Faculty and Staff Resources

CourseLeaf Help

This page is designed as a resource center for the content management system CourseLeaf. CourseLeaf Catalog (CAT) and CourseLeaf Curriculum (CIM) are two aspects of the overall system that work together to provide an integrated experience from creation to publication of academic programs and courses. It is an online tool used to facilitate the foundational curricular processes that identify and define academic programs at the Health Science Center, outline associated degree plans and share policies about these.

CAT is used to coordinate online approval of Catalog webpages for the institution’s official, yearly Catalog, which includes all institutional policies and the official course inventory. Catalog editing can be used to edit all catalog content except courses and course descriptions (courses are modified through CIM). Editing the catalog is done in the Next Catalog and done by clicking on various pencil icons available once an authorized user clicks the “Edit” button. Changes to the Next Catalog will go through the approval process set up for each school. These changes will not appear in the catalog until the Next Catalog is published in July of each year.

CIM is used for faculty to propose new courses, as well as modifications to existing courses including deactivation. It is similar to CAT in that editing capabilities are distributed differently across each school. CIM is different in that changes made through CIM follow a more extensive workflow which parallels the notifications and approvals associated with academic governance.

For additional questions, please contact our office at (210) 567-2621, or by emailing Catalog@uthscsa.edu.

Forms for Departments and Dean’s Offices

The following forms may be submitted to The Office of the University Registrar by email. Please note that forms must be completed along with signatures before they can be processed.


Supplemental Application     This supplemental application is reviewed by the Physician Assistant Department in the School of Health Professions.

Petition for Course Review for Admissions Prerequisites     This form is used to request that The Office of the University Registrar review a course for fulfillment of admissions prerequisites that may not otherwise satisfy those.


Add/Drop Form     This form is used to initiate the adding or dropping of a student into or from a class. Grading policies and Census Date policies, among others, apply.

Change of Program, Plan and Subplan Form     This form is used to change a student’s plan or sub-plan prior to a subsequent term’s Census Date.

Course Waiver and Substitution Form     This form is used to petition credit for a student who completed a very similar course at another institution or seeks to waive a course on the student’s degree plan.

Credit by Exam Form     This form is used to document a student’s successful attempt to gain credit for a class by taking a test that challenges students to demonstrate competency in the course’s subject matter as well as mastery of learning outcomes associated with the course.

Holy Day Absence Form     This form is used to obtain approval for a student’s request to be absent from class due to her/his observation of a religious holiday.

Instructor/Staff Table Request Form     This form is used to add or delete faculty or staff to the Schedule of Classes Meeting Patterns in Curriculum Management within PeopleSoft.

Return from Leave of Absence Form     This form is used to document a student’s commitment to return from a leave of absence and reactivate the student’s record in advance of the term in which (s)he seeks to re-enroll.

Request for Advisor Access         This form is used to request access for faculty or staff as a new advisor, to add additional advisees or delete advisor access.

Request to Review Education Records     This form is used to seek approval to review a student’s academic record and document the decision.

Request to Update Schedule Of Classes     This form should only be used when the Schedule of Classes for the term has closed for editing.

Transfer Credit Form

Frequently Asked Questions for Faculty

Q.  My advisee graduated this last term, and I can no longer see her/him in my Advisor Center. Why?

A.  Because those students graduated, they are no longer “active” in the student information system and therefore no longer accessible by their advisors. For additional assistance, please contact our office.

Q.  One of my students stopped attending class and never dropped to my knowledge. What grade do I enter for her/him?

A.  The student should receive an F (or NC for No Credit, contingent on the grading basis for the course) for failing to complete the class and requirements for full grading. (Incompletes, I grades, are used only for students who made arrangements in advance for not completing a class, such as requests for extended deadlines on projects or postponed exams due to extenuating circumstances.)

Q.  How does my program appear with The Texas Higher Education Coordinating Board as far as title and degree classification go?

A.  You may generate a current listing of all approved degree-granting programs on inventory with The THECB by visiting their website, selecting “Health Related Institutions,” searching for our institution name, and clicking on “Produce Inventory:” http://www.thecb.state.tx.us/apps/programinventory/InvSearch.cfm.

Q.  My dean has spoken with me about proposing a new program. How do we get the ball rolling?

A.  The approval process takes place based on the number of semester credit hours required to obtain the degree sought to be offered. Therefore, you must first draft of a degree plan including semester credit hours that reflect the contact hours. Other key steps at the onset include a market analysis of the demand for jobs that graduates from the program would typically seek, as well as a survey of similar programs in the region. In addition to THECB approval, a notice to our regional accreditation body, SACS-COC will be required. Additional requests for approval or notification may be necessary to any profession-specific accreditation bodies for your program or school.


Helpful Links for Faculty and Staff

CourseLeaf- Course Inventory Management (CIM)


THECB Program Inventory


Southern Association of Colleges and Schools – Commission on Colleges


The Family Educational Rights and Privacy Act (FERPA)


Instructions and Deadlines for Faculty

The following instructions are made available to assist faculty and other administrators in completing tasks associated with students’ academic records and with program curricula and policies:

Logging in to CourseLeaf

Proposing New Courses in CourseLeaf

Editing or Deactivating Courses in CourseLeaf

Approving Courses in CourseLeaf

Advisor Access and Navigation

Faculty Center Instructions

Editing Schedule of Classes

Deadlines for editing the 2018-2019 University Catalog:

April 30: School deadline to complete editing

July 1: Office of the University Registrar publishes University Catalog

Deadlines for New Course Proposal/Modification for 2017-2018:

Fall/Academic Year 2018: December 31, 2017

Spring 2018: July 31, 2017

Summer 2018: November 30, 2017

Deadlines for New Course Proposal/Modification for 2018-2019:

Fall/Academic Year 2019: December 31, 2018

Spring 2019: April 1, 2018

Summer 2019: April 1, 2018

Deadlines for Data Entry in PeopleSoft Curriculum Management-Maintain Schedule of Classes for 2017-2018

Fall/Academic Year 2017: February 1, 2017- March 31, 2017

Spring 2018: September 1, 2017-October 15, 2017

Summer 2018: January 4, 2018-February 28, 2018

Deadlines for Data Entry in PeopleSoft Curriculum Management-Maintain Schedule of Classes for 2018-2019

Fall/Academic Year 2018: February 1, 2018- March 31, 2018

Spring 2019: September 1, 2018-October 15, 2018

Summer 2019: January 4, 2019-February 28, 2019