The curriculum cycle at New Mexico State University System begins at the course level. In CourseLeaf CIM, departmental users are able to create, edit, and inactivate the course curriculum. Courses can then be added to the Schedule, each semester, via the CourseLeaf CLSS system, and added to degree program requirements via the CourseLeaf PIM system. All PIM changes, additions, and inactivations are automatically applied in the CourseLeaf Catalog (CAT) system.
The NMSU System uses CourseLeaf CIM (Courses) for submission of all course curriculum changes, additions, and inactivations, in accordance with course curriculum policies in ARP 4.68.
All current prefixes are available within the system, if a department needs to create a new prefix please contact the Associate Registrar for Curriculum Systems to obtain the approval form and instructions for submitting the request. Under the State of New Mexico’s Common Course Numbering initiative (N.M.A.C. 5.55.5), changes to existing state-approved prefixes may be more complex.
The University Student Records Office (SRO) is responsible for submitting requests to NM Higher Education Department for State level review and approval, on behalf of the New Mexico State University system. This includes NM Common Course Numbering and CIP Code assignment. SRO also collaborates with the General Education Course Certification Committee (GECCC) Chair to submit General Education submissions to the state. Departments and campuses must submit or all Course changes through the Courseleaf (CIM) system.
Deadlines for course submissions and approvals are provided on the “Deadlines” tab of this page.
URL, Access, and Forms for Course Curriculum:
- CourseLeaf CIM
- Access Request – email the Associate Registrar for Curriculum Systems, with the name of the User and their NMSU email address
- New Prefix Form – when a department needs to create a new prefix, the form must be completed and routed through all signatures before the prefix can be used in the CIM system.
- Generation Education/Viewing a Wider World – departments/campuses working on submitting new General Education (GE) and Viewing a Wider World (VWW) can find planning templates to assist them with getting all necessary information together prior to the CIM system opening for the next submission cycle at the GECCC website.
CIM Training Material
All users, existing and new, should utilize the training video and training guide first to troubleshoot any questions/issues they may have. After which if they are still having issues, feel free to reach out to the Associate Registrar for Curriculum Systems.
- Training Video for Users/Approvals
- CIM Planning Template – the template can be used to plan future courses, it will not be used for the actual approval but can then be used to input the information into the CIM system during the next Course Cycle.
- CIM User Training Guide – this PDF version will walk users through the entire CIM system for creating a new course, editing existing courses, inactivation and searching for courses within the system. The table of contents is dynamic so if users are looking for something specific, click the link and it will take you directly to that section.
CIM Submission Tips
Course Impacts on PIM Submissions – any changes to your courses that are needed to make updates to your programs, will need to be submitted within the Summer/Fall CourseLeaf CIM cycles. This includes new courses, credit hour changes, number/prefix changes, etc. If these changes are not within the CIM system during the Summer/Fall cycle deadlines then the changes cannot be made to the program in the PIM system for the next academic/catalog year.
Common Course Numbering
The Post-secondary Education Articulation Act charges the New Mexico Higher Education Department with establishing and maintaining a common course numbering system, in consultation with faculty. To this end, the common course numbering system includes both equivalent (Common) and unique courses.
- Common Course: is any course that is offered at multiple institutions throughout the state, has the same prefix/number combination, the same title, the same description, and at least 80% of the learning outcomes for the course are the same.
- For submitting changes to these courses, departments will need to access the CCN Matrix (excel spreadsheet) to determine which institutions are utilizing the common number and get consensus approval of the change to title, description, and/or learning outcomes, prior to the internal approval in the CIM system.
- Unique Course: is any course that is unique to the institution (the NMSU system), has a prefix/number combination, title, description and learning outcomes that are unique to the institution (the NMSU System).
The University Student Records Office (SRO) on the Las Cruces campus is responsible for submitting all Common Course Numbering additions, changes, and deletions to the New Mexico Higher Education Department. The information below should be used to help departments prepare a new course for submission in the CourseLeaf CIM system that the SRO will use to submit to the state.
For upper-division and graduate-level courses, the process to begin moving your courses to the new four-digit structure begins by contacting the Associate Registrar for Curriculum Systems. From there a full list of all active courses within the department will be provided. The department will then be responsible for sorting/organizing its curriculum into the appropriate structure. Then the department will meet with the Associate Registrar to help determine the appropriate four-digit number for all courses. This is to ensure that there is consistency in the numbering between the state’s structure lower-division courses and the remaining upper-division and graduate-level courses.
Process for Preparing a New Course to be Included in the State Matrix
When starting to plan for a new course curriculum that could be included in the state Common Course Numbering matrix, you will want to review what currently exists on this matrix. The matrix can be found here, you will need to scroll to the bottom of the page and select the “Course Matrix” box. This is the full excel spreadsheet of all existing courses on the matrix.
Step 1: Find the prefix (subject) that the new course will reside in
Step 2: Look through the titles of the courses to see if there is one that already exists. If there is one proceed to step 3a, if not go to step 3b.
Step 3a: If there is an existing course title that matches the new course being proposed, then you will want to double-check the state-approved description and student learning outcomes to confirm that the NMSU course can align with the one on the matrix. Use the subject/number combo on the Matrix file and locate it on the “Course Catalog” document that is located on the same website. If the department would like to adopt the course description and student learning outcomes then proceed to Step 4.
