CourseLeaf CIM User Training Guide

Table of Contents 1. Navigating to the system/Logging in 2. Searching for Courses

a. Searching for a Specific Course by Prefix/Number: b. Searching for all Courses that are Active: c. Searching for Inactive Courses: d. Searching the Status of Courses within the CIM System

3. Creating a New Course (Entirely) a. Effective Term for Changes b. Submitting Campus c. College d. Department e. Subject Code f. Course Number g. Academic Level h. Short Title i. Long Title j. Credit Hours k. CIP Code l. Repeatable m. Consent of Instructor n. Prerequisites and Corequisites o. Campus Restrictions p. Major and Program Restrictions q. Restricted to Term r. Small Class Code s. Crosslisting (Equivalencies)/all codes: t. Default Grade Mode u. Approved for Subtitle v. Course Description for Catalog w. Student Learning Outcomes (SLO) x. General Education/VWW y. Attached Syllabus z. Justification aa. Administrative Field bb. Save and Submit Options

4. Creating a New Course from an Existing Course 5. Updating Existing Courses 6. Helpful Coding Tips

7. Glossary of Terms:

Navigating to the system/Logging in 1. https://catalogs-u.nmsu.edu/courseadmin/ use this URL to go to the CourseLeaf CIM Courses

system, the system will look like the MyNMSU login page but will take you to the CIM page once logged in.

2. Login with your NMSU credentials (*NOTE: if you have difficulties logging in, please contact the Associate Registrar for Curriculum Systems. )

NOTE: THE SYSTEM HAS INSTRUCTIONS AND HELP BUBBLES (blue ? icon) THROUGHOUT TO GUIDE YOU THORUGH THE PROCESS AS WELL.

Searching for Courses Once in the system you can search for courses in a number of ways. The system connects directly with banner and will show both active and inactive courses. Also, historical submissions and archived courses (course numbers that have been inactive for 8 years and can be reused) can also be found in the system.

1. Searching for a Specific Course by Prefix/Number: a. In the CIM system you will see the “Search” bar, to locate a specific course you will need

to type in the prefix/number combination.

*NOTE: because this system speaks to banner, it is case-sensitive and space sensitive. This means you must type the prefix and number as seen in the catalog (i.e., ENGL 1110G vs engl1110).

2. Searching for all Courses that are Active: b. To pull up all courses, you will use the “Search” bar and type an * (asterisk) this will pull

up all course data within the CIM System.

c. Then hit the “Status” header in the table and anything that appears with a “blank” in that column is considered active.

3. Searching for Inactive Courses: d. In the drop-down column select the “Inactivated Courses” type and all deleted courses

will appear. These are available for reactivation.

4. Searching the Status of Courses within the CIM System e. When the CIM Submission cycle is occurring, the dropdown list can be used to review all

“Edited”, “Added” or “Inactivated” course submissions.

f. Select the appropriate type in the dropdown

i. Edited Courses/Added Courses – when it is selected, you can then click the Workflow header in the table to sort by workflow status if you want to

ii. Inactivate Courses – will pull up all inactivated courses regardless if they are in the current cycle so you need to select the workflow status header twice in order to get the filtering to only show inactivation’s in the current cycle.

Creating a New Course (Entirely) 1. Select the “Propose New Course” button on the homepage on the CIM system (after logging

in)

2. Complete the form from top to bottom, making sure not to skip over any fields. There may be fields that are not needed for the course but double check all areas before submitting.

