Submitting a Course Modification Form

This form is for making changes to an already existing course. This form imports the current course information from the catalog for the author to then make updates to.

Submitters cannot request General Education or University Studies designation additions or changes on this form.

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1. Sign in to Coursedog and select the Curriculum Management module.
   (If you do not have access to Curriculum Management and you have been designated as the Curriculum submitter for your department, contact your Department Head, who can request access on your behalf. If you are not a designated submitter, they can direct you to them.)
2. Select the ‘+ NEW PROPOSAL’ option in the top right-hand corner of the Home screen.
3. A drop-down window will prompt you to select the type of proposal you are wanting to submit. Select the Course Modification Form for the appropriate effective term.
   

   (Please refer to the course approval timeline for deadlines and approved changes for each semester. Note that there are limited changes available for Spring semester, and the ‘Effective Semester SPRING’ form will be turned off after the October EPC agenda deadline)

   A window will load prompting you to select the Effective Start Term and the course you are intending to modify. Ensure the effective start term matches the type of form submitted. Leave the Effective End Term field blank. Once you select your course and term, click ‘GO TO FORM’

   ART 1050 is the course used in this example.

4. Once the proposal loads, begin by indicating the type of change you are submitting by selecting an option in the Proposed Actions drop-down menu. Multiple options can be selected at once.
5. Select or enter the desired modifications. Some of these fields are freeform where text is entered and course and programs can be embedded; others will require making selections from a dropdown menu, and others will require you to build requirements as Simple Requirements. Each type of change and their respective requirements are listed below

   Types of changes:

   • If you are changing a course prefix or course number, ensure the new course is available for use. The Catalog Team can help you with this if needed
   • College and Department fields should auto-populate. Note that these fields pull from Banner and have character limits, so college names may not reflect the full approved title of the college.
   • The Course Long Title is the full course title that shows in the catalog and on the course syllabus. Abbreviations must be spelled out, and standard grammar and capitalization rules apply.
     If the content of the course is changing significantly, please request a new course rather than modify an existing one. Doing so will help support articulation, student record, degree audit, and advising processes across the University.
   • The Transcript Title is the course that will display on the student’s transcript and in Banner. This field has a 30-character limit and must be truncated and in all caps.
   • The course description must be 40 words or less, written in complete sentences, with all abbreviations and acronyms spelled out. It must also be gender-neutral, objective, and written in the 3rd person, present tense.
     If the content of the course is changing significantly, please request a new course rather than modify an existing one. Doing so will help support articulation, student record, degree audit, and advising processes across the University.
   • Dual- and Cross-listing changes require that that proposals for all courses associated with this change be submitted with the same change. Singular proposals cannot move forward for approval and will be held in the queue until all necessary proposals are submitted.
     There is a dedicated training for cross- and dual-listings that covers these fields in-depth. Please refer to that training for more information.
   • Grade mode changes include either Standard Letter or Pass/Fail options. Temporary ‘T’ grades may be requested under certain circumstances—work with the Office of the Registrar prior to submission to ensure those circumstances are met.
   • Select changes for the Course status field if you are reactivating a course (change to ‘Active’), inactivating a course (change to ‘Inactive’), or Deleting a course (select the ‘D’ status)
   • You have the option to add a syllabus to the proposal. This is not required.
   • There are a couple different options for changing the credits of a course:
     • Enter non-variable credits in the ‘Credit Hours Min’ field only (shown in the example)
     • If students can choose between only two credit options, enter the lowest option in ‘Credit Hours Min’ and the highest option in the ‘Credit Hours Max’ field with a ‘Credit Hours Connector’ of ‘OR’. (i.e. 4 OR 7 credits)
     • If the course will be offered with a range of credits, enter the lowest option in the ‘Credit Hours Min’ field, and the highest option in the ‘Credit Hours Max’ field with the ‘Credit Hours Connector’ of ‘TO’. (i.e. 3 TO 9 credits)
     • Credits must be requested in increments of 1. Approval for fractional credits can only be given to .5 or 1.5-credit courses.
   • Course Repeatability options indicate if students can get credit for all attempts of the course.
     • ‘Not repeatable’ will allow students to take the course only once for credit.
     • ‘Repeatable’ will allow students to take it more than once for credit. (Indicate in the ‘Maximum Amount of Credit’ field if there is departmental limit to the number of credits the course can be repeated for)
   • Prerequisites can include courses, test scores, competency exam scores, and GPA thresholds, and will be built as Simple Requirements on the course. There is a separate training for this process.
   • Corequisites are courses that the student will be required to take at the same time as the course in question. These will also be built as Simple Requirements.
     • See the end of this document for a general overview of building simple requirements
     • All prerequisites need to be fulfilled prior to registration. Items in this box can be programmed with an and/or indicator, but note that Banner cannot be programmed with an ‘or’ between prerequisites and registration restrictions or prerequisites and special approvals.
     • Also note that Banner cannot program an ‘or’ between two different Corequisites. Students will either require both, or they will be built as prerequisites that can be taken concurrently. Contact the Catalog Team for more details
   • The Registration Recommendations or Additional Guidance field is intended for any recommended preparation, prior coursework, skills, experience, or other registration considerations, but will not be coded to prevent a student from registering.
   • The changes to Registration Restrictions must be specific and reflect something that can be coded in Banner. This includes restrictions based on department, class, level, student attribute, or program admission. Avoid vague and ambiguous language, and provide specific program codes if possible.
     • Note that Banner cannot be programmed with an ‘or’ between prerequisites and registration restrictions or registration restrictions and special approvals.
   • Special Approvals include instructor, advisor, or department permission. This will be displayed in the catalog and programmed at the section level. Special approvals cannot be programmed by the scheduling team unless it is listed in the catalog, and this restriction will apply to each student individually.
     • Note that Banner cannot be programmed with an ‘or’ between special approvals and prerequisites or special approvals and registration restrictions.
     • Also note that Instructor permission will not override prerequisites.
6. Course learning outcomes can be updated on this proposal if needed. If there is a significant change in the course content and learning outcomes, please submit the information as a New Course to support articulation, degree audit, and advising processes.
7. Indicate if this is an Honors course, or if Educator Licensing Approval is required. This will ensure the proposal is routed correctly.
8. Offer a short explanation of why this change is being made in the top field of the Rationale section, and how this change will affect your curriculum. The second field is where Dependencies will be addressed. (A separate, in-depth training on addressing Dependencies is available.)
9. If all changes and fields are entered correctly, submit the proposal. This is not the final step.
10. A window will pop up, confirming the submission of your proposal. Select the ‘View Proposal’ option.
11. Once the proposal re-populates, toggle to the ‘Dependencies’ tab along the top of the proposal.
12. Prepare to address the Dependencies. A separate, more thorough training of this process is available. Please familiarize yourself with the impacts associated with each type of course modification. The Catalog Team is always happy to answer any questions.
13. Once you have successfully determined all applicable impacts, select ‘Edit Proposal’ in the top right-hand corner of the page.
14. Navigate back to the ‘Proposal’ tab.
15. Update the final field in the ‘Rationale’ box (at the very bottom of the proposal) with any additional steps that will be taken to address the Dependencies and impact to the items generated in the Dependencies list. Your proposal will not be approved until Dependencies are correctly addressed.
    
    • Please contact the catalog team for additional guidance if needed
16. Save your changes.

The Catalog Team will now be able to review and approve your request. Please don’t hesitate to contact them with any questions or issues.

See below for an overview of building prerequisites as simple requirements.