Course Approval

All course proposals including new courses, course edits, and courses for the general education program will be processed using the new CourseLeaf Curriculum Inventory Management system referred to as CIM. After logging in to CIM, search for your course to make the needed edits or click on the new course proposal button for a new course form. After completion, submit into the approval workflow.

Courses run through the Course Approval Process.

Log into MyPack Portal and locate CIM links in your NavBar:Navigator on the right side: Campus Resources>Course Information Management


Course changes will fall under a minor edit, which are small changes to the course description, title, prerequisite, or scheduling or a major edit, which indicate changes to the content and/or structure of the course. Both major and minor edits will go through UCCC and CUE for review.

Please note that if a number of these fields are edited, or if a single edit suggests a major change, the action may need to be changed to major.

Minor Edits:

  • Basic revision in pre-requisites, co-requisites, or restrictions
  • Basic revision in course prefix or number
  • Basic revision in course title/abbreviated title
  • Change in semester scheduling
  • Change in grading method (from letter-grading to S/U grading)
  • Basic revision in catalog description
  • Adding or removing a cross-listing
  • Removing a GEP attribute from an existing GEP course
  • A MAJOR edit is anything not included in the list above.

    CIM Help GuidesCC.wolf.341

    Please have your syllabus ready. For the initial implementation of CIM, in order to submit a new course or to enter course revisions, all course data must be entered into the CIM course form. Even for a minor edit you will first have to complete all course fields outlined in red on the form.

    Additional Information

    New course prefixes must be approved by UCCC and entered into SIS and the CIM Course system before the prefix will be an option on the CIM course form prefix selection list.

    If a course prefix needs to be added that is not currently on the CIM Course Form (Course Prefix drop down list), send an email to with a memorandum attached addressed to either
    the Undergraduate Courses and Curriculum Committee (for undergraduate use).

    The Memo must Include the Following:
     Name of the Initiator and Contact Information
     Prefix/Subject code being proposed
     Reason for new prefix including plans for course development using the new prefix.
     Title of the new prefix (Subject Title)
     Academic Organization (Department or Program code)
     CIP Code for the prefix
    o Follow the CIP for the Curriculum listed for the course content via the CIP website.
     A proposed effective date indicating the semester in which the prefix is to take effect.

    If Applicable, also Include:
     Documentation of consults with any other departments/colleges.
     List of curricula that may be impacted by courses to be developed with the new course prefix.

    Approval Process for New Prefixes
    The action can then enter into the normal departmental/college/university workflow for approval. Notification will be sent to approvers. Once the prefix has been approved and entered into SIS and CIM, the new prefix will be available for use.

    Undergraduate Level Course Numbering Should Be Assigned as Follows:
    o 100-199 courses under the College of Agriculture and Life Sciences are offered by the Agricultural Institute and are designed to meet the specific requirements of the Associate of Applied Science degree.
    o 100-299 courses are intended primarily for freshman and sophomores [290-299 introductory seminars and special topics courses intended primarily for freshman or sophomores]
    o 300-399 courses are intended primarily for juniors
    o 400-499 courses are intended primarily for seniors [490-498 advanced undergraduate seminars and special topics courses; 499 advanced undergraduate research]

    Graduate Level Course Numbering
    For Graduate course numbering and associated grading method guidelines see the Graduate Handbook.

    Dual Level Course Numbering (400/500 Level Courses)
    The practice of a department teaching a 400-level and 500-level course in the same subject matter is called a ” dual-level” offering. Both courses should bear the last two digits at each level (example: PY
    414/514) and must have the same course title, credit hours, grading method, etc. Such proposals are expected to reflect the different needs and abilities of students taking the 500-level version of the course
    and students taking the 400-level version. Therefore, all requests for dual-level use must address how the performance expectations will be greater and performance evaluation more rigorous for students
    taking the 500-level course. On the CIM Course form select the dual level radio button and the corresponding course number will appear, complete the form detail and the approval workflow will move
    the course proposal through the Undergraduate and Graduate approvals.

    Joint Responsibility
    A cross-listed course becomes the joint responsibility of all departments and colleges listing it. Scheduling of a cross-listed course involves the coordination of scheduling officers of all departments included in the cross-listing. All departments and colleges responsible for the courses must endorse
    proposals to cross-list courses or to revise existing cross-listed courses. Such endorsement includes signature approval by all relevant department heads, curriculum committees, and deans.

    Duplication of courses on the same subject at the same level by different departments or programs should be avoided. Exceptions to this guideline will require special justification. To prevent duplication, courses may be cross-listed by being given the same number with two or more course prefixes, such as FS/ANS/PO 350.

    In order to be cross-listed, the course must be an appropriate and integral part of the course offerings of the involved disciplines or departments. A course should be cross-listed only when all involved departments contribute to the teaching of the course either financially or shared responsibilities in
    providing an instructor(s).
    Because of the additional administrative processes involved with cross-listed courses, cross-listing should be undertaken only when it has a significant purpose.

    The following are not considered sufficient justification for cross-listing:
    o To increase enrollment by creating multiple listing points in the course catalog
    o To have the course prefix reflect the major
    o Because the course is required in the major
     The rationale that a course should be cross-listed because the department requires the course for one of its majors is a not considered sufficient justification since there is no restriction on requiring courses from other departments in a major.

    Departments are encouraged to try out new course material on an experimental basis through the use of a Special Topics course number before formally proposing as a new course with a permanent number. The proliferation of courses without consideration for student demand or strength of course offerings in related areas should be avoided.

    Most departments have a designated course number approved for offering an experimental course; normally within the course number range of 290-298 or 490-498. Not all course prefixes have a special topics number established.

