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CRCS: Submit a Proposal to Drop a Course in Curriculum

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2.0 - Updated on 11-06-2020 by Vilma Shu (vbs5182)

1.0 - Authored on 08-23-2017 by Vilma Shu (vbs5182)

The Curriculum Review and Consultation System is designed to manage the submission of course and program proposals as well as facilitate the approval process electronically. This article describes how to create and submit a proposal to add a new Penn State course.

Access the Curriculum Review and Consultation System

To access the Curriculum Review and Consultation system:

  1. Visit the CRCS home page.
  2. Click the Log On button.
  3. If you are not already logged on to a Penn State service using WebAccess, the WebAccess form will display. Enter your Penn State Access Account user ID (e.g., xyz123) and password.
  4. Click the Login button. The Home screen will display.

Submit a Proposal to Drop a Course

To submit a proposal to drop a course, from the Home screen:

  1. In the top left menu, under Proposals, select Create Proposal. The Create Proposal screen will display.
    Screen capture of Home screen menu.

















    Select Proposals, then Create Proposal.
  2. From the Degree Level drop-down menu, select Undergraduate.
    Screen capture of Degree Level pull-down menu with Undergraduate selected.









    Select undergraduate from the Degree Level drop-down menu.
  3. From the Proposal Type drop-down menu, select COURSE.
    Screen capture of Proposal Type pull-down menu with Course selected.












    Select Course from the Proposal Type drop-down menu.
  4. From the Action drop-down menu, select DROP.
    Screen capture of Action pull-down menu with Drop selected.









    Select Drop from the Action drop-down menu.
  5. From the College With Curricular Responsibility drop-down menu, select the applicable college.
    Screen capture of College with Curricular Responsibility pull-down menu with Liberal Arts selected.





























    Select college from College With Curricular Responsibility drop-down menu.
  6. From the Course Abbreviation drop-down menu that displays, select the course abbreviation.
  7. From the Course Number drop-down menu that displays, select the course number of the course you wish to drop.
    Screen capture of Course Abbreviation and Course Number pull-down menus.























    Select the Course Abbreviation and Course Number.
  8. Click Next. The Proposal Initiator and Submitter will display.
  9. In the Principal Faculty Member(s) section under Name and User ID, enter the faculty member's user ID or name; as you begin to type, a list of suggestions from the Penn State directory will pop up, from which you can select.
    NOTE: To edit the name, under Action, click the pencil (edit) icon, make any necessary edit, then click Update.
  10. From the College drop-down menu, select the faculty member's college.
  11. If more than one person should be indicated as a principal faculty member, to the left under Action, click the Insert button to display a new row. Repeat steps 9 and 10 for that person.
  12. In the Form Submitters section, by default, the Name and User ID and College information corresponds with the person who is currently logged on. It is important to mention that this information should always be representative of a faculty member; however, a staff member may complete the online forms on behalf of the faculty member.
    Screen capture of Proposal Initiator and Submitter Form.






















    Enter the name and college of the principal faculty member and form submitter (if different).
  13. Click Next. The Course Location History screen will display. You will see the locations where the course has been offered in the past four years, including historical offering locations for the relevant cross-listing.
    Screen capture of Course Location History screen.


































    Course Location History showing where the course has been offered for the last four years, including cross-listing.
  14. Click Next. The Course Information screen will appear. This screen includes information about General Education Designations and other information about the course to be dropped, but there are required fields to fill out.
    Screen capture of Course Information screen.






































    Course Information screen that includes General Education Designation and Course Information sections, plus required fields.
  15. Fill out the Justification Statement field that sets forth reasons for the proposed drop.
  16. From the Effective Semester drop-down menu, select Fall, Summer, or Upon Approval to propose when the course would be dropped.
  17. If you select Upon Approval, there are no further fields to fill out and you can select the Next button. If you select Fall, Spring, or Summer, go to Step 18.
  18. From the Effective Year drop-down menu, select the year you propose the course to be dropped. If you select Other, fill in the year in the Other Year Value field that will appear.
  19. Click Next. The Review by Required Signatories screen will display.
  20. Specify the Head of Department, College Representative, and Dean of the College, if not automatically filled in. In the Name or User ID field for each, enter the name or user ID of the person; as you begin to type, a list of suggestions from the Penn State directory will pop up, from which you can select. Then press the Tab key to automatically fill in the Name field.

    NOTE: The College Representative and Dean of the College are automatically filled in by the system; however, if there has been a change since the system was populated with this data, you can edit the information.
    Screen capture of Review By Required Signatories screen.

























    Specify the Head of Department, College Representative, and Dean of the College.
  21. Click Next. The Consultation Request screen will display.
  22. You can now send the proposal out for review. There are two different types of review:
    • Consultation: Consultation groups may have been created for the college pertaining to the proposed course. Those groups from whom coordination is required by the college are grayed out and cannot be unchecked. To initiate a formal consultation, check the box for any additional pertinent consultation group besides those already checked, then click the Submit Request For Consultation button.

      NOTE: By default, the request will be sent to all members of the group; however, you can optionally deselect the check box next to a name so that person will not receive a request.

      NOTE: If the proposal is for an undergraduate course, each party included in the consultation will be given two weeks to respond. A group/individual consultant is assumed to concur if no response is received within that time. No time limit is imposed in the case of a graduate, law, or medical course.
    • Actual approval process: The Send To College Proposal Administrative Group button is only available once all parties included in the Consultation have responded to the proposal. (The faculty submitter and any staff person to whom curriculum rights have been granted to initiate the proposal will receive an e-mail when this has been achieved.) Once you click the Send To College Proposal Administrative Group button, you will not be able to further edit the proposal.

NOTE: Once the approval process has started, you will not be able to edit the information in the proposal. The information will be protected until it has been noted that a change is necessary. If you would like to make a change or reset the status of the proposal, you may contact the Faculty Senate at 814-865-5788 and a CRCS administrator will be able to help you.

Some email programs may place the automated email into a recipient's "Junk" folder. If your proposal has not been reviewed by a particular individual, you may want to notify them yourself that a review is necessary.

 

Revised by Vilma Shu (vbs5182)
Last modified 11-06-2020 09:09:30 AM