General Questions

Why are we doing such a major update now rather than incremental changes?

• This is the first full system-wide update since Kuali was implemented in AY 21-22.
• It addresses accumulated system and workflow issues and aligns Kuali with FSEC Bill 25-26-01.
• Going forward, we will make smaller, annual updates so the system can evolve incrementally rather than requiring large-scale overhauls.

How will these updates improve usability for faculty who regularly submit proposals?

• Proposal forms will be more intuitive and streamlined, reducing errors during submission.
• Workflows will better match updated approval processes, making it easier to track proposals and understand what’s required at each step.

Are there any risks to data or proposals during this update?

• There is a risk for proposals currently in the workflow, which is why we are pausing submissions and controlling which proposals remain under review.
• This allows us to monitor a smaller, manageable set of proposals and catch errors before they affect final approvals.

Will these updates become the standard for annual summer updates going forward?

• Yes. The goal is to transition to smaller, regular updates each summer so the system evolves alongside university needs.

Deadlines

What happens if a proposal isn’t approved by the College Dean by the June 1 deadline?

• It will remain in draft status in the proposer’s dashboard until the ability to submit proposals to the workflow is resumed, and the proposer can re-submit it to the workflow.
• Faculty can continue to edit it but cannot submit it until the system resumes full operations after the update.

Can the deadlines be extended if there are delays in approvals or testing?

• The deadlines are set to provide a predictable workflow, but if unexpected technical issues arise, we can adjust timelines and communicate changes clearly to faculty.

Workflow and Submissions

How strict is the May 15 pause for submissions—what if someone misses it?

• After May 15, new submissions cannot enter the workflow.
• Drafts can still be created and edited, so nothing is lost, but proposals cannot be submitted until the update is complete.

Can proposals already in the workflow be edited during the update?

• Yes, drafts can still be edited. Proposals under review remain accessible, but submission of new proposals is temporarily paused to reduce risk.

If my proposal is returned to draft status, will I lose any data or attachments?

• No. Returning proposals to draft preserves all information; it simply prevents them from moving through the workflow until the system update is complete.

How will faculty know if a proposal encounters an error during the update?

• We will monitor all proposals actively and communicate directly with affected proposers if any issues arise.
• Support contacts will be provided for troubleshooting.

What about Temporary Courses?

• Remember: Temporary Courses require approval by:
  1. A vote of the department faculty
  2. The department chair
  3. The college curriculum committee
  4. And the dean.
  5. They also require a 7-day commenting period by faculty – this is accomplished by the monthly Temporary and New Course Email that is distributed on the last week day of every month.

• If any temporary courses in the workflow as of June 2 have a Fall 2026 effective date, I will contact the proposer and the relevant approvers to assess the likelihood that the course can be fully approved before the June Temporary Course email is distributed. Those proposals with a likelihood of being approved by the college dean prior to the June Temp. Course Email will remain in the workflow.

Summer Review and Approvals

How will proposals approved by the Special Summer Curriculum Committee (SSCC) and have an effective date for Fall 2026 be handled?

• The Faculty Senate Executive Committee (FSEC) has authority to approve these on behalf of the Senate over the summer per UM Appendix C, Section 4.3.
• These proposals will appear on the September 2026 Senate report for formal acknowledgment.

Will faculty need to resubmit proposals if errors occur during testing?

• Our goal is to prevent errors through careful testing.
• If any issues occur, faculty will be contacted with clear instructions, but resubmission should be minimal and will likely be handled by the Kuali System Admins.

How does the FSEC’s emergency approval authority work?

• It allows curricular items eligible for a Fall effective date to be approved over the summer by FSEC.
• This ensures timely implementation without waiting for a full Senate meeting.

Technical

Will there be training or guidance on the updated forms and workflows?

• Yes. We will provide resources for faculty to navigate the updated forms in the “Curriculum Toolkit” Faculty Senate website.
• Additional support will be available during the transition period.

What changes can faculty expect in the proposal forms themselves?

• Forms will be more intuitive, with clearer fields and streamlined options to reduce errors.
• Some steps are being automated to align with the updated approval workflows.

How will integration with eCampus be tested, and will it affect course registration?

• Integration will be tested in a sandbox environment with URI IT and Kuali technicians.
• The goal is a seamless transfer into eCampus with no disruption to registration once updates are implemented.

Support

Who should faculty contact if they run into issues after the update?

• Faculty can continue to contact Genviéve Spitale for Kuali questions, or Enrollment Services for eCampus questions

Will there be a sandbox environment for faculty to practice using the updated forms?

• No, the sandbox environment is only available to URI IT and Kuali System Administrators

How will feedback from this update cycle be incorporated into future improvements?

• Feedback from faculty and staff during this summer update will inform subsequent enhancements, keeping Kuali aligned with user experience and workflow needs.