Course Approvals

To request access to course forms to add, modify, and inactivate courses in the Course Catalog, please 1) complete training on Edge Learning and 2) Submit your access request through the UAccess Provisioning Tool.  

Provisioning Tool Steps

  1. Login using your NetID and password.
  2. Select New Access Request and then click Add/Modify or Remove. Select the most appropriate Access Provisioning Liaison(APL) approver for your request from the drop down list provided. List the staff member needing access in the Add Access for section. Complete the access dates based on either adding or removing access.
  3. Choose the area UAccess Student-Campus User. 
  4. Select Roles.
  5. If any roles in other areas are needed, you can continue adding roles. 
  6. Save
  7. Submit

Role Selections 

    Department Initiators

    Click “Select Access/Roles”.

  1. In the “System” field, select “UAccess Student – Campus Users”.
  2. In the “Subject Area” field, select “Course and Fee Management”.
  3. Select the Course Management Initiator role, the Fee Management Initiator role, or both, depending on your business need.
  4. Specify the Academic Organization number and click the Save button!

    Department Approvers

    This role will allow the user to approve or not approve a Course Add/Modify/Inactivate Form on behalf of their Department

  1. In the "System" field, select "UAccess Student - Campus Users".
  2. In the "Subject Area" field, select "Course and Fee Management".
  3. Select the Course Management Department Approver role, the Fee Management Department Approver role, or both, depending on your business need.
  4. Specify the Academic Organization for which you will need access and click the Save button.

  College Approvers

    This role will allow the user to approve or not approve a Course Add/Modify/Inactivate Form on behalf of their College

  1. In the "System" field, select "UAccess Student - Campus Users".
  2. In the "Subject Area" field, select "Course and Fee Management".
  3. Select the Course Management College Approver role, the Fee Management College Approver role, or both, depending on your business need.
  4. Specify the College for which you will need access and click the Save button.

    Requesting Access to Additional Departments

    This role will allow the user to get access to more departments that they may oversee.

  1. In the "System" field, select "UAccess Student - Campus Users".
  2. In the "Subject Area" field, select "Course and Fee Management".
  3. Review the text in the "Business Justification for these roles" field, and make updates or clarifications if necessary. 
  4. Select the Row Sec - Row-Level Security Only checkbox. In the new field that appears below your selected role, specify the Academic Organization for which you will need access and click the Save button. Be sure to remove access for any academic orgs no longer needed.

Once you have access, please navigate to forms by going to 

  1. https://uaccess.arizona.edu/
  2. UAccess Administrative Staff
  3. Click on Navigator>Curriculum Management>UA Curriculum Management> UA Course Management
  4. Select UA Course Add, Modify, or Inactivate

UA Add Course Form

UA Modify Course Form

UA Inactivate Course Form

Course Conflict Resolution: Directions for resolving conflicts between departments regarding new courses proposed for the Course Catalog.

Defining Unit of Credit, Contact Hours, and Course Workload: prepared by UA Offices of Curricular Affairs and Digital Learning

Request to Establish a Grade Requisite of B or Higher in a Course Form

All Policy Link

What is the General Catalog? 

  • The General Catalog is comprised of the Courses, Calendar, Academic Programs, Academic Support, Policies, and Archived General Catalogs.  The current policies, structures, and setup of the University of Arizona are contained on this website.  The Courses and Policies section will be most useful to departments as they create and maintain their curriculum as the UA. The policies section contains course policies comprised of HLC, ABOR, and the University of Arizona policies.  These policies ensure a high-quality education to UA students across Campuses, Colleges, and Departments. 

What is the Course Catalog?

  • The Course Catalog houses the structure of courses offered at the University of Arizona. The structure provides the course title, description, units, typically offered, grading basis, repeat for credit rules, course attributes, offerings, academic organization, requirement groups, requisite text (Catalog note), field trips, component type(s) (lecture, discussion, lab, etc.). It lives in UAccess and is used administratively by Departments and Colleges. 

What is the Browse Catalog?