    To establish a special topics course number in your department/college, the proposal must be submitted as a new course via CIM. Please see this link for recommendations from UCCC about how to fill out CIM fields for specialized courses:

    Limit on offering of a Special Topic
    The use of special topics numbers (and other general numbers in the 290 or 490 series) for the experimental introduction of new courses is encouraged under two conditions:
    • that the content of the course is manifestly appropriate to the department or program offering it and
    • that the experimental course be proposed as a new course with a permanent number and approved through regular College and University procedures prior to its being scheduled for a third time.

    A special topic is only permitted to be offered two times. A third offering as a special topic may be permitted upon approval by the Dean of Academic and Student Affairs (DASA).

    Special Topics Title
    To create a specific title for the special topics offering, contact the University Scheduling Office in Registration and Records to establish the title for use when scheduling the section of the course for an upcoming term. Notes about the content of the special topics (course description, contact information) can be added to the section offering of the course by the departmental scheduling officer in the “notes” section of the schedule.

    GEP Special Topic offering
    To offer a special topic that will also satisfy a GEP category/co-requisite, please click on “Special Topics GEP Forms” for more information.

    Special Topics Change in Grading Method for a term offering
    The instructor for a special topics offering may request to have the approved grading method changed for the course offering on a per semester basis. A Request to Change the Semester Grading Method on a Course form must be completed and include the full course title, be signed by the department head and submitted to the Office of Undergraduate Courses and Curricula via email or campus mail (Box 7105) for processing and approval by the Dean, Division of Academic and Student Affairs or designee. Please note that the grading method must be one of the ones included in the catalog entry for the course (ex: OPT course selecting S/U only). Adding grading methods to a course that is not represented in the catalog also requires initiation of the course action form in CIM for the course prior to approval. Please contact for further guidance or questions.

    If requesting a change in grading method from S/U to letter grading for the semester, the method of evaluation for letter grading must be stated on the form. Once approved, the form will be sent to Registration and Records for implementation. Please contact the University Scheduling Office if any questions regarding the implementation of the change in grading method.

    A request to change the grading method must be submitted each semester the course is offered. A course action should be submitted prior to the offering of a special topics for a third time.

    Approval Process
    Offering a course as a special topics using an existing special topics course number does not require approval beyond the department or other internal processes for such an offering as established by the College. See above for approvals for GEP special topics courses.

    Course Syllabi

    Course Syllabi must follow the NC State Syllabus Regulation. Syllabi are required to be submitted when proposing the following:

    • Creation of a new course
    • Specific types of revisions as follows:
      • Revision in credit/contact hours
      • Revision in grading method from credit-only to letter-grading
      • Revision in course description reflecting a change in course content
      • Revision in course content
      • Revision in student learning outcomes

    For assistance in creating a Syllabus, a new Syllabus Tool * has been developed to help Faculty with course revision and development. This tool is a web-based application that walks the user step-by-step through the syllabus requirements and can be recalled each semester and updated for the next semester offering. The tool is programmed with the required boilerplate text, standard course meeting times and other syllabus requirements so that a syllabus can easily be created to meet the regulation.

    Want a quick, checklist format? Click here !

    *NOTE: Please try a different browser when using the syllabus tool if experience problems with editing.

    Syllabus Tool

    To get started, please link to The user will need to login with their unity ID and password. When you enter the site, you can quickly begin by clicking “Create New Syllabus”. In the top right corner is a link called Help & FAQ for instruction on how to use the tool. If there is a problem with the tool or want to provide feedback, please complete the feedback form available at the link provided at the bottom of the page.

    Need for Consultation

    When developing new courses, revising established courses, dropping established courses, or if a course being dropped/added to a curriculum is outside of the program’s college, the initiating department or program should consult as widely as possible with other Colleges, departments, or programs and consultation should be sought whenever:

    1. Duplication or significant overlap may occur.  In an effort to avoid duplication or significant overlap of course content between departments, a keyword search of the course catalog is available at to search for already existing courses that may have similarities in content to the proposed course. Duplication of courses on the same subject at the same level by different departments or programs should be avoided. Exceptions to this guideline will require special justification.
    1. The new course being proposed is intended to serve as a required course or qualified elective in the curricula of those departments.
    2. The course to be revised (especially, revisions in content, credit/contact hours, or pre/co-requisites) has been serving as a required course or qualified elective in the curricula of those departments.
    3. The course to be dropped has been serving as a required course or a qualified elective in the curricula of those departments.
    4. The pre-requisite for a course would significantly impact enrollments in another department.

    Requesting a Consult

    If consultation is needed, please send an email to the Associate Deans requesting a consult to determine if or how the proposed course action will affect the curricula and/or course offerings within that department/College. The email should provide a date by which a response is needed. Departmental consultations within a college are assumed to have been completed when the course action bears the signature of the College’s Course and Curricula Committee and Associate Dean. Please contact Registration and Records if assistance is needed in determining the curricula in which your course serves as a required course or qualified elective.

    Response to Request for Consult

    An Associate Dean or their designee has 3 weeks to acknowledge and/or fully respond to a request for consult. If the consulted College does not acknowledge the request within 2 weeks, the initiating College should attempt to contact the Associate Dean by phone. If no acknowledgement or response is received after the 2nd attempt and by the end of the 3rd week, the action may move forward for consideration by the UCCC. Please contact the Office of Undergraduate Courses and Curricula if a response to the request for consult has not been received after the 2nd attempt. The response(s) received should be attached to the course action. If no response is received, please document the attempts to contact and attach to the course action.

    Questions and Help

    To contact the NCSU CIM Admin Team, send an email to for Undergraduate or for Graduate. College Liaisons help facilitate the courses and curriculum process in your college and should be notified of issues related CIM in your department: