Registrar

Course Term Setup Dates and Room Assignment

Recently more standardized dates have been established for the beginning and end of course schedule maintenance. Those dates are posted below.

• When Course Scheduling Maintenance ends (i.e. Close ConnectCarolina) on a weekend, the date will roll to the following Monday.
• If there are any changes to these dates due to special circumstances, the Gillings Registrar will notify departments.
• One week after Extended Course Maintenance opens, the Office of the University Registrar’s Scheduling team will be requested to run the Optimizer for room assignment.  After all Gillings classes are assigned rooms, the Room Change Request process will open and run for two weeks. The two-week timeframe is firm, and changes to courses after that time that require a new room will require the course to be assigned a General Purpose Classroom on Main Campus.

Summer Course Scheduling Maintenance

• Opens – 10/1
• Gillings Deadline – 10/31
• Extended Course Scheduling Maintenance – dependent upon Office of the University Registrar Scheduling – estimated time; Early December
• Room Assignment – Gillings Registrar will reach out to departments to see if there are any rooms required (most Gillings courses do not need room assignment over the summer)

Fall Course Scheduling Maintenance

• Opens – 10/1
• Gillings Deadline -12/1
• Extended Course Scheduling Maintenance – dependent upon Office of the University Registrar Scheduling – estimated time; Mid-March
• Room Assignment – dependent upon Office of the University Registrar Scheduling running the Optimizer – estimated time; End of March
• Room Change Request – will run for two weeks after all courses are assigned rooms. Information will be sent to each department regarding this firm time frame. – estimated time; beginning of April

Spring Course Scheduling Maintenance

• Opens – 4/1
• Gillings Deadline – 6/1
• Extended Course Scheduling Maintenance – dependent upon Office of the University Registrar Scheduling – estimated time; Mid-September
• Room Assignment – dependent upon Office of the University Registrar Scheduling running the Optimizer – estimated time; End of September
• Room Change Request – will run for two weeks after all courses are assigned rooms. Information will be sent to each department regarding this firm time frame. – estimated time; beginning of October

CourseLeaf Curriculum Information Management (CIM)

CourseLeaf Curriculum Information Management (CIM) takes the entire curriculum process online, integrates, and builds on the CourseLeaf Catalog software (CAT) to provide a comprehensive Curriculum and Catalog product. CIM Course Approval is tightly integrated with the University Catalog and ConnectCarolina.

The CIM module will import course information from ConnectCarolina, provide customized pre-populated forms for campus users (e.g., faculty, administrative staff) automatically create workflow, identity all affected courses by the proposed change, track edits and comments, report on status, generate customized PDF files on demand for committee meetings, and assist in automatically updating ConnectCarolina at the end of the process. The CourseLeaf Catalog software (CAT) will then automatically update the next University Catalog with the approved ConnectCarolina course data.

All course updates are submitted in CIM:

• Propose a new course
• Edit an active course
• Deactivate a course

CIM Course User Guide

Course Submission Guidelines

• September 1: Early priority deadline for new undergraduate courses to be offered in the next Spring or Summer term. Approved proposals will appear in Connect Carolina with a Spring/Summer effective date. They will not appear in the Catalog until the next edition is published on June 1.
• October 15: Undergraduate curriculum deadline for courses and programs. Approved proposals will appear in the next Catalog with a Fall effective date.
• January 15: Graduate curriculum deadline for courses. Approved proposals will appear in the next Catalog with a Fall effective date.

Forms

Additional Semester Appeal – Undergraduate students will need to submit this form to OSA for signature from the Associate Dean of Academic Affairs and will be processed by the Senior Executive Director of Academic Advising & Student Services (bocchino@email.unc.edu).

DEADLINE: Varies by term but will be due around the middle of the previous term

Change of Major – Undergraduate students work with their Academic Coordinator to complete the Change of Major Form and submit to the Gillings Registrar to process.

DEADLINE: None

Course Overload Request – Undergraduate students will need to complete this electronic Overload Form for approval of both their Academic Coordinator and the Gillings Registrar.

DEADLINE: Before the start of a semester

Course Underload Request – Undergraduate students will need to complete the electronic Underload Form for processing by both their Academic Coordinator and the Gillings Registrar ***Once the form is signed – place copy in the “Registrar File”

DEADLINE: Before the eighth week of classes (some exceptions after the eighth week – must be approved by the Associate Dean of Academic Affairs)

Declaration of 2nd Major Form or Letter – Undergraduate students complete a letter to the Associate Dean of Academic Affairs requesting a 2nd major and then will need to turn in to the Gillings Registrar to process. Student will then need to receive an approved letter and memo and schedule an appointment with A & S to further this petition.

DEADLINE: None

Declaration of Major – Undergraduate students complete the form with their Academic Coordinator which will then be sent to the Gillings Registrar to process.

DEADLINE: 2nd semester of sophomore year

Declaration of Minor – Undergraduate students complete the electronic Minor Form, obtain their Academic Coordinators approval, and then the form will be submitted to Gillings Registrar to process.

DEADLINE: None

Drop/Add/Audit & Post-Semester Add/Drop – Students will need to complete the Drop/Add/Audit Form (during the term) or the Post Semester Add/ Drop Form (after the last day of class for the enrollment term) if they desire to drop/add a class after the 5th day of classes. The form must be processed with the students’ Academic Coordinator, signed by the Course Instructor, and OSA will either forward the form to the Graduate School (for Graduate Students), or obtain a signature from the Associate Dean of Academic Affairs and route this form to the Registrar’s Office (for Undergraduate Students).

