Making Updates to the Course Catalog
Purpose: Use this document as a reference for making updates in the course catalog in ctcLink
Audience: Course Builders
You must have at least one of these local college managed security roles:
- ZC CM Course Catalog
- ZD CM Course Catalog
- ZD CM Course and Class Inquiry
- ZD CM Local Configuration
- ZD FWL View Cnt Calc
- ZZ CM Course Catalog
- ZZ CM Local Configuration
- ZZ FWL Contract Calc
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
You also need to set the following SACR Security permission:
It is recommended that catalog changes be communicated across your campus to class schedulers, enrollment services, advising, et al, as catalog changes can impact other areas in the system.
Navigation: Menu > Curriculum Management > Course Catalog > Course Catalog
When possible, catalog updates should be made by inserting a new effective dated row on the catalog.
- The Course Catalog search page displays. It defaults to the Find an Existing Value tab.
- Enter search criteria.
- Select the Search button.
You 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.
- The Catalog Data page displays.
- Before making a change to any data, scroll to the bottom of the page then select the Include History button.
- Scroll back to the top of the page. You will now be able to scroll, select Find or select View All to see previous effective data rows for this course.
- Select the + sign to insert a new row.
- 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.
- 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.
- Select Save after changes are complete.
Navigation: Menu > Curriculum Management > Course Catalog > Course Catalog
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 historical transcripts accurately, to 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.
- The Course Catalog search page displays. It defaults to the Find an Existing Value tab.
- Enter search criteria.
- Select the Search button.
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.
- The Catalog Data page displays
- Before making a change to any data, scroll to the bottom of the page, then select the Correct History button.
- Scroll back to the top of the page and select the Find hyperlink or select the View All hyperlink to see previous effective data rows for this course.
- If updating an existing effective dated row, scroll and find the row, and make the updates needed.
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If adding an effective dated row between an existing row, find the effective dated row that is prior to the date that needs to be added.
- Select the (+) plus button to add a row. (You will see an increase in the number of rows available in the scroll.)
- Input the Effective Date for the change being made and correct the Description, Units and other information that needs to be corrected.
- Save any changes at the bottom of the page.
- 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 accurately 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, to remove that row entirely by selecting the minus - for that effective dated row. If removing an effective dated row, it is important to review the previous effective date to make sure the catalog details are accurate, as that is what will display on student transcripts.
Process complete.
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