Catalog Change Requests: Submit Course-Level Changes

This article overviews the process for submitting Catalog Change Requests pertaining to specific courses offered at an institution. When there are differences between course codes on a student transcript and those used in the course catalog data sets in Transferology®, Transfer Specialists and Program Admins can use this feature to submit a request to CollegeSource to review the course code display.

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Institutions may encounter situations where the transcript and course catalog codes differ for only some courses within a department. For example, an institution might, on the transcript, place a leading zero in front of a developmental course in a particular department. However, this leading zero may not appear in the institution catalog.

To request a change to a specific course within a Department:

  1. Go to the Rule Management menu.
  2. Select Catalog Change Requests.

The Manage TES Catalog Change Requests screen will appear. Any previously submitted requests will be listed to the right.

Manage TES Catalog Change Requests screen as described below.
Select to see a larger version

  1. Select Course-Level Changes.
  2. Under School Name, type the school's name into the search box.
    • As characters are entered, choices will begin to auto-populate.
    • Select the School Name from the list.
  3. Select the Confirm Source School button.

Callouts illustrate the location of the School Name search box and the Confirm Source School button.

  1. Under Department, type the name of the Department within which the course resides in the search box.
    • As characters are entered, choices will begin to auto-populate from the institution's primary catalog's most recent course data set from TES┬«.
    • Select the Department name.

Department search box.  In the example, the user has typed in MATH. Three Departments containing the letters M A T H appear.

  1. Select the Add Request button to the right of the course code to be reviewed.

Callout illustrates the location of the Add Request button.

  1. Repeat the steps above to add up to five courses to the list.
  2. Fill in the following fields for each course.
    • If a course was added in error, select the trashcan icon (Remove Request).

Screenshot of fields described below.

Field Description/Instrucitons
Change

Type in the course code precisely as it appears on the student transcript.

Example: MATH0103

Start Month

This field is used to identify the term in which the transcript course code appears on the student transcript.

Select the approximate start month using the guidelines below:

  • If Fall, select September
  • If Winter or Spring, select January
  • If Summer, select June
Start Year

This field is used to identify the term in which the transcript course code appears on the student transcript.

Enter the year in which the term begins.

Format: YYYY

End Month

This field is used to identify the term in which the transcript course code appears on the student transcript.

Select the approximate month of the end of the term using the guidelines below:

  • If Fall, select December
  • If Winter or Spring, select January
  • If Summer, select August
End Year

This field is used to identify the term in which the transcript course code appears on the student transcript.

Enter the year in which the term ends.

Format: YYYY



  1. Select Send Request.

In the example, MATH0103 has been entered into the Change field. The Start Month of September and a Start Year of 2022 have been selected. The End Month of December and the End Year of 2022 have been selected.

  1. The Catalog Change Request Preview pop-up will appear.

Catalog Change Request Preview. The user is asked to review the Course, Requested Course Code, Start Date, and End Date submitted, and provide additional information to help review the request.

  • Review the data contained within the request.
  • Provide any additional information needed to review the request in the field supplied.
    • Users are required to provide additional information with the request.
      • Example: "I verified that while MATH103 is the course code used in CollegeSource University (SH)'s catalog, MATH0103 is the code that appears on the transcript for Fall 2022."
  • Select Send.
    • A message will appear indicating that a ticket has been created.

Once submitted, the request will appear under the heading of Active Requests by (Institution Name) in Transferology® Lab. The details submitted on the Catalog Change Request Preview screen will be documented within the information icon under Changes.

Active Requests for CollegeSource University SH.
Select to see a larger version

See Manage Catalog Change Requests for further information.

Submitting Multiple Courses for Review

As noted above, users have the ability to submit up to five courses for review at once. Selected courses would populate the Catalog Change Request Preview screen, as shown below.

When entering additional information, be sure to explain the request as it pertains to all the courses in question.

In this example, the user is requesting that the leading zero be removed from four MTH classes at CollegeSource University (SH)

Courses submitted under one request will be grouped together as such on the Active Requests by (Institution Name) page:

Active requests for CollegeSource University (SH). In the example, the four math courses noted above appear under one submission.

Users can select the information icon to the right of the first applicable Dept/CrsNo to review the additional information submitted with the request:

Example of text contained within information icon, as described above.

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