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University of Wisconsin Oshkosh
College of Letters and Science
800 Algoma Blvd.
Oshkosh, WI 54901-8660

Front Office:
Sage 4449

Phone: (920) 424-1222
Email: cols@uwosh.edu

COLS Administrative Handbook

Chapter 1: Adding or Replacing Faculty and Staff
  • Criteria for Allocating Faculty Resources
  • Requests for New Academic Positions
  • FORM: Request for a New Academic Position
  • Filling Vacant Positions
  • FORM: Return of a Vacant Position
  • Recruitment and Appointment
  • Hiring Procedure for a Faculty and Academic Staff
  • Evaluation of Credentials Before Preparing Affirmative Action Form
  • Preparation of Affirmative Action Form
  • Scheduling of On-Campus Interviews
  • Recommendation of Candidate Following Interview
  • Re-Hiring Part-Time and Temporary Academic Staff
  • Hiring Unclassified Staff from Another UW Institution

Click here to view Chapter 1.

Chapter 2: Retention, Renewal and Promotion
  • Mentoring Program
  • Policy on Reappointment and Tenure
  • Outside Letters for Tenure & Promotion Decisions
  • Distribution of Tenure and Renewal Guidelines
  • Inclusion of Teaching Evaluations with Tenure/Renewal & Promotion Files
  • Policy on the Minimum Size of Departmental Promotion Committees
  • Materials to be Included in Promotion Documentation
  • Post-Tenure Review Policy

Click here to view Chapter 2.

Administrative Handbook

Chapter 1: Adding or Replacing Faculty and Staff

  • Criteria for Allocating Faculty Resources
  • Requests for New Academic Positions
  • FORM: Request for a New Academic Position
  • Filling Vacant Positions
  • FORM: Return of a Vacant Position
  • Recruitment and Appointment
  • Hiring Procedure for a Faculty and Academic Staff
  • Evaluation of Credentials Before Preparing Affirmative Action Form
  • Preparation of Affirmative Action Form
  • Scheduling of On-Campus Interviews
  • Recommendation of Candidate Following Interview
  • Re-Hiring Part-Time and Temporary Academic Staff
  • Hiring Unclassified Staff from Another UW Institution

Click here to view Chapter 1.


Chapter 2: Retention, Renewal and Promotion

  • Mentoring Program
  • Policy on Reappointment and Tenure
  • Outside Letters for Tenure & Promotion Decisions
  • Distribution of Tenure and Renewal Guidelines
  • Inclusion of Teaching Evaluations with Tenure/Renewal & Promotion Files
  • Policy on the Minimum Size of Departmental Promotion Committees
  • Materials to be Included in Promotion Documentation
  • Post-Tenure Review Policy

Click here to view Chapter 2.


Chapter 3: Program Proposals

  • New Program Planning and Approval

Click here to view Chapter 3.

Chapter 4: Instructional Resources

  • Permanent Property Requests
  • Classroom and Laboratory Modernization

Click here to view Chapter 4.


Chapter 5: Student Issues

  • Probation and Suspension Policy
  • Review of Probation/Suspension Status
  • Student Appeals Policy
  • Student Grievance Procedures

Click here to view Chapter 5.


Chapter 6: Faculty Issues

  • Course Syllabi Policy
  • Independent Study/Related Readings Contract Policy
  • Credit for Prior Learning
  • Proctoring Policy
  • Course Repeat Policy
  • Course Cancellation Policy
  • Policy on Student Internships
  • Release Time Policy for Thesis/Field Project Supervision
  • Online and Hybrid Course Guidelines

Click here to view Chapter 6.


Chapter 7: Chair Issues

Click here to view Chapter 7.


Chapter 8: Teaching Load

  • Individual and Departmental Curriculum Modification Plans

Click here to view Chapter 8.


Chapter 9: College Travel Policy

  • Overview
  • International Conference Travel Policy
  • Interdisciplinary Travel Initiative

Click here to view Chapter 9.


Chapter 10: Office Assignment Guidelines

Click here to view Chapter 10.


Chapter 11: Student Groups

  • Student Allocation Committee Guidelines
  • Student Organization Travel Using State Vehicles

Click here to view Chapter 11.


Chapter 12: Classified Staff

  • Classified Staff Rules

Click here to view Chapter 12.

Administrative Handbook

Chapter 1: Adding or Replacing Faculty and Staff

  • Criteria for Allocating Faculty Resources
  • Requests for New Academic Positions
  • FORM: Request for a New Academic Position
  • Filling Vacant Positions
  • FORM: Return of a Vacant Position
  • Recruitment and Appointment
  • Hiring Procedure for a Faculty and Academic Staff
  • Evaluation of Credentials Before Preparing Affirmative Action Form
  • Preparation of Affirmative Action Form
  • Scheduling of On-Campus Interviews
  • Recommendation of Candidate Following Interview
  • Re-Hiring Part-Time and Temporary Academic Staff
  • Hiring Unclassified Staff from Another UW Institution

Click here to view Chapter 1.


