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As we reflect on the proposals submitted in the first year of using Kuali CM, there are five areas of the courses proposal form that are most often completed incorrectly, or missed. To help ensure your proposal has all the necessary information and to minimize the need to withdraw a proposal after submission to the workflow, we have compiled a list of these errors and tips to avoid them.

1. Incorrect selection of Revision/New Version when proposing changes to an existing course record
2. Incorrect Effective Term and Year fields
3. Missing Academic Unit Approval date
4. A cross-listed course proposal is forgotten
5. Incomplete Faculty/AFIW Path(s) for Workflow field

Incorrect selection of Revision/New Version when proposing changes to an existing course record

When you select Propose Changes to modify/change a record, a pop-up window appears offering a choice of creating a new version (new effective date), or creating a revision (same effective date). It is crucial to make the correct choice in this scenario, as the only way to fix an incorrect selection is to delete the proposal and start a new draft.

Selecting New effective date (new version) allows you to create a proposal and select a new effective date. This is the correct option for the majority of submissions, especially early in the proposal year. Upon selecting new version, the effective date must be manually selected in the Effect Term and Year field.

Selecting Same effective date (revision) will create a proposal with the same effective date as the version of the record you are working from (i.e., the version of the record you had open when you selected Propose Changes). This option should only be selected if there is already a record for the effective date that applies to your new changes, and only if submissions are still being allowed for that effective date. Super important: Do not change the effective date, as – if approved that way – it would overwrite the existing version you were working from (which we can't allow).

Unsure of which option to select? Reach out via the .

Effective Term and Year fields

When completing the Effective Term and Year fields on a proposal form, careful consideration should be taken. 

• Did you begin your proposal by selecting Propose Changes > Same effective date (revision)? If so, do not change the Effective Term and Year.
• For all other proposals (new version, or a completely new course proposal), follow the Important! instructions that appear on the draft proposal form when selecting your effective date. For example:
  

Unsure which effective term and year to use? Reach out to the Office of the Registrar via the .

Missing Academic Unit Approval date

The Academic Unit Approval field is not required on the proposal form – simply because not all courses are owned or overseen by academic units – however, if your proposal is governed by a department, a school, a board of directors, or a steering committee, then this field is required for you. In a purely editorial scenario, it may also be applicable to leave this blank.

A cross-listed course proposal is forgotten

When proposing changes to a course, it is important to check whether that course is cross-listed in the Cross-Listing Information section of the course record. If the course is cross-listed, each of the courses in the Cross-Listed Courses field will also need a proposal submitted, even if those records will not need changes made to them.

Learn more about making changes to cross-lists.

Incomplete Faculty/AFIW Path(s) for Workflow field

The Faculty/AFIW Path(s) for Workflow field is a crucial field in Kuali CM as it is used in the pre-programmed workflow to determine where the proposal needs to go next. The selection made in this field determines the workflow path that your proposal is sent to; that is, which faculty or Affiliated and Federated Institution of À¶Ý®ÊÓƵ (AFIW) will receive your proposal and be able to make an action on it. While the field is not marked as required on the proposal form – as not every course is governed by a faculty or an affiliated institution of À¶Ý®ÊÓƵ – if your proposal is for a Faculty or AFIW, this field is required for you.

Important: Multiple faculties and AFIW can be added to this field. When might you need to do this?

• If your proposal needs to be submitted for review by two (or more) faculties, because it is a cross-listed course (e.g., ACTSC/AFM127 > both courses should go to both Arts and Mathematics workflow paths) or is co-owned by two faculties (e.g., SFM = Arts and Environment).
• If your proposal is owned by an AFIW and the Faculty of Arts.