Adding courses to the system is quite easy, but there are three things to consider when creating a course.
One is course numbers. Course numbers are not unique. So if a course becomes out of date, it is best to set it to inactive, and add an end date. When you do so, no one will mistakenly create course sections from inactive courses. Usual, a course template becomes out of date when there is a department, subject, title or description change.
Two, course codes are built using the following format SUBJECT-MajorCode (i.e. EMATH-2142). The first part of the subject code in our example is proceeded by “E” which is the first letter of one of the schools within Eastbound University. However, if you don’t have multiple schools within your institution, then you course code would look similar to this instead: MATH-2142. Then it is followed by the subject code, and then ended with a variation of the major code (if you use numeric values to represent your major codes).
Three, it is always good practice to use a delimiter. In academic programs, we suggest using a period “.“, but in courses and course sections we suggest using a dash “–“.
Alternative: For secondary schools, you can use the same example above or you can be more specific with your course names depending on the subject matter. For instance, for an algebra course, you could create ALG-3498.
- Department – Choose the department this course belongs to.
- Subject – Choose the subject code the course should fall under. This is used to build the course code.
- Course Level – Choose the course level for the course. 100-500 can be used for undergrad courses, while 600 and above can be used for grad courses, but feel free to use it the way that fits within your institution’s standards.
- Short Title – Try to be descriptive as you can in 25 characters or less. Short titles are used on course sections and transcripts.
- Long Title – Must more descriptive title than the short title and allows 60 characters.
- Course Number – This is used as the second part of the course code. If your course is at the 100 level for example, then your course number could be 1000 or 1245 with a combination of your major code (in this example the major is MATH).
- Effective Date – This is the date that the course is effective. It can be the start date of a semester or term.
- End Date – When the course is no longer offered or the course needs to be updated, set an end date for the old course.
- Credits – Set the number of credits for the course. This will trickle down into a student’s record when he or she registers for the course.
- Academic Level – Choose the academic level for the course. If undergrad students can register for upper level courses, they will need to be registered manually.
- Status – Set the status of the course. If the course is obsolete or you are creating a new version, you should set the status to Inactive.
- Status Date – When ever a course’s status change, the status date will be updated.
- Approval Person – Usually the person who created the course.
- Approval Date – The date the course was entered into the system.