A subject code (or course abbreviations) is the identifier, to a maximum of six letters (no spaces, numbers, or special characters), for course subjects. E.g., BIOL, THPERF.
New subject codes can only be requested by designated faculty/affiliated institution representatives (the "designated faculty representative"). See Contacts for the list of representatives.
There are two processes for requesting a new subject code, depending on whether the goal is to 1) create a brand new subject code, or 2) replace an existing subject code with a new subject code. Before making changes to an existing subject code, possible impacts (see below) should be considered.
How to request a new subject code
Creating new subject codes
In this process, a new subject code is being created for a new area of study.
- The designated faculty representative must submit a request to the support portal on behalf of the academic unit/faculty.
- A consultation phase takes place. The Office of the Registrar (RO)/Graduate Studies and Postdoctoral Affairs (GSPA) will verify the availability of the requested subject code and consult with each other and all faculties/affiliated and federated institutions of Waterloo for any concerns. If applicable, concerns raised are worked through before an answer is communicated back to the requestor.
Timeline: This phase is expected to take no longer than 1-2 weeks. - The RO/GSPA adds the new subject code to Kuali Curriculum Management (CM) for use by the requesting area, and notifies the designated faculty representative.
- Proposers use Kuali CM to create a governance approval proposal for each course. Each course must complete the full approval process because they are usually tied to new courses and all details of the courses must be approved.
Replacing subject codes
In this process, a new subject code is being created to replace an existing one for all courses (e.g., DRAMA to THPERF).
- The designated faculty representative must submit a request to the support portal on behalf of the academic unit/faculty.
- A consultation phase takes place. The Office of the Registrar (RO)/Graduate Studies and Postdoctoral Affairs (GSPA) will verify the availability of the requested subject code and consult with each other and all faculties/affiliated and federated institutions of Waterloo for any concerns. If applicable, concerns raised are worked through before an answer is communicated back to the requestor.
Timeline: This phase is expected to take no longer than 1-2 weeks. - The RO/GSPA adds the new subject code to Kuali CM for use by the requesting area, and notifies the designated faculty representative.
- Proposers use Kuali CM to create an editorial proposal for each course that is affected by the changing subject code.
- If a course that is changing subject codes is cross-listed, that cross-listed course offering also needs a proposal. That proposal might only need to have a matching effective date and no other change made to it. The cross-listing field itself will automatically update upon approval of the subject code change.
- The designated faculty representative uses the template (coming soon) to create and submit a summary document to Senate Undergraduate Council (SUC) indicating the subject code change as the official motion of record.
- The RO processes and approves each editorial proposal in Kuali CM. Further post-approval work occurs, such as:
- impacted dependencies
- course scheduling processes
- AP/average lists
- queries
- degree audit
- security access for grades
- permission numbers
- etc.
Note: Once the new subject code is approved to move forward (after the consultation phase is complete), the better order is to have the SUC motion on the record first and then finish processing the courses in the RO, but the work can happen simultaneously. A large part will depend on SUC meeting timing. Course proposals can begin to be prepared as soon as the subject code is available in Kuali CM.
What to consider before changing a subject code
There is a large campus-wide impact when changing subject codes and they should be done sparingly and with a good rationale. There will be transition between the old subject code (i.e., students who have taken courses using the current code), and the new and this could create confusion for students, advisors, and other interested parties.
Possible impacts (within and outside of originating faculty):
- Proposals: Requisites, cross-listings
- Calendar: Academic plan requirements
- Scheduling: reserve caps, instructor association, course build, and the following would not work for three terms: prior term copy, copy forward of constraints
- Quest coding: Academic progression (average lists and rules), queries, academic requirements reports, grade security
- Other work on campus: Institutional Analysis and Planning, transfer credit database
For consideration:
- Will any courses continue to be offered using the original subject code?
- If yes: Need to temporarily cross-list with original subject for a given time frame. Consult the Office of the Registrar before proceeding.
- Are any courses being renumbered at the same time?
- What other academic units/disciplines are impacted?
- See Dependencies listed in Kuali CM for each course for full list of courses and academic plans impacted.