  • The Browse Catalog also provides the basic structure of a course offered at the University of Arizona. It is linked to the Course Catalog and the Schedule of Classes. It provides the overview of the course's learning outcomes, units, grading basis, and component type (lecture, lab, etc.). It lives in UAccess and is used by current and incoming students. 

What is the difference between the General Catalog, Course Catalog, and Browse Catalog?

General Catalog contains all information regarding the setup and structure of the Academic side of the UA, with an emphasis on course policy.  The policies are used to create and maintain courses in the Course Catalog. The Course Catalog is then used to build the official Schedule of Classes, with the approved “structure” and set-up of a section being pulled from the Course Catalog. Browse Catalog is open to the public, a more public friendly view to see what could be offered, and there are links to the Schedule of Classes for what will actually be offered, as well as when the course was previously offered.

Where do I go to add/modify/inactivate my courses?

UAccess Administrative login> Navigator Bar> Curriculum Management> UA Curriculum Management>Course Management> UA Course Add, UA Course Modify, and UA Course Inactivate.

What is an add course form?

Adding a new historical record of a course or creating a course that does not already exist. Creating a new Course # ID.

What is a modify course form?

Adjusting features or information of an already existing course or course #ID i.e., changing units.  

What is an inactivate course form?

Used to change a course status to inactive so the course is no longer available to schedule sections.

What is the difference between an add, modify, and inactivate course form?

An add form creates a new Course # ID, a modify form makes changes to an existing Course # ID (less than 25% change), and an inactivate form changes a course id to a status of inactive and it is no longer viewable in Browse Catalog or Maintain Schedule of Classes.

What priority do my course forms have?

Forms submitted by the deadline will be given priority for processing. Course forms submitted after submission and processing deadlines will not be given priority and are processed as workload and approval deadlines permit.

How are course forms routed in the Course Catalog workflow?

Curricular Affairs receives course forms, previews the form to be sure the structural pieces are filled out, and routes the form.  Mistakes or lapse of information on the form may lead to delays or returning of forms to initiators for updates needed. 

Who are course forms routed to?

Department heads, college deans with provisioning to approve courses for their departments and colleges. Also, departments such as Curricular Affairs, Honors College, UWGEC, or departments who are listed as a secondary or whose courses are listed as pre/co-requisites.  

What are the roles of the people in the route?

To approve and sign off on the content in the add, modification, or inactivation forms. Once person per stage will approve on behalf of that stage and this will transition the form to the next stage until final processing is reached for completion into the Course Catalog. 

Why does my course form need to be routed?

UA Policy. To confirm and manage correctly the record of a course in compliance with UA policies.

How do I check where in the workflow my course form is?

Once a Course Form is submitted, the department initiator monitors their forms.  Form routes may be monitored in UAccess by navigating to Curriculum Management>UA Curriculum Management>Course Management> UA Course Add, UA Course Modify, and UA Course Inactivate. Select which type of form sent in and search by transaction number or subject with status 'in-process'.

What is the Course ID and how is it used?

Each active course is assigned a specific Course ID. It is used to trace the history or historical changes made to a course and is a unique identifier for the course to which it is attached.

What does the Effective Date of the Course Catalog mean?

The date in which a course record is/was valid. Always use the most recent Effective Date when updating a course to review.

What does the status of a course in the Couse Catalog mean?

Inactive means the course cannot be scheduled at the section level. Active status means that the course is available as of the effective date listed forward to schedule sections in the Schedule of Classes. 

What is the Description? How long can it be?

The Description of the course is a succinct label of the course to identify it and is usually a shortened version of the long course title.  Character limit is 30.

What is the Long Course Title? How long can it be?

The Long Course Title should give a short, general description of the subject matter covered.  Character limit 100.

What is the Long Description?

The Long Course Description is a focused statement which informs a student about the subject matter, approach, and breadth of the course material being covered in a course. No limit, but most are 3-6 sentences.

What does the Course Units/Hours/Count mean?

