Making Updates to the Course Catalog 21a

Purpose: Use this document as a reference for making updates in the course catalog in ctcLink

Audience: Course builders

Navigation: Main Menu > Curriculum Management > Course Catalog > Course Catalog > Catalog Data

It is recommended that catalog changes are communicated across your campus to class schedulers, enrollment services, advising, etc. as catalog changes can impact other areas in the system

Making Effective Dated Changes to the Course Catalog

Navigation: Main Menu > Curriculum Management > Course Catalog > Course Catalog

When possible, catalog updates should be made by inserting a new effective dated row on the catalog.  

Search for the course to be updated

  1. Navigate to the Course catalog
  2. On the search page input available search criteria and click Search, the more criteria entered will minimize the results recevied

Users may see multiple results for the same course ID number, this is to aid in finding a course based on previous course titles.  This does not indicate duplicate courses in the catalog, refer to the Course ID number if evaluating catalog for duplicate courses

  1. Select the course ID to be updated
  2. Before making a change to any data, scroll to the bottom of the page and click Include History

5. Scroll back to the top of the page and users will now be able to scroll, click Find or click View All to see previous effective data rows for this course

  1. Click the + sign to insert a new row
  2. Input the Effective Date for the change being made

Effective Dates for Catalog changes must be dated between terms and should not be made during a term.  Forward date any changes to an agreed upon date at your college for catalog changes between terms.  Any classes scheduled after this effective date will pick up the new catalog data

  1. Updates can now be made to any tab in the Course Catalog pages and the  effective date will apply to changes made regardless of the tab selected.
  2. Click Save when changes are complete
Making Correct History Changes to the Course Catalog

Navigation: Main Menu > Curriculum Management > Course Catalog > Course Catalog > Catalog Data

When possible catalog updates should be made by inserting new effective dated rows as shown above.  However, correcting historical records in the Course Catalog is occasionally necessary to correct historial transcripts to accurately reflect the course titles, units, etc. on a student's enrollment and transcript record. 

Inserting or correcting effective dated rows or changing data on previous catalog data directly and immediately impacts student transcripts and should be carefully planned and implemented so as to not adversely effect other student records. You will need to know the Effective Date (if looking at Legacy Year/Quarter information, you will need to convert to the estimated first date of the quarter), the correct Description, Units and any other differing information from the existing course, prior to beginning to correct the course history.

Search for the course to be updated

  1. Navigate to the Course catalog
  2. On the search page input available search criteria and click Search, the more criteria entered will minimize the results recevied

Users may see multiple results for the same course ID number, this is to aid in finding a course based on previous course titles.  This does not indicate duplicate courses in the catalog, refer to the Course ID number if evaluating catalog for duplicate courses

  1. Select the course ID to be updated
  2. Before making a change to any data, scroll to the bottom of the page and click Correct History
  1. Scroll back to the top of the page and users will now be able to scroll, click Find or click View All to see previous effective data rows for this course
  2. If updating an exisiting effective dated row, scroll and find the row and make the updates needed.  
  3. If adding an effective dated row between exisiting row, find the effective dated row that is prior to the date that needs to be added
    1. Click the + button to add a row (you will see an increase in the number of rows available in the scroll)
    2. Input the Effective Date for the change being made and correct the Description, Units and other information that needs to be corrected.
  4. Save any changes at the bottom of the page
  5. Review all effective dated rows to verify the course data over the effective dates to validate that the data for all student enrollments will reflect accuartely on student transcripts.

Effective Dates for Catalog changes must be dated between terms and should not be made during a term.  Forward date any changes to an agreed upon date at your college for catalog changes between terms.  Any new class sections scheduled after this effective date will pick up the new catalog data

Changing the Status of the course to Inactive on any current or previous effective dated row will inactivate that course until a new effective dated row is added with the status of active.  If there is enrollment in a section of the course during the period a course is considered inactive that course will not display on the student's transcript accurately.  It is recommended to correct a previous row or if a historical row is completely invalid remove that row entirely by click the minus - for that effective dated row.  If removing an effective dated row is is important to review the previous effective date to make sure the catalog details as that is what will display on student transcripts.

0 Comments

Add your comment

E-Mail me when someone replies to this comment