All courses in the Duke University catalog must have a unique catalog number to differentiate offerings on a student's transcript. Catalog numbers that include a suffix cannot be used for a different course. In other words, SUBJECT 101 (lecture-only course) must be the same course as SUBJECT 101S (seminar version of course), 101A (study-away version), 101L (lecture and lab version), etc.
To ensure a number can be used for a new course or cross-listed offering, ask yourself the following questions:
1. Has the catalog number been used before?
- No—feel free to use.
- Yes—the course must be inactive and must pass question 2.
Navigate to Main Menu > Curriculum Management > Course Catalog > Course Catalog in DukeHub. Enter the subject and catalog number to search.
Note: Do not include any suffixes on the catalog number. This will ensure that all variations of the course display in the results.
If results appear, click on each entry to check for active status. If any variations of the course are active, the catalog number is not available for use.
2. Has the inactive course been offered in the past four years?
- No—feel free to use the number.
- Yes—If the course has been scheduled within the past four years with enrollment (meaning a current student could potentially have the course on their record), it cannot be used. If the course has been offered in the past four years had no enrollment, feel free to use the number again.
To check enrollments, navigate to Main Menu > Duke Self Service > Department Center. Under the Reports link, use the second query (Historical Class Summary).
Enter search criteria, including:
Term Begins After: Subtract 4 years from new course’s effective date. (Example: For a new Fall 2021 course, check enrollment beginning Fall 2017)
Check for the catalog number of the inactive course in the Catalog column. If it does not appear, there is no recent enrollment for the inactive course, which means its catalog number can be reused.