice President for Academic Affairs, or her/his designee with a faculty appointment. �   The motion passed with no nay votes and one abstention.


ACC recognizes that the Senate has the major voice in the policy of permitting non-faculty to vote in meetings of the standing committees of the Faculty Senate.  Faculty in ACC, however, want to make the most informed decisions about policies that include full and valuable input from faculty, students, administrators and the registrar�s office.  It was an expression of the values of inclusiveness and shared governance that the ACC, with Faculty Senate approval, decided to allow the Provost to be a voting member. We think it is informative and valuable for students and the Provost�or the faculty representative chosen by the Provost�to commit to a viewpoint by voting.  The faculty in ACC have the dominant voice and the large majority of votes, and in the rare circumstance there is a close vote with students and the Provost votes affecting the outcome, then the Faculty Senate�a body comprising only faculty�has the prerogative to rescind the ACC action.


MOTION ONE:  Approval of Leadership 197 as a GUR

Commissioners moved to approve Leadership 197 as a GUR as a one-time exception.   Every X97 course must come to ACC if it is to be considered for GUR credit, so this �exception� is in no way to be construed as an ongoing policy, nor can others follow this process. 

Vice Provost gets vote

MOTION TWO:  Approval of a right to vote for the Vice Provost for Undergraduate Education

Commissoners moved to approve the right to a vote by the Vice Provost for Undergraduate Education for the duration of the time that he represents the Provost at ACC.  This vote is actually one vote by the Provost office, either the VPUE or the Provost or his or her representative.  Commissioners commented that the input of the Provost in the past has been illuminating in discussing matters of policy, and that when policy topics come before ACC the membership will make a special invitation to her to show up for those particular meetings.  Chair Hearne reported that Provost Riordan has been aware of all the policy decisions discussed and voted on in ACC.

guidelines for student fac designed majors

MOTION THREE:   Approval of Recommended Guidelines for Student-Faculty Designed Majors and Concentration Titles at Western

Recommendations to provide clarity in the curriculum minutes:

1.    Avoid title overlap with established majors.

2.   For all student-faculty designed majors, including interdisciplinary concentrations, list the faculty advisors responsible for the design of curriculum on the student�s advisory committee.


RationaleThe purpose of these guidelines is to better communicate to ACC the review process to which student-faculty designed majors and interdisciplinary concentrations are subject.