Course Management - Modifying a Course (Including Save as a New Course)  


NOTES:

  • To modify a course, choose a course through the search/modify function at the CRAMS main menu (see Search for a Course Guide).
  • When modifying a course, right-click in the tan fields and enter information in the white fields. Modifying courses includes the following functions:
  • Use the information on the Worksheet - Request to Revise a Course supplied by the faculty member to begin filling in the information on CRAMS.
  • DO NOT put periods after titles, subtitles, prerequisites, grading statements that you type, or repeatability statements that you type.
  • DO put periods after sentences in the description and in other non-Catalog text.
  • Save: You can save your work at any time while you are entering the information by clicking the SAVE WORK button. You can access courses that you saved and exited by going to the CRAMS main menu and clicking Work-in-Progress Queue (WIPQ).
  • Proofread and Print: Save your work and then click the Proofread button to proofread (and print) the course at any stage during creation or modification.
  • Renumbering courses: A straight one-to-one renumbering is done by modifying a course.The preparer searches for and selects the course and changes the course number. For other types of renumbering, see "Merge a Course Guide" for Merging Courses, and "Split a Course Guide" for Splitting Courses.
  • Restoring courses: A course may be modified at the same time it is restored. See "Restore a Course Guide".
  • Creating a brand new course by copying and modifying an existing course:
    If a new course is very similar to an existing course, you may save time and work if you create the new course by copying and modifying the existing course. Instructions for this procedure are at the end of this guide in the Save as a New Course section.

Steps

  1. Click Search/Modify Course at the CRAMS main menu to search for the course you wish to change (see "Search for a Course Guide).


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  2. Enter the Subject Area, Course Number, and Course Suffix (if any) of the course to be modified. Set the remaining fields as needed. Click Search Courses.
    NOTE: Clicking Reset on the Search/Modify Course menu will set the Course Tracking field to Approved and the remaining fields to <list>, except preparer college, department, and subject abbreviation information.
  3. Double-click the version (usually the most recent) of the course to be modified, or
    single-click and then click Select.

    Once you have selected the course, the course number will appear and remain in
    the blue bar at the very top of the screen.

    NOTE:
    To preview the course before you modify it, go to the very top menu bar and click File and then Preview. Close the form to return to the database.
  4. Click SAVE WORK to make a working copy of the course and to update the Action field.

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  5. To modify or complete a field, right-click in the field and click Modify (do not complete the Cross-listed field until step 10 below).
    NOTE:
    Clicking on History displays the history of a field (all previous versions). The Compare option is available only on longer fields and is designed for use only with coursest that have been returned to you by the Reviewer or an approver (see "Returned Courses Guide").

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  6. Revise the field.
  7. Enter the Field Justification if one displays and check spelling, if necessary.
  8. Click OK to exit the field.
  9. Modify or complete other fields as necessary, but do not complete the Cross-listed field until step 10 below.
    NOTE: When you made a working copy of the course, some of the fields were erased in the copy, (e.g., justification, effective quarter, cross-listing). You may need to fill in the missing information.
  10. If the course is cross-listed, and its partner is also being changed, enter the partner's
    subject area, course number, and course suffix (if any) in the Cross-listed field (see
    instructions in "Dealing with Cross-Listed Courses Guide").

    Or

    If the partner is being deleted, do not enter the partner's subject area, course number, and course suffix (if any) in the Cross-listed field; however do state in the justification for the Cross-listed field that the partner is being deleted (e.g., XXX-000 is being deleted).
  11. Save your course by clicking Save Work (top left of the screen).
  12. To exit the course without submitting, click Menu (top right of the screen). However, to submit the course, skip step 12 and go to step 13.
    NOTE: To subsequently retrieve the course, access it through the Work-in-Progress Queue(WIPQ) at the CRAMS main menu.
  13. To proofread the course, click Proofread (top middle of screen) and use the form format that appears to proofread your input. Close the form to return to the database and update the course if necessary.
  14. To submit the course to the Reviewer (Courses Office), click Submit Course (top middle of screen ). If you find you have submitted in error, call the Reviewer to have the course returned to you.
    NOTE: The Change Summary page and Preview format will show the Reviewer the fields that have changed from the last approved version.

Save as a New Course

NOTES:

  • When creating a brand-new course that is very similar to an existing course, you may save time and work if you use the instructions below instead of the ones in "Creating a Course Guide".
  • If you use the instructions below, you will copy an existing course and then modify the copy so that it is abrand-new course. However, please note that the instructions below are for creating brand-new courses only; you cannot use them to modify existing courses.
  • The History option is not used when creating new courses. The Compare option is available on longer fields and is designed for use only with courses that have been returned to you by the Reviewer or an approver (see "Returned Courses Guide)".

Steps

  1. Click Search/Modify Course at the CRAMS main menu to search for the course you wish to copy (see "Search for a Course Guide").

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  2. Enter the Subject Area, Course Number, and Course Suffix (if any) of the course to be copied. Set the remaining fields as needed. Click Search Courses.
  3. Double-click the version (usually the most recent) of the course to be copied, or
    single-click and then click Select.
    NOTE:
    To preview the course in form format before you copy it, go to the very top menu
    bar and click File and then Preview. Close the form to return to the database.
  4. At the very top menu bar, click File and then Save as New Course. The majority of the contents of the course will be duplicated; however, some fields (e.g., the justification and approval fields) will not be copied.

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  5. Modify or complete the Subject Area, Course Number, and Course Suffix fields as needed to make this new course unique. Do not complete the Cross-listed field until step 7 below. If you copy a course from another department, you may also need to modify the College and Department fields before you modify the Subject Abbreviation field.
    To modify or complete a field, do the following:
    1. Right-click in the field and click Modify.


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    2. Revise the field and check spelling, if necessary.
    3. Click OK to exit the field.
  6. Modify or complete other fields as necessary, but do not complete the Cross-listed
    field until step 7 below.
  7. If the course is cross-listed, follow the instructions in the "Dealing with Cross-Listed Guide".
  8. Save the course by clicking Save Work (top left of the screen).
  9. To exit the course without submitting, click Menu (top right of the screen). However, to submit the course, skip step 9 and go to step 10.
    NOTE:
    Saved courses may be accessed through the Work-In-Progress Queue (WIPQ) at the CRAMS main menu.
  10. To proofread the course, click Proofread (top middle of screen) and use the form format that appears to proofread your input. Close the form to return to the CRAMS database and update the course if necessary.
  11. To submit the course to the Reviewer (Registrar's Office), click Submit Course (top middle of screen). If you find you have submitted in error, call the Reviewer to have the course returned to you.