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Memos and Updates

Memos and Forms on Academic Procedures

Faculty Compliance Issues

Form Name Revised
Conflict of Interest Website  
Reporting Conflicts of Interest Reporting Memo (DOCX) 16-17
Nepotism Memo (PDF) 15-16
Nepotism Waiver Form (PDF) 15-16
Password and Account Policy (PDF) 16-17
Acceptable Use (PDF) 16-17

Faculty Initiatives

Form Name Revised
Faculty Dependent Care Travel Grant Program (PDF) 19-20
Sabbatical Application Memo (PDF) 19-20
Sabbatical Application Form (PDF) 17-18
Sabbatical Leave Report (DOC) 12-13
Sabbatical Report Example (PDF) 12-13

Faculty Evaluation

Form Name Revised
Call for Tenure and Promotion: Committee Dossier Checklist and Forms (PDF) 20-21
Reference materials for the online Tenure and Promotion system  
Need an individual form?  Each form can be downloaded using this link  
Annual Faculty Evaluation Memo (PDF) 19-20
Evaluation Form (PDF) 19-20
Progress Towards Tenure (PDF) 19-20
Suggested Template for Progress Towards Tenure (PDF) 14-15
Post Tenure Review Memo (PDF) 19-20
Sample Letter: Notification of Pending Post Tenure Review (PDF) 19-20
Post Tenure Review Checksheet (PDF) 19-20
Post Tenure Review Faculty Activity System Workflow (PDF) 19-20
Post Tenure Summary of in-load teaching (DOCX) 19-20
Reappointment of Ranked Renewable Term Faculty (PDF) 19-20
Reappointment of Renewable Term Faculty with Instructor or Lecturer titles (PDF) 19-20
Request to Extend Probationary Period Form - COVID-19 Pandemic (PDF) 20-21
Course Evaluation  

Awards, Honors, Prizes and Opportunities

Form Name Revised
Presidential Teaching Fellows in Honors (PDF) 19-20
Jennifer L. Wise Good Stewardship Award Letter (PDF) 19-20
Jennifer L. Wise Good Stewardship Award Nomination Form (PDF) 19-20
Faculty Awards & Honors website 18-19
Nominations for Faculty Awards and Honors Memo (PDF) 20-21
Doctoral Dissertation Prizes and GTA Awards (PDF) 19-20
President's Retired Faculty Funds Memo (PDF) 20-21
President's Retired Faculty Funds Application Form (PDF) 20-21
Faculty/Staff Tuition Waiver Memo & Application Form (PDF) 18-19
Provost’s Outstanding Academic Advisement Awards Memo (PDF) 19-20
Provost's Outstanding Academic Advising Award Guidelines and Nomination Form (PDF) 19-20
Provost's Outstanding Academic Advising Administrator Award Guidelines and Nomination Form (PDF) 19-20
Provost's Outstanding New Academic Advisor Award Guidelines and Nomination Form (PDF) 19-20
Faculty Fellowship Program, Big 12 (PDF) 19-20
Prestigious Scholarships and Fellowships - Policy & Procedures (PDF) 13-14
Form: When Applying for a Prestigious Scholarship or Fellowship (PDF) 13-14
Form: When Requesting a Leave of Absence without Pay (PDF) 13-14
Presidential Dream Courses  
Presidential Dream Courses Memo (PDF) 19-20

Instructional and Curricular Issues

Form Name Revised
Textbook / Instructional Materials Adoption Website 18-19
Policy on Students Called to Active Military Duty (PDF) 2019
Honoring Our Commitment to Our Students (PDF) 20-21
Quality Academic Advising (PDF) 20-21
English Language Proficiency of Instructors (PDF) 20-21
Religious Holidays (PDF) 20-21
Fall Student Holiday (Election Day) (PDF) 20-21
Required Qualifications for Course Instructors (PDF) 20-21
Mid-Term Grade Reporting (PDF) 20-21

