Last update: August 10, 2020

This page provides details on the process of setting up a credential, program version, specialization, course subject or other curriculum configuration in SIS. 

On this page:

How do I submit a configuration request?

Complete the appropriate form below to request the configuration of a new credential, program version, specialization, course subject or other curriculum in SIS (Student Information Systems). Please note that the Student Systems Management team only configures approved curriculum in SIS. Approval may be required from Senate, Board of Governors and/or the Ministry of Advanced Education, Skills & Training. Specific curriculum submission guidelines can be found on the Vancouver Senate and Okanagan Senate Secretariat webpages. Please ensure that all required approvals have been received before submitting a request.

Instructions:

  • Forms can be filled out electronically or printed out. 
  • In your email please provide any supporting documentation or information showing approval (e.g. Senate minutes, Academic Calendar, etc.) if available.
  • Return completed forms to: student.systems@ubc.ca.

Forms:

What information do I need to complete the request form?

Credential

To set up a new credential the following information is required:

  • ​Official credential name (50-characters or less including spaces which will be displayed on official documents including parchments and transcripts).
  • Credential description (30-characters or less including spaces which will be displayed in SISC).
  • Credential code (6-character abbreviation of the new credential).
  • Minimum and maximum year level of students in this credential. 
  • If there is any specialization offered in this degree program. If yes, the maximum number of specializations student in this degree program can apply. 
  • If specialization names are to be printed on parchments for this credential.
  • Year of this credential when students must declare a specialization.
  • Faculty awarding this credential (e.g. G+PS*).
  • Faculty administering this credential (e.g. ARTS).

* The Faculty of Graduate and Postdoctoral Studies (G+PS) is the awarding faculty for all UBC Vancouver graduate degrees, and the College of Graduate Studies is the awarding faculty for all UBC Okanagan graduate degrees.

Program Version

To set up a new program version the following information is required:

  • Credential abbreviation (6-characters).
  • Credential version abbreviation (4-characters).
  • Entry description (30-characters or less including spaces describing the new program version).

The following information is optional:

  • Minimum and maximum year level of students in this program version.
  • For graduate programs, the minimum number of full-time and part-time steps.
Specialization

To set up a new specialization the following information is required:

  • Credential name or abbreviation.
  • Specialization description (50-characters or less including spaces which will be displayed on transcripts, e.g. Major in Mathematics).
  • Primary program type (e.g. major, minor, honour, option, concentration, combined honour, combined major, etc.).
  • Primary subject area (4-character subject code if available, e.g. MATH - Mathematics, ENGL - English).
  • Effective start session for this specialization (e.g. 2020 Winter).
  • If students can declare this specialization through the SSC (i.e. self-declared or application-based entry).
  • Faculty administering this specialization (e.g. ARTS).
  • If this specialization will be published on the online course schedule.

The following information is optional:

  • If this is a new subject area, a new subject code (4-characters) and subject area description (30-characters including spaces).
  • Secondary program type and subject (e.g. Combined Major in Computer Science and Physics).
  • Minimum and/or maximum year level in which students can be in this specialization.
  • Department administering this specialization.
  • If this specialization is valid with other specializations (i.e. if students can complete more than one specialization).
  • If students are required to be in a program version to enroll in this specialization.
Course Subject 

To set up a new course subject the following information is required:

  • Course subject code (3 or 4-characters).
  • Full course subject description (50-characters or less including spaces to be displayed in the academic calendar and online course schedule).
  • Entry description (30-characters or less including spaces).
  • Abbreviated entry description (18-characters or less including spaces).
  • Faculty administering this course (to be displayed in the academic calendar and online course schedule).
  • Department administering this course.
Other (discontinuation of specialization, dual degree, etc.)

Discontinuation of Specialization

To discontinue an existing specialization the following information is required:

  • Specialization code.
  • Specialization name.
  • Last valid session (e.g. 2020 Winter).
  • If this specialization is to be unpublished from the online Course Schedule immediately.

Dual Degree

To set up a dual degree the following information is required:

  • First credential code (6-characters).
  • Second credential code (6-characters).
  • Effective start session for this dual degree (e.g. 2020 Winter).

Other 

  • For all other SIS curriculum configuration requests please provide a detailed description and the Student Systems Management team will follow up if further details are required.

What happens after I submit a configuration request?

If all required approvals have been obtained and verified, requests submitted to our team up to 10 business days before the monthly release date will be released in SIS that same month (please note that complicated requests may require more than 10 business days). For details on release dates and to see monthly updates, visit the Release Notes page.

For details on the Student Systems Management team's typical business timelines, please visit the Student Systems Management page. 

Contact information