Office of the Executive Vice President and Provost Letterhead


TO: Deans, Directors, and Departmental Executive Officers

FROM: Tanya Uden-Holman, Associate Provost for Undergraduate Education and Dean of the University College

DATE: September 24, 2019

SUBJECT: Eliminating "Inactive" Courses from the Approved Active Course Listing

Historically, colleges and departments have been sent information on courses that are included in the Approved Active Course Listing but which have not been offered for four years. Continuing to list courses that have not been offered in four years, and in some cases have never been taught, puts the University in a position of possibly misleading students and potential applicants for admission. Typically, the only reason to continue listing a course that has not been taught for four years will be a commitment to offer the course the following year.

Individual workflow forms have been generated and may be viewed in the MAUI Course Library. These forms are not yet active in workflow. A form has been generated for every course which, according to the Registrar's records, has not been taught (that is, in which no students were enrolled at the end of a semester or summer session) since the first semester of the 2016-17 academic year. To view the list of forms, select "Inactive Courses Workflow" from the main Course Library dashboard. Select Fall 2020 in the session box, along with an Academic Unit or Course Subject. A list of forms meeting this criteria will be displayed; this list is available to anyone with MAUI access. Although the list will be displayed, and forms may be commented on, they will not be active in workflow until the afternoon of September 24th. This creates a window of time for multiple users to review and comment on forms. The form contains the following course information: subject/course number, title, cross-references (if any), credit hours, the session the course was created, the session of last enrollment, and whether or not sections have been created for fall 2020. If a course is cross-referenced, a form will be sent only to the Administrative Home unit, who will determine whether or not the course should be retained.

In the afternoon on September 24th, all workflow forms will be automatically routed to the person who serves as Academic Workflow DDEO for the department and will appear in their workflow box, just as a course approval form would appear. The Academic Workflow DDEO must take action on each form to advance it in workflow. Please coordinate the approval process within your unit to prevent duplication of effort and/or erroneous dropping of courses. The department should review each workflow form and indicate whether a course should be dropped from the Approved Active Course Listing or retained.

Please select one of the following options on each workflow form received:

After selecting "Keep" or "Drop" as the status on the form, you must click on the "Save" button in the bottom-left portion of the form. After completing the top portion of the form, the "Approve Package" workflow option will appear. Select "Approve Package" to advance the form in workflow. Forms will be routed from the department's Academic Workflow DDEO to the collegiate level, then to the Registrar's Office for processing.

Please complete forms in workflow for routing to your collegiate dean by October 15th. Please contact Becky Keogh in the Registrar's Office at 335-0245 or, with any questions regarding these procedures. Thank you for your assistance with this project.