Jan 06, 2025  
Registrar’s Office Policies and Procedures Manual 
    
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HELP
Registrar’s Office Policies and Procedures Manual Archived Catalog

Catalog Coordinator

July, August, September

  • Create the new academic catalog Excel master file.
  • Create the draft new catalogs in Acalog. Copy the existing catalog and mark as “locked”; do not publish this one yet (publishing this catalog will “archive” the current catalog).
  • Order new binder and dividers.
  • Export list of courses (from the new draft catalog) and delete all courses that are marked inactive-hidden. Permalinks will have to be removed to delete a course.
  • Export list of programs (from the new draft catalog) and delete all programs that are marked inactive-hidden. Permalinks will have to be removed to delete a program.
  • Submit a request to UMC to remove the old academic calendar from the JBU public website. There will be two calendars available; the older one can be deleted on the date that the new calendar picks up - typically the first day of freshman orientation.
  • Check that link to old catalog is showing in “Archived Catalogs Since 2017” page in current catalog.
  • Set up new Q: drive folder for the new catalog copy in “Catalog - TUG & GRAD”
  • Start CURRICULUM CYCLE CHECKLIST and work through each step to get Curriculum (Curriculog) ready for proposal submissions.
  • Create new catalogs in Colleague for upcoming year. You’ll need a “202X” (undergrad) and a “202XG” (graduate) catalog. Don’t forget to remove old programs that were deleted during the last catalog cycle and make sure that new programs were added during CATC. (Admissions will begin requesting program set ups; however, the bridge from Slate to Colleague will only reflect current Colleague data, not new data at this time.) You can check to see if this has been done by using CTLG in Colleague.
  • Update links on Registrar page (Transfer Request) on public EagleNet website to link to the new catalog. Will also need to update Archived Catalogs link.
  • Make final updates to faculty listed in the catalog (Hierarchy) based of the Academic Personnel Report that comes out before the fall welcome back workshop. These names will be updated in the current and future catalogs.
  • Update OAA page on Eaglenet with links to new Curriculum forms. See instructions in main binder on how to do this. Help Desk can aid on this task.
  • If a new prefix is being set up for the upcoming catalog, email Janna Haney and let her know. She will need to set this up with Accounts Receivable.
  • If a new prefix is being set up for the upcoming catalog, enter it under SUBJ in Colleague and in Acalog under Catalog Content à Item Types à Course. The new prefix will not show up under the Courses search screen until a course is imported (during the import process) that uses that prefix.

September, October, November

  • Proposals will be submitted in Curriculog. When they are ready for your review, look them over carefully. Ask questions, send emails, make corrections to the proposals. Once there are no more issues or questions, approve them. Follow the timeline to know which proposals need to go before Dean’s Council first (approve those first!)
  • Administrative Assistants/Specialists will contact you for new course numbers. Check the AS400 list as well as Colleague to pick a new number that has not been used before. Departments will need to tell you which level (1000-4000), the credit hours, and the name of the new course when they request a new number. (Catalog Procedures - Assigning New Course Numbers )
  • As you approve proposals, add the pertinent information for each one to the academic catalog Excel master file. This is your best chance of keeping track of all the changes.
  • When reviewing new courses, note if any course might need a rule written for it. Eleanor Mallow will write rules for courses.
  • Following each dean’s council meeting , look at the minutes to find academic policy changes that will need to be incorporated into the new catalog. Don’t rely on anyone else making you aware of these changes.
  • Get new academic calendar from the Registrar. This can be updated in the new catalog. You may be asked to help review the draft, but wait until the final version is approved by Deans Council to make changes in the catalog.
  • Once proposals make it through the approval process, they will land back in your queue under Catalog Coordinator. Final changes can be made and should be made before you begin exporting the info from Curriculog to Acalog/Colleague. When proposals are cleaned up and ready, they can be marked Ready for Export.