Lansing Community College
Procedure Details

Procedure Title: Courses and Programs of Study – Internal Communication 
Procedure #: AA.031
Revision #: 000

Unit Responsible: Academic Affairs
Individual Responsible: Director of Academic Operations

Effective Date: 01/17/2025
Initial Approval Date: 01/17/2025
Last Review/Update Date: 01/17/2025
Next Review Date: 01/01/2028

*Does this procedure support a Board Policy? Yes
If yes, identify: 3.160 - Program Review

Board policies can be found at: LCC Board of Trustees Policy Page

*Does this procedure support HLC criteria? Yes
If yes, identify: 2B, 4A

HLC Criteria can be found at: HLC Accreditation Criteria

*Does this procedure support a State or Federal Regulation? No
If yes, identify: n/a

*Note: Standard Operating Procedures should be in furtherance of some LCC policy and/or accreditation criteria, even if the relationship is not direct. Assistance in determining this information can be obtained from the Academic Procedure Advisory Committee (APAC) and/or the Accreditation Liaison Officer.

Courses and Programs of Study – Internal Communication, BP 3.160

1. Purpose

To ensure that new courses and programs of study, and changes related to courses and programs of study as noted in the Scope below, are communicated to all departments affected by those changes.


2. Scope

Applies to all courses and programs of study, and the related organizational information such as career communities, divisions, departments, programs, Classification of Instructional Programs (CIP) codes, occupational status, etc., and to the staff who would provide those updates as noted in the procedure below.


3. Prerequisites

An email distribution list will be established to facilitate communicating the information.  The distribution list will include employees in the following positions and groups:

  • Senior Instruction Coordinators from the A&S Division, HHS Division, and Tech Career Division Academic Affairs, Director of Academic Operations (DAO) for Banner, Concourse, Barnes & Noble Portal
  • Academic Affairs, Director of Academic Quality (DAQ) for Program Review
  • Perkins Coordinator for Perkins V Grant
  • Academic Affairs Project Coordinator (AAPC) for Perkins V Grant and Program Review
  • Center for Data Science, Director of Institutional Research for Program Review and other Data Reporting
  • Degree and Academic Record Coordinator for Banner
  • Human Resources, HRIS Manager for Faculty Pay
  • eLearning CMS Specialist for D2L
  • Business Analyst – Degree Works for Degree Works
  • Senior Director of Financial Aid and Associate Director of Financial Aid for Financial Aid
  • Controller for Finance
  • Director, Center for Military-Connected 
  • Global Student Services Director 
  • K12 Operations - Associate VP, External Affairs, Development & K-12 Ops 
  • Perkins Special Populations Coordinator 
  • Marketing - Web Developers and Marketing Coordinator 
  • Academic Advising distribution list for Advising
  • Admissions distribution list
  • Student and Academic Affairs Leadership Team (SAALT), which includes the Academic Deans, Provost, Registrar, Associate Registrar, and Accreditation Liaison Officer
  • Academic Affairs Project Manager


4. Responsibilities

  • DAO and Senior Instruction Coordinators – Responsible for communicating the changes related to courses and programs of study. 
  • Perkins Coordinator or designee – Responsible for communicating any Perkins-related changes in the occupational status for the programs of study.
  • AAPC – Responsible for communicating any Program Review-related changes to the Program areas.
  • Director of Academic Quality – Responsible for communicating any changes to the Career Communities. 

5. Procedure

Annual Review of Courses and Programs of Study

On an annual basis, the DAO will communicate the following information prior to the start of the Fall registration:

  • Curriculum Changes – A summary listing the new programs of study, title changes, and discontinued programs with teach-out information.
  • Course Revisions – A copy of the final CIMT Course Revisions Document recording the annual changes including new courses, course revisions, and cancellations.
  • Pathways Checkoff List – Each year during the review of the pathways, the Pathway Checkoff List is updated with changes such as credit and billing hours, titles, and organizational information.  The document is reviewed by the Senior Instruction Coordinators for a double check on the revisions, and then the document is used to update Banner with the annual changes.  A copy of the checkoff list is distributed to the Degree and Academic Record Coordinator for updating Banner forms maintained by the Registrar’s Office, and to the Senior Director of Financial Aid and the Associate Director of Financial Aid.  Any changes to the organization will be communicated to the group at that time.

Changes that Occur Outside the Annual Review

For any changes that occur outside the annual review cycle, the Course and Programs of Study Changes Form will be completed and distributed to the email distribution list.

  1. Program Review
    1. Before the cycle begins, the AAPC will distribute a list of the programs of study that fall under the Programs undergoing review.  The program representatives will confirm that they want their data as communicated, or provide revisions before the data is pulled.  The AAPC will communicate the changes before the cycle begins and the data is pulled.
    2. Programs review the CIP Codes for their programs of study during Program Review.  The DAO will communicate the changes after the close out meeting.  (Changes in Banner must be made between semesters so Banner may not be updated at that time.)
  2. Perkins – The AAPC will communicate when an occupational program of study becomes State Approved.
  3. Career Communities – If the DAQ and applicable program(s) determine that a change to the Career Community is needed, the DAQ will communicate the change.
  4. All other changes will be submitted by the Senior Instruction Coordinator at the time they are notified of the change.

6. Reference

Course and Programs of Study Changes Form -  N:\AA-Division\CIMT\Processes-Guidelines\Course and Program of Study Changes Form.docx

 

7. Definitions

n/a