Academic Affairs Operations

The Academic Affairs Operations Core Service Team (AAOps) is committed to supporting the College’s mission to create transformative learning experiences, advance knowledge, and engage local and global communities. The team consists of two separate but integrated structures, logistics and data management operations (LDM Ops) and applied learning operations (ALO). Our subject-matter experts meet the needs of the CHHS faculty, staff, and administrative units by facilitating interactions, providing informational resources, and implementing processes to navigate institutional policies and procedures.  

Helpful Resources

• Agreements
  • General Reminders

    When dealing with agreements, it is always important to remember that the types of agreements listed below are sometimes used interchangeably among sites. Be sure to review the agreement in detail to understand what is truly being requested.

    Changes to an agreement, especially those that may benefit the student’s learning experience or CHHS, can be requested by faculty or administrators. If these changes are program-related, they usually do not require the review of General Counsel, but it is always safe to check-in with Christie Hernandez at hernandezc@uncw.edu if there is uncertainty or any questions regarding agreements.

  • Affiliation Agreements

    Affiliation Agreements

    • If an agency you plan to send a student(s) to requests an Affiliation Agreement (sometimes referred to as contract or memorandum of understanding), please forward the agency contact information to hernandezc@uncw.edu
    • This agreement is an overarching agreement between a site and UNCW (CHHS).  It identifies specific program(s) from which the site will accept students and a main point of contact for the College. Site, CHHS, and Student responsibilities are usually listed out in detail, spanning multiple pages which also include contact, term, and legal information.
    • This agreement is signed by the site representative and MUST be signed by the CHHS Dean. School Directors can also sign, if necessary. CHHS has template agreements for each School. An overall CHHS agreement that can encompass multiple programs from each School is in the works. These agreements typically span over several years’ time.
    • For confirmation on whether there is an agreement in place with a site or if a site is requesting a new agreement, please email  hernandezc@uncw.edu. If a site requests changes to this agreement, it first must be approved by the Program representative.
    • If the changes effect legal or risk ramifications, such as liability insurance, it then must be approved by General Counsel.
    • CHHS Affiliation Agreement Process (PDF)
    • General Counsel Resources on Contracts
  • Articulation Agreements

    Articulation Agreements

    • These are strictly curriculum-based agreements that dictate the relationship between CHHS, or a specific CHHS program, and another institution. It is typically represented as the relationship between a community college associate program and a corresponding, expanding 4-year University degree.
    • This type of agreement must be approved by the College Curriculum Committee and submitted to the Registrar.
  • Learning Agreements

    Learning Agreements

    • This is typically a pre-determined, template agreement that is student-to-site specific, usually short in length. It is sent out on behalf of the College for every student who will complete an internship, clinical, or field placement (ICFP) requirement. Depending on individual School processes, these agreements typically require at least a signature from the site coordinator attesting they have agreed to take a student and the program/ICFP coordinator attesting the student is allowed to be there. The term of this agreement is typically one semester or the length of the student’s rotation.
    • If a site requests changes to this agreement, it first must be approved by the Program representative. If the changes effect legal or risk ramifications, such as liability insurance, it then must be approved by General Counsel.

     
    Memorandum of Understanding/Agreement

    • This agreement type is usually used to describe either a Learning Agreement or an Affiliation Agreement. This is just a different title.
  • List of Agencies

    List of Agencies

    • List of agencies CHHS has agreements with already: coming soon
  • General Counsel and Office of IRM

    General Counsel and Office of IRM

    • UNCW Office of General Counsel
    • Institutional Risk Management: Certificate of Insurance
    • Professional Liability - Certificate of Insurance (COI): When an agency requests a COI, email the following information to hernandezc@uncw.edu for routing:
      • Student Name
      • Course Number
      • Term
      • Agency Supervisor Name
      • Agency Name
      • Agency Address
      • Email Contact for Agency
• Applied Learning (Internship, Clinical & Field Placements)
  • ALO Contacts Per Program

    ALO Contacts Per Program

    • Applied Learning Contacts Per Program
  • Course Type Definitions

    Course Type Definitions

    • Coming Soon
  • ICFP Implementation Guidelines

    ICFP Implementation Guidelines

    • ICFP Implementation Guidelines: In response to COVID-19 and changing institutional policies regarding risk management, CHHS leadership and ALO have pulled together some guidelines that will help faculty, students, and partner sites maneuver these new items. 
    • This is a live document that will be updated as new items emerge. Please check the version date on the document to see if you have reviewed the latest version. If there are any questions regarding this document and the guidelines listed, please email CHHSAcademicAffairs@uncw.edu. 
  • Office of Community Engagement Risk Mitigation

