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.
To change the ownership - faculty and/or academic unit - for an entire subject code (and thus all associated courses) requires faculty council approval. This request does not have to go to Senate Undergraduate Council/Senate Graduate and Research Council, but can be sent there for information if desired.
For any subject codes that are used at both undergraduate and graduate levels, the ownership at the academic unit level should be the same for both (one ownership per subject code).
How to make a request to change ownership of a subject code/subject
- Create a memo for Faculty Council (and any meetings under it that would be necessary) explaining the desired change of ownership (existing to new) for faculty and/or academic unit changes.
- Once approved, complete and submit the Curriculum Management (Kuali) Subject Requests Jira form, selecting the Change ownership of an existing subject option.
- Once received, members of the Office of the Registrar or Graduate Studies and Postdoctoral Affairs will update the subject code table in Quest and will also individually change each record in Kuali Curriculum Management (CM) - as editorial change - on the faculty's behalf, which will then update each course in Quest.
What to consider before changing ownership of a subject code
- Consider the effective date being requested for the change.
- This could impact any course scheduling processes that are underway.
- Academic Unit is a field that is visible in the Graduate Studies Academic Calendar.
- Ideally, ownership is changed for all courses using the same effective date in Kuali CM, but this may not be possible due to existing proposals in the workflow, or differences between graduate and undergraduate records (if subject code is shared).
- If any impacted courses are cross-listed, an updated record will need to be created at the same time.
- Are any courses already in the Kuali CM workflow?
- If yes, the Faculty/Academic Unit fields for those courses can be changed by the proposers or subsequent approvers, as long as faculty council approval has occurred.