What is the course audit file?
The course audit file is an Excel document that lists class information for your department and whether or not each class is scheduled to administer FCQs.
What is the course audit window?
The course audit window is a three-week period when the audit files are updated daily so FCQ coordinators can review the evaluation dates for classes in their purview. The audit window runs in March (for the spring semester), June (for summer classes), and October (for the fall semester).
Note: Changes to the course audit are made in CU-SIS, not in the course audit document itself
The FCQ schedule and course audit files are based off of information in CU-SIS. If you need to make changes to class information in the course audit file, you must do so through CU-SIS.
The FCQ program can not update your classes in CU-SIS. Only your department can make these changes. If you do not have access to CU-SIS, reach out to your department's curriculum manager or whoever sets up the courses for your department.
The course audit workflow has up to four steps:
Download the course audit file
Review the course audit file
Update information in CU-SIS (if required)
Verify changes in the course audit file (if required)
Downloading the course audit file
Traditional option: Go to the new Course Audit website
You can also access this site through the FCQ website and click on “Course Audit”
Quick view option: Go to the course audit dashboard and click on the “Course Audit - Quick View” tab
This is a truncated version of the audit designed for quickly reviewing your classes on the web
To download the audit from this location, go to the “Course Audit - Download” tab and click the “Download Course Audit Spreadsheet” button in the upper-right corner
Both options take you to a OneDrive folder where all audits are available for download
You can also download a file with all classes (useful for coordinators in charge of multiple programs) by selecting the file named “audit(term).xlsx” (e.g., “audit2207.xlsx” for fall 2020)
Reviewing the course audit file
The course audit file contains a lot of information, which can be intimidating at first glance. Here is a quick overview to the layout:
Columns A-B state whether or not a class is setup to receive FCQs (not in CU-SIS)
Columns C-G and K-V are course details (for reference only)
Columns H-J are items that can be updated in CU-SIS
Column R lists the dates a class is scheduled to receive FCQs (not in CU-SIS)
The primary columns to review are A, B, H, I and R. Here is a quick guide to the contents of these columns and what needs to be reviewed:
Column A states whether or not a class is setup to receive FCQs (“YES” or “NO”)
Ensure that the “YES” and “NO” schedules match your needs
Column B states the reason why a class will not receive FCQs (if column A is “NO”)
To turn a “NO” to a “YES,” address the issue listed in column B (note: this is not always a possibility)
Column H lists the instructor name
Is the correct instructor(s) listed? Are there instructors who should be added or removed?
Column I states whether or not the “Print” box is checked for this instructor
“YES” means an instructor may be evaluated (though the class must also be eligible)
Column R lists the dates a class is scheduled to receive FCQs
How to make changes to the course audit
If you have reviewed your list of classes and instructors and everything is fine, then you do not need to make any changes. If updates are required, you (or your curriculum manager) must make the changes in CU-SIS.
To make changes, log into CU-SIS and choose the following pathway:
Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings
The relevant components for FCQs are instructor “Name” and the “Print” checkboxes. You are also able to update “Instructor Role,” but this will only affect your FCQs if you have role-specific custom questions.
Note: The “Print” box must be checked in order to receive FCQs, but does not necessarily mean that FCQs will be administered. The class must also be eligible for FCQs.
To make updates:
You may add or remove instructors and change their role
To request or remove FCQs for an instructor, click the box under “Print” to select or deselect
Once you’ve saved your changes, your updates have been made!
Verifying updates to the course audit file
If you’re making changes during the designated course audit window: Changes made in CU-SIS won’t take effect until the data warehouse updates, which is the next business day for changes made by 5 p.m. During the audit period, your Excel will be updated to reflect any changes by noon each day.
Changes made by 5 p.m. should be visible in the course audit file the following business day
Changes made outside of business hours may take an extra day to appear in your course audit file
If changes made during business hours are not reflected in your course audit file within 48 hours, please contact the FCQ program
If you’re making changes outside of the designated course audit window: Contact the FCQ program to let us know of the changes.
Lastly, download a new copy of the course audit to verify that your changes have gone through.