  • Minimum Units: The least amount of credit a student can receive for taking a course.
  • Maximum Units: The most amount of credit a student can receive from taking a course.
  • Academic Progress Units: Units that a student is currently enrolled in the current semester. Units that a student is currently in progress completing. For each college, a student must complete foundational courses before progressing to higher numbered courses. 
  • Financial Aid Progress Units: To receive the proper amount of financial aid, a student must be registered with at least 12 units to be considered full-time or must be enrolled in so many units per semester. 
  • Last Course of Mult Term Seq: Indicator on the last course in a multi-course sequence.  Currently only used by MEDP.
  • Enrollment Unit Load Calc Type: Delivered function of UAccess, not in use at UA.
  • Course Count: Delivered function of UAccess, not in use at UA.
  • Course Contact Hours: The number of hours a student is required to complete working in the classroom in order to receive a unit of credit. One unit equals one week minimum of full in-person class work.

What does Course Grading mean?

  • Grading Basis: The grades assigned to the course that will be used on the student's records. Please see the General Catalog- Grades and the Grading System
  • Graded Component: The component that the grade is assigned to.
  • Grade Roster Print: Delivered function of UAccess, not in use at UA.

What does Typically Offered?

The semesters in which a course is typically offered but not necessarily restricting the department to offer them in these semesters only. Serves as a reference for a student to plan their schedule ahead of time.  

What are the Repeat for Credit Rules?

Allows a student to take a course more then once for credit. Only for special topic or house numbered courses (Seminar, Colloquium, Symposium, etc) where a student is given new content every time they take the course. 

What are the Additional Course Information fields?

  • Instructor Edit: "Functionality not in use."
  • Add Consent: "Functionality not in use."
  • Drop Consent: "Functionality not in use."
  • Requirement Designation: Only used for Honors College courses with the HNRS prefix.
  • Equivalent Course Group: Logic attached for courses where 70% of the content overlaps. Students will receive a message during registration that credit will only be given for one course in the equivalency group, but the system will not stop them from registering.

What are Course Attributes? 

Attributes indicate further information about the grading of the course, whether the course has course Equivalencies(equivalent, mutually exclusive, or cross-listed) , writing emphasis, if the course is Cross-Listed, if the course is honors, Gen Ed(tier-1, tier-2, success course...), etc.

What is the Course Offering tell me and how do I use it?

  • Course Offering Nbr: the sequence of departments or subject that are Cross-Listed with one another. Typically, the first offering nbr is designated for the home department or department that owns the course. Each corresponding subject is filled accordingly as a new course offering nbr.
  • Academic Institution: UAZ00 for the University of Arizona         
  • Academic Group: UA General for general University of Arizona course
  • Subject Area: Area of profession or subject a course covers      
  • Campus: MAIN campus for Main Campus students, UA Online Campus for Online students, and DIST Campus for approved Distance offered sections.
  • Academic Organization: the department that owns the course or is in charge of offering it for a semester/term.
  • Academic Career: Undergraduate, Graduate, Medical, etc.
  • Course Typically Offered: When a section of the course is most likely to be offered. Not restricted to these.
  • Tuition Group: Tuition difference based off Tuition group.
  • Dynamic Class Date Rule: Delivered function of UAccess, not in use at UA.
  • Allow OEE Enrollment: This field is seen only historically on Correspondance courses.  
  • Course Approved box: If approved then checked
  • Catalog Print: if the schedule print box is checked then the course appears in the general class search conducted by students. When unchecked, students will be unable to search for the class as the section is only made seen or available to department representatives.
  • Print Instructor in Schedule: Delivered function of UAccess, not in use at UA.
  • Schedule Print: Delivered function of UAccess, not in use at UA.
  • Schedule Term Roll: Delivered function of UAccess, not in use at UA.
  • Use Blind Grading: Delivered function of UAccess, not in use at UA.
  • GL Interface Required: Delivered function of UAccess, not in use at UA.
  • Split Ownership: Delivered function of UAccess, not in use at UA.

How do I use the course offering number?

You can navigate through the offering numbers to see which courses have cross-listing’s(secondary subjects). Course offering number one is the home department that owns the course.

How do I know who the primary academic organization is for the course?

