Course Webform Process

In this unit, we will introduce the steps of the Course Webform process and how to add/update the course catalog via
the webform. The webform updates allow the departments to modify courses prior to course opening for student
enrollment. The following updates can be made by your work with the Course Webform:
The course title and description of the course
The maximum/minimum units allowed for the course
The grading basis offered for the course
The repeat for credit rules associated with the course (i.e.: can this course be repeated for credit?)
The quarter(s) in which the course will be offered
Crosslisting the course with another departmental course or a course outside of your department
Adding a primary and optional (ex: discussion and lab section) section to the course
Updating the final exam options and seat spacing for the exam
All of these course modifications are made by your input into the course catalog via the webform process. It is critical
to enter/update the course information prior to Axess opening for student enrollment. Below you will find the dates for
open enrollment in Autumn, Winter, Spring and Summer terms. Essentially, these are your deadlines to submit
course updates:
Autumn: August 1
st
, 2014
Winter: October 26
th
, 2014
Spring: February 8
th
, 2015
Summer: April 12
th
, 2015
In the steps below, we will review how to add and how to update a course via the webform. A smart way to think of
the webform, is that the webform is simply a replication of the latest course catalog entry. When updating the
webform, you are submitting an official request to make a modification to the course. The request will be reviewed by
the course scheduling team and then approved and denied as long as it meets the University requirements,
discussed in Unit 1. If approved, you will then receive an email notification stating that the changes have been made,
with any personal comments from the scheduling team included.
Navigation: Axess> PeopleSoft> Curriculum Management> Course and Class Webforms> Add/Update Course
Catalog
The course webform can be found via the breadcrumb path listed above in the PeopleSoft UAT2 test environment.
You may find it useful to have this website available in another window while reviewing this material.
In this lecture we will be focusing on the three main operations of the webform: Adding a new course, Updating a
course, and Recalling a webform, and how to update key areas within each of these pages. Our lecture will be broken
down by sections of How Tos and are available for a quick jump via the links below.
1. How to Log in
2. How to Add a New Course
3. How to Update a Course
4. How to Add a 2
nd
Component to a Course
5. How to Verify the Status of your Request
6. How to Recall a Webform
7. Helpful Scheduling Reminders
To access the Course Webform for a specific course, enter the Subject Area and Catalog Number into the respective
fields. You can also just search by Subject Area and Effective Status, if you want to view all Active courses.

Click Search and the Course Catalog will open for your chosen course (in this case MATH 51). The Course Webform
will then open for the course:


How to Log in
1. Login into PeopleSoft via Axess http://axess.stanford.edu
2. Click on Login

3. After logging in with your SUNet ID click on the PeopleSoft dropdown.

4. Go to the Curriculum Management panel and choose Course and Class webforms. You can save each panel
that you use to your favorites (top of the menu) in order to save time.


How to Add a New Course
1. Use the Add/Update Course Catalog web form. Click on Add a New Value tab the Course ID will default to
000000 > click Add > fill in the new course
information.

2. If scheduling for the next academic year, use the 8/1/20XX (XX = Current Year) for all active courses.
Otherwise, the effective date must be the date when Axess opens for enrollment for the quarter in which the
course is being offered. For instance: If updating courses prior to August 1
st
, 2014, use the 8/1/2014 effective
date. Once August 2
nd
rolls around use the date Axess opens for enrollment for the course. If the course is for
Winter (1154) the effective date should be 10/26/2014; for Spring (1156) the effective date would be 2/8/2015.
Note: If you need to inactivate a course use 8/31/20XX (XX=Current Year) and change the status to inactive.
Inactivating a course means the course will NEVER be offered again at Stanford.

3. Make sure you fill out all the appropriate fields in the Catalog & Data tab (displayed above). Leave the
Requirement Group field blank. Note: The unit offering cannot be 0 for minimum units. The current valid
Grading Basis options are Letter (LTR), Ltr-CR/NC (ROP) or S/NC (RSN). If Repeat for Credit is selected, then
the Total Units Allowed and Total Completions allowed must be also updated. The Course Attribute Value must
have a valid NQTR (term offered). Examples of NQTR are: AUT (Autumn), WIN (Winter), SPR (Spring), SUM
(Summer), NOTTHIS (Course not offered this year).
4. If you do not want the course to show in the bulletin, uncheck the applicable box(s) (Catalog Print, Schedule
Print etc.) on the Offerings tab.

