All proposals
| Kuali CM Form Field | Criteria |
|---|---|
| Effective Term and Year | Should match the information in the Important! field unless special permission from the Office of the Registrar has been granted and stated in the proposal's Rationale. Watch out for the incorrect combination of an Effective Term and Year change with a “Revision” proposal. |
| Academic Unit Approval | If applicable, should be a date in the past. |
| Faculty/AFIW Path(s) for Workflow | AFIW: List self + associated faculty (if applicable) Faculties: List self Non-faculty/AFIW areas: Leave blank [will skip directly to Senate-level governance committees) |
New courses
Created using “New” button.
| Kuali CM Form Field | Criteria |
|---|---|
| Quest Course ID | Should be blank. |
| Proposal Type | Must be “New”. |
| Subject Code | Must be selected from list. |
| Number | No more than 3 digits, can have a suffix (letter) at the end. |
| Course Level | Matches the level of the Number chosen. |
| Title | Follows title guidelines. |
| Abbreviated Title | Follows abbreviated title guidelines. |
| Description | Review for grammatical, typographical issues. Follows style guide. Doesn’t include any “notes”. |
| Units | Must include 2 decimal places. |
| Components | If multiple listed, they should be listed in alpha order. |
| Primary Component | Is included in the list of Components provided. |
| Standard Course Grading | If “No” is selected, the Special Course Grading field should be filled. |
| Total Completions Allowed | If Repeatable is “Yes”, selection must be 02-10 only. |
| Requisites (x3) | Should follow the requisite building guidelines; should be built using rules and limiting the use of the Free Form Text where possible. |
| Notes | Should be formatted as a list of round bullets and follow the guidelines dictating allowable notes. |
Retiring courses
Created using “Propose Changes” function.
| Kuali CM Form Field | Criteria |
|---|---|
| Status | Must be changed to “Retired”. |
| Proposal Type | Must be “Retire”. |
| Retired Impact Details | Reviewed to see if effective date chosen makes sense. |
Changing courses
Created using “Propose Changes” function.
| Kuali CM Form Field | Criteria |
|---|---|
| Quest Course ID | Should be pre-populated. |
| Course Offering Number | Should be pre-populated. |
| Proposal Type | Must be “Change”. |
| Number | If changed, ensure no more than 3 digits, can have a suffix (letter) at the end. |
| Course Level | If Number changed, ensure matches the level of the Number chosen. |
| Title | If changed, ensure it follows title guidelines. |
| Abbreviated Title | If changed, ensure it follows abbreviated title guidelines. |
| Description | If changed, review for grammatical, typographical issues. Follows style guide. Doesn’t include any “notes”. |
| Units | If changed, must include 2 decimal places. |
| Primary Component | If Components changed, ensure Primary Component still applies or has been changed too. |
| Standard Course Grading | If “No” is selected, the Special Course Grading field should be filled, but if it is blank, information should be in the Rationale. |
| Total Completions Allowed | Should be 02-10 only. |
| Requisites (x3) | If changed, should follow the requisite building guidelines; should be built using rules and limiting the use of the Free Form Text where possible. For long lists, courses being added to existing rules can be added at the end and alpha order will be corrected later. If use of rules has changed, see if rationale needs to explain what is happening (for clarity). |
| Notes | Should be formatted as a list of round bullets and follow the guidelines dictating allowable notes. |
Retiring a cross-listed set
Created using “Propose Changes” function [for each offering].
| Kuali CM Form Field | Criteria |
|---|---|
| Status | Must be changed to “Retired”. |
| Proposal Type | Must be “Retire”. |
| Retired Impact Details | Reviewed to see if effective date chosen makes sense. |
| Faculty/AFIW Path(s) for Workflow | AFIW: List self + associated faculty (if applicable) Cross-faculty ownership: List both faculties |
Creating a new cross-listed set
Created using “New" button [for each offering].
