Table of Contents

Overview
Cross Listing in the Course Template
Creating Cross Listed Courses
Unlinking a Course from a Cross Listing Group
Cross Listed Field Propagation
Cross Listing Proposal Management
Cross Listing Proposal Tab
Impacted Courses and Programs
Integration Layer (PeopleSoft)
Course Inventory Display
Proposing Changes to Cross Listed Groups

Overview

Cross-listing a course means that a single course is offered for registration under two or more departments. These courses might be equivalent for degree audit or financial aid purposes or have equivalent data such as credit counts, but differ in subject code and department. Users need to be able to indicate that courses have a cross listing relationship with other courses.

Cross Listing in the Course Template

• There is a cross listed field setting for each field that can be defined only in the Course Template. This field allows users to indicate for each field in the form whether a field is cross listed by clicking the checkbox in field settings.

• Checking the “Cross-Listed Field” box has several impacts:

• The field value will be the same for all courses in the cross-listed courses group.

  • This is handled through field propagation (explained later in overview).

• If there are differences in the field between proposals <> proposals or proposals <> courses, this will be flagged in the differences report (explained later in overview).

• SISs often require that certain fields remain consistent. For instance, in PeopleSoft there are course catalog fields that must be the same for all courses in the cross listed courses group. Our in-app propagation of field values for cross listed fields ensures there are no merge issues. More is explained in the "cross listed field propagation" section.

• Effective start date and effective start term fields are always cross listed.

Creating Cross Listed Courses

Overview | Creating a New Cross List | Adding Courses to an Existing Group

Overview

• In the cross listed courses field, users are able to create a cross listed courses group or add the course to an existing cross listed courses group. This can be done by clicking into the field. 

• To avoid building cross-lists off of stale course revisions instead of the latest one, the user should first populate "effective start term / effective start date" in the proposal, prior to selecting courses in the cross listed courses field.

Creating a New Cross List

Users can create a new cross list by clicking into the "create new cross list" option. This will allow users to search for and add courses to a new cross listing group.

Users can add both proposed courses (in yellow with "Pending" tag) or approved courses (in blue). Note that if proposed courses are not approved, then they are removed from the cross listing group.

When you save the group, the cross listed courses field will update.

Adding Courses to an Existing Group

Users can add the course to an existing group by clicking "add to existing cross-list". This will allow users to search for and select cross listing groups to add the course to.

Note that if the proposed course has a different effective date than the courses in the cross listing group, a new revision will be created for all courses with a different effective date. The user is alerted to this by a modal.

When the user clicks "save," the cross listed courses field will update.

Unlinking a Course from a Cross Listing Group

• To remove a course from a cross listing group click into the field and select "unlink."

• Review the "functional use cases" section of this document to review how cross listed courses should be removed, as there are SIS-specific functional processes that must be followed.

Examples of Groups

Example 1

• Course A and B are in a cross listing group.

• User proposes proposal C, and "adds to existing cross-list" the Course A and Course B cross listing group.

• When proposal C is approved, then it is added to the cross listing group.

Example 2

• Course A and B are in a cross listing group.

• User proposes proposal C.

• User proposes proposal D and adds proposal C to cross listing group.

• User decides to cross list proposal D with courses A and B. User must "unlink" proposal D and C then add to the cross listing group that contains Courses A and B.

• If user wants to add proposal C to the cross listing group, they must add to the existing cross list for the group containing courses A and B and proposal C.

Cross Listed Field Propagation

• Fields that are marked as "cross listed fields" in the template are kept the same in Coursedog through field propagation. This means that as proposals are approved, values of cross listed fields propagate to all courses in the cross listing group. This is to ensure there are no diffs between cross listed fields.

• Field values do not propagate to proposals. Any changes resulting from propagation are reflected in the activity log of impacted courses in the group. Courses added to the cross listing group are also reflected in the activity log.

Example (Revision + Field Propagation)

Course "Example (Revision + Field Propagation)" has two cross listed fields in addition to the effective start fields: "Test 2" and "Test 1".

We create a new course with different values

• Fall 2021 as startTerm instead of Fall 2020.

• Jul 10 2021 instead of Jul 1 2021.

• New Option 2 instead of New Option 1.

This results in a new revision of course "Example (Revision + Field Propagation)" being created that has new values for "Test 1" and "Test 2". The cross listed courses field is also updated to show the cross listing.

In Bio Course 2, the cross listed fields are updated to reflect the values in the latest approved proposal.

Cross Listing Proposal Management

Reporting & In-Proposal Reconciliation

• When a user submits a proposal with cross listed fields that have different values from other proposals or courses in the cross listed courses group, we alert users of the differences between fields through our reporting functionality.

• Within a proposal, we display a green check mark next to cross listed fields that are the same for courses and proposals in the group, and a yellow warning flag next to fields that differ.

Users who have edit request permissions can reconcile field differences by clicking "edit proposal" and then clicking on the yellow warning flag. When the user clicks on the yellow warning flag, a modal will appear titled "resolve diff."

