Faculty and Staff Resources

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.

Admissions:

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.

Academics:

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. This electronic form must be initiated by the student.

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.

Grade Change Form     This form is used to modify a student’s official grade.

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.

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.

Transfer Credit Form

Curriculum:

Instructor/Staff Table Request Form     This form is used to add or remove the faculty available for a subject (i.e. NURS, INTD, CIRC, etc.) within the Schedule of Classes. If you are unable to find a faculty or staff member within the Schedule of Classes, then you must complete this form so that they are available to be added to certain subjects. This form does not add staff/faculty to the Schedule of Classes.

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

Course Inventory Management (CourseLeaf – CIM)   This form is used to add, modify, or delete the inventory of courses. It is used to create a brand new course or to update things such as: course titles, course descriptions, credit hours, etc.

Program Management (CourseLeaf – CIM Programs)  This is an inventory of all academic programs on the UT Health San Antonio campus. This system is used to propose, modify, or inactive the inventory of programs on campus. You can update things such as: program title, teaching locations, semester credit hours, sample plan of study, admission requirements and degree requirements.

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.

CourseLeaf- Course Inventory Management (CIM)

https://nextcatalog.uthscsa.edu/courseadmin

THECB Program Inventory

http://www.thecb.state.tx.us/apps/programinventory/InvSearch.cfm

Southern Association of Colleges and Schools – Commission on Colleges

http://www.sacscoc.org/

The Family Educational Rights and Privacy Act (FERPA)

http://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html

Instructions

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:

My Student Center

Advisor Access and Navigation
Information on how to access student information as an advisor in My Student Center.

Entering Grades in the Faculty Center
Location where official student grades are entered.

Editing Schedule of Classes
Used to update the details of offered classes for a term.

eForm Instructions
How to use electronic registrar forms at UT Health.

CourseLeaf

Catalog (CAT)
System used to update catalog.uthscsa.edu. Edits are made at nextcatalog.uthscsa.edu.

Course Inventory Management (CIM)
Used to update the inventory of courses. Courses can be added, modified, or deactivated.

Program Management (CIM Program)
Used to propose or modify academic programs at UT Health. Modification includes updating the Admission Requirements, Degree Requirements, and Plans of Study of a program.

New Program Proposal Development Workflow

Catalog Deadlines

Editing the 2023-2024 University Catalog:

January 2023: University Catalog open for editing

April 1, 2023: Deadline to submit changes to Admission Requirements, Degree Requirements, and Plans of Study in Program Management

April 30, 2023: School deadline to complete editing

July 1, 2023: Office of the University Registrar publishes University Catalog

New/Editing Courses Deadlines

New Course Proposal/Modification for 2024-2025:

Fall 2024/Academic Year 2024-2025: December 31, 2023

Spring 2025: April 1, 2024

Summer 2025: April 1, 2024

New Course Proposal/Modification for 2023-2024:

Fall 2023/Academic Year 2023-2024: December 31, 2022

Spring 2024: April 1, 2023

Summer 2024: April 1, 2023

Schedule of Classes Deadlines

Data Entry in PeopleSoft Campus Solutions (My Student Center) Curriculum Management-Maintain Schedule of Classes

2023-2024

Fall 2023/Academic Year 2023-2024: February 1, 2023- March 31, 2023

Spring 2024: September 1, 2023-October 16, 2023

Summer 2024: January 4, 2024-February 26, 2024

2022-2023

Fall 2022/Academic Year 2022-2023: February 1, 2022- March 31, 2022

Spring 2023: September 1, 2022- October 16, 2022

Summer 2023: January 4, 2023-February 26, 2023