Also see New Courses checklist for fields not specified below.
| Kuali CM Form Field | Criteria |
|---|---|
| Quest Course ID | Should be blank. |
| Offering Number | Should be blank. |
| Proposal Type | Must be “New”. |
| Is this course cross-listed? | Must be set to “Yes”. |
| Cross-listed Courses | Must list all other Kuali records being created at the same time, in alphabetical order; itself is not listed. |
| Fields that can be different | Faculty, Academic Unit, Subject Code, Number, Course Level, Cross-listed Courses, Prerequisites, Corequisites, Antirequisites. |
| Fields that must match | Title, Abbreviated Title, Undergraduate Communication Requirement Identifier, Description, Units, Exceptions to Fees or Academic Progress Units, Components, Primary Component, all Grading Information fields, all Repeatable Courses fields, Consent to Add, Consent to Drop, Fee Statement, Notes. |
| Faculty/AFIW Path(s) for Workflow | AFIW: List self + associated faculty (if applicable) Cross-faculty ownership: List both faculties |
Adding a course offering to an existing course
Part 1: The existing course
Created using “Propose Changes" function.
| Kuali CM Form Field | Criteria |
|---|---|
| Proposal Type | Must be “Change”. |
| Is this course cross-listed? | Must be set to “Yes”. |
| Cross-listed Courses | Must list all new Kuali records already existing or being created at the same time; itself is not listed. |
| Fields that can be different | Faculty, Academic Unit, Subject Code, Number, Course Level, Cross-listed Courses, Prerequisites, Corequisites, Antirequisites. |
| Fields that must match | Title, Abbreviated Title, Undergraduate Communication Requirement Identifier, Description, Units, xceptions to Fees or Academic Progress Units, Components, Primary Component, all Grading Information fields, all Repeatable Courses fields, Consent to Add, Consent to Drop, Fee Statement, Notes. |
| Faculty/AFIW Path(s) for Workflow | AFIW: List self + associated faculty (if applicable) Cross-faculty ownership: List both faculties |
Part 2: The new course
Created using “Duplicate" function.
Also see New Courses checklist for fields not specified below.
| Kuali CM Form Field | Criteria |
|---|---|
| Quest Course ID | Should be pre-populated and match existing course. |
| Offering Number | Should be pre-populated and match existing course. |
| Proposal Type | Must be “New”. |
| Is this course cross-listed? | Must be set to “Yes”. |
| Cross-listed Courses | Must list all other Kuali records being created at the same time, in alphabetical order; itself is not listed. |
| Fields that can be different | Faculty, Academic Unit, Subject Code, Number, Course Level, Cross-listed Courses, Prerequisites, Corequisites, Antirequisites. |
| Fields that must match | Title, Abbreviated Title, Undergraduate Communication Requirement Identifier, Description, Units, xceptions to Fees or Academic Progress Units, Components, Primary Component, all Grading Information fields, all Repeatable Courses fields, Consent to Add, Consent to Drop, Fee Statement, Notes. |
| Faculty/AFIW Path(s) for Workflow | AFIW: List self + associated faculty (if applicable) Cross-faculty ownership: List both faculties |
Retiring a course offering and leaving another existing course
Part 1: The remaining course
Created using "Propose Changes" function.
| Kuali CM Form Field | Criteria |
|---|---|
| Proposal Type | Must be “Change”. |
| Is this course cross-listed? | Mhould be set to “No” if the original set was a pair. Should be set to “Yes” if more than one offering remains. . |
| Cross-listed Courses | The Kuali records being retired must be removed from the list. |
| Faculty/AFIW Path(s) for Workflow | AFIW: List self + associated faculty (if applicable) Cross-faculty ownership: List both faculties |
Part 2: The retired course
Created using "Propose Changes" function.
| Kuali CM Form Field | Criteria |
|---|---|
| Status | Must be changed to “Retired”. |
| Proposal Type | Must be “Retire”. |
| Retired Impact Details | Reviewed to see if effective date chosen makes sense. |
| Faculty/AFIW Path(s) for Workflow | AFIW: List self + associated faculty (if applicable) Cross-faculty ownership: List both faculties |
Making changes to any or all course offerings in a cross-listed set
Created using “Propose Changes” function [for each offering]. Each offering must have an accompanying proposal submitted for the same effective date (even if only one offering from the set has changes).
