Option 1: Unavailable Catalog Numbers Report (Recommended)

This report returns all unavailable catalog numbers (numbers that are currently active or have been active in the last four years). The report does not return suffixes, and each number is listed only once, even if multiple iterations of the course are active.

If you do not see a number on this list, that means it is available to use.

Steps
  1. In Department Center, navigate to Reports.
  2. Run #31: Unavailable Catalog Numbers.
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    Screenshot of report #31, Unavailable Catalog Numbers in Department Center.
  3. Enter Subject Code and click View Results.
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    Screenshot of sample Excel results from the Unavailable Catalog Numbers report, showing Subject VMS and a partial list of unavailable numbers.

If you do not see a number on this list, that means it is available to use. Numbers on the list are currently active or have been active in the last four years.

Numbers cannot be reused with different suffixes unless they are different formats of the same course. That is, if VMS 260S (CINEMATOGRAPHY) is active, then VMS 260 or 260D cannot be used unless it is the lecture or discussion version of CINEMATOGRAPHY.

All catalog numbers must also follow the course numbering guidelines.

Optional Steps to Check Enrollment History

If a number is listed as unavailable and you believe it has not been offered in four years, follow these steps:

  1. In Department Center, navigate to Reports.
  2. Run #3: Historical Class Summary.
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    Screenshot of Historical Class Summary report in Department Center.
  3. Enter search criteria, including:
    • Institution: DUKEU
    • Subject
    • Term Begins After: Subtract 4 years from new course’s start date. (Example: For a new Spring 2024 course, enter a date prior to the start of Spring 2020.)
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    Screenshot of the Historical Class Summary report in DukeHub. The search fields are filled in with DUKEU for Institution, VMS for Subject, and 01/01/2020 for Term Begins After. Text next to the "Term Begins After" field says, "Subtract 4 years from new course's start date. Example: For a new Spring 2024 course, enter a date prior to the start of Spring 2020."

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, and the catalog number can be used.

The Course Catalog is a comprehensive collection of all active courses that could be scheduled during any academic term. Security access for departmental staff enables browsing the Course Catalog. Log into DukeHub and navigate to Main Menu > Curriculum Management > Course Catalog > Course Catalog. Use any applicable search criteria and navigate through the panels and rows to see the history of active and inactive courses.

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Screenshot of the Course Catalog in DukeHub. The navigation bar is open to Main Menu, Curriculum Management, then Course Catalog. The link the Course Catalog page is in a box.

If you cannot access this view or have questions about what you see, email registrar@duke.edu.

Searching for Available Course Numbers

Navigate to Main Menu > Curriculum Management > Course Catalog > Course Catalog in DukeHub. Enter the subject and catalog number to search.

Do not include any suffixes on the catalog number. This will ensure that all variations of the course display in the results.

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Screenshot of the Course Catalog search page in DukeHub. Text next to the Subject Area field says, "Enter a subject area or click the magnifying glass to search for a subject." Text next to the Catalog Number field says, "Enter number here." The text "No matching values were found" is highlighted, and additional text says, "If no courses are found with the matching subject & catalog number, this message will display."

1. Has the catalog number been used before?

  • No—feel free to use. (No matching values found.)
  • Yes—the course must be inactive and must pass question 2. (Results appear, but all entries are inactive.)
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Screenshot