Credit Hour Compliance Form and Syllabus Collection Process
Before collection of materials begins . . .
Registrar’s Office
- Sends the necessary Department/Program Credit Hour Compliance Form(s) to each department/program AAC before the beginning of each semester.
Department/Program AACs
- Creates a Box folder for collecting Credit Hour Compliance Forms and syllabi (e.g., “Rochella’s Credit Hour Compliance Forms and Syllabi”).
- Invites faculty to the folder via Box as “Viewer Uploader.”
- Organizes subfolders as needed (by department, chair, etc.) for efficient management.
Once the semester starts . . .
Syllabus submission
- Instructors upload their syllabi to the AAC’s Box folder by Friday of the first full week of classes.
- Note: The short week at the start of the Fall semester does not count; the deadline is the end of the first Monday–Friday week.
- Fall 2026 deadline: September 4
- Spring 2027 deadline: January 22
- Summer courses deadline: April 30
AAC Review
- AACs affirm that syllabi are received by the end of the first week of classes
- AACs prepare the Department/Program Credit Hour Compliance Forms for the department/program chair’s review and signature.
Department/Program Chair Review
- Department/program chairs review syllabi and sign Credit Hour Compliance Forms
- Signed forms are saved in the AAC’s Box folder.
- This review, any necessary follow-up with instructors or division chairs, and filing the signed form with the AAC should be completed by the end of the second full week of classes (not counting the short opening week).
- Fall 2026 deadline: September 11
- Spring 2027 deadline: January 29
Unavailable Syllabi
- If a syllabus is not available by the deadline, or needs additional revision, the chair checks the “Syllabus Unavailable” box.
- The instructor must later submit an individual Credit Hour Compliance Form with the syllabus.
Review Criteria
- Department chairs ensure syllabi acknowledge credit hour requirements and that the quantity and quality of credit hour work is sufficient.
- If changes are needed, the chair communicates with the instructor.
Review Authority
- Only the chair of the course’s home department reviews materials (not cross-listed department chairs).
- For team-taught courses, either instructor’s department chair may sign.
- If a department has no chair (e.g. Sociology), the division chair reviews.
Department/Program Chair’s Signature
- Always required, even if the chair is also the instructor for courses listed.
- The signature attests to compliance for all courses on the form.
Division Chair’s Signature (if needed)
- Required if a course requires less traditional class meeting time than normal and more independent, out-of-class work (e.g., senior capstones).
- The department chair checks the “Division Chair Signature Required” box for such courses.
- Division chairs review and sign as needed, then return the form to the AAC.
Final Steps . . .
Archiving
- Once fully signed forms and syllabi are collected and reviewed, AACs save them in the AAC’s Box folder.
- AACs then move or copy them to the official Course Syllabi folder in Box for long-term storage.