Data Management

The application for change of grades involves a combination of electronic and manual procedures, as follows:

The Chair is responsible for the submission of appropriate forms in connection with courses, degrees/programs and course offerings.

Adding of new courses

• The Course Profile Form (Add Course) is used to introduce a new course into the system. The form contains notes to assist the department concerned in its accomplishment. The Office of the University Registrar also requires the submission of the course description on an attached sheet.
• The form will require the signature of the Department Chair, the Academic Programming Officer (where applicable), the Vice-Dean, the Vice Chancellor for Academics, and the University Registrar, for specific items in the form.
• The form must be accomplished in quadruplicate and submitted on or before the deadline set by the Office of the University Registrar, usually three (3) weeks before the schedule of enrollment.
• In assigning course codes, the department must adhere to certain conventions, such as, PRCxxxx (for undergraduate practicum courses), LBYxxxx (for undergraduate laboratory courses), THSxxxx (for undergraduate thesis courses), QLYxxxx (for undergraduate qualifying courses), and the alphanumeric codes for graduate courses.
• Only assessment codes listed in the Master List of Assessment Codes shall be considered valid for use in the Course Profile Form.

Revising existing courses

• The following details of the courses may be revised through the accomplishment of the Course Profile Form (Revise Details):
  • Course Type
  • Faculty Units
  • Permanent Pad
  • Assessment Code
• The form must be accomplished in quadruplicate and submitted on or before the deadline set by the Office of the University Registrar, usually three (3) weeks before the schedule of enrollment.
• Revision of items not included above (such as requisites, student units, and course description) requires a different Course Code, through the accomplishment of the Course Profile Form (Add Course).

Degree/Program Coding

• Upon approval of a new program by the Council of Deans, the Office of the University Registrar shall be primarily responsible for the preparation of degree/program codes, through the accomplishment of the Program Profile Form.
• However, the Chair is responsible for communicating in writing to the Office of the University Registrar revisions in existing programs, such as transfer of department, change of degree name and the like.

Course Offerings

• The department and the Office of the Vice-Dean coordinate on the list of courses (Course Offerings) to be offered for the following term.
• The Course Offerings must conform to a prescribed format and must include such details as course code, section, schedule, room assignment and, whenever practicable, faculty name, before submission to the Office of the University Registrar / Information Technology Services Office.
• The Course Offering must be submitted on or before the deadline set by the Office of the University Registrar, usually two (2) weeks before the schedule of enrollment.