Academic Program / Course Approval and Deadlines

Programs

Form Name Revised
Which Program Should I Use? (PDF) 19-20
Program Modification FAQ (PDF) 19-20
Request for Program Modification: Instructions (PDF) 19-20
Substantive vs. Non-Substantive as defined by the State Regents’ Staff (OSRHE) (PDF) 16-17
State Regents’ Timeline for New Program Approval (PDF) 16-17
Embedded Certificate - New Program Request Form (DOCX) 19-20
Embedded Certificate Designation for Existing Certificate (DOCX) 19-20
Guidelines for New Program Request form (PDF) 19-20
Program Request Form for New Traditional Program, For New Online Program or for Existing Program Offered Traditionally at a New Location (DOCX) 19-20
Cover page for Dual or Joint New Program Request Form for Traditional and Online Programs (DOCX) 19-20
Existing Program Delivered Electronically (DOCX) 19-20
Program Deletion (DOCX) 19-20
Program Suspension (DOCX) 19-20
Program Reinstatement (DOCX) 19-20
Program Name Change (DOCX) 19-20
Program Option Addition (DOCX) 19-20
Program Option Deletion (DOCX) 19-20
Option Name Change (DOCX) 19-20
Program Requirement Changes (DOCX) 19-20
Other Degree Program Modification (DOCX) 19-20
Administrative/Internal Changes (PDF) 19-20

(1) Addition of Area of Concentration/Track (Level V) (DOCX)

 

(2) Deletion of Area of Concentration/Track (Level V) (DOCX)

 

(3) Addition of a Minor (DOCX)

 

(4) Deletion of a Minor (DOCX)

 

(5) Requirement Changes to an accelerated program,
        area of concentration, or minor (DOCX)

 

(6) Addition of an Accelerated Dual Degree Program (DOCX)

 

(7) Deletion of an Accelerated Dual Degree Program (DOCX)

 

(8) Other (DOCX)

 
Substantive Program Changes Process (Flow-chart) (PDF) 16-17
Non-Substantive Program Changes Process (Flow-chart) (PDF) 16-17
Program Approval Tracking (XLSX)    18-19
Course Approval Tracking 17-18
Degree Inventory Reporting -- Oklahoma State Regents for Higher Education  
PACGEO Course Approval Memo (PDF) 16-17

Courses

Form Name Revised
Course Approval Process (Flow-chart) (PDF) 16-17
Course Request and Syllabi - Checksheet for submission to APC (PDF) 17-18
Center for Faculty Excellence Syllabus Support  
Course Request and Syllabi - University Course Request Form (PDF) 15-16
Approval Process for Cancellation of Course (PDF) 20-21
Approval Process for Course Schedule Change (PDF) 20-21
Summer Shared Tuition Request Form (XLSX) 18-19
Academic Service Fee – Call for Proposals (PDF) 19-20
Academic Service Fee Proposal Form (XLS) 19-20
Fee Revenue and Expenses Template (XLSX) 19-20

Academic Personnel & Budget Records

Form Name Revised
Supplemental vs Overload Base Pay - Faculty & Staff (PDF) 14-15
Helpful Hints / Faculty Appointments (DOCX) 16-17
Summer 2020 Appointments (PDF) 20-21
Minimum faculty and GA salaries (PDF) 19-20
Job Codes, Titles, and Account Codes (PDF) 17-18
Assigning Appropriate Temporary Faculty Titles (PDF) 13-14

Other Memoranda / Information

Form Name Revised
Agreement to Complete a Course after the End of the Term ("Incomplete" Contract) (PDF) 15-16
Assigning Appropriate Temporary Faculty Titles (PDF) 13-14
Honorary Degrees Nominations Memo (PDF) 18-19
Honorary Degrees Nominations Form (PDF) 18-19
Student International Travel Policies & Procedures 14-15
NEW 20-21 Permission for Extra Compensation with the University for FACULTY (.75 FTE and above) 20-21
NEW 20-21 Permission for Extra Compensation with the University for STAFF (.75 FTE and above) 20-21
Practicum/Internship Memorandum of Understanding (PDF) 15-16
Intra-Departmental Practicum / Internship/ Rotation Letter of Agreement (PDF) 15-16
Seasonal/Holiday Events - Expense Guidelines (PDF) 18-19
Presidential International Travel Fellowships (PDF) 19-20
Request for Approval to Obtain Advanced Funds from OU Foundation 12-13
Procurement Services Website 11-12
Provost administrative units food and beverage expense certification form (XLS) 19-20
Space Planning and Allocation (PDF) 19-20
Office of the Senior Vice Pres. & Provost
Evans Hall
660 Parrington Oval, Room 104
Norman, OK 73019
Updated 10/16/2020 by Office of the Senior Vice Pres. & Provost: provost@ou.edu