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Course Request System (CRS) Heading link
Creating, eliminating, or making any kind of change to an existing course is accomplished through the Course Request System (CRS). This includes changes to course title or number, prerequisites, credit hours, course format (e.g. “lecture-discussion”), course descriptions, etc. Requests for general education classification are also submitted through CRS.
Departments initiate a request by selecting the appropriate action in the main menu of CRS. Only the academic unit that controls a course can initiate a request to revise or drop it.
Once the department approves/submits a course request in CRS, a notification is sent to the college for review and approval. The college is only alerted upon submission; if the request is drafted but not approved by the department, the college may not be aware of it. If the course has any cross-listings, the request is routed to the cross-list departments before it goes to the college; the college cannot proceed without their approval on the CRS form.
LAS Student Academic Affairs will review the request and be in touch with any clarifying questions. Once they approve the course on behalf of the college, it is forwarded to the campus Office of Academic Programs (OAP) for processing in Banner.
Deadlines for departmental submissions:
- Course changes effective fall semester: due December 1
- Course changes effective spring semester: due August 15
- Course changes effective summer: due October 15
OAP aims to process course changes before the start of registration for the effective term (that is, they aim to process course change effective in fall semester before fall registration begins in March), hence the early timeline.
Course change requests are typically processed first, before new and dropped courses. If you intend to offer a newly proposed course in the upcoming semester, inform LAS Student Academic Affairs. Occasionally, new courses may not be set up in Banner before the end of the standard pre-proof/scheduling process, in which case the unit may need to work with the scheduling office to add the course to the schedule late.
Submit well in advance of the deadline if:
- The department is requesting to add general education categorization to a course. That requires a multi-step approval process.
- The course is directly related to an academic program proposal (e.g., a new required course, etc.). These should be submitted at the same time as the proposal itself.
- It is a new course, as clarifying questions are likely.
Use the “reason for the request” box to identify the specific changes you are making. Highlighting the revisions helps reviewers/processors understand how to prioritize the course and minimize the chance that any critical changes are overlooked on the forms.
- Example: “Updating course description and prerequisites. Making the course repeatable for credit.”
- Example: “Requesting general education designation for the Creative Arts category. Revising course learning outcomes, assessment methods, and major topics.”
Review the “pending” form before submitting/approving it. The pending view shows you the exact text that will appear in the catalog/schedule regarding prerequisites, course repetition, etc. Look those sections over and confirm they read as you intended. While editing a course request: hit “view” for a preview. After the course is saved: review the form in the “pending courses” queue. When approving the course: hit “view” before submitting.
Double check the effective date. CRS auto-fills the effective date, which reflects the current submission window. For example, if you initiate a CRS request in September, the pending request will automatically have a Summer effective date because the next CRS deadline is for Summer. If the change is actually intended for Fall, the date must be manually updated.
Formally approve/sign off on the course. Saving changes does not automatically submit the request, so be sure you have formally approved the request in CRS. The college cannot move it forward until the department (and cross-listed department(s), if relevant) have done so. If time is critical, you may consider sending a separate email to cross-listed departments to draw their attention to the request.
- To revise a form previously approved by the department but not by LAS, ask the college to revoke department approval so you can re-submit when ready. If you revise a pending form already approved by the department, email LAS directly to explain the changes made; otherwise, LAS will be unaware of additional revisions.
Other Best Practices
Purge unneeded requests. If you decide not to move forward with a request, remove it from the system so it does not clog the “pending courses” queue. This is done under “Purge (remove) a pending course.” (This should be read as “purge a pending course request” – it does not impact the existing course, it simply deletes the pending request form from CRS.) Be aware that if you select “Modify an approved course,” a pending form may be automatically created.
If adding a course, confirm the course number is available. Previously used numbers can only be reused if more than six years have passed since the earlier course was dropped from the catalog. Eliminated courses can be found under “Old Courses” in CRS. If re-using a number, alert the college before creating the request in CRS; work needs to be done on the back end to make that number available.
Double check “type of course.” If the catalog does not list the course as a requirement or selective option for an academic program or as a general education course, it should be listed as “elective” only.
Flag priority courses. If you are revising or adding multiple courses, let LAS Student Academic Affairs know which of those courses you intend to offer in the upcoming term so they can be noted as higher priorities.
Heed the detailed guidance of the OAP, especially for the sections on course learning objectives and assessment methods.
Links Heading link
Key Course Policies Heading link
Permanent and Temporary Cross-Lists Heading link
Rules applying to all cross-lists:
- No more than three course subjects can be assigned to a single course (the controlling subject/number and one or two non-controlling).
- Courses must be at the same level (i.e., two 300-level courses could be cross-listed but a 300-level could not be cross-listed with a 400-level).
- Cross-listed courses may count toward applicable programs regardless of the subject code (rubric) under which the student registered.
- The numbers would ideally be the same across all course subject codes (e.g., ENGL 125/LALS 125), but it is not strictly required.
- Like any course change, requests for a cross-list must be initiated by the department that controls the course. They would be responsible for submitting the request through CRS.
- When the controlling department makes a change to the course in the future, cross-listed departments will also have to approve the revision in CRS.
- Only for topics courses. These are courses where the content varies so significantly between offerings that it is appropriate for the student to earn credit for the course more than once. In almost all cases, they are marked as “may be repeated for credit” in CRS/the catalog.
- Requests are made individually for specific sections/CRNs and only apply for that semester.
- The requesting department is responsible for completing the form and acquiring signatures of both departments (and the non-controlling college, if not LAS) before submitting the form to LAS.
- LAS reviews these forms and advances them to the OAP. OAP works with Classroom Scheduling to process the request. In most cases, Scheduling will email the requester to confirm the process has concluded.
Deadline: Requests are ideally submitted after the pre-proof scheduling process concludes but before registration begins. However, they will be accepted until the first day of classes.
Course Repetition & Banner-enforced Registration Restrictions Heading link
General Education Classification Heading link
Requests that a course count toward a particular general education category are initiated through CRS. There is an approved set of “General Education Learning Outcomes” (GELOs) that define each of the six general education categories: Analyzing the Natural World, Exploring World Cultures, Understanding the Creative Arts, Understanding the Individual and Society, Understanding the Past, and Understanding US Society.
To be approved for one of these categories, the course information provided in CRS must make clear even to a non-specialist that the course will satisfy at least one of GELOs for the chosen category. Courses may be submitted for consideration toward one or two categories, though two are only approved if they are equally represented and reflected in the course information provided.
Maximizing the CRS form for gen ed requests (tips and suggestions compiled by the Office of Academic Programs and LAS Student Academic Affairs)