8. Other Course Related Actions

Once a course is approved there are a number of actions you may wish to take, including the following:

  • Change final exam group – To maintain fairness and consistency across campus, COCI will only approve requests for exam group changes under exceptional circumstances. Instructors are required to explain the reason for the request. These changes are not made in CMS. Submit the Petition for Final Exam Group Change to COCI staff at least two weeks before the beginning of instruction for the affected course. If the petition is received too late to review before instruction begins, COCI may still grant approval; however, the instructor will be required to hold the final exam at the originally scheduled exam group time as well as the new exam group time. COCI will not consider petitions received after the fifth week of instruction. See the Final Examinations section of the COCI Handbook for more details.

  • Correct an error – To correct errors such as typos, send an email to Senate Staff, who can correct the error by making a “fix” in CMS. However, if a change was supposed to have been requested but mistakenly was not, this is not a case where a fix may be applied. In this case, a modification proposal must be submitted. If the error must be corrected during the current term, provide justification for the urgency of the request. The use of the fix tool is limited and may not be used to make global changes to a selection of courses (e.g. all courses in a series of similarly grouped courses). Fixes may not be applied to corrections that would significantly impact the quality, objective, scope, or breadth of the course.

  • Withdraw a course – If a course will not be offered again, it should be withdrawn so it will not appear in the Berkeley Academic Guide and so that the number may be used again in the future. Once a course is withdrawn it cannot be scheduled or taught again. To withdraw a course, find the course by searching for it in the Search Approved Courses section at the top of the screen. Once you've opened it, select Withdraw from the menu on the left side. Choose the effective term (i.e., the last term the course can be taught—the term after which the course will be withdrawn) and enter a Justification for the withdrawal. Most withdrawals can be approved by Senate Staff without full COCI review. After the term is frozen in the Online Schedule of Classes, please make a request to the Registrar's Classroom Scheduling unit via scheduling@berkeley.edu(link sends e-mail) to notify the course has been withdrawn.

  • Restore a course that has been withdrawn – To bring back a course that has been withdrawn, create a new course based on the withdrawn course. A new course proposal will be created that copies all the course information from the withdrawn course. Fields may then be edited to reflect any updated course information. A new syllabus is required, and an explanation for restoring the course.

  • Add an equivalent summer version – To add equivalent summer terms of ten, eight, or six weeks to a course that has already been approved for fall and/or spring, create a proposal to modify the existing course, and add terms in the Formats section. The contact hours must be the same or greater than the total number of contact hours over the whole term (see chart for conversion). Also note that the instructional formats for identical summer terms must be the same as the instructional formats for fall/spring terms, e.g., if the course is offered with lecture and discussion in the fall, it must be offered with both lecture and discussion in the summer. If the contact hours are equivalent, this request can be approved by Senate Staff without COCI review. For information on creating non-equivalent summer terms ("N" versions), see the COCI Handbook. Term lengths of fewer than six weeks require COCI review and will be routed to the full committee.

  • Create a new code (new major, new subdepartment, etc.) – Once a new academic unit has been approved by the appropriate body (for majors, the executive committee of the college, the vice provost for the faculty, and the Academic Senate; for minors, the college; for designated emphases, the Graduate Council), COCI must approve the code used to designate the new unit in CMS. The code can be a maximum of seven characters, including spaces. The department chair should write a letter to COCI proposing a code and explaining the need for the new code. This letter should be sent directly to Academic Senate staff by email(link sends e-mail) or at 320 Stephens Hall # 5842. The code must be approved and created in CMS before any courses can be created under the new code. Please note that the Campus Solutions (CS) system cannot accommodate codes that include spaces and special characters (i.e. dash, underscore, slash, etc).

  • See all your courses - To see a list of all the courses in a department, type the department name in the search box at the top of the CMS page. Do not select any course that appears in the list. Just click the Search Approved Courses button after typing the department name. A list of all the active courses will appear. To see courses that are inactive--that is, pruned or withdrawn--click on the red x in the menu to the left, to remove the Active status filter. Then the pruned and withdrawn courses will appear in the list. You can toggle back and forth between the simple list view and a slightly more detailed view by clicking the blue List and Detail buttons at the top of the list.

    Similarly, if you search for a course that you know exists, but get the message "Could not find courses matching ..." click the red x in the menu to the left to remove the Active status filter. Then the course should show up in the list. You'll see that it's been pruned (removed from the Berkeley Academic Guide) or withdrawn (ended). If you want to unprune a pruned course, follow the instructions for Visibility (Pruning).