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Course Actions

Course actions refer to all new course initiations and the changes and revisions to current courses approved to be taught in a graduate curriculum. These actions are typically initiated by faculty or program directors.

Deadline for Submission to the Graduate SchoolActive Term
March 15Fall
September 15Spring
February 15Summer
For more information on deadlines, contact grad-curriculum@ncsu.edu.

Course Inventory Management (CIM)

All existing and in progress course proposals can be viewed through CourseLeaf’s Course Inventory Management (CIM) system. All course actions must be initiated and processed using CIM. CIM allows you to enter your course change information online, attach documents, and track your electronic submission as it makes its way through the approval process. CIM access requires logging in with your NC State unity ID and password.

You can access the Course Inventory Management system by clicking the first button above, or through the following link: https://next-catalog.ncsu.edu/courseadmin/.

Courses can be searched by Course Prefix and Course Number, or filtered by quick search options through the drop-down menu, as shown below:

To search for a specific course, enter the Course Prefix and Course Number in the search bar and select “Search”, as shown below:

The search will pull the course, and/or similar courses to your search up on the CIM Dashboard, as shown below:

Any courses in workflow will show which queue the course is currently pending approval in and what the status of that course is.

Course Action Forms (CAFs)

There are three types of course action forms (CAFs) that are initiated through CIM: New Course Proposals, Major Course Revisions, and Minor Course Revisions.

To propose a new course, click the “Propose New Course” button, as shown below:

The New Course Proposal form for a Graduate-level course will look as such:

Note: the “Grading Method” section will change depending on course number. For example, a 5xx/7xx will say “Letter Grade Only” and a 6xx/8xx will show “Credit Only (S/U)”.
Note: though the “Course Objectives/Goals” section is not outlined in red, the Graduate School requires this section to be filled out prior to approval.
Note: though the “Syllabus” section is not outlined in red, the Graduate School requires that all course actions include a syllabus compliant with the NCSU Course Syllabus Regulation.

Once all required fields of the New Course Proposal are complete, select the “Save & Submit” button, as shown below:

Note: if the form is incomplete, select “Save Changes” and you can come back to the course proposal later.

A Minor Course Revision is considered “minor” if it does not affect the core content of the course.

To propose a minor change to a current course revision, search for the course in the search bar. Once the course is found and selected, click on the “Edit Course” button, as shown below:

A “Course Inventory” window will pop-up, with the course prefix, number, and title in red at the top. The first form field will be “Change Type”, as shown below:

Select “Minor” and all fields restricted from a minor course revision will disappear.

Once all required fields of the Minor Course Revision form are complete, select the “Save & Submit” button, as shown below:

Note: if the form is incomplete, select “Save Changes” and you can come back to the course proposal later.

An example of the minor action form is as follows:

Note: all minor changes are routed to the ABGS Coordinator workflow step first. Upon evaluation of the minor action, the course may be rolled back to the initiator to change the minor action to a major action for approval.

A Major Course Revision is the revision of any field in the course action form that would affect the core content of the course, as well as any minor change field.

To propose a major change to a current course revision, search for the course in the search bar. Once the course is found and selected, click on the “Edit Course” button, as shown below:

A “Course Inventory” window will pop-up, with the course prefix, number, and title in red at the top. The first form field will be “Change Type”, as shown below:

Select “Major” and all editable fields will appear.

Once all required fields of the Major Course Revision form are complete, select the “Save & Submit” button, as shown below:

Note: if the form is incomplete, select “Save Changes” and you can come back to the course proposal later.

An example of the major action form is as follows:

Course Action Resources

CIM Workflow

The approval process follows an electronic workflow determined by which academic organization is associated with your course prefix. In cases of dual-level and cross-listed courses, workflow steps may be added in addition to the typical steps assigned to a single prefix.

You can preview a course’s workflow from the CIM Course Admin page by selecting the “Preview Workflow” link underneath the green “Edit Course” button on the upper right side of the course item, as shown below:

An example of a CAF workflow is as follows:

This is the standard workflow for a New Course Proposal or Major Revision for a course with the “CSC” course prefix.

When a CAF is ready for approval, an email will be sent to the primary approver of the role queue with a direct link to the approver dashboard. However, if an approver is manually added, an email notification will not go out, so the approver will need to proceed with the following link: https://next-catalog.ncsu.edu/courseleaf/approve/.

CIM access requires logging in with your NC State unity ID and password. Once logged in, the following webpage will open:

The “Your Role” drop-down will automatically show any CAFs in the queue assigned to your name. However, if you are an approver for a department/committee role, you will need to change that drop-down selection to the department/committee step in order to see the courses pending approval by those roles.

