Objective
This knowledge base walks you through the steps to submit a course section change request.
Audience
Environment
Procedure
Launch Coursedog. Navigate to the Requests dashboard and select Create Request.
Select Section Change.
Make updates to the term and then select the request type;
- Add Section - Create a new section under a course that already has scheduled sections
- Add Section from Course Inventory - Create a new section for a course that does not yet have any scheduled sections
- Edit Section - Edit an existing section
Click the Select a course drop down. Type in the desired course to return results. Select the course to add it.
When editing a section, you will also need to select the section you want to edit from the drop down. This selection does not apply when adding sections.
Add a detailed reason for the request. Include any necessary details that should be considered by the Registrar.
- When Cancelling sections with enrollment, let us know whether students were notified
- Indicate if using an "online" or "by appointment" meeting pattern
After adding the reason for request, scroll down to begin editing or adding section information. Section information is broken down into categories.
Section Identifiers - Modify the session, class section code, and class association number. You can only change the basic start and end dates when the session is set to non standard.
General Information - Modify status, type, location, instruction mode, final exam type, and attributes
Class Topics - Add, remove, or edit the class topic (if applicable)
Class Association - Modify any class section level requisites (this does not change the course requisite)
Credits - Modify the credit hour for the section (within the range per approved curriculum)
Enrollment Details - Modify max, waitlist, and minimum enrollment capacities along with consent requirements and auto enroll sections
Meeting Patterns - Modify the meeting pattern(s) for the section
NOTE: If using a non-standard meeting pattern, you must first gain exception approval before saving any changes
Instructors - Modify the instructors assigned to the course
NOTE: If you changed the meeting pattern, you will need to re-associate the instructor with their assigned meeting pattern
Reserve Capacity - Modify any reserve capacity rules
Notes - Modify any notes associated with the section
NOTE: If using copy and paste, ensure all additional spaces at the end of the note are removed
Once all class information is added or modified, scroll to the top to review any rule violations and the changes requested.
Rule Violations
- Yellow rule violations are a gentle reminders. You do not need to fix them prior to submitting your request.
- Red rule violations MUST be resolved prior to submitting. When applicable, you may be able to request an exception to the rule. Exceptions are a separate workflow that is NOT associated with the change request. Once exception approval is gained, the user must request the changes again. Changes cannot be saved until the exception is approved or the red rule message is resolved within the change request.
Changes Requested
- Red highlight - Old information that was changed in the section editor below
- Green highlight - New information that was just set in the section editor below
Once the request is reviewed, click Submit Request.
Your request is now submitted and has been routed to the Registrar for review. Towards the top of the request is the reason for request, followed by the impact report (changes requested). You can monitor the status of the request using the three tabs on the right.
Decision - Illustrates the current step approver
Workflow - Shows the entire approval path from start to end
Activity - Shows all of the interactions. This includes all changes to field values, who approved steps, and comments left by approvers.
At the very bottom of the request is a view the existing class information and another with the requested section information.
Once the Registrar approves the request, Coursedog will immediately push those to KSIS for storage. Additionally, you will receive an email notifying you the request was completed.
Notes
Requests must be used once the "Closed Access" phase is reached and beyond. Requests are not necessary during the "Open Access" phase.
Once enrollment starts, all changes to dates, times, and instruction mode MUST gain exception approval from the Provost. To avoid this, cancel and re-create your class section with the desired class information.