Update an existing course.

A rough guide to the different types of course changes:

All changes to existing courses require a Course-Level Change to be entered in the  (google form) Calendar Change Hub (external link, opens in new window) .
Some changes will also require a Curriculum-Level Change.
See below for details.

• Changes to titles and course descriptions: Category 1 (Course-Level only)
  • System Course "Short" Titles (as seen on the Official Transcript) cannot be more than 30 characters in length (including spaces), or 28 if the course is to be offered over two semesters as an A/B pair.
  • Official Course "Long" Titles (as seen in the Undergraduate Calendar) cannot be more than 41 characters in length (including spaces), or 39 if the course is to be offered over two semesters as an A/B pair.
    • You are encouraged to make the Official Title the same as the System Title.
  • Official course descriptions cannot be more than 75 words.
• Changes to requisites or adding department consent: Category 1 (Course-Level only)
  • If your course is part of another program's core curriculum, consult with the Program Department about requisite change impacts.
  • A course can have requisites OR require department consent to enroll, but not both. Department consent takes precedence over all course requisites as it involves a manual override.
  • See Requisite Hierarchy Models (Tree Diagrams) on the Reports page.
• Changes to course hours:
  • 2 hours or less: Category 1 (Course-Level only)
    
    • 4 hours or less for a multi-term course.
  • 3 hours or more: Category 2 (Course-Level and Curriculum-Level) — this changes billing units and affects tuition calculation, and therefore it needs departmental consultation and approval.
    • 5 hours or more for a multi-term course.
• Changes to grading basis (e.g., from pass/fail to graded): Category 3 (opens in new window)  (Course-Level, Curriculum-Level, and Proposal to Academic Standards)
• Course weight variations (e.g., course count, GPA weight): Category 2 (Course-Level and Curriculum-Level) — this can affect CGPA calculation or the number of courses counted toward a student’s graduation and therefore needs departmental consultation and approval.
• Changes to mode of delivery: May be Category 2 (Course-Level and Curriculum-Level) or Category 3 (Course-Level, Curriculum-Level, and Proposal to Academic Standards). See OVPA for clarification.

1. Go to the  (google form) Calendar Change Hub (external link, opens in new window) .

• On the first page, choose "Course-Level Change" and enter the course code.
• Then, choose "Existing Course."
• Follow the prompts to enter the information for the change you are making.
  • This provides us with the essential information needed to update the course in the Student Administration System.
  • Carefully consider requisites or exclusions, and use them judiciously to ensure that appropriately prepared students can enrol in the course.

2. If the change includes a Category 2 change:

• The final page of the "Existing Course" section asks "Are you making a Curriculum-Level Change involving this course?"
• Click "Yes" to proceed to the Curriculum-Level Change section. 
• Once the Curriculum-Level Change is submitted, you will get a link to a Google Doc in your email.  (google doc) Use the Google Approvals function on this document (external link)  to get endorsements on your change from the necessary stakeholders.
  
• Only curriculum changes that have received endorsements will be reflected in the Calendar.
  • Endorsements are needed because other departments that are offering a course need to assess whether permanently deleting the course will affect their programming.
  • Endorsements also allow Undergraduate Publications to know that the change has gone through the proper channels. This eliminates ambiguity and allows us to input calendar changes efficiently.

3. If the change includes a Category 3 change:

• Follow the instructions in step 2 for submitting a Category 2 change. 
• As well, follow these instructions for submitting a Category 3 Minor Modification.

PLEASE NOTE: There is no way to specify multiple programs when filling out the Calendar Change Hub.

This is done to ensure that each change is evaluated on a case-by-case basis by the stakeholders involved. This reduces the likelihood that oversights will occur.