3. Gray Box Information on the Form: this will hold all necessary information that helps guide which workflow is needed, and how the course shell will be built in Banner. The fields are listed below with details to help fill them out:

a. Effective Term for Changes Spring, Summer and Fall will are the options that are available based on the submitting cycle and the year will change each cycle. Course changes are submitted a minimum of a semester to a year ahead of the effective term. (*Note – changes will not be able to be submitting in the same semester that instruction has started, if there is a critical need please contact the Associate Registrar to see if the is an available option for you).

i. Select the appropriate effective term that is needed for the course change in the dropdown field on the form.

b. Submitting Campus The campus in which the submission is being submitted from, all NMSU campuses are represented, with the exception of the NMSU-O campus (at the time of Dec. 2020).

i. Select the appropriate campus that the course is being submitted from the dropdown field on the form.

c. College Is the college that will “house” the course in banner, for courses that are being used by all campuses (i.e., MATH, ENGL, etc.) these are housed within that appropriate college rather than the college that is associated with the submitting campus.

i. Graduate College – is used only for the G S and GREX prefix, all other graduate level courses are housed within the appropriate college/department teaching the course.

ii. Select the appropriate college that the course is going to be housed in from the dropdown field on the form.

d. Department Departments are tied to colleges and once a College is selected the appropriate Departments will appear in the dropdown menu. *Note – the department options will not open until a college is selected. If you are not seeing the selection check your College field.

i. If you are wanting to change your departmental name you will follow ARP 2.10 – Administrative Unit Change Process

ii. Select the appropriate Department code from the dropdown menu.

e. Subject Code Also known as Prefix is the classifier of the course, the NMSU System is moving to a 4-letter prefix structure to align with the NM Common Course Numbering mandate. Any new Prefixes will fall into this structure

i. Subject codes are tied to departments, similar to how the department is tied to a college. The subject codes will only appear when a department is selected and only the ones tied to the department in banner will appear in the dropdown.

ii. To submit for a new prefix please use the New Prefix Form, it must be completed and routed through all signatures before it can be made available in the CIM system for use.

iii. Select the prefix from the dropdown *note – if you are switching prefixes for an existing course you will select the new one from the dropdown as long as it is in the same department, if not you must then change the department selection.

f. Course Number The NMSU system is moving to a 4-digit numbering structure to align with the NM Common Course Numbering mandate. If your department has not yet moved to 4-digits and is wishing to do so sooner please reach out to the Associate Registrar to begin the process. The process for following the Common Course Numbering structure at the lower-division level is listed on the “Course Curriculum” tab of https://records.nmsu.edu/course-program-curriculum/

i. If you have a specific number in mind, select the “Course Numbers in Use” button

1. a separate window will open that displays all active and inactive course number that are not available for use on a new course submission.

ii. GE/VWW Courses: please make sure to add the “G”, “V” and/or “L” suffix to the number as it applies to your submission *Note: these must be a capital letter

iii. Upper-Division/Graduate Courses: only the Main Campus can submit courses numbered 300/3000-799/7999.

iv. Type the course number (and any necessary suffices in the “Course Number” field.

g. Academic Level This is used to code what level the course is to help enforce during registration and for credit on the student’s academic record. There are three levels:

i. Undergraduate – are courses that are numbered 100-499/1000-4999

ii. Graduate – are courses that are numbered 500-799/5000-7999

iii. Undergraduate/Graduate – are courses that are numbered 450-499/4500-4999, these courses can either be earned as Undergraduate or Graduate credit. This is usually determined at the time of registration but can be updated later by the Student Records Office, if the credit is appearing under the incorrect level on the student’s academic record.

iv. To add the Academic Level you need, select it from the dropdown list for the Academic Level field.

h. Short Title is the title that will appear on the Schedule and transcripts, it should be listed in all CAPS and have a 30 character.

i. To add the Short Title, type the it into the field in all Caps and within the 30 character limit. *Note – be mindful of how you abbreviate words to ensure they can be clear to students.

i. Long Title Is the title that will appear in the catalog in the course descriptions section and the degree requirements/road map. There is no character limit however, you want to be mindful that the title is not too long.

i. To add the Long Title, type the it into the field this can be standard capitalization format.

j. Credit Hours There are three areas to use for credit hours and the university follows ARP 4.23 in determining the minimum amount of contact hours for the number of credits per course. All users should check the policy before creating new courses and or updating credit hours to assure they are in line with policy. The amount of credits listed on the course will also impact the amount of meeting time the course should have on the schedule.

v. Standard Lecture Courses: when added the credits for your standard lecture or non-lab course you will list the credit number in both the “Credits” and “Lecture” fields in the form. The Credit field indicates the amount of credit students will earn and the Lecture ensures the coding for the lecture course, this will be the same number of credits.

vi. Embedded Lab/Practicum Courses: These courses have a lecture and lab combination where the lab/practicum for the course is embedded within the credits.

