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Creating New Records and Revisions

The following are Frequently Asked Questions (FAQs) about creating new catalog development (Cat Dev) records and creating new Cat Dev revisions. Topics covered focus on Course Creation and Revision Basics, Course Revisions, Course Approval and Revision Forms, and Course Attributes. For other topics related to Cat Dev see the categories on the left navigation area. If you don't find the answer to your CCLP question, try putting a keyword or phrase into the Search CCLP field (in the upper right corner) and press Return or you can submit an idea for a FAQ.

The Curriculum Approval and Tracking (CAT) went live in January 2019 and became the system used for the course approval and revision and revision process (for all new courses and revisions effective Fall 2019 and later). The CCLP will continue to be used; however, course approval forms and revision forms should not be generated from the CCLP for those new courses and course revisions with an Effective Year Term of Fall 2019 and later. The OCA is no longer being used for course approvals. For information on the interaction between CCLP and the new system Curriculum Approval and Tracking (CAT), see the document CCLP/Curriculum Approval and Tracking (CAT) Interaction.

Q: When is it appropriate to create a brand new Cat Dev record?
A: New Cat Dev records should be created under the following conditions:

You are creating a brand new course that has never existed before
You are re-using a previously existing course number as a brand new course
You have a course that was previously cross listed that is not the department of record and now it needs to be a standalone course (i.e. it is no longer cross listed)
It is not appropriate to create a new Cat Dev record for modifications to an existing course. Instead, you should create a new revision of a current Cat Dev record.

For detailed information about how to create a new course see How to Create a New Course.

Please note that new courses (or course revisions) with an Effective Year Term beginning Fall 2019 or later should be entered in the Curriculum Approval and Tracking (CAT) system in addition to the CCLP. See the documentation for information about the interaction between CCLP and the Curriculum Approval and Tracking system (CAT).

updated 12/3/19

Q: When it is appropriate to create a revision for an existing Cat Dev record?
A: Revisions can be made to an existing Cat Dev record under the following conditions:

The course is the same course but needs modifications
The same course is being renumbered (e.g. HIS 120 to HIS 130)
The same course is having a change of status
It is not appropriate to create a revision for an entirely different course (e.g., if you have a course that is HIS 100 Asian History and now you want to have a course HIS 100 European History, a revision should not be made to the existing Cat Dev record to indicate an entirely different course; instead a new Cat Dev record should be created.)

updated 12/3/19

Q: How do you create a revision for an existing Cat Dev record?
A: Before you create a revision, assess whether you need to create a new revision or create a new Cat Dev record. Revisions to existing Cat Dev records are appropriate when:

The course is the same course but needs modifications
The same course is being renumbered (e.g. HIS 120 to HIS 130)
The same course is having a change of status

To create a new revision:

Decide on which term the new revision will become effective (e.g. Fall 2020, Winter 2021, etc.)
Before you make a new revision, you need to set the End Yr Term value of the existing revision.
To set an End Year/Term value, click on the End Year/Term field and a popup will appear.
Choose an End Year from the dropdown list and an End Term. (In general, you want to set the End Year/Term value to be a term prior to the term you want your new proposed revision to begin. For example, if the new revision will begin Fall 2020, the End Year/Term should be set to 19-20 Summer).
To set the End Year/Term value, click Continue. The End Year/Term value will be written to the End Year/Term field. (End Year/Term values cannot be prior to the Effective Year/Term value on a given Cat Dev revision.
Create a new revision by clicking the button New Rev of Current Course.
From the popup, select the Effective Year and the Effective Term.
Click Continue. The new revision record will be created.
Proceed with making the revisions you desired on the new revision.

updated 12/3/19

Q: How do I renumber an existing course?
A: If the renumbered course is the ‘same course’ but just renumbered, you should create a revision on the existing Cat Dev record (do not create a new Cat Dev record or modify a Cat Dev course record for a course that already exists with the new course number). See the document 'How to Renumber a Course '.

Q: How make an existing course a crosslisted course?
A: A crosslisted course is a course that has a department of record and one or more associated departments. The department of record is the department that makes the revision to the existing catalog record in order to add one or more associated departments. The department of record is course offering 1. Associated department(s) have a course offering value of 2 or greater.