5. If you need to add more than one offering (cross listed course), go to the Offerings tab and click on the
sign and fill out all the appropriate fields. You will notice the Course Offering Nbr is now listed as 2 for the
second crosslisted course.

6. In the Components tab choose the Course Component, Default Section, and Final Exam status. Note:
Discussion and Lab Section components cannot be Graded Components for the course, as these are Non-
Enroll sections.

7. After you have created your new course go back to the Basic Data tab and verify the Repeat for Credit Rules
section. If this course is repeatable for credit, make sure the Total Units Allowed and Total Completions
Allowed are also updated. When the course creation is completed either click Send for Approval or Save for
Later if you need to place it in a pending status. If you have any special requests for this course you can send a
remark in the Special Instructions box.


Whats next?
Read the following text with helpful hints on updating the Course Catalog via the webform.
1. Course Catalog Cheat Sheet

How to Update a Course


1. Use the Add/Update Course Catalog web form. If you do not know the course ID, fill out the Subject Area and
choose Active from the drop-down menu in the Status as of Effective Date field, click search. A list of all your
active courses will display. Choose the appropriate course and make the desired changes (steps for assistance
listed above starting at Step 2).

Whats next?
Read the following three texts regarding the crosslisting policies at Stanford.
1. Crosslisting Courses: Practices and Standards
2. Crosslist Courses: Administrators Guide
3. Crosslisting with School of Medicine courses

How to Add a 2
nd
Component to a Course
Go to the Update Course Catalog webform and click on the Component tab. Then click on the plus sign ,
choose the new component.Note: If you are adding a Discussion or a Lab Section, the optional component box will be
the default, the box will be checked. A course should have a maximum of two course components. If your department
wants the students to enroll in the discussion sections, leave us a remark in the Special Instructions field so we can
manually uncheck the box to allow for enrollment. Once the scheduling team has approved the new component, you
will be able to create new sections using the Add Class webforms.


How to Verify the Status of your Request
1. You will always receive an email message whether the schedulers approve, reject or cancel a transaction. The
Transaction ID will be attached and the message will be under Approver
comments.






How to Recall a Webform
1. You would use the Recall function in the View/Edit Class Transactions panel (or View/Edit Course Transactions
panel for Course webforms) if you need to recall a form to edit and resubmit, or to cancel. You will always be
able to recall a form (class or course) when the approval status is Rejected, Cancelled or In Progress. Note:
Use the Recall feature when you have a submitted a webform that you need to correct and the webform is still
pending. A department should not have two pending webforms for the same course/class, as the data may
conflict. Using the Recall feature avoids this scenario.



Helpful Scheduling Reminders
1. Effective Dates in Course Catalog: When updating the Course Catalog (via the Add/Update Course Catalog
webform) for the next Academic Year (AY 2013-2014) be sure to use the effective date of 8/1/2013 for all active
courses. Active courses are courses listed as Active under the status and are offered in Autumn, Winter,
Spring, Summer, or listed as NOTTHIS. To inactivate a course, use the 8/31/2013 date. Inactivating courses
should only be done when the course will NEVER be offered again at Stanford.
2. NOTTHIS vs. Inactive courses: NOTTHIS refers to an active course that will simply not be offered in the next
academic year. An inactive course is a course that will never be offered at Stanford again.
3. Grading Basis Options: The current grading basis options are: Letter, Ltr-CR/NC or S/NC. Any webforms
with other grading basis submissions will be rejected.
4. Student Initiated Courses: SICs may be offered for a maximum of 2 units, enrollment should be limited to
a maximum of 20 students,grading option must be S/NC, and SICs must only count as activity (ACT)
courses in calculating the units required for the bachelors degree. More info on SI courses can be found
at http://studentaffairs.stanford.edu/registrar/staff/sics
5. Adding a new course: When adding a new course to the catalog, first check the catalog to make sure the
course is not an active course. Also, departments must wait a minimum of 3-4 years to re-use a desired course
number after the course number has been inactivated.
6. Cross-listing Courses: When making updates to a crosslisted course, make sure all departments are aware of
the changes being made. As previously noted, with no indication of the owning department in PeopleSoft, the
Registrars Office is under the assumption that all changes submitted via the webforms have been discussed
amongst the crosslisted departments.
7. Entry Deadlines: When updating the Course Catalog, reference the Course & Scheduling Entry
Deadlines:http://studentaffairs.stanford.edu/registrar/staff/course-entry-deadlines

Congratulations, you have completed the lecture portion of this unit. Please proceed to the Practice area of the unit
for the next steps.