1. These will appear in the catalog as 3(2+2P), in this example the course can be taken and will be charged for 3 credits. The numbers that appear in the parenthesis indicate the number of credits for lecture hours (2) and the number of credits for practicum/laboratory hours (2). This means the course will need to have a minimum of 100 minutes of lecture and 100 minutes of lab per week for a 15 week semester.

2. To add this information in the form, the Credits would be 3, the Lecture would be 2 and the Practicum would be 2.

vii. Stand Alone Lab Courses: These courses should be listed with an “L” in the suffix of the course and a small class code of Laboratory, and you will list the credit number in both the “Credits” and “Practicum” fields in the form. The Credit field indicates the amount of credit students will earn and the Practicum ensures the coding for the lab course and how many hours of practicum meeting there needs to be with students, this may not always be the same number of credits.

viii. Variable Credit: When a course has variable credit, the minimum should always be 1 because we cannot charge for “0” credits and students cannot be awarded “0” credits. A variable credit means that the course can be completed and/or offered on the schedule at any credit within that range. The variable credit can be applied to any of the three credit types, however, all courses must have the amounts listed in the “Credits” field. To input a variable credit, list the minimum number and the maximum number separated by a dash (i.e., 1-3; 1-6; 6-12).

k. CIP Code Is the national taxonomy scheme for tracking and reporting courses, and at the state level can factor in to funding. The field in the form links to the IPEDS website and has all existing CIP Codes in available to use. Departments should consult with the Grays Associate data to ensure that the appropriate CIP Code is acceptable.

ix. Within the state, a CIP code is approved for courses based on Campus. If the CIP code requested is not approved for the particular submitting campus or the campuses the course is restricted to the University Student Records Office (USRO) will submit the request for approval at the state level after the course has been given all internal approval levels.

x. In the CIP Code field, you can type in the CIP code, if you have the exact number, make sure to include the period between the 2nd and 3rd digits.

xi. If you do not have the CIP code, you can select the “Find” button

1. then search by word, type the keyword into the Search bar and hit search.

a. You can then search through the displayed results to determine the appropriate code. Select the one you want and it will populate the field in the form.

2. or search by CIP Family for the appropriate CIP Code, by selecting the family in the dropdown list. Then review the CIP codes and select the appropriate one to fill the CIP Code field on the form

4. Restrictions that Impact Registration Section – the information on this section consists of areas that can be requested to help enforce restriction at the time of registration for courses. This information is also published in the Course Description within the Catalog and Registration systems, however, the will first be built into banner to be enforced.

a. Repeatable when a course is repeatable this means that students can take the course multiple times and receive credit on their record multiple times. If the course is 3 credits and is listed as repeatable for 6 credits, the student can take the course twice. (*Note – a course being non-repeatable doesn’t impact registration if the student originally failed the course; it does impact if the student needs a higher grade than a D for the course.)

i. To add repeatability coding, select the “Yes” indicator on the form then a second box will appear labeled “Cumulative Credit Allowed” add the

maximum of credit you would like the students to be able to receive on their record.

b. Consent of Instructor when instructor consent is required for the course, at the moment this needs to be selected but also replicated at the section level. Banner was not originally configured to copy the data from the Course side to the Schedule side automatically. It is in the works to resolve this issue.

i. To request “Consent of Instructor” select the “Yes” field.

ii. Then select the type of Consent you want to enforce.

c. Prerequisites and Corequisites when adding any requisite coding in CIM you need to limit it to items that can be coded and enforced into banner. This means other courses, test scores, and GPAs. Items like Class Level, minimum age requirement, specialized certification (i.e, driver’s license, food servicing licensure) should just be added to the description.