The first step prior to making an existing course a crosslisted course is to make a new revision. Once you have made a new revision follow these steps:

On the Cat Dev record, click the X-listings tab
Click the New Xlisting button. The CCLP will add another course offering to the Cat Dev record. It will be numbered course offering 2.
On the new course offering, click the blue arrow. This will open the X-listings popup
From the Dept list select a department
From the Subject list select a subject
If the course number is different, edit the course number
Adjust the Allocation if the allocation is to be shared.
When you are finished, click Continue.

updated 12/3/19

Q: I want to revise a course to a different department and/or subject
A: In order to make this type of revision you will need to have CCLP access to the current department and subject of the Cat Dev record. If you do not have access to the department and subject contact Corinne. If you do have CCLP access to the new department and subject, you will need to select that department and subject from the Welcome screen. From Cat Dev find the course you want to revise, then make a new revision. Once you have made a new revision follow these steps:

On the Cat Dev record, click the X-listings tab
Click the blue arrow next to course offering 1. The CCLP will open the Xlisting Info popup.
From the Dept list select a department
From the Subject list select a subject
If the course number is different, edit the course number
When you are finished, click Continue.

While you are on the Cat Dev record you changed, you will have access to it (even if you don't have edit privileges to the modified department on the Cat Dev record). But once you move off of that Cat Dev record, you won't have access to the modified Cat Dev record unless you have edit privileges to modified department on the Cat Dev record.

Q: I created a course revision in Cat Dev that I do not need. How can I delete it?

A: If the Cat Dev revision you want to delete is revision number 1 or higher and it does not have any Sched Dev records attached to it, the revision can be deleted as follows:

Go to the Cat Dev course. Click the Delete Course button.
You will will receive a dialog box warning you that if this is the only revision for the course (revision 0), the entire Cat Dev record will be deleted. If you are on revision 0, click Cancel.
If you are not on revision 0, click Delete. The revision will be deleted.
On the revision that is displayed you will now want to change the End Year/Term value to blank.
Click on End Year Term. Click on the End Year field and select the very top line that is blank (above 04-05).
Next, click on the End Term field and select the very top line that is blank (above Fall).
Click Continue. If you have questions about this contact Corinne.

Q: Changing a course from crosslisted to non-crosslisted
A: The first step prior to making an existing course a crosslisted course is to make a new revision. Once you have made a new revision follow these steps (this example is for a crosslisted course with two course offerings):

On the Cat Dev record, click the X-listings tab. The course offerings will be listed.
On the course offering you wish to delete, click the red x. You will receive a dialog box that asks you to confirm if you wish to delete the course offering, click Delete. The course offering will be deleted.

updated 12/3/19

Q: How to suspend a course
A: To suspend a course you must first make a new revision to the Cat Dev record. Do not change the status on an existing revision! Once you have made a new revision, change the status to Suspended. You will also need to make a new revision in the Curriculum Approval and Tracking System.

Q: How to reactivate a suspended course
A: To reactivate a suspended course you must first make a new revision to the Cat Dev record. Do not change the status on an existing revision! Also do not make a brand new Cat Dev record in order to reactivate a course (you should make a revision to the existing Cat Dev record). Once you have made a new revision, change the status to Reactivated. You will also need to make a new revision in the Curriculum Approval and Tracking system.

Q: How to cancel a course
A: To cancel a course you must first make a new revision to the Cat Dev record. Do not change the status on an existing revision! Once you have made a new revision, change the status to Cancelled. You will also need to make a new revision in the Curriculum Approval and Tracking system.