• This modal displays the different values courses and programs have for this field in the group, and allows the users to select "resolve" to choose which value they would like to use. The base value is the value in the approved courses, while current value is the value in the proposal. Alternative values are values in other proposals, if they differ from the base value.

• Note that the yellow flag will continue to appear until the proposal is approved, as the flag checks to see if fields are different in a proposal from the other courses/proposals in the group.

• Recall that once the proposal is approved the values of cross listed fields propagate to all courses in the cross listing group.

Cross Listing Proposal Tab

• Each proposal includes a cross listing tab. Within this tab, users can see what courses and proposals a proposal is in a cross listing group with. These course and proposal references are hyperlinked. If the entity is a proposal, then "(Pending)" is displayed.

• Beneath the group, the differences report is shown. This report shows all cross listed fields in the proposal, and display if cross listed fields are consistent or are different in the cross listing group.

Impacted Courses and Programs

In the impacted departments dynamic step, users can configure it so that if the proposal impacts a cross listed courses group, the departments associated with the impact courses in the group are included in the workflow step. To include cross listed impacts, select cross listed courses in the impact type multiselect.

Integration Layer (PeopleSoft)

The course offer number field can be configured to automatically increment in the integration layer as cross listed courses are approved in a cross listed course group. This will occur if the number is not specified in the editor in the Coursedog application, and will populate successfully after the merge

Course Inventory Display

Inventory Reporting

There is now a cross listed courses column that users can select in reporting. This column displays the courses and proposals in a cross listing group for a given course.

Versions

• The cross-listed courses field is hidden if you're viewing a historical version. Versions differ from revisions.

• In the example, we are looking at the latest version vs version 1. Notice the cross listed courses field displays only in the latest version.

Proposing Changes to Cross Listed Groups

Overview
Create a New Cross Listed Courses Group
Add a New Course to an Existing Cross Listed Courses Group
Submit One Proposal to Create Multiple Courses in a Group
Remove a Course from a Cross Listed Courses Group
Inactivate Entire Cross Listed Course Group
Change Cross Listed Fields
Change Non Cross Listed Fields
Reactivate a Course in a Cross Listed Course Group

Overview

This section details functional use cases for cross listing in Coursedog.

Create a New Cross Listed Courses Group

• User creates proposal 1.

• User duplicates (using pre-populate functionality) proposal 1 and creates proposal 2, uses cross listed courses field to indicate courses are cross listed.

• For any additional proposals, use cross listed courses > "add to existing cross-list" field to link new proposals to group.

• If the effective dates differ between proposals, new revisions will be created after the proposals are approved.

• (Workflow) If impacted departments step is configured, all departments included in the cross listed group (through cross listed courses field) act as approvers in the dynamic impacted department step.

• (PeopleSoft) Course assigned course offer number 1 acts as catalog course, courses approved after have course offering number automatically incremented in the integration layer.

Add a New Course to an Existing Cross Listed Courses Group

• User copies an existing course to create a proposal.

• User selects cross listed courses field and then selects add to existing cross listing group.

  • User searches for and selects the cross listing group they want to add the new course to.

• Note that if the effective dates differ in the new proposal, new revisions will be created after the proposal is approved.

• (Workflow) If impacted departments step is configured, all departments included in the cross listed group (through cross listed courses field) act as approvers in the dynamic impacted department step.

• (Peoplesoft) course offering number automatically incremented in the integration layer

Submit One Proposal to Create Multiple Courses in a Group

• When proposing new courses, you can use a single proposal to create multiple courses in a cross-listed group. 

• Learn how to do that here.

Remove a Course from a Cross Listed Courses Group

• User creates new revision (through approval process or if admin, by editing course directly).

• User should effective date the revision the date they want the course to be removed from the cross listed group.

• User submits "delete course" form for the new revision of the course.

• Revision is deleted, course is removed from the cross listing group as of the effective date specified in bullet 2 of the process.

Inactivate Entire Cross Listed Course Group

• Submit edit course form for one course in the cross listed group.

  • Change the status field to inactive.

  • Define effective date field for the date/term in which you want to inactivate the group.

• When the proposal is approved, a new revision will be created for all the courses in the group and the status field will propagate to all courses in the group.

Change Cross Listed Fields

• Submit edit course form.

• Change fields in edit course form.

• When the proposal is approved, changes will propagate to all other courses in the cross listing group in the CD platform.

• (PeopleSoft Integrated Environments) When POST occurs, the course catalog table will be updated with new data.

• If the effective dates differ between proposals, new revisions will be created after the proposals are approved.

Change Non Cross Listed Fields

• Submit edit course form.

• Change fields in edit course form.

• When the proposal is approved, changes will NOT propagate to all other courses in the cross listed courses group in the Coursedog platform.

• (PeopleSoft Integrated Environments) When POST occurs, the course offering table will be updated with new data.

• If the effective dates differ between proposals and existing courses, new revisions will be created after the proposals are approved.

Reactivate a Course in a Cross Listed Course Group

• The only way to add a course to a cross listed course group is through a NEW course form; you cannot use an edit course form for an existing course.

• User creates a new course and uses the cross listing field to add the course to the existing cross listing group.

• Course codes should be unique for the new course that is created.