*NOTE – just like the search function, you need to make sure that the correct prefix/number is listed in the fields (all caps for prefixes with appropriate spaces when they apply, and the correct number and suffix if included)

1. Prerequisite(s): are requirements that students must have completed in order to register for a course

2. Corequisite(s): are requirements that students must enroll in during the same semester as the course in which the corequisite is assigned to

3. Pre or Corequisite(s): the student can elect to either take the requirements before registering for the course, or take the requirements at the same time.

ii. To add requisites you type them into the corresponding type’s text box. Make sure to make them as clear as possible to ensure accurate coding, the user or AND, OR and ( ) are preferred.

d. Campus Restrictions Enforces which campuses can teach this course. There are multiple options available, select the all that apply by checking the box by the option.

iii. Alamogordo (includes UO also)

iv. Carlsbad (includes UO also)

v. Dona Ana (includes UO also)

vi. Grants (includes UO also)

vii. Main Campus (includes UO also)

viii. UO Campus (only)

e. Major and Program Restrictions When a department wants to restrict certain courses to certain majors or other programs (i.e., minors, etc) they add that information in the table. Multiples can be added by selecting the green + icon. You can add the specific program code that is built for the program, if you know it, or the title of the major. Please make sure you use the major as it appears in the catalog, for minors/concentrations please add the word minor/concentrations after for clarity.

f. Restricted to Term Can be used to restrict the course from only being offered on that terms schedule (i.e., Spring, Summer, Fall). By doing this, the department would not be able to add a section of the course on a schedule that it is not coded to do so for. To request this coding select the check boxes of the terms you want to restrict to.

g. Small Class Code is used to help courses that normally have low enrollment numbers be documented as “approved” to teach at lower capacities. These courses include labs, co-op, applied music, dissertation/Independent study and other. To select one of these option use the dropdown list available and select the one that is appropriate for your course.

ix. If the course is a laboratory please select laboratory

x. If the course is a dissertation please select dissertation

h. Crosslisting (Equivalencies)/all codes: In terms of CIM crosslisting means the courses are equivalent in terms of title, credits, description, learning outcomes and all other enforced data. This also means that they are equivalent in banner, if a student fails one and retakes the other crosslisted course and passes the grades replace and the GPA is updated. This also means that only one instance of the course exists in CIM so if you make any updates it is made too both (all) courses.

xi. Within CIM you cannot crosslist two active courses, you will need to create one and add the crosslisting in the form. This will create the “one” instance of the courses.

xii. If you have two courses that are active that need to be crosslisted one must be inactivated, then the crosslisting can occur in the system. Any non-matching data will be overridden during the bridge process.

xiii. To add crosslisting select the “Add” function

xiv. Then select the Subject Code, add the number if you know it and input the department and college for that course.

xv. Hit “ok”

i. Default Grade Mode All courses will be built with the traditional grading as the default but also have S/U and Audit available on them so if I student is approved to take the course in that manner they can. All courses needed to select a grade mode from the dropdown list.

5. Published Schedule and Catalog Information Section – these items will be visible on either the Schedule and/or the Catalog which means they are visible to the public and we should ensure that they are correct and clear.

a. Approved for Subtitle When a course is approved for subtitle this means the department can request to have the long title and an additional title adding to the individual section of the course. This is common on special topics courses and other courses that may be repeatable for credit. In CIM you will not add the subtitle itself but rather are having the course coded to allow it in the CLSS scheduling system.

i. To add subtitle approval check the “Yes” box.

b. Course Description for Catalog the course description is visible both the catalog within the course listing/description sections but also in any course bubbles that users can select in requirements and in the registration area of MyNMSU. This is the information that helps students decide to take the course.

ii. The university does not have standard formatting for descriptions, but should provide an accurate summary of what the course entails.

iii. To add a description, type the needed information into the text box field. Please make sure to check for typos, also ensure to add if the course is crosslisted in the description as it will not auto populate.

