There are four major review group levels in ACRES: (1) Origination Group, (2) Department Group, (3) College Group, and (4) University. In addition, there is a special Final Distribution group for notification of all approved ACRES requests.
Within each group there may be various internal reviews. Not all colleges have the same procedures with groups at every review level. In those cases, review levels can be bypassed.
At the minimum, each request must be submitted and approved out of the Origination Group, the Department Group (Chair), and College Group (Dean) levels before submission to the University Group. The key to the ACRES process working is to have a designated Reviewer Leader (RL) at each review group, responsible for moving the request out of that review level.
Origination Group
The process begins when someone in a department initiates a request. The form can be saved and edited until it is submitted. Attachments (course syllabus and impact statements for new courses, fee forms, General Studies forms) can be included as long as the form is still active and not yet submitted.
Once submitted, the form is active in the Origination Group and is no longer editable (unless it is sent back for revisions).
If the department has a review committee, the members can review and submit comments. Impacted departments also can be notified for review and comment.
The Reviewer Leader in the Origination Group for the department approves the course out of this level. The form then moves to the Department Group (Chair) for review and approval.
Department Group
The department chair or school director reviews and approves the course. If revisions are needed, the form should be sent back to the Origination Group with a reason clearly indicated. If there is a College Group (1st) Review level, the form moves automatically to it after approval. Otherwise, The College Group (Dean) should be manually selected before submitting the approval.
College Group
College Group (First Review)
This review group might include undergraduate and graduate committees, or any other internal review groups. There may be more than one Reviewer Leader in this group (e.g., one per committee). If this is the case, each much communicate closely with the other to make sure only the appropriate courses are approved at the appropriate time.
College Group (Second Review)
This review group might include college curriculum committees, faculty councils, or college senates, or any other internal review groups. There may be more than one Reviewer Leader in this group (e.g., one per committee). If this is the case, each much communicate closely with the other to make sure only the appropriate courses are approved at the appropriate time.
College Group (Dean)
The college dean reviews and approves the course out of the college. If revisions are needed, the form should be sent back to the Origination Group with a reason clearly indicated. Otherwise, after approval, the form leaves the college and moves to the University Group (1st Review) level.
University Group
University Group (1st Review)
The VPAA manager officially reviews the courses for inclusion in the print catalogs and course database, on a pending basis.
University Group (2nd Review)
The ASUP program coordiantor (Polytechnic) or ASUT program manager (Tempe) officially reviews and approves courses out of this level. Graduate courses are sent either to Two-week Review (Polytechnic) for further review or to the vice provost (Tempe) for final approval. Undergraduate courses are sent to ATAO for review.
ATAO
All undergraduate (100- through 400-level) courses are sent to this level for review by the ATAO director.
Two-week Review (undergraduate changes and deletions)
This group includes community college representatives for review of all undergraduate changes and deletions.
Two-week Review (undergraduate new courses)
This group includes community college representatives, ASU deans, and campus curriculum subcommittee members for review of all undergraduate new course requests.
Two-week Review (graduate new courses)
This group includes ASU deans and campus curriculum subcommittee members for review of all graduate new course requests.
Campus Provost
After final approval, the originator, anyone affiliated with the department, and anyone in the Final Distribution group is notified (with e-mail notification turned on) by the system.
Final Distribution
Whether or not you are in a review group in the approval process, you can be placed in the Final Distribution group to receive e-mail notification (with this feature turned on) of all approved courses in ACRES.
Note that even if not placed in this group, you will be notified when any course associated to a department attached to your account receives final approval.
Also, if you are the Originator of any ACRES request, you will receive an e-mail notification (with this feature turned on) whenever any course you originate reaches any review level, including the Final Distribution group.