| Kuali CM Form Field | Criteria |
|---|---|
| Proposal Type | Must be “Change”. |
| Effective Term and Year | Must match for each proposal. |
| Is this course cross-listed? | Must be set to “Yes". |
| Cross-listed Courses | Must list all Kuali records already existing; itself is not listed. |
| Fields that can be different | Faculty, Academic Unit, Subject Code, Number, Course Level, Cross-listed Courses, Prerequisites, Corequisites, Antirequisites. |
| Fields that must match | Title, Abbreviated Title, Undergraduate Communication Requirement Identifier, Description, Units, xceptions to Fees or Academic Progress Units, Components, Primary Component, all Grading Information fields, all Repeatable Courses fields, Consent to Add, Consent to Drop, Fee Statement, Notes. |
| Faculty/AFIW Path(s) for Workflow | AFIW: List self + associated faculty (if applicable) Cross-faculty ownership: List both faculties |
All proposals
| Kuali CM Form Field | Criteria |
|---|---|
| Effective Term and Year | Should match the information in the Important! field unless special permission from the Office of the Registrar has been granted and stated in the proposal's Rationale. Watch out for the incorrect combination of an Effective Term and Year change with a “Revision” proposal. |
| Academic Unit Approval | If applicable, should be a date in the past. |
| Faculty/AFIW Path(s) for Workflow | AFIW: List self + associated faculty (if applicable) Faculties: List self Non-faculty/AFIW areas: Leave blank [will skip directly to Senate-level governance committees) |
New plans
Created using “New” button [though duplicate can be used].
| Kuali CM Form Field | Criteria |
|---|---|
| Proposal Type | Must be “New”. |
| Quality Assurance Designation | Must been selected from list. |
| Field of Study | Cannot be blank > if a new one needs to be created for a new area of study, submit a support ticket and the RO will create one. |
| Faculty [Calendar Display] | If a new combination needs to be created, submit a Jira ticket and the RO will create it for the pull-down menu. |
| Undergraduate Credential Type | Ensure the type selected matches the name type chosen. |
| Program/Plan Name | Follows program/plan name guidelines. |
| Degree | If a new degree needs to be added to the list for a major listing, submit a support ticket and the RO will create it for the pull-down menu. |
| Option is available for students in the following degrees | If a new degree needs to be added to the list for connection to the options listing, submit a support ticket and the RO will create it for the menu; make sure it is not left blank. |
| Specialization is available for students in the following majors | Ensure this field is not left blank. |
| Admission Entry point | Direct entry = usually for bachelors/diplomas; Declare plan = usually for majors, minors, options, specializations . |
| Admission Requirements: Minimum Requirements | Should list the requirements that should be listed in the Academic Calendar. Not for items in marketing brochures or websites. Review for grammatical, typographical issues. |
| Declaration Audience | Certificate and Minor: Should select "This credential is open to students enrolled in any degree program". Diploma: Should select "This credential is open to students enrolled in degree programs or any non- or post-degree academic plan". The option of "This credential is open to students enrolled in any non- or post-degree academic plan" should not be used (this is permitted only for academic plans created pre-2018). |
| Declaration Requirements | List requirements that should be listed in the Academic Calendar that students need to meet in order to be admitted to the academic plan (e.g., specific average or courses needing to be completed). Review for grammatical, typographical issues. If plan is listed in the invalid credential combinations table, the following statement should be listed as a bullet:
|
| Minimum Average(s) Required | Review for grammatical, typographical issues. Follows style guide. |
| Graduation Requirements | Uses paragraphs and bullet lists. Headers start with H4. Review for grammatical, typographical issues. |
| Co-operative Education Program Requirements | Uses paragraphs and bullet lists. Headers start with H4. Review for grammatical, typographical issues. |
| Course Requirements (units) | Should only be used where requirements are simple and list active University of Waterloo courses. Should follow guidelines for building rules. |
| Course Requirements (no units) | The default field to build lists of course requirements for most plans. Should follow guidelines for building rules. |
| Required Courses (Term by Term) | Can only be used by plans that are promoted on a term-by-term basis (i.e., Engineering, Medical Sciences). Should follow guidelines for building rules. |
| Cross-Listings Options | If “All cross-listings to be displayed” option is selected, ensure all cross-listed courses are listed in course list fields. If “Some cross-listings not to be counted” option is selected, ensure the Removing Cross-Lists field is completed. This permanently tracks which courses Senate has approved which cross-lists are excluded from requirements and calculations (exceptions to academic calendar guiding principles). |
| Additional Constraints | Should be formatted as a numbered list that explains requirements listed in course list fields. Must be contractual in nature. |
| Notes | Should be formatted as a list of round bullets and follow the guidelines dictating allowable notes. |
| Specialization Details | Review for grammatical, typographical issues. Follows style guide. |
| Specializations List | All specializations that apply should be listed, and placed in alphabetical order. |
| Specializations | Should follow guidelines for building rules. |
Retiring plans
Created using “Propose Changes” function.
