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DEPARTMENTS: Adding & Editing Departments

Table of Contents

Monitoring Departmental Status
Adding, Editing & Deleting Departments
Workflow Settings
Related Articles


  • In Academic Scheduling, all courses are associated with an academic department. 

  • In most cases, Departments will be pre-loaded into the Coursedog platform during the technical integration with your SIS or through a CSV upload.

  • Once configured, the Department feature becomes a useful way to filter courses and course section offerings throughout the application. 

  • Department filters are available on list pages, sandboxes, and various reports where applicable. 


Monitoring Departmental Status

PATH: Scheduling > Home 


Page Contents

“Departmental Status” is the default view for the Academic Scheduling homepage. It captures:

  • Department display name

  • Scheduler(s) associated with that department

  • Number of courses

  • Number of sections

  • Number of conflicts (rule violations/errors) 

  • Validation status

  • Submission status


Submission Status

There are three potential submission statuses: 

  1. Not Started – Indicates no editing activity has occurred at the department level. 

  2. In Progress – Indicates the department has started manipulating section data.

  3. Submitted – Indicates the department's Schedule Validation Request (if any) has been fully approved. If there isn't a Schedule Validation Workflow associated with the department, a status of "submitted" means the Schedule has been fully submitted (auto-approved). 



Adding, Editing & Deleting Departments

Important Note | Adding Departments | Editing Departments

Important Note

  • For integrated customers, POST is not supported for Departments.

  • Consequently, adding and deleting departments directly in Coursedog should be reserved for non-integrated customers. 

  • The same restriction applies to most department edits as well, though Coursedog-only fields like Workflow Steps can be edited in Coursedog. 

Adding Departments

PATH: Scheduling > Settings > Departments


If academic section data is being imported from the SIS, department records will be automatically added to Coursedog as they are imported. However, departments can be manually added and edited directly in Coursedog for non-integrated schools.

How to Do It

Step 1: Click “+ Department”

Step 2: Enter the following information: 

  1. Department Display Name – A shorthand department name that will appear on screen.

  2. Full Name – The department’s complete name.

  3. Effective Start & End Dates (Optional) – If effective dates are defined, then the home page will filter out departments whose effective dates do not encompass the viewing term dates. 

  4. Subject Code – A code that corresponds to an area of study to which courses are assigned.

  5. Status – Select either “Active” or “Inactive” from the dropdown menu.

  6. Department Validation Workflow – Choose the intended workflow from the dropdown menu. To learn more about this functionality, refer to this article.

  7. Hide in Scheduling and Hide in Events (Optional) – These fields default to 'No'. To learn more about this functionality, refer to this article.

Step 3: Click “Add” to save.


Editing Departments

PATH: Scheduling > Settings > Departments > (Select Department)


How to Do It 

Step 1: Make the necessary adjustments.


Step 2: Click “Save”.


Workflow Settings

PATH: Scheduling > Settings > Departments > (Select Department) > Workflow Step


  • All proposals go through an approval workflow.

  • If you have proposals that are associated with specific departments, you can use dynamic steps to automatically generate the workflow step based on that department. 

  • For this to work, you need to configure the workflow settings within each department.

  • From inside the department, select “Workflow Step”, and you will be able to edit the workflow settings for this department. This behaves exactly like a standard workflow step.

  • When you add a participant, you will be able to configure their workflow step permissions. Learn more about workflow step permissions for department members here and here.
  • You will also want to check your merge settings to confirm your environment is set up to prevent dynamic steps from being wiped during each nightly merge (see "Integration Configuration" below).

Integration Configuration

  • In order to prevent department dynamic steps from being removed in your nightly merge, smWorkflowStep needs to be set as “Always Coursedog” in merge settings.

  • This is a Coursedog-only setting that will not come from the integration; setting it to “Always Coursedog” will avoid accidental configuration loss.

  • To confirm this is set to “Always Coursedog”:

  1. Navigate to the Admin Dashboard. 

  2. Click “Merge Settings”. 

  3. Click the “Departments” tab under “Type-Specific Settings”. 

  4. Add “smWorkflowStep” to the list of field-specific exceptions that have the “Source of truth” defined as “Always Coursedog”.

    1. This will be added as a custom exception. 

    2. The label and path should both be set to smWorkflowStep.

    3. If you aren’t sure how to set up a custom exception, go here

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