The Academic Organization (four-digit number) under the Offering tab in the Course Catalog will always give you the name of the department that owns the course.  It is the same on all subjects the course is offered under.

What is the Enrollment Requirement Group?

  • Requirement Group: Places a specific code to exclude or include the correct students for a course. Restricts enrollment to certain students in special circumstances. E.g., Honors Requirement Group (015056) that requires “Student must be active in the Honors College. Requirement Groups are indicated and stamped with a 6-digit number. Requirement Group cannot contradict anything in the Long Description of the Course Catalog.
  • Long Description: Specifies the details of a course and informs students what they need to know or explains what the course will cover in a semester. 

What are Course Catalog Characteristics?

  • Experimental Course:  Temporary course that lasts a year designation.  The course will have a preset inactivation record. 
  • Per Unit Fee: Delivered function of UAccess, not in use at UA.
  • Flat Fee: Determined by Curricular Affairs through the Course Fee approval process.  Fees are charged to students taking an in-person or hybrid course.
  • iCourse Fee: Not in use since 2015.
  • Other Fees: Notify students that fees are pending in the Course Fee Approval process.
  • Purpose of Fee: Course rationale for charging a fee to students on top of tuition costs, i.e. lab supplies, equipment refresh, trips, etc... 
  • Change of Course ID for GRO: Delivered function of UAccess, not in use at UA.
  • Co-Convened: Undergraduate course combined with a Graduate Course. The last two corresponding catalog numbers must match in order to be Co- Convened. Listed in the Course Catalog also.
  • Engineering Science Units: Delivered function of UAccess, not in use at UA.
  • Course Requisites: Students must meet the Course Prerequisites in their preparation to take the course.  
  • Field Trips: Are there any specific field trips involved with a course that requires students to meet for class outside of its normal meeting pattern.

What are Course Catalog Components?

  • Course Component: The type of structure a course has. 
  • Instructor Contact Hours: Instructors must meet with students a minimum of 15 contact hours per unit. 
  • Default Section Size: 1. Departments can input correct enrollment number and section size.
  • Workload Hours: Instructors can split the workload hours to all add up to the corresponding unit workload.
  • OEE Workload Hours: Not in use since 2013. 
  • Final Exam: Yes/No option. Each course is given a designated final exam time at the beginning of the semester located on registrar.arizona.edu. This final exam time is dependent upon the meeting pattern of the course during the semester.  
  • Provider for Authentication: Delivered function of UAccess, not in use at UA.
  • LMS Extract File Type: Delivered function of UAccess, not in use at UA.
  • Auto Create: Selected to have components prepopulate on the Adjust Class Association in the Schedule of Classes.
  • Graded Component: The component of the course that is graded or where the student receives credit on their transcript. 
  • Primary Component: the component of the course receiving/generating the most workload hours. 
  • Optional Component: a component that is listed on the Course Catalog but has the optional box checked. At this point, the department can dictate whether or not to offer the optional component for a semester.
  • Generate Class Mtg Attendance: Delivered function of UAccess, not in use at UA.
  • Include in Dynamic Date Calc: Delivered function of UAccess, not in use at UA.
  • What is the difference between a single component and multiple component class? The components used at the UofA are colloquium, discussion, independent study, laboratory, lecture, seminar, studio, workshop.  A single component course uses only one of the components listed prior.  A multiple component courses use 2 or more of the components, i.e. Lecture/Laboratory.   
  • When should I use multiple components? Multiple components are used when an instructor would like to use different instructional methods to present course content. I.E. General Chem uses a lecture component to present general knowledge and concepts and then a laboratory component to allow the supervised practical hands-on experimentation putting into practice the information being presented in the lecture materials.
  • What is Course Attendance? Delivered function of UAccess, not in use at UA.
  • What is Room Characteristic Required? Delivered function of UAccess, not in use at UA.

