Course tables +
course form workflow

Course Tables are collaboratively built and maintained by departments, divisions, Academic Affairs, and the Registrar’s Office to plan for and define course offerings, curriculum changes, faculty workload, and budgets for an academic year. The process provides:

• the Registrar’s Office with the details of courses to be set up for registration. 

• Academic Affairs with information about workload for full and part-time faculty, information about PT bargaining unit members and non-bargaining unit members who will not be renewed for the following year, and the details of contracts to be issued to adjunct faculty. 

• departments with a budget tool as well as a non-redundant structure to communicate to their division’s office, Academic Affairs, and the Registrar’s Office plans for the following year.

The process of building the Course Tables starts late in the Fall semester prior to any given academic year. See the attached sample below for the step by step process and deadlines outline for the development of Budgets/Course Tables/Course Announcement for the academic and fiscal year 2023/24.  The planning document for the next academic year is published and distributed in early Fall of each year. This allows adequate lead time to prepare an accurate and complete Course Announcement prior to registration for the Fall, to meet the March 15th deadline for Part-time Faculty Association renewal notification, budget adjustments based on major selection and incoming Freshman and transfer students, May registration for the following autumn, and the July commencement of adjunct benefits and salary payments.

Department heads and department specialists & coordinators are shared into their Course Table (a google sheet) but have write access only during the initial planning stage for any given academic year (7 months before the start of a new academic year).

Department staff complete COURSE PROPOSAL, COURSE EDIT, SECTION EDIT, CANCEL SECTION, ADD SECTION and STAFFING forms in Coursedog and the workflow built into that system routes the form through all parties in the approval path. 

COURSEDOG "ADD A NEW COURSE" FORM
Path: Dept→Division Manager→Dean→Academic Administration*→Registrar’s Office

Coursedog will transmit to Workday the data required to create a new course and to update the catalog.

*New required courses offered in Fall or Spring or those that were offered already on a trial basis must also be reviewed by the Curriculum Committee and must be submitted with a syllabus. Any WS course with registration restrictions or authored by and taught by graduate students will be reviewed by Wintersession Committee and must be submitted with a syllabus.

All on the path will be copied on iterative processes with the Curriculum or Wintersession Committee.

Academic Administration updates the course table and generates contracts as needed. The Registrar’s Office sets up course and section(s) in Workday. This affects degree audit, transcripts, faculty workload reports, the course catalog, and courses available for registration when registration opens or pre-registration by department.

Contract impact:
If the new course adds workload to an active adjunct faculty member Academic Administration will generate a contract.  If the new course pushes a full-time faculty member into over-load for the year the department head should correct the faculty member’s load by reassigning part of their teaching to another faculty member or TBA faculty until one is assigned to the course.

No contract will be generated until a course required to have Curriculum Committee or Wintersession Committee approval has been approved.

*What about funded courses?
A course is a course is a course and follows the same path. Courses are generated only by academic departments or academic divisions regardless of funding (external sponsorship, grants, or internal funds like Academic Enrichment/Kyobo, Cho Fund, Turner Fund, etc.). The Course Proposal Form has a place to note alternate cost center.

CHANGING COURSE CHARACTERISTICS?
COURSEDOG COURSE EDIT FORM*
Path: Dept→Division→Academic Administration*→Registrar’s Office
*If the department is trying to have a required course become an elective or vice versa or make significant changes in a required course, the course has to be reviewed by the Curriculum Committee. Read about changes to existing curricula here.

Academic Administration updates course table if applicable. The Registrar’s Office edits the course in Workday. This affects degree audit, transcripts, and the course catalog.

SET UP A SECTION THAT DOES NOT NEED CURRICULUM COMMITTEE APPROVAL BUT DID NOT APPEAR ON INITIAL COURSE TABLE?

COURSEDOG ADD SECTION FORM

Path: Dept→Division→Academic Administration*→Registrar’s Office
Contract impact: If an added course adds workload to an active adjunct faculty member Academic Administration will generate a contract.  If the added course pushes a full-time faculty member into over-load for the year (6 teaching units or a combination of teaching and approved release equaling 6 teaching units) the department head should take action to correct the faculty member’s load by reassigning part of their teaching to another faculty member or TBA faculty until one can be identified to teach the course.

ADDING FACULTY TO TBA COURSES OR SHUFFLING FACULTY AMONGST SECTIONS?
COURSEDOG STAFFING FORM
Path: Dept→Division→Academic Administration
DO NOT USE TO ASSIGN NEW HIRES TO A COURSE (see below for that process)
Academic Administration updates course table and Workday and generates contracts/sets up payroll.

Contract impact: If staffing form adds workload to an adjunct faculty member Academic Affairs will generate a contract request for the department head’s signature.  If the added course is pushing a full-time faculty member into over-load for the year (6 teaching units or a combination of teaching and approved release equaling 6 teaching units) the department head should take action to correct the faculty member’s load by reassigning part of their teaching to another faculty member or TBA faculty until one can be identified to teach the course.

NEW ADJUNCT FACULTY HIRE
NEW PART-TIME FACULTY HIRE REQUEST FORM
Path: Dept starts hire & uploads documents to Workday→Division→Academic Administration
The New Part-time Faculty Hire Request Form includes a place to note the course section(s) to which a new faculty member will be assigned. The form has step-by-step instructions for initiating a hire in Workday.