    OCEAL Risk Mitigation

    • Office of Community Engagement Risk Mitigation: OCEAL has launched a new Risk Mitigation page that includes help documents for students, faculty, and partners. They provide ways each constituent plays a part in mitigating risk and keeping themselves and those around them safe, especially when completing a placement within the community. Please also review the rest of their webpage for other engagement opportunities and information.
    • If you are interested in accessing their helpful applied learning Canvas site, reach out to Christie Hernandez at hernandezc@uncw.edu.  
  • Out-of-State Placements

    Out-of-State Placements

    • State Authorization (SARA) Out of State Placements: All out-of-state clinical, internships, and placements must either be processed by the Office of Distance Education either though an Internship Form or by reporting out-of-state placements to hernandezc@uncw.edu. This is because there is a limited number of out-of-state placements under the SARA agreement that CHHS can provide. Only certain programs offer out of state placements.
      • SARA States & Institutions
  • Certiphi Screenings

    Certiphi Screenings

    • Certiphi Screenings Guide: Request for background check, drug screening, and immunization screenings 
• Course Schedule and Seat Management

  Course Schedule and Seat Management

  • Academic Calendar: Registrar
  • CHHS Classrooms and Features
  • UNC Online Scheduling
  • UNC Online Registration
  • UNCW Standard Class Times
  • CHHS BCST Payroll Process Deadlines
  • CHHS Minimum Class Sizes (Fall/Spring)
  • CHHS Minimum Class Sizes (Summer)
  • Instructional Room Capacities & DE Tiers (COVID)
  • Delivery Codes & Instructional Methods Crosswalk (COVID)
  • Tuition and Fees Billing Policy
  • Undergraduate Registration Withdrawal
  • Graduate Registration Withdrawal
  • Waitlist Registration
  • Audit and Graded Audit Course Registration
  • Registration Overrides
  • Undergraduate Cancellation of Course Registration Policy
  • Graduate Cancellation of Course Registration Policy
  • Graduate Continuous Registration Policy
• Curriculum

  Curriculum

  • Curriculog
    • CHHS Resources
      • CHHS Study Abroad Tracking Sheet
    • CHHS Curriculum Committee
      • Planning Form
      • Curriculum Outline
  • University Studies Forms
• Online Accelerated Program (OAP) Management

  OAP Management

  • OAP Calendar: Registrar
  • Registration
  • First Week Information (for faculty)
• Program Assessment and Accreditation

  Program Assessment and Accreditation

  • Link to file storage - coming soon
  • Program Requests - coming soon
• Student Forms

  Student Forms

  • Student Forms How-To
  • Online Forms: Registrar
  • Online Forms: Graduate School
  • NEW: CHHS Undergraduate DIS Form (DocuSign)
  • CHHS Graduate DIS Form (PDF)
  • NEW: GRN 4+1 Approval to Enroll Form (DocuSign)
  • UG Permission to Enroll in a Graduate Course (DocuSign)
  • Signatory Authority:
    • Substitution/Waiver
    • Directed Individual Study
    • Internship (x98 sections)
    • Enroll in Graduate Course & Time Conflict Override
• Student Progression

  Student Progression

  • Undergraduate Retention, Dismissal and Re-Enrollment
  • Graduate Retention Policy
  • Dean's List
  • Signatory Authority:
    • Late Graduation Application
    • Overload Request (over 18 hours)
    • Pass/Fail Option
    • Retroactive Registration Revisions (Residential Students)
    • Retroactive Registration Revisions (OAP Students)
    • Withdrawal for Extenuating Circumstances
• Survey and Digital Form Options

  Survey and Digital Form Options

  AAO can help you digitize your hardcopy evaluations, applications and other forms using the UNCW-sponsored resources below:

  • Adobe: How to Digitally Sign a PDF
  • DocuSign
  • Select Survey
  • Qualtrics
  • Microsoft Forms (OneDrive)
  • Survey Monkey
  • Task Stream
• University Policies: What you need to know

  University Policies: What you need to know

  • UNCW Academic Affairs Policies
  • Undergraduate University Regulations: 2021-22 Catalogue
  • Graduate Academic Regulations and Procedures: 2021-22 Catalogue
  • Grading
  • Americans with Disability Compliance: In your courses, including internships, clinicals, and field placements. 

About Us

• Meet the Team
• More about AL Ops
• More about LDM Ops
• Organizational Framework

General Inquiries

Deadlines

• Ongoing: Spring 2023 schedule maintained in Banner
• In Process: Summer & Fall 2023 schedule build
• Upcoming: Summer & Fall 2023 final review

• Spring 1: Classes in session
• Spring 2: Currently registering
• OAP Calendar
• OAP First Week Information

• Online Report Request Form

DEeL Support Services

Introduction to Canvas Course: Self-paced course that all faculty can enroll in, once they have a UNCW email address; Certificate will be given upon course completion – great addition to your RTP packet or Digital Measures!

Enroll here »

One-on-One Consultations: Meet with an instructional designer or an instructional technologist to assist with building new courses or getting accustomed to new technology

Schedule here »

News & Events

• Hygge/Info Sessions