Instructions for Electronic Course Change Form

Summary of Proposed Changes 

  • Course Form Action- Choose NEW to create a new course, Choose CHANGE to make changes to existing course, or Choose DELETE to delete an existing course. For existing courses course information will autofill from Banner. Use Tab to select the course. 
  • Prefix - Enter the course rubric (i.e. BGEN )
  • Number Enter number, include general education letter if appropriate. X90-X99 are reserved numbers, see procedure 201.80. Note changed courses may retain the same course number if the learning outcomes are the same. If the learning outcomes are substantially different, a new number must be assigned.
  • Title For existing courses, you must select the title from the drop down.
  • Level Choose U, UG, or G for new courses. UG courses must be at the 400 level.
  • Catalog Year – Defaults to next catalog.
  • Course Department/Program – Choose from dropdown
  • Curriculum Subcommittee Review– Subcommittee will default according to department /program.  You may choose an additional subcommittee for courses with interdisciplinary content.
  • Justification / Explanation this section must be completed for all proposals. For new courses explain how the course satisfies the criteria for evaluating a new course (see procedure 201.30 ). Identify what changes will be made in the department to facilitate offering the course (i.e. course deletion, reorganization, etc.)

Course Information

  • Full Title – Please enter complete title, no abbreviations. Make sure the title is not ambiguous or confusing for students.
  • Short Title–Limited to 30 characters/spaces or fewer to fit on students transcripts.
  • Level- For changes to level you can update this field to U, UG or G.  Note UG courses must have a 400 number. Graduate increment is the additional work assigned to graduate students (See procedure 301.30 ). Clearly state reasoning and course content being adjusted to suit the proposed level in the justification field. Syllabus must be uploaded.
  • Repeatability- Normally a course can only be taken once.  Exceptions are allowed for variable topics courses (e.g. seminars, independent studies, and thesis). The limit is usually 9-12 credits. Enter as R9.
  • Credits – Course credits, should reflect unit standards of department.
  • Course Description-  Exact entry should include frequency of offering, prerequisites, and a short and concise summary.  Try to limit to 20 words or less. Spell check is a default function in some Browsers (Firefox and Crome).

Other Affected Programs

  • Please check yes if the course has implications for other departments for reasons such as.(a) required courses incl. prerequisites or co-requisites, (b) perceived overlap in content area, (c) cross-listed; or any department or program requiring courses which are being deleted or changed, (d) programs that offer a teaching major or minor must be routed to the Education Council, College of Education and Human Services.

Common Course Numbering Review

  • Identify whether course is offered by another MUS campus.  Reference the Matrix to determine whether there is a course with a similar title that may have 80% content overlap.  Compare learning outcomes/ syllabi if available.    If an equivalent course exists, the course/campus is entered.  The course must have the same rubric/number/title.   If there is not an equivalent course, the proposed rubric/number/title must be checked to confirm that it is not currently in use.  The new course will be subject to CCN review at the system level.  The course is entered into the CCN tracking system for this purpose.   This may result in a course number change due to simultaneous curriculum development in the Montana University System. Learning outcomes must be included for all new courses and course changes that impact the CCN course listing.The CCN liaison for UM is Associate Provost Nathan Lindsay.

Co-convened courses

  • Co-convened courses – include companion course number, title, and description as well as syllabus (See procedure 301.20. )

Course Fees

  • Fees- The Board of Regents considers requests for course fees every other year.  Administration & Finance coordinates these requests and must be informed in advance of departments requesting fees or changes to courses with an existing fee in order to maintain an accurate accounting of courses with fees.

Endorsements / Approvals

  • The Requestor’s email autofills.  Other affected program’s Char or Director is chosen from the drop down menu. Enter the letter of the program to scroll faster.   Once entered, tab to populate the name field.  The Academic Dean or designee is chosen from a drop down menu listing Colleges and Schools.   The requester may add additional approvers as appropriate.  The approver will receive an email link to the form and approval page.   The approver must choose a Status – either APPROVE or NOT APPROVE.  There is a space for comments and a check box to confirm the user is aware that approval via e-Curr is equivalent to their signature.

Departmental Notifications and Additional Editors

  • The proposer may select an additional person to view and edit the form.  This may be the department administrative associate or teaching assistant.  


  • Syllabus

A ssyllabus is required for a new course, change to the level of a course, or substantial changes to the learning outcomes. 

Important: please spell out learning goals and learning outcomes clearly in the syllabus. Learning Goals are a list of what students should know, understand, or be able to do at the end of the course, including essential information and knowledge or skills that are relevant to the subject area.  Learning Outcomes are measures of performance or behavior that will indicate, to the teacher and the students, that students understand the material, and what criteria differentiates among different levels of understanding.

  • Other

Supplemental course information, schedules, assignment details, letters of support, or etc. maybe attached here.  If the course is proposed by a non- tenurable faculty member then a letter of endorsement from the Department Chair or Director is required.  The endorsement must include a stipulation that the course will be taught with existing resources at least once every three years.  Administrators may make comments that they wish ASCRC or Graduate Council to consider in the space provided.

Check for Completion

  • Click CHECK FOR COMPLETION to ensure that all the required fields have been entered into the form.  If corrections are required, a popup message will appear for a section of the form.  The background of the required fields will turn red to make it easier to find the required field.  Once all the required fields have been entered, the SUBMIT button will be enabled.

 Submit for Approval

  • Click SUBMIT to begin the review and approval process.  Once submitted, the information cannot be changed unless rejected by an approver.  Approval is sequential and based on the e-mails in the routing queue (under the ENDORSEMENT /APPROVALS section.) 

Check Status

  • You may check the status of the submitted course at any time.  Go to the Main Menu and show Proposals I submitted for Approval scroll down to the ENDORSEMENT/APPROVALS section.  The approval date will show in this section for each approver in the routing queue. 

In Progress > When course form is submitted for approval, E-Curr automatically changes status to “In Progress.”

In Review> Course form has been approved by all approvers and is now being reviewed by the curriculum subcommittee

Complete> The full committee as well as the Faculty Senate has approved the course form.  Faculty Senate approves most curricular items in November and December. Note:  OCHE is notified in December and the system level review is initiated.

Proposals Disapproved

  • Any of the approvers may send the course back to the Requester for revisions.  Once the form is disapproved the Requester may revise the form and submit again for review and approval. 


MUS System Review

  • The Commissioner of Higher Education Officer is notified after the December Faculty Senate meeting and the system review is initiated.