Step 3b: If you do not see an existing course that would work for the department, contact the Associate Registrar for Curriculum Systems in our office to determine the appropriate number that you could submit for approval at the New Mexico Curriculum Articulation Committee (NMCAC), which is the state’s approving body for all Common Course Numbering submissions. Note: Once you have done this, you will move on to Step 4.
Step 4: Once you have the appropriate prefix and number combination you will navigate to the CourseLeaf CIM System to begin your course curriculum submission (instructions for how to access the system and all training materials can be found on the CourseLeaf – CIM tab).
All course numbers that are submitted to the state are considered “Temporary” until they receive formal approval from NMCAC.
5-year Inactivation Process
As part of ARP 4.68.5.B, Courses that have not been offered for 5 years are subject to automatic inactivation by the University Student Records Office. Before initiating inactivation, the University Student Records Office prepares and circulates to the authorized departmental designee a list of such courses. Departments may utilize the University Student Records Office fast-track reactivation process, with appropriate justification to maintain the course.
The notification to departments will include the information of which programs in the PIM system are impacted and must-have updates made during the next cycle in order to remove the inactive course.
Has two approved methods, any course not following one of these methods will not be accepted for reactivation.
- The course has been taught, with minimum enrollment as defined by the course College Dean, for two consecutive semesters as a Special Topics course using the inactive course title as a subtitle. The special topics offerings must occur prior to the reactivation submission in the CIM system. The Student Records Office will confirm with a search of the schedule, specifically looking for the course as the “subtitle” on the Special Topics course.
- An argument can be made based on evidence-based projected future course demand or positive financial contribution. This could include evidence such as association with (1) a new program recently approved, (2) evidence of student course demand such as Platinum Analytics data (or similar), or the course has a positive financial profile as shown in our Program Economics database (or similar). The evidence=based argument is facilitated through a memo that is sent to firstname.lastname@example.org, this will be reviewed by the Provost Office delegate and departments should CC the Associate Registrar for Curriculum Systems to ensure timely review and approval.
The NMSU System uses CourseLeaf PIM (Programs) for submission of all program curriculum changes, additions, and inactivations, in accordance with program curriculum policies in ARP 4.81.
With the adoption of PIM, departments/campuses will no longer be updating requirements and/or roadmap changes within the Catalog system. All curriculum-based changes will be initiated in the PIM system, for approval routing, with automatic Catalog updates occurring upon final approval.
The University Student Records Office (SRO) is responsible for submitting requests to NM Higher Education Department for State level review and approval, on behalf of the New Mexico State University system. This includes NM Higher Education Articulation Committee (NMHEAC) submissions and CIP Code assignment. Departments and campuses must submit or all Program changes through the Courseleaf (PIM) system.
Deadlines for program submissions and approvals are provided on the “Deadlines” tab of this page.
Where to Start when Proposing New Programs
First, utilize the Templates for Planning PIM Proposals to get the information all in one location while you get your faculty approval and your college/campus curriculum committee. These two approvals are needed prior to your creation of the official proposal in the PIM system and the documentation of this approval is uploaded into the system as part of the approval process.
For those new degree-awarding programs that are largely interdisciplinary and/or will be requiring additional funding/resources. You should be starting those discussions within your college with the dean and be taken to the Provost (Campus VPAA for the Community College Campuses). Proactive approval of these types of items will ensure a more timely review of the new proposal, the budgetary/resource approval can be included with the budget file upload as a summary document so all approving bodies are aware that the additional resources are approved and accounted for.
Templates for Planning PIM Proposals:
- Degree Type Planning Tools – these can be used for planning the proposal of new programs at all degree type levels. These are not to be used for the actual submissions for approval, just as a planning tool so that departments can get faculty and curriculum committee approval and to use to copy and paste data into the electronic PIM System.
- Degree Requirement Templates – use these templates as a guide for building the Course Lists in the PIM system for new program submissions.
- Roadmap Templates – use these templates as a guide for building the Plan of Study Grids in the PIM system for new program submissions.
- New Degree Awarding Program Budget File – all new programs, that are degree awarding, require a projected cost budget as part of the submission within the PIM system that the Student Records Office representative will use as part of the state submission to the New Mexico Higher Education Advisory Committee (NMHEAC) fpr HED approval of the program. Here is a file to assist you in what the state needs to be included in the file that will be attached in your PIM proposal.
URLs and Access for Program Curriculum
- CourseLeaf PIM Site
- Access Request – email the Associate Registrar for Curriculum Systems, with the name of the User and their NMSU email address
PIM Training Material
PIM Submission Tips
Course Impacts on PIM Submissions – any changes to your programs that require course changes will need to be submitted within the Summer/Fall CourseLeaf CIM cycles. This includes new courses, credit hour changes, number/prefix changes, etc. If these changes are not within the CIM system during the Summer/Fall cycle deadlines then the changes cannot be made to the program in the PIM system for the next academic/catalog year.
The NMSU system uses the CourseLeaf CAT (Catalog) system to maintain all campus academic catalogs. Departments, colleges, and campuses will be able to access the system to edit overview information, such as descriptions of their college, department, programs, contact information, and faculty within the departments. All curricula changes, including requirements for degrees and roadmaps, will be updated via the CourseLeaf PIM system.
Only authorized users will be able to access the Academic Catalog Editing Site. All other individuals are able to access the published catalog, located in the “Quick Links” on the right-side navigation of the page or at https://catalogs.nmsu.edu/
Deadlines for the course and program submissions and approvals are provided on the “Deadlines” tab of this page.
All Curriculum based deadlines will be available on the Curriculum Deadlines Calendar