CourseLeaf FAQ

Jayhawk foot in yellow shoe

What is Courseleaf?

  • Powerful tool that intergrates Peoplesoft course catalog maintenance (CAT).
  • CourseLeaf curriculum automates how courses and programs are proposed, approved and entered into PeopleSoft and the Academic Catalog (CIM).

What are the CourseLeaf modules?

The CourseLeaf System has two distinct modules:

  1. CAT is the Academic Catalog, the public facing module.
  2. CIM is the course and program management module with a workflow component. In CIM you can edit existing courses and programs or propose new courses and programs.

Short, usage specific videos have also been developed to help users navigate the CIM system.

Course Component Definitions

How do I log out of CourseLeaf?

Close your browser.

CAT Questions

CourseLeaf offers a User guide available at their support site. To access the CourseLeaf website, open the working catalog.

Open the Toolbar and select the Help button. When the CourseLeaf website opens, there will be a link to Print End-Users Guide PDF. You can print the PDF or you can open the PDF and search for the help you need.

  • Information on Browsers is on page 4
  • Website Accessibility is on page 5
  • Information on Showing Differences (Red/Green Markup) is on page 5
  • Information on creating/editing an online course is on page 9
  • Information on creating/editing tables is on pages 18-30
  • Information on the Toolbar is on pages 30-36

Navigate to the catalog page and select the page you would like to edit. Select “Edit” in the top right and start editing the page. Select the green start workflow button and the page will move to the first step of workflow. If you are ready to release a page and the start workflow button is grayed out, select Edit Page Body on the left to open the edit window, and if no changes are needed, select the OK button and this will activate the start workflow button from gray to green. You can then select it to begin workflow. 

Links are added to a page through the Insert/Edit Link button in the Page Body Editor. To add a link, highlight the words in the Page Body Editor that you would like to show as a link. Then select the Insert/Edit Link button and enter the URL of the page to link to in the URL text box. If you are linking to a page outside the catalog, include the entire URL starting with http://. To link to an email address, in the URL enter mailto: and the email address to send to. When this link is selected the users default email program will open a new email window.

A red box indicates that the information in the red box is not found in the course data extracted from Peoplesoft. This may indicate that you have entered in the course code incorrectly. It may also indicate that Peoplesoft has not been extracted recently to show new course information. If you have red boxes around a number of courses, this could indicate that there is something that needs attention with the Peoplesoft or CourseLeaf system. If you believe that the course information in the red box is correct, please contact your CourseLeaf Administrator. It is important to fix all red boxes before publishing.

If there is a red box around course hours, it indicates that the hours listed do not match what is in the course database. When you hover over the red box, a pop-up will display how many hours the source has it listed for. If you are certain that the course needs x amount of hours, then simply leave it. This is only a warning. The catalog can still be published with red boxes around the hours and the red boxes will not appear in the published catalog.

Open the page and change the Starting Plan Grid from Spring Plan Grid to Fall Plan Grid.

CIM Questions

To cross-list a new course(s) with an existing course, you can edit the existing course and add the new course(s) in the Cross Listed Courses area by selecting the green plus button and entering the Subject and Course Number in the Quick Add/Add Course function. The title will appear as "Course Not Found" until you submit the proposal to workflow. Once submitted to workflow the title will match the parent course.

To cross-list two or more new courses, select one course to be the “parent” and complete the Propose New Course form adding the other course(s) in the Cross Listed Courses area by selecting the green plus button and entering the Subject and Course Number in the Quick Add/Add Course function. The title will appear as "Course Not Found" until you submit the proposal to workflow. Once submitted to workflow the title will match the parent course.

It is not possible to cross-list two existing courses because the CourseLeaf system recognizes both of the courses as parent courses. You can choose one of the existing courses to be the parent course and follow the instructions for cross-listing a new course with an existing course. 

  • Open Chrome
  • In the top right, select the 3 vertical dots, and then settings
  • In the lower right, select Advanced
  • Under "Privacy and Security, select Content Settings.
  • Select Notifications
  • Choose to block or allow notifications:
    • Block all: Turn off ask before sending
  • Select the menu button and then Exit to close Chrome completely so that the change can take effect.
  • Select the menu button, followed by Add-ons
  • Select the Plugins panel, and then select Options next to Shockwave Flash
  • Remove the check mark next to Enable Adobe Flash protected mode
  • Select the menu button and then select Exit to close Firefox so that the change can take effect

Existing course numbers can be changed when they fall in the following ranges. Moving a course to a different number range requires inactivating the existing course and creating a new course proposal with the new course number. (You can copy the existing course making any needed changes).

  • 100-299
  • 300-499
  • 500-699
  • 700-999

Select the green Propose New Course button.

Once the form opens and loads, select the green Copy Course button in the upper right-hand corner of the form. This will open the course picker.

Use the course picker to select the current course which matches most closely the course to be proposed, then edit the relevant fields. The course number will not pre-populate.

Courses are "not found" when they do not exist in the PeopleSoft data extract. There could be a few reasons for this:

  1. The subject code and course number you're using may be incorrect. 
    • ENG vs ENGL for English
  2. The last extract from Peoplesoft might have been run before new course data was entered into PeopleSoft.  During the catalog cycle we run a weekly course import usually on Mondays.

Admins may shred course or program proposals with the Shred button, once a course or program has been edited. Shredding the proposal removes all edits from this proposal and sets the course or program back to the last approved state. It also removes the proposal from workflow. The course or program is now at rest and may be edited again. For new proposals, shredding the proposal removes it completely from the system, since there is no previously approved state.

Admins may use the Shred button to shred a proposal and set the course or program back to the last approved state. If it was a new proposal, the proposal is deleted from the system.

Preview Workflow allows you to see what the workflow approval path would look like if the proposal were to be submitted at that moment.  The workflow may change depending on the values entered in the form. For example, if you propose a course as KU Core, the University Core Curriculum Committee will be included in workflow. Every time you change a proposal, the Preview Workflow may change.

When creating or editing a proposal in CIM, there are three options at the bottom of the proposal:

  1. Cancel (red)
    • Cancel (red) - Close the proposal and discard any changes since the last save
  2. Save (white)
    • Save the proposal.  This does not require all fields to be filled in and will allow you to resume the proposal at a later time.
  3. Save and Submit (or Start Workflow) (green)
    • Save the proposal and submit it for approval. All required fields will be enforced at this time.

Workflow steps are tracked on the right-hand side of the proposal in a vertical list. Completed Workflow steps are green, the current Workflow step is orange, and future Workflow steps are gray. Directly under this list is the Approval Path. The Approval Path list provides Date/Time/User stamps for each of the completed Workflow steps. 

Yes, when you are reviewing a course or program, there is a History list for all courses and programs that have been updated since we implemented CourseLeaf. The History list appears on the right-hand side of the page and will provide a Date/Time/User stamp for each submission. Select the User name to open the page and you can see the red/green markup of what was submitted. You can also see any Course Reviewer Comments.