CASE STUDY
CSUSB Eliminates Data Entry Nightmare with CourseLeaf
At a Glance
Institution Type: Four-Year Public
Enrollment: 16,800 students
SIS Integration: Peoplesoft Integration
Challenge: Manual catalog updates; Time-consuming semester conversion; No integrated system-of-record workflow
CourseLeaf Solutions: CourseLeaf CIM Curriculum Management Software, CourseLeaf CAT Academic Catalog Software
Preparing for Institutional Change
California State University, San Bernardino (CSUSB) faced a significant challenge. The university needed to modernize long-standing catalog and curriculum processes while preparing for the California State University's systemwide transition from quarter terms to semesters.
At the time, catalog and curriculum management relied on manual processes that required extensive coordination and significant staff effort. With a major academic transition on the horizon, the university recognized the need for a more efficient and sustainable approach.
Replacing Manual Processes
Before implementing CourseLeaf, CSUSB managed its academic catalog through a 600-page Microsoft Word document that was updated manually each semester. Paper copies were distributed across campus to collect edits before changes were consolidated into a single master document.
The process required significant manual effort and became even more challenging after the university's catalog editor retired.
At the same time, CSUSB needed to convert more than 4,000 active courses and 250 academic programs from quarter terms to semesters. Like several other California State University campuses, the institution had been relying on Word documents and shared files to manage curriculum updates.
The university wanted a solution that could automate workflows, improve efficiency, and support one of the largest academic transitions in its history.
Selecting the Right Solution
As the university evaluated potential solutions, integration with PeopleSoft Campus Solutions became a critical requirement.
According to Kim Nicholl,
"The PeopleSoft Bridge [integration] was a critical component in our evaluation and decision to choose CourseLeaf over other vendors."
The ability to synchronize curriculum data directly with the university's systems of record provided the confidence needed to manage the large-scale semester conversion while maintaining accurate academic information.
Supporting a Successful Transition
Working together, CSUSB and CourseLeaf implemented new catalog and curriculum management processes while meeting the university's aggressive implementation timeline.
Reflecting on the experience, Nicholl said,
"It's the best implementation I've ever been through."
She also emphasized the value of the ongoing partnership throughout the project.
"The biggest difference is the customer support and contact. [CourseLeaf staff] build timelines, kickoffs, and have constant conversations about how things are going. No other vendor has ever done that, call me on the phone and say 'let's talk through the project.' CourseLeaf has been better than everyone else with their implementation."
Improving Efficiency Across Campus
Following implementation, CSUSB immediately reduced the administrative effort required to produce its academic catalog.
According to Nicholl,
"The burden of producing a catalog each year has been greatly reduced, if not eliminated completely. The workload of our catalog editor could never have been absorbed without CAT."
The university also benefited from CourseLeaf CIM's configurable workflow and smart forms, making it easier for faculty and staff to submit curriculum changes without creating or maintaining their own forms.
As Nicholl explained,
"Faculty and staff don't have the time to build forms themselves or learn how to make a form work. They want to rely on a vendor who already knows how to make the form to fit our needs."
Perhaps most importantly, the university successfully completed its transition from quarter terms to semesters.
According to Nicholl,
"The semester conversion process would not have been as successful as it was without CIM."
Looking Ahead
When reflecting on the project, Nicholl emphasized that long-term partnership was just as important as software functionality.
"Look at the vendor's contact and customer support and experience, that's the number one thing I always tell people. CourseLeaf's ongoing support is the best vendor experience I have ever had."
Supporting Institutional Agility
Today, CSUSB manages catalog and curriculum information through connected workflows that improve efficiency, reduce manual effort, and provide reliable integration with PeopleSoft.
By replacing paper-based processes and successfully supporting a complex semester conversion, the university established a stronger operational foundation for managing academic change while reducing the administrative burden on faculty and staff.