iv. The fields that auto-populate in the description are: Prerequisite, Corequisite, Pre/Corequisite, Grade Mode and Repeatable information.

c. Student Learning Outcomes (SLO) student learning outcomes are required for all courses and will be available within the catalog starting in the 2021-2022 version forward. This is to assist students with better understanding the course and for those that need this information to transfer and/or apply for jobs and additional degrees. There are not standard for SLO’s at the moment but there has been consensus that some should be created, when this occurs this document and the website will be updated. *NOTE: If you are including other courses in the learning outcomes they cannot end the outcome itself.

v. To add a SLO type the information in the first field on the table.

vi. To add more SLO’s select the green + icon (to delete the red “x”)

vii. You do not need to number the items within the field and do not use a bulleted list as this impacts the banner system.

viii. If you have sub-list within one outcome, keep these items together in one "Outcome" box separated by semi colons.

d. Are you submitting for GE or VWW Approval this should be selected when submitting a new GE or VWW course, to add the coding select the “yes” button

* NOTE – this area will require sample assignments for submission, these must be included at the time of submission.

ix. Once selected the GE/VWW forms will populate, the fields to ask if the GE was already approved and if it will be solely for the Applied Science degrees All items will need to answer the first two yes or no questions, all information needs to be completed as listed in the text boxes to ensure a timely potential approval from both the General Education Course Curriculum Committee (GECCC) and the state

x. Once you select the content area in the “Please select a General Education Content Area or the Viewing a Wider World” dropdown. The form will then

auto-display the appropriate questions based on the state form and the internal GECCC form for VWW courses. See Appendix A for a breakdown of these fields.

e. Attached Syllabus all new courses require a syllabi to be uploaded at the time of submission. Please use either a word or PDF document.

xi. To attach click the “Attach File” button and navigate to where you have the file saved on your complete and select.

xii. If the upload was successful the filename will display in the “Uploaded Files” field.

f. Justification justification is required for all CIM submission and should be clear and explain what the need for the changes are. These are internal comments, however, for items that require state approval it may be used to provide justification at that level.

g. Administrative Field there is an administrative field on the form labeled “State Approval” this is not needed from the user standpoint and is used by the USRO and GECCC Chair to provide the state approving documents as needed.

h. Save and Submit Options there are a couple of buttons at the bottom of the form that are very important and a selection of one is required or any changes made will be lost.

xiii. Cancel – will cancel anything you did

xiv. Save Changes – will allow you to save your work and come back into the system at a later date to either make additional edits or review and submit at that point.

1. This is recommended if someone else for the department needs to review the changes before you submit.

xv. Start Workflow – this button official submits the proposal into the workflow steps. If you don’t hit this button the changes will not be included in that CIM cycle.

1. The edits will remain in the system and can be re-addressed in the next cycle but will have to change effective terms.

2. There will also be a time when administrators will look at stalled proposals and determine if these needed to be shredded from the system. At this point a timeframe for this is not in place but will help ensure accuracy in the system over time.

Creating a New Course from an Existing Course

1. Select the “Propose New Course” button on the homepage on the CIM system (after logging in)

2. You can now update the specifics to the section as needed, based on the fields above in “Creating a New Course”

Updating Existing Courses 1. Utilize the “Searching for Courses” section, to find the appropriate course to update.

2. The form will populate the information from Banner and/ the last historical proposal.

3. Items that must be included in the submission, regardless of the changes needed are:

a. Effective Term

b. Submitting Campus

c. Learning Outcomes (if they are not already on the course)

d. Justification

4. Then navigate to the form fields that you need to update and make the necessary changes:

a. College

b. Department

c. Subject Code

d. Course Number

e. Academic Level

f. Short Title

g. Long Title

h. Credit Hours

i. CIP Code

j. Repeatable

k. Consent of Instructor

l. Prerequisites and Corequisites

m. Campus Restrictions

n. Major and Program Restrictions

o. Restricted to Term

p. Small Class Code

q. Crosslisting (Equivalencies)/all codes

r. Default Grade Mode

s. Approved for Subtitle

t. Course Description for Catalog

u. Are you submitting for GE or VWW Approval

5. Once all changes have been made, review the course in its entirety before submitting into the workflow.

6. After the review has completed, hit the Start Workflow button.

Helpful Coding Tips This section will be updated as more tips become available.

