From eCourse to CourseLeaf: A New Chapter in Course Approvals
The CourseLeaf Project is nearing the upcoming release of the CourseLeaf course approval form, which will replace the eCourse system. We anticipate that the course approval form will go live and be available for use on August 27th, 2025. As we continue preparing for the release of the form, this date is subject to change.
As part of Phase 1 of the project, the new course approval form reflects our ongoing efforts to streamline and improve the user experience for faculty and staff involved in course and program approvals. This article will detail the work that has been done recently to create the new form; discuss the upcoming go live; and detail the support resources that will be made available for users, including office hours and training.
Testing…Testing…
Significant progress was made on the course approval form during Spring quarter. After completing internal testing, the team conducted extensive user acceptance testing with subject matter experts from across the university community. The Division of Extended Studies (DES) also led their own efforts to test the form. Each tester worked through at least six different test cases over several weeks, providing detailed feedback that led to multiple improvements in the form’s functionality and usability.
The feedback from the testers was very positive. We heard feedback that the course approval form was intuitive and a significant improvement over the legacy eCourse system. The testers mentioned that training will be important to understand the nuanced differences between it and eCourse.
After testing was completed, the CourseLeaf team collaborated with the vendor to address reported issues and to prepare the form for its official release. The team also continues its behind-the-scenes work to integrate CourseLeaf with the university’s current student information system, called ISIS, and with the upcoming replacement for ISIS, the Triton Student System (TSS).
Parallel to testing, Christina Putrov, the project’s Training Lead, developed a comprehensive training plan to ensure users will have the support they need to get started with the new form once it goes live.
Staying on Course: Impacts to eCourse Users
As previously shared with existing eCourse users, new course approval submissions are not being accepted in eCourse. All proposals intended for a Fall 2025 effective term were required to complete departmental review by March 10, 2025, in order to proceed in eCourse. Proposals with Winter or Spring 2026 effective dates should not be submitted until after the CourseLeaf course approval form goes live. Users still have access to eCourse to review historical records.
Patience is Key: Submitting Course Approvals at Go Live
Submitters will be able to submit course approvals in the CourseLeaf course approval form once it goes live. However, faculty and staff should anticipate delays resulting from the learning curve associated with adopting the new system, an increased volume due to the temporary pause in submissions, and the need to complete review of the remaining course approvals submitted in eCourse prior to the deadline. The CourseLeaf team expects overall efficiency to improve significantly as users become familiar with the new system. If you have any questions about how the launch of the CourseLeaf course approval form may affect upcoming submissions, you are encouraged to contact Ashley Hill, Senate Associate Director, at awelch@ucsd.edu.
You Have Arrived: How to Prepare for Go Live
To support a smooth rollout, the project team is preparing a wide range of resources to prepare, educate and assist you with the new form.
Live Demo Sessions
Two live demo and Q&A sessions have been scheduled: you may have attended the session on July 24 at 2:00 p.m., and the second is scheduled for August 6 at 9:00 a.m. (Zoom). These sessions provide a general overview of the new form and an opportunity for attendees to ask questions about system functionality. Please note that questions related to specific cases are best reserved for the scheduled office hours or for training. Before attending the upcoming live demo, we encourage you to watch the CourseLeaf Course Approvals Introductory Video.
Training Materials & Office Hours
In addition to live demos, easily accessible training materials will be available online once the form is released. We encourage you to bookmark those resources for easy access. Multiple weekly office hour sessions will also be offered and staffed by representatives from both the Registrar’s Office and the Academic Senate. Office Hours will provide users the opportunity to access real-time assistance as they start to use and submit approvals through the new form. Once the course approval form is live, Office Hours will be held on Tuesdays 1:00 p.m. – 2:00 p.m., Wednesdays 10:00 a.m. – 11:00 a.m., and Thursdays 11:00 a.m. – 12:00 p.m., on Zoom.
Contacts
Users with questions specifically about CourseLeaf training should contact Christina Putrov, Training Lead, at cputrov@ucsd.edu. For questions related to the upcoming demos and office hours, Joana Halnez, Change Practitioner, is available at jhalnez@ucsd.edu. After the course approval form is live on August 27th, users will be able to submit questions, report technical issues or provide feedback via a SNOW ticket or by emailing courseleaf@ucsd.edu.
Ongoing Support
As we approach the go-live date for the CourseLeaf course approval form, the CourseLeaf Project team remains committed to supporting the university community through timely updates, clear guidance and accessible training resources. We thank you for your patience as we manage this important transition and look forward to working together to implement a more efficient, transparent course approval process across campus.
Editor's Note: The go-live date has changed from August 13, 2025 to August 27, 2025. See the CourseLeaf website for the most updated timeline and information.
For questions about the SIS Project contact esr-student@ucsd.edu.