Q: How to create a new course
A: Before creating a new Cat Dev record for a desired course number:

Make sure there is not an existing Cat Dev record (with a status of New, Active, Reactivated, or Suspended) with that same course number. To check if the course number exists in Cat Dev,
1. Click the Find Course button, enter the course number in the Course Number field, and press Return.
2. If the result set returns no Cat Dev records with that course number and then proceed to step 2 below.
3. If the result set returns one or more records, scroll through the records using the FileMaker navigation controls in the status toolbar and make sure there are no Cat Dev records for that course number that have a status of New, Active, Reactivated, or Suspended.
Make sure there is not an existing AIS Cat record (with a status of Active or Suspended) with the course number you wish to use (you will need to click on the AIS Cat menu option to perform the search). To check if the course number exists in AIS Cat,
1. Click the Find Course button, enter the course number in the Course Number field, and press Return.
2. If the result set returns no AIS Cat records with that course number, then you should be able to use that course number.
3. If the result set returns one or more records, scroll through the records using the FileMaker navigation controls in the status toolbar and make sure there are no AIS Cat records for that course number that have a status of Schedule or Suspended.
  
  Please note that there may be suspended AIS Cat records that never existed in the former CLP system so they wouldn't have been migrated to the current CCLP (as a result, there may be some suspended AIS Cat records that don't exist in Cat Dev).
If there is an existing course with that course number (in Cat Dev and/or AIS Cat) you should not use that course number when creating a new course (instead you should create a new course with a different course number. Alternatively you could make a new revision of the existing course and change its course number or cancel that catalog record).

Once you have confirmed that there is not an existing Cat Dev record with that course number (with a status of New, Active, Reactivated, or Suspended) and that there is not an existing AIS Cat record with that course number (with a status of Schedule or Suspended), you can proceed with creating a new blank course.

Click the New Blank Course button
Click Create
From the New Course Set Effective Date popup, select the Effective Year and Effective Term, then click Continue. You will be presented with a blank course with a course number of TBA
Click the Course number field and change the TBA value to the course number you are creating. Click OK.
In the Credits field, enter a value. This is important because the workload field is calculated from the Credits field.
In the Course Name field enter the course name
In the Catalog Copy field enter the course description
In the center of the screen, set the Primary Activity value by clicking on UNK and select an activity value (you have a choice of LEC, STU, SEM, FLD, LAB, IND, STI, LBI, LBI). Next, click the Prim checkbox
On the Enrollment tabbed area, fill out any enrollment restrictions
On the Finals/Intvws/Freq tabbed area, enter any relevant information. If the course is only going to be offered once, select Offered Once Only. In the Quarters Offered section, click the quarters you plan on offering the course.
On the Codes/Misc tabbed area, select a New GE code (if applicable). For more information about GE codes, see General Education code information. Also see listing of courses that fulfill General Education requirements.
On the Codes/Misc tabbed area, select a Tie Code from the Tie Code list. See information about Tie Code values. Enter the name of the Responsible Instructor
Please note that new courses (or course revisions) with an Effective Year Term beginning Fall 2019 or later should be entered in the Curriculum Approval and Tracking (CAT) system in addition to the CCLP.

Q: Should I Wait to Input a Course Into Cat Dev Until it Has Been Approved?
A: New courses and revisions to existing courses need to be entered in the CCLP (as well as in the Curriculum Approval and Tracking system). It's recommended to not wait until a course has been approved in order to enter it in Cat Dev.

Q: What is the Course Approval Process for Creating New or Revised Catalog Records?
A: The course approval process for creating new or revised catalog records is as follows for those courses with an Effective Year Term prior to Fall 2019. Courses with an Effective Year Term of Fall 2019 and later should be entered in the Curriculum Approval and Tracking (CAT) system as well as in the CCLP (see the documentation):

The CCLP user creates new course record or new course revision in Cat Dev. (See Creating New Catalog Records and Revisions for more information.)
Use the Curriculum Approval and Tracking system to create new catalog records and revisions (this is the course approval system).

Q: What is the Correct Format for Entering a Course Number?
A: In Cat Dev, course numbers lower than 100 need to have leading zeroes as follows:

A course number that ranges from 1 to 9 must have two leading zeroes (e.g. 004).
A course number that ranges from 10 to 99 must have one leading zero (e.g. 040).
A course number that is 100 or greater should have no leading zeroes.

Q: Which Course Numbers Refer to Which Course Levels?
A: The relationship between course numbers and course levels is as follows:

Lower Division courses are those course numbers >=001 and <100.
Upper Division courses are those course numbers >=100 and <200.
Graduate courses are course numbers >=200

Q: On the New Cat Dev Record I Created the Course Number is TBA. Can I Change It?
A: By default when you create a new Cat Dev record, the course number is created as TBA. You can change the TBA value to the course number you want by clicking on the Course Number field. You will be prompted to confirm that you want to change the course number field.