| Kuali CM Form Field | Criteria |
|---|---|
| Status | Must be changed to “Retired”. |
| Proposal Type | Must be “Retire”. |
| Quality Assurance Designation | Must have been selected from list. |
Changing programs and plans
Created using “Propose Changes” function.
| Kuali CM Form Field | Criteria |
|---|---|
| Proposal Type | Must be “Change". |
| Quality Assurance Designation | Must been selected from list. |
| Field of Study | Cannot be blank > if a new one needs to be created for a new area of study, submit a support ticket and the RO will create one. |
| Faculty [Calendar Display] | If a new combination needs to be created, submit a Jira ticket and the RO will create it for the pull-down menu. |
| Undergraduate Credential Type | Ensure the type selected matches the name type chosen. |
| Program/Plan Name | If changed, ensure it follows program/plan name guidelines. |
| Degree | If a new degree needs to be added to the list for a major listing, submit a support ticket and the RO will create it for the pull-down menu. |
| Option is available for students in the following degrees | If a new degree needs to be added to the list for connection to the options listing, submit a support ticket and the RO will create it for the menu; make sure it is not left blank. |
| Specialization is available for students in the following majors | Ensure this field is not left blank. |
| Admission Entry point | Direct entry = usually for bachelors/diplomas; Declare plan = usually for majors, minors, options, specializations. |
| Admission Requirements: Minimum Requirements | If changed, review for grammatical, typographical issues. Not for items in marketing brochures or websites. |
| Declaration Audience | If changed, check for the following: Certificate and Minor: Should select "This credential is open to students enrolled in any degree program". Diploma: Should select "This credential is open to students enrolled in degree programs or any non- or post-degree academic plan". The option of "This credential is open to students enrolled in any non- or post-degree academic plan" should not be used (this is permitted only for academic plans created pre-2018). |
| Declaration Requirements | If changed, review for grammatical, typographical issues. Follows style guide. If plan is listed in the invalid credential combinations table, the following statement should be listed as a bullet:
|
| Minimum Average(s) Required | If changed, review for grammatical, typographical issues. Follows style guide. |
| Graduation Requirements | If changed, check that it uses paragraphs and bullet lists. Headers start with H4. Review for grammatical, typographical issues. |
| Co-operative Education Program Requirements | If changed, check that it uses paragraphs and bullet lists. Headers start with H4. Review for grammatical, typographical issues. |
| Course Requirements (units) | If changed, check that it follows the guidelines for building rules; fits faculties' field choice preference. |
| Course Requirements (no units) | If changed, check that it follows the guidelines for building rules; fits faculties' field choice preference. |
| Required Courses (Term by Term) | If changed, check that it follows the guidelines for building rules; only used by programs with authority to use the field. |
| Cross-Listings Options | If changed, check for the following: If “All cross-listings to be displayed” option is selected, ensure all cross-listed courses are listed in course list fields. If “Some cross-listings not to be counted” option is selected, ensure the Removing Cross-Lists field is completed. This permanently tracks which courses Senate has approved which cross-lists are excluded from requirements and calculations (exceptions to academic calendar guiding principles). |
| Additional Constraints | If changed, check that it is formatted as a numbered list that explains requirements listed in course list fields. Must be contractual in nature. |
| Notes | If changed, check that it is formatted as a list of round bullets and follow the guidelines dictating allowable notes. |
| Specialization Details | If changed, review for grammatical, typographical issues. Follows style guide. |
| Specializations List | If changed, check that all specializations that apply should are listed, and placed in alphabetical order. |
| Specializations | If changed, check that it follows guidelines for building rules. |