Course Sets are a data set within Shared Data, and provide a way to create a predetermined list of courses that can be reused across multiple programs. Rather than rebuilding the same list of courses in each program, a course set can be created and referenced as many times as needed, helping to ensure consistency and reduce duplication.
For example, an institution may have a set of English core courses that fulfill requirements in multiple programs. By creating an “English Core” course set, that list can be applied consistently without needing to recreate it each time. The other benefit is that a course set can be updated as needed, and the changes will reflect where it is used.
Using course sets benefits both administrators and faculty: Admins can feel confident that once a course set has been approved, that set of courses cannot be modified within a proposal, protecting the integrity of the data and ensuring consistency across the institution. Faculty will be able to select from clear, pre-approved course sets without needing to navigate complex rules or risk setting them up incorrectly.
Course sets can have versions and term ranges, allowing changes to be tracked and applied over time, as well as a workflow to ensure that course sets are vetted before being put into use.
Each course set has a standard set of default fields: course set name, start and end term, and courses. The courses field supports drag-and-drop reordering, making it easy to adjust the list as needed. These fields are Kuali Product Gadgets, and while more fields can be added, the defaults ensure a consistent structure across all course sets.
Additionally, course sets make use of versions - so any rule pointing to a course set can be configured to automatically pull the correct version based on the overlapping term ranges with the record in use. This ensures that faculty and admins are always working with the right set of courses for the appropriate term, maintaining consistency across the institution’s curriculum data.
Creating New Course Sets
To access course sets:
- Navigate to the Academic Ops suite
- Select Shared Data
- Choose Course Sets from the navigation on the left
- From the Course Sets page, click the New button.
- Complete the form with the required information, including course set name, term range, and courses.
- Submit the form to workflow for approval.
- Once approved, the course set will be available for use when adding rules into requirements.
Editing a Course Set
Course sets may be edited by an Admin or user who has been granted permissions to do so.
- If a course set is modified, then those modifications will take place immediately and reflect wherever the course set is used.
- If a new version of a course set is created, then the changes will be effective wherever the new version is used, and will not update the previous instances.
Modify Existing Course Set
- From the document list for Course Sets, select the course set you would like to modify.
- In the new modal window, click the Edit button.
- In Edit mode, you can adjust any field within the form by clicking into them and making adjustments, including reordering courses by dragging and dropping them.
- When all edits are complete, click Apply Edits to save the changes.
Create a New Version of Existing Course Set
- From the document list for Course Sets, select the course set you would like to create a new version of.
- In the new modal window, access the drop down menu and select +Create New Version.
- Complete the form with the required information, including course set name, term range, and courses.
- Submit the form to workflow for approval.
- Once approved, the course set will be available for use when building rules.
Deleting a Course Set
Course sets are able to be deleted from the system if needed. This action may only be performed by an Admin or user who has been granted specific permissions to do so. Once a course set has been deleted, it is not able to be recovered.
To delete an existing course set:
- From the document list for Course Sets, select the course set you would like to delete.
- In the modal, click on the
icon next to the Edit button, and click Delete.
- A confirmation message will appear to indicate that deleting this document will permanently remove the document.
- Course Sets that are deleted will not be deleted from programs or courses that reference it. This prevents the information from being removed from past records or affecting catalogs negatively. If it should be removed from a program/course record, it will need to be manually removed from that item.
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