1. Proposal Checks Go field by field in the form to ensure it is completely accurate when making any changes and prior to submission. Failure to make all necessary changes cannot be fixed after the course is fully approved and processed, anything missed will have to be in the next CIM cycle.

2. New Programs For Department creating new programs you will also need to simultaneously create any new courses and/or making any updates to existing courses. The CIM and PIM systems will always be opened during the same timeframe so that this is an easy process for departments. It is recommended to start with new courses so they appear in the PIM course lists when you are adding the curriculum

3. Prerequisites/Corequisites Please utilize the most recent published catalog (https://catalogs.nmsu.edu/nmsu/course-listings/) and the CIM system to ensure that any prerequisite or corequisite that is listed is actually active. Also for Corequisites there are no “Or” options unless they are pre/corequisites, they will all be “Ands”

Glossary of Terms:

1. Course Number 4-digit number structure and helps determine the academic level of the course. The number can also help with other identifies (see suffix for details).

2. Critical Need A negative impact that is affecting a large number of students.

3. Effective Term The term in which the new course, course change, or course inactivation becomes effective. Specifically for new courses, this is the earliest term that the course can be added to an academic schedule.

4. General Education (GE) The state General Education requirements, allow for specific courses to be approved for General Education and are transferrable across NM institutions. These courses will have a specialized workflow where any change to existing, creating new, or inactivating courses must go to the General Education Course Certification Committee. Then any new course must than go to the New Mexico Curriculum Articulation Committee (NMCAC) for state approval before going through the remaining internal channels for approval.

5. Graduate Courses Courses numbered 500-799/5000-7999, these courses can only be offered at the Las Cruces Campus.

6. Lower-Division Courses number 100-299/1000-2999, these courses are offered at both the Las Cruces Campus and Community College Campuses.

7. Prefix Is the classifier of the course, the NMSU System is moving to a 4-letter prefix structure. This will be used to search for course descriptions in the catalog and for available sections on the Course schedule.

8. Prerequisite(s) Are requirements that students must have completed in order to register for a course

9. Corequisite(s) Are requirements that students must enroll in during the same semester as the course in which the corequisite is assigned to

10. Pre or Corequisite(s) The student can elect to either take the requirements before registering for the course, or take the requirements at the same time

11. Suffix NMSU has certain suffixes that are approved for use.

“G” – General Education

“H” – Honors, usually assigned to a course that is the same as a departmental one but has differentiated assignments and a GPA prerequisite that allows for honors level instruction

“L” – Laboratory course; some “L” courses are also approved for general education Area III requirements but banner only allows a maximum of 5 characters for course numbers so only one suffix can be used at a time with the 4-digit numbering.

“M” – Multicultural/Multilingual, this is used on courses in the ENGL prefix to create courses for international students and/or students where English is not their first language.

“V” – Viewing a Wider World; “VH” is also being temporarily used for Honors level Viewing a Wider World courses but as all courses move to 4-digit numbering this will no longer be used.

12. Viewing a Wider World (VWW) The NMSU VWW requirement, allow for specific courses to be approved for VWW credit and can only be applied to 300/3000-449/4499 numbered courses. These courses will have a specialized workflow where any change to existing, creating new, or inactivating courses must go to the General Education Course Certification Committee.

13. Upper-Division Courses numbered 300-499/3000-4999, these courses can only be offered at the Las Cruces Campus.

Appendix A

Area I: Communications

Area II: Mathematics

Area III: Laboratory Sciences

Area IV: Social/Behavioral Sciences

Area V: Humanities

Area VI: Creative and Fine Arts

Area VII: GE Elective: will choose any three of the five categories

Viewing a Wider World