Frequently Asked Questions

Catalog Revision Process

Q: When may I make changes to my catalog content?
A: The Catalog Revision Cycle occurs yearly for both the undergraduate and graduate catalogs. Catalog revision timelines are published on the Academic Planning and Assessment website.

Q: When is the catalog published each year?
A: Both the undergraduate and graduate catalogs are published online in early- to mid-March prior to their effective fall semester. For example, the 2017-2018 catalogs are published in March 2017.

Q: Who can make catalog changes?
A: Key personnel within each university unit have been designated as catalog editors. In academic departments, the department chair is responsible for ensuring all necessary edits are made. Within each college, the associate dean is responsible for making catalog edits. In administrative units, the director, assistant/associate vice president, or the vice president are typically responsible for catalog edits.

Catalog Editing and Approval

Q: How do I make catalog changes?
A: The catalog review, editing, approval, and publication processes occur within the CourseLeaf Academic Catalog Management Software. Designated catalog editors will be notified each year of the catalog revision cycle and provided with timelines and targeted instructions. Authorized users can access the catalog editing software at nextcatalog.shsu.edu.

Q: Is there a preferred browser for working in the CourseLeaf Academic Catalog Management Software?
A: While most browsers are supported by the CourseLeaf system, SHSU recommends using Google Chrome for the best user experience.

Q: As a catalog editor, what should I be reviewing in my catalog content?
A: Catalog editors should review the following:

  • Ensure the lists of academic programs within each department are complete and accurate.
  • Ensure all approved curriculum changes are reflected in degree plans.
  • For each degree plan, ensure changes/updates are completed to both the Course List and the Plan of Study.
  • Ensure degree plans sum to correct totals.
  • Ensure all dates, names, and contact information are up-to-date.
  • Ensure all narrative text is accurate, clear, and grammatically correct.

Q: As a catalog editor, how do I determine the catalog pages I am responsible for editing?
A: As catalog pages are opened to Editors through the workflow process, you will receive an email notifying you of the page to be edited.  Follow the link in the notification email to the page opened for editing.  However, if you are unclear as to the catalog content you are responsible for editing, please contact the Office of Academic Planning & Assessment.

Q: As a catalog approver, how to I approve pages?
A: As catalog pages are edited and submitted through the workflow process, you will receive an email notifying you of the page to be reviewed and approved. Follow the link in the notification email to the approval page.

Q: What are the workflow edit and approval steps?
A: The following workflows are typical. Some variation may exist from unit to unit.

Academic Units:
Department Chair Edits > Associate Dean Approves > Dean Approves > Academic Planning & Assessment Finalizes > Catalog Published

Administrative Units:
Department Edits > Academic Planning & Assessment Finalizes > Catalog Published

Q: How do I make edits to course descriptions?
A: Since course description content in the catalog is being populated from Banner, edits to course descriptions, including changes to prerequisites and co-requisites, are not made using the CourseLeaf Academic Catalog Management Software but instead must be submitted to the Registrar’s Office during the catalog review cycle, using the Course Description/Prerequisite/Co-requisite Form.

Q: How do I make edits to the faculty listing?
A: Edits to the faculty listing cannot be made using the CourseLeaf Academic Catalog Management Software, but instead once the catalog is synced and goes live (March), please review the faculty listing and report any needed changes, additions, and/or deletions to the Office of Academic Planning and Assessment.

Q: How do I make edits to a catalog page that includes content on multiple tabs?
A:  A page containing multiple tabs will require each tab’s content to be edited individually.  Therefore, first, click on the Blue Edit Button (top right); second, using the blue arrow blue arrow in the Edit Toolbar, scroll to the end of the Edit Toolbar (each tab will have an individual editing pencil icon: Pencil Programs; third, click on the appropriate editing pencil icon (an editing window will open)

Editing Course Lists and Plans of Study

Q: Within my course lists or plans of study, how do I enter Electives or Component Areas?
A: To display non-course items in the course lists, use the “Add Comment Entry” feature (e.g., Electives, Component Area IV, Select 1 of the following). Remember to associate hours with non-course items so the total hours for the program sum correctly.

Q: Within my course lists or plans of study, how do I prevent core courses that are required in my major from double counting toward the degree hour total?
A: For those courses you do not want to count in the total hours, change the hours field within the course list to reflect the ‘what you see:what you add’ format. For example, if ENGL 1301 is a major specific course, you would enter the hours as 3:0 so that 3 hours are shown and 0 hours are added to the total hours.