If there are edits to the CAF that need to be made and the course in in your queue, you have the ability to make changes. Select the “Edit” button, as shown below:

The CAF will pop out in a new window. Once all the corresponding updates are made to the form fields, select the “Save Changes” button, as shown below:

Saving changes will not automatically approve the course in the queue, so you will need to proceed to the “Approving a Course in the Workflow” step below in order to complete the approval process.

Once the CAF is reviewed (and if applicable, updated with your suggestions), it will need to be approved to move onto the next step. Simply, click the CAF in the list, and select the green “Approve” button as shown below:

A “Rollback” is the process that returns the CAF to an approval roll for editing and/or approval as well as re-approval for all approval steps completed in between. This usually happens when major changes are requested to improve a course proposal that need to be added/revised by the initiator and reviewed and re-approved by previous reviewer steps.

To initiate a Rollback, select the course in the queue, and select the “Rollback” button as shown below:

A pop-up window requires a comment to be recorded in order for a rollback to be initiated, as shown below:

Be sure that justification for the rollback is included in the “Comment/Reason” section. Once the comment is entered, select “Rollback” and it will be returned to the roll queue accordingly.

You can see the approval status of a CAF in the workflow on the Course Inventory Management Dashboard.

Search for the CAF, select it, and there should be a “In Workflow” column on the right side of the course action form.

An example of a course in workflow is as follows:

All the green steps indicate which roles have approved the course, and the orange text indicates the current queue the course is in.

To modify a workflow or to add/remove approvers to a specific role: please contact grad-curriculum@ncsu.edu.

The Administrative Board of the Graduate School (ABGS) Approval Steps

The Administrative Board of the Graduate School (ABGS) makes the final approval vote for all graduate courses. They vote on courses during ABGS Meetings, however, ABGS members have various roles throughout the review process in conjunction with members of the Graduate School. All courses must be approved by the “ABGS Meeting” role a week before the ABGS Meeting in order to make the agenda date.

The Graduate School reviews CAFs using the following CIM Workflow roles:

ABGS Coordinator > ABGS Meeting > ABGS Chair > Grad Final Review

The process of each review step is as follows:

When the CAF reaches the” ABGS Coordinator” role in CIM and is reviewed by two Graduate School staff members. In addition to reviewing the CAF, the Graduate School will be sure all sections of the Graduate Course Syllabus Checklist are included in the course syllabus.

If there are comments and/or suggestions for revision, the CAF is returned to the initiator for revision.  The initiator will make revisions and approve the CAF to be reviewed again by the “ABGS Meeting” Role.

If there are no comments / suggestions for revision, the CAF will be approved for the “ABGS Meeting” role without being returned to the initiator.

When the course reaches the “ABGS Meeting” role, the CAF will be reviewed to be sure that all comments were addressed and the syllabus is complete.

At this stage, the CAF will be evaluated for potential content overlap across colleges. If there is no concern for content overlap, and all comments and/or suggestions for revision are addressed, the course will be added to the Administrative Board of the Graduate School Meeting Agenda and the course will be approved for the “ABGS Chair” role.

If there is concern for content overlap, a member of the graduate school will then reach out to the Associate Deans of Academic Affairs (ADAAs) regarding consultations with faculty members based on the course content. Once consultations are complete, the Graduate School will review feedback from ADAAs and corresponding faculty members. For any feedback that raises concern, the initiator will be notified. Once consultations are complete and all areas of concern are addressed, the CAF will be added to the ABGS Agenda and approved for the “ABGS Chair” role.

When the CAF reaches the “ABGS Chair” role, and it means that the course is on the ABGS agenda and will be voted on at the next ABGS Meeting.

All CAFs approved by the ABGS will skip the “Grad Final Review” step will be sent directly to the “PeopleSoft” step where the CAF will be processed by Registration and Records.

If the CAF requires any conditions to be met prior to approval, they will be communicated with the initiator, and the CAF will be sent back to the initiator for revision prior to being sent to the “PeopleSoft” role.  If the CAF is tabled for another meeting, it will be approved for the “Grad Final Review” holding step for the next meeting, and added to the next meeting agenda.

As described above, the “Grad Final Review” step is a holding step for CAFs that were tabled for the next ABGS meeting, or who have been approved and are awaiting review of their conditions.

Once the CAF is approved, it will be sent to the “PeopleSoft” role and begin processing in Student Information Systems (SIS) by Registration and Records.

CIM Training

Please contact grad-curriculum@ncsu.edu for assistance, questions or discuss and request training. Additional information is available in the user guides below.