University of Connecticut University of UC Title Fallback Connecticut

Subcommittee Management

3.1 – Click here to see GEOC Subcommittee Membership

3.2 – Overview and Co-Chair Responsibilities

The co-chairs of each GEOC subcommittee are responsible for the direction of activities for their subcommittee as well as the submission of relevant paperwork to the GEOC Program Assistant.  This includes the following:

– Verifying the membership of their specific subcommittee at the beginning of each semester and notifying the GEOC Program Assistant of any changes to membership

– Maintaining periodic communication with subcommittee members to keep them engaged and informed

– Checking the webCAR regularly to see if new course proposals requiring their action have been posted (The GEOC Program Assistant will generally notify co-chairs if a proposal requiring their attention has been submitted, but co-chairs should also check the webCAR regularly as well.)

– Scheduling timely meetings with their subcommittee to take action on relevant course proposals

– Submitting subcommittee recommendation reports to the GEOC Program Assistant prior to scheduled GEOC meetings (Submission of reports at least a week prior to the GEOC meeting is advised.)

– Click here to view the Main Course Proposal Workflow Chart or the Subcommittee Workflow Chart.

3.3 – Recruiting for and Managing Subcommittees

– Members for subcommittees may be recruited from any discipline within the university.  It is not necessary that the member have a specialization within the subcommittee’s area so as to encourage diverse perspectives.  However, co-chairs should invite members who are interested in the topical area and who will provide diligent service to the subcommittee.  Ideally, subcommittees should have between 3-5 active members.

– Once a faculty member has accepted a position on a GEOC subcommittee, the co-chairs must notify the GEOC Program Assistant and GEOC Chair.

– Subcommittee meetings may be conducted electronically throughout the year. However, co-chairs are encouraged to have their subcommittee meet face-to-face at least once a year to be sure that members are engaged and feel responsible for their tasks.  This is also an opportunity for the co-chairs to update subcommittee members on important GEOC initiatives and to be sure that members have a good understanding of GEOC guidelines.

– Likewise, subcommittee co-chairs can conduct e-votes on course proposals as long as they have reason to believe that members are making good-faith efforts to review agenda items and send informed responses.  Co-chairs should provide members with a deadline to respond to e-vote materials with the stipulation that members’ approval of the items will be assumed after that deadline has passed with no response.

– After any meeting (electronic or face-to-face) one co-chair is responsible for writing a subcommittee report in the format detailed below and sending it to the GEOC Program Assistant at geoc@uconn.edu.

– If co-chairs find their fellow subcommittee members repeatedly unresponsive to e-vote requests or continually absent from face-to-face meetings (if those are conducted regularly) they should reach out to the unresponsive member personally to determine what the issue might be.  Allowances for particularly busy semesters or sabbaticals will be taken into account.  However, co-chairs should inform subcommittee members that continued unresponsiveness to subcommittee business after one full academic year will be considered a resignation from the subcommittee, and a replacement will be found.

3.4 – Reporting Template

When possible, subcommittee co-chairs should send their reports to the GEOC Program Assistant at least one week prior to the next GEOC meeting.  Reports can officially be submitted up until the meeting itself, but in order to provide members with as much time to review materials as possible and to ensure an accurate agenda, submission one week prior is preferred.

See below for a template with language for subcommittee report submissions and sample reports:

3.5 – Communicating with Course Proposers

If and when a subcommittee determines that a course does NOT meet the guidelines for its particular content area or competency, it is the responsibility of the co-chair(s) to contact the proposer and explain where changes or addition are needed.

Once a proposer has submitted the requested changes or additions, the subcommittee co-chairs must then review the proposal again and approve or reject it.  If approved, the co-chairs should resubmit a new report indicating the new status of the proposal.

Under some circumstances, the GEOC may be called upon for an e-vote on the updated proposal if changes are not submitted until after the full GEOC has formally met.