CourseLeaf FAQ

CourseLeaf is a tool that connects directly with Enroll & Pay to help manage courses and programs. It makes it easier to propose, approve, and publish updates in both Enroll & Pay and the Academic Catalog.

CourseLeaf is made up of two main parts:

• CAT – This is the online Academic Catalog that everyone can see.
• CIM – This is where courses and programs are managed. You can use it to update existing ones or propose new ones.

CIM has two sections:

• CIM for Courses – Used to manage and propose course changes.
• CIM for Programs – Used to manage and propose program changes.

If the program is not in the workflow...

Go to Program Management and search for your program. You can use asterisks around a key word (Example: *MATH*) to find anything that contains that word in the Title or Program Code. If you know the program’s KEY (found in the lower right corner of the form), you can use that number to find your program directly.

Alternatively, you can go to the degree requirements tab on your program page in NEXT Catalog and open the Edit toolbar. Then click on Edit Program Requirements at the top of the grey box and that will take you to your program in Program Management.

If the program is at your step of workflow...

Go to Approve Pages and find your step of workflow in the Your Role dropdown menu. Here you can edit, rollback or approve any programs currently at this step.

Go to Program Management and click on the green button that says “Propose New Program”. Here you can fill out a new form. At the bottom you can click "Save" to save your work and come back to it later. Once the form is filled out and ready for workflow, click on "Submit" to start the approval process. The program will not go into workflow until you click "Submit".

The Degree Requirements space is what is linked to the catalog and should be formatted as you’d like it to appear to the public. Most degrees are required to have a course list of all required courses plus additional information such as electives, and any alternative courses a student can choose to take (for example: Chemistry and Honors Chemistry). See Catalog Production for additional information of what is required for your particular program.

There is a link icon in the text editing toolbar when editing your program or course. You can highlight the text you wish to link and click on this icon. In the URL field, paste the link that you want to use. If you want to link an email, type mailto: followed by the email in this field. There should be no space between the colon and the email address.

Red boxes appear around courses in CourseLeaf when the system does not recognize the course as active in Enroll & Pay. Common reasons include:

• The course has not yet been created.
• The course has been inactivated.
• The course is scheduled with a future start date.
• The course was entered incorrectly.

How to address red box errors:

• If caused by an inactivated course or incorrect entry, update the catalog page to correct the issue.
• If caused by a future start date or a new course still in workflow, no action is needed. These red boxes can be ignored.

Important note: Red boxes only appear in NEXT as a signal that something may need attention. They will not appear in the published catalog.

Red boxes around course hours in CourseLeaf indicate that the hours listed in the catalog do not match the official values in Course Inventory Management (CIM). This can occur for several reasons:

• A recent credit update has not yet been reflected on the catalog page.
• The course is repeatable for credit.
• The course is currently in workflow for a credit update.

When the red box can be ignored:

• If the course is repeatable for credit and the listed hours are mathematically possible based on the repeatability rules.

When the catalog page must be updated:

• If a recent credit update has occurred but the catalog page has not yet been revised.
• If the repeat-for-credit hours do not mathematically align with the course’s repeatability.

Special case - courses in workflow:

• If the course is in workflow for a credit update, leave the credit hours as they are unless the course is changing from variable or fractional credit to a whole credit.
• Courses switching from variable or fractional credit may update hours on the existing course.
• All other credit hour changes must be submitted as a new course.
   

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 red “Add” button and entering the Subject and Course Number. Keep selecting the “Add” button until desired amount of cross-listed courses is added.

Two existing courses cannot be cross-listed. In Course Inventory Management (CIM), cross-listed courses share a single page to ensure their information remains consistent when built in Enroll & Pay and to make it easy to identify them as cross-listed at a glance. To establish a cross-listing, the courses must either all be new, or one existing course must be edited to add cross-listing to its current CIM page. If two existing courses are intended to be taught together, they may instead qualify as a combined course. More information about combined course rules is available on the Faculty and Staff resource page, or by contacting Course and Room Scheduling.

Course numbers can be reused five years after the last time the course has been taught. The course with that number must be inactivated. If the course is inactive and has not been taught in 5+ years, please email catalogeditor@ku.edu to request the course with that number be archived. Once the course with the number is archived, the number will be available.

In the top right corner of a New Course Proposal, there is a prominent “Propose New from Existing Course” button. This feature allows you to select an existing course and automatically copy all of its information into the proposal form. The only fields left blank are the course number and the effective term, which must be entered manually.
 

Shredding a proposal will remove all current changes and revert the program or course to the last approved version. If you have made or submitted changes you realize you no longer need, please contact catalogeditor@ku.edu to request that those changes be shredded.
 

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. Please email catalogeditor@ku.edu to shred the proposal.

People assigned to the current workflow step, as well as Administrators, can roll the course back to a previous step. Reach out to either someone in the current step of workflow the proposal is in, or email catalogeditor@ku.edu requesting the course be rolled back along with the step you would like the course moved to.

Clicking on Preview Workflow will show you all the steps that your program/course will need to go through once changes are submitted. For new proposals, the “initiator” step will be the user who initially submits the proposal.

Save changes allows you to save your work without submitting your proposal into workflow. You will then be able to come back and make further changes. Clicking on submit will save your work and put it into workflow, sending it to the next step for approval. You will no longer be able to make changes to your proposal unless you request the form be rolled back to you.

When your form is in workflow, there will be a column on the right side of the screen called “In Workflow”. Steps that are in green are steps that have been completed. The step that is brown is where the proposal currently is.

On the right side of the screen, you can find a list called “History”. This is a record of all the past approved versions of the program or course. Clicking on each entry will bring up a window where you can see the previous version. Changes will be marked with green text, and deletions will be marked in red.

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