Q: Is it OK to Create a New Course that has the Same Number as a Cancelled Course?
A: Yes you can create a new blank course with the same course number as that of a cancelled course. You should create a new Cat Dev record. Do not revise an existing Cat Dev record that has a status of cancelled.

Q: How Can One Add Corequisite Course(s) to a Cat Dev record?
A: Click on the Enrollment tabbed area and in the Req Concurrent Course field indicate one or more corequisite courses by listing the subject and course number of each corequisite course. If the course is an existing Cat Dev record you will first need to make a revision (you will also need to complete the Major Course Revision form and any necessary supplemental forms).

Q: What is the Prim Checkbox in Cat Dev and How is it Used?
A: In Cat Dev, in the center of the screen, is the Activity Type area where you indicate the primary activity type and any secondary activity types. There can only be one primary activity type for each Cat Dev record but there can be multiple secondary activity types. Next to the selected primary activity type you should check the Prim checkbox. If the Prim checkbox is left unchecked you will see a red warning No Prim Act Chosen.

Another consequence of not checking the Prim checkbox is if you schedule courses for that Cat Dev record the Activity Type on the Sched Dev Scheduling tabbed area will have the value of UNK and you will see the red warning Invalid Act Type. This is because the CCLP will automatically populate the Activity Type in Sched Dev records from the corresponding primary activity type fot he scheduled Cat Dev record. If the primary activity type is selected in Cat Dev but the Prim checkbox is not checked, Sched Dev will have UNK as the activity type when you schedule the Cat Dev record.

For more information related to this topic, see Primary Activity Types , Resolving the No Prim Act Value Chosen error (Cat Dev), and Resolving the Invalid Primary Activity Type error (Sched Dev).

Q: On the Major Revision Form How Can I Indicate that a Course Has Limited Enrollment?
A: The Major Revision Form should no longer be used.

updated 12/3/19

Q: A New Subject Area is Being Proposed (for an existing department that I have CCLP access to). When Will I Be Able to Add Cat Dev Records for the New Subject Area?
A: Once a new subject area has been approved, the Registrar's Office will add the new subject to AIS and will notify the CCLP Service Manager that the new subject is ready to be added to the CCLP. Part of the workflow in adding the new subject area to the CCLP is to grant access to the new subject area for those CCLP users who have access to the department. Corinne will notify you when the new subject area has been added to the CCLP. Once you have access to the new subject area you will be able to add new Cat Dev records for the new subject.

Q: A New Subject Area has Recently Been Added to the CCLP. What is the Process to Revise Selected Existing Cat Dev Records to Change the Subject Area?
A: There is an established workflow to change Cat Dev Records to modify the Subject Area when a new Subject Area goes into effect. Because there can often be a large quanity of affected records, the CCLP Service Manager (Corinne) coordinates with the Registrar's Office and makes the required changes in the CCLP to reflect the change in Subject Area on the affected Cat Dev records. Corinne will contact you to provide you with an overview of the process for updating selected Cat Dev records to reflect the new Subject Area. See the FAQ for information on How to change the Subject Area of a Cat Dev record. For questions about this process, contact Corinne.

Q: A New Department Area has Recently Been Added to the CCLP. What is the Process to Revise Selected Existing Cat Dev Records to Change the Department (and Subject Area)?
A: There is an established workflow to change Cat Dev Records to modify the Department (and Subject Area) when a new Department (and Subject Area) goes into effect. Because there can often be a large quanity of affected records, the CCLP Service Manager (Corinne) coordinates with the Registrar's Office and makes the required changes in the CCLP to reflect the change in Department and Subject Area on the affected Cat Dev records. Corinne will contact you to provide you with an overview of the process for updating selected Cat Dev records to reflect the new Department and Subject Area. See the FAQ for information on How to change the Department and Subject Area of a Cat Dev record. For questions about this process, contact Corinne.

Creating New Records and Revisions

Course Creation and Revision Basics

Course Revision Questions

Course Attribute Questions

See Also