Priority Route Start:

   Winter/Spring 2024

  • July 20, 2023- Priority deadline for course form approval route start (Add/Modify/Inactivate forms)

   Summer/Fall 2023 Course Approval Deadlines

  • December 20, 2022- Priority deadline for course form approval route start (Add/Modify/Inactivate forms)

Finalized forms must be submitted no later than 7/20 for Winter/Spring and 12/20 for Summer/Fall to receive priority routing. We encourage submissions as far before the deadline as possible. Forms submitted after deadlines will be reviewed and routed as workload and final processing deadlines permit.

 

Final Approval:

  Winter/Spring 2024

  • Sept 15, 2023- Last day for UA Course Modify and Inactivate forms to complete approval route.
  • December 2, 2023- Last day for Winter UA Course Add forms to complete approval route.
  • Dec 22, 2023- Last day for Spring UA Course Add forms to complete approval route.

   Summer/Fall 2023 Course Approval Deadlines

  • Feb 15, 2023- Last day for UA Course Modify and Inactivate forms to complete approval route.
  • April 28, 2023- Last day for Summer UA Course Add forms to complete approval route.
  • Aug 4, 2023- Last day for Fall UA Course Add forms to complete approval route.

The final approval stage for modify and inactivate forms must be reached, and new add forms must complete their 10-day campus review and be in the final approval stage, no later than the above deadlines to be handed off to Office of the Registrar for the processing push into the Course Catalog. Course forms that do not meet the deadlines will have their first effective term changed to the next available term.

Example: New add form AAA 101 requested for first effective term Summer 2022 but reaches final approval May 20, 2022. The course's first effective term will be changed to Fall 2022. 

 

Go Live: 

Course Catalog and the Schedule of Classes published for campus and public use.

  • Mar 1- Summer/Fall 
  • Oct 1- Winter/Spring

Department Initiators:

  • Each approval stage (Curriculum Preview, Department, College, Grad, Gen-Ed, Honors, Curriculum, Cross-list, and Registrar Processing) has a different review to approve or deny a course.  
  • Department Initiators are responsible for submitting and monitoring all course forms for their department. 
  • Initiators are the contact for their department's forms if there are objections or questions regarding the form submission.  Please note that careful review before submission and prompt responses to inquiries will decrease route times.
  • If forms are submitted missing information, have policy compliance issues, or there are drastic differences between the syllabus and form, the form will be returned to the department initiator for corrections/clarifications to assure the department's needs are met.  A new form is not needed as the updates can be applied directly to the returned (*denied) form by the initiator that originally submitted the form and then the form resubmitted.  
  • If a department has questions on an approval stage the Department Course Initiator will need to contact the listed approver(s) on the course form route for the approval stage in question. 
  • Analytics can be used to build custom Course Catalog reports through the Student Dashboard-Catalog and Schedule (On Demand Reports - Catalog by Subject, Cat Nbr, Org, & Career). Staff can select “analyze” at the bottom of the report and add custom criteria and fields. Assistance with Analytics reporting is done by UAIR through https://uair.arizona.edu/content/uaccess-analytics as well as their trainings located at https://uair.arizona.edu/training.

UA, ABOR, or HLC policy compliance may necessitate the submission of a course form after a posted deadline (see General Catalog for policies). Forms seeking a policy compliance exception must have a comment posted to the form upon submission and will be reviewed by Curricular Affairs.

Course Form Navigation

  1. https://uaccess.arizona.edu/
  2. UAccess Administrative Staff
  3. Click on Navigator>Curriculum Management>UA Curriculum Management> UA Course Management
  4. Select the form you need
  • UA Course Add
  • UA Course Modify, or
  • UA Course Inactivate

       5. Use Find an Existing Value to locate an existing transaction that was saved or submitted, or Add a New Value to create a new form.

For details on dates & deadlines or how to fill out the forms, please navigate to the Dates and Deadlines and Additional Tools sections of this webpage.

 

Course Request Forms for Internal Department Use:

Deadline: Internal Use Decision - We recommend 6 months before the first effective term's Go Live date to have instructors return forms to their department course initiator. 

Use: Any department may use these forms, created to assist Course Initiators in obtaining course information from faculty, prior to the official submission if UA Course Add, Modify, and Inactivate forms in UAccess.  How and if the above forms are used is an internal department decision.