DEADLINE: Announced each term / semester deadlines are on the Academic Calendar

Exam Excuse – Students should complete the electronic Exam Excuse Form with a justification of why the excuse is needed for processing by the Gillings Registrar. Deadline to submit this form is the last day of class of the semester.

DEADLINE: Last day of classes before exams begin at 5pm

UNC Gillings International Travel Approval Process – Consistent with UNC System guidance, University-affiliated international travel requires prior approval.

OASIS Syllabus Repository

The OASIS Syllabus Repository will archive course data by academic term so it can be accessed when needed, e.g., for audits, graduate program reviews and accreditation.

Beginning Academic Year 2021-2022, all faculty instructors of Gillings School courses will be required to upload full course syllabi to the Online Syllabus Management repository.

Near the start of each academic term, the Online Syllabus Management system will generate an email to primary instructors listed in the schedule of classes for that term, notifying them to upload the same complete course syllabus they will present to students in the first class session.

Faculty will continue to receive reminder emails until they complete the upload of their course syllabus for the academic term.

Faculty are not expected to upload the course syllabus more than once per term, even if they make changes during the semester.

Uploading a course syllabus is a very simple process, will require just a few clicks and will take you only a couple of minutes.

1. Log in to your UNC VPN.
2. Next, log in to the Online Syllabus Management system by opening this site: https://osmsph.oasis.unc.edu/osmsph/
3. Once there, scroll to the bottom of the screen and click Get Started.
4. In the repository, select the course to add your syllabus by clicking Update.
5. After you have selected the course to upload the syllabus, click Browse.
6. Select the syllabus document from your computer, and then click Upload.
7. Once the syllabus uploads, you will see Completed under the Status heading at the right of your screen.

Schoolwide and Departmental Handbooks

Each academic year, the Gillings School updates its schoolwide and departmental handbooks. This process begins in May and runs through the beginning of August. Departments are encouraged to keep track of the updates that they make to their programs through the academic year so that updating the handbooks is a smooth and simple process. The Gillings Registrar will inform departments and stakeholders of the time frame and send frequent communication over the summer to ensure that all updates are posted by the first day of class for the Fall term.

The schoolwide and departmental handbooks are a separate task than the yearly updates required for the university catalog. This university task links to student’s degree completion in ConnectCarolina, and if attached to Tarheel Tracker (BSPH and MPH), is a requirement for student graduation clearance. This process opens in February and closes in March for the following academic year. The Gillings Registrar will inform departments and stakeholders of the time frame and send frequent communications.

University Provost’s Fall and Spring Course Audit

Each Fall and Spring term, the School of Public Health is required to participate in the Provost’s course audit. This university requirement selects courses at random that are offered in a given term and requires that a class syllabus and a day and time stamped screen-capture/photo be submitted. Instructors whose classes are selected for the audit must upload their syllabi to the syllabus repository and submit a day and time stamped screen-capture/photo to the Gillings Registrar during the time allotted for the audit. This is a university requirement, and compliance is not optional.

If a course is selected, the following specifics for completion of the university requirement will be sent to a listed instructor of the course.

1. A screen-capture/ picture of your course – As in the past four terms, a member of Student Affairs will not be by to take a picture of your class. Information on how to take a screenshot for an online course, or a picture from your phone (or the phone of a student in your class) is as follows.  Information on how to take a screenshot in an Microsoft device can be found here. Information on how to take a screenshot in an Apple device can be found here. If you do not have a recorded/ remote version of your course, please either take a picture of your course with a day and time stamp, or request that a student seated in your class take a picture on their phone. Information on how to take a picture with a day and time on an Apple device can be found here. Information on how to take a picture with a day and a time stamp on a Microsoft phone can be found here.
2. Your course syllabus – As previously communicated, Gillings is now collaborating with the College of Arts & Science’s OASIS team’s Syllabus Repository. If you have not already uploaded your syllabus, please do so here. Information on how to post your syllabus is attached. Once your syllabus is uploaded to the repository, notification can be emailed to me with your course picture. If your syllabus has already been uploaded, please let me know that your syllabus is posted to the repository when sending me your course picture.

Once the requirements are met, all that is required for the course that has been selected for the audit will have been received, and the course and instructor will be removed from the list of classes. Once the process is complete and all required data is received, the Gillings Registrar will submit the collected data to the Office of the Provost to fulfill Gillings compliance.

Additional Resources

Grades – The Gillings Registrar does not have access to post grades, or to view where grades postings/ changes are in the ConnectCarolina workflow.  The Office of the University Registrar’s Grades team (grades@unc.edu) is the best source of information on posted grades and grade workflow.

Additional points of reference for grades:

• Grading Calendar
• Grading System
• Grading Help for Faculty

Sakai/ Canvas – The Gillings Registrar does not have access to or work with Sakai or Canvas.  Gillings Informational and Informational Services is the best point of contact for assistance with that software.

Enrollment/ Degree Verification/ Transcripts – The Gillings Registrar does not work with enrollment verifications or degree verification.  The Office of the University Registrar (registrar@unc.edu) is the best source of contact for assistance for transcripts and verifications.