Chapter 2: Retention, Renewal and Promotion

  • Mentoring Program
  • Policy on Reappointment and Tenure
  • Outside Letters for Tenure & Promotion Decisions
  • Distribution of Tenure and Renewal Guidelines
  • Inclusion of Teaching Evaluations with Tenure/Renewal & Promotion Files
  • Policy on the Minimum Size of Departmental Promotion Committees
  • Materials to be Included in Promotion Documentation
  • Post-Tenure Review Policy

Click here to view Chapter 2.


Chapter 3: Program Proposals

  • New Program Planning and Approval

Click here to view Chapter 3.

Chapter 4: Instructional Resources

  • Permanent Property Requests
  • Classroom and Laboratory Modernization

Click here to view Chapter 4.


Chapter 5: Student Issues

  • Probation and Suspension Policy
  • Review of Probation/Suspension Status
  • Student Appeals Policy
  • Student Grievance Procedures

Click here to view Chapter 5.


Chapter 6: Faculty Issues

  • Course Syllabi Policy
  • Independent Study/Related Readings Contract Policy
  • Credit for Prior Learning
  • Proctoring Policy
  • Course Repeat Policy
  • Course Cancellation Policy
  • Policy on Student Internships
  • Release Time Policy for Thesis/Field Project Supervision
  • Online and Hybrid Course Guidelines

Click here to view Chapter 6.


Chapter 7: Chair Issues

Click here to view Chapter 7.


Chapter 8: Teaching Load

  • Individual and Departmental Curriculum Modification Plans

Click here to view Chapter 8.


Chapter 9: College Travel Policy

  • Overview
  • International Conference Travel Policy
  • Interdisciplinary Travel Initiative

Click here to view Chapter 9.


Chapter 10: Office Assignment Guidelines

Click here to view Chapter 10.


Chapter 11: Student Groups

  • Student Allocation Committee Guidelines
  • Student Organization Travel Using State Vehicles

Click here to view Chapter 11.


Chapter 12: Classified Staff

  • Classified Staff Rules

Click here to view Chapter 12.

Policies and Exceptions
The following information discusses exceptions to college policies, including late drops, late adds, term withdrawals, repeating courses, independent studies/related readings courses and curriculum modifications. All the forms discussed are available in the Registration Office, if your department secretary does not have any on hand.


Appeal to Late Add

A late add card can be used to add a class from the end of the first week of the semester to the end of the grace period.

The multi-part form is used AFTER the grace period.

Important Details

  1. Course number (xx-xxx) and the section number (001)
  2. Five digit individual class number (from TitanWeb)
  3. Valid address (local if during the school year)
  4. Professor’s signature (you can also print your name in case we need to talk to you)
  5. Grade for the course if you have already submitted the op-scan for the course

Late adds are almost always approved if you, the instructor, has granted approval.

*As with all forms, it is more helpful if the handwriting is legible

More information for students about late adds


Appeal to Late Drop

This form is used by students who wish to drop a course after the grace periods that are at the beginning of each semester.

Reasons that late drops WILL BE considered are listed on the back of the student’s copy of the form and the late drop webpage.

Important Details

  1. Course number (xx-xxx) and the section number (001)
  2. Five digit individual class number
  3. Valid address (local if during the school year)
  4. Professor’s signature (can you print your name in case we need to talk to you)
  5. Student ID

More information for students about late drops


Term Withdrawal

This is a procedure that you will probably not know about until after the fact. The student must process this form through the Academic Advising Office (Dempsey 130) or the Dean of Students Office (Dempsey 125). If students ask, they cannot drop their last or all of their classes; they have to do a term withdrawal.


Appeal to Repeat/30-Day Waiver

This form is usually seen only be the department chair. A waiver of the 30 day rule (students are not allowed to sign up to a repeat a course until 30 days before the class starts) can be granted under certain circumstances.

Reasons for using the appeal to repeat form:

  • To request permission to register before the 30 day limit on a second time taking a course
  • To request permission to register for the third time in a course

Important Details

  1. Student’s valid address (local address if during school year)
  2. Catalog number xx-xxx
  3. Major and minor classes must be signed by department chair for 3-peat

More information for students about appeal to repeat


Curriculum Modification

What DOES NOT Work

  • If the course is from a different institution, a transfer evaluation change (using a change of transfer evaluation form from Admissions) usually works best
  • Reducing required number of credits for major or minor
  • Substituting one required course for another required course in the major or minor

Important Details

  1. Student ID number is helpful
  2. When using a transferred course that came in as an elective to fill an area of the major, be sure to give the correct UW Oshkosh number
  3. Reasons do not need to be elaborate

More information for students about curriculum modification


Independent Studies and Related Readings

Important Details

Include the following information:

  1. Student ID
  2. Independent study course number OR related reading course number AND department
  3. Session number (7W1, 7W2, 14W, 10W, 17W, 3WI, 4W1, 4W2 or 8W)
  4. Term (Fall 2009, Sprint 2010, Fall Interim 2009, etc)
  5. Title of the course (it CANNOT be the same name as an existing course or the same course AND “Independent Study” is NOT an acceptable course title)

The title must be able to be abbreviated to 30 characters and no longer than 50 characters for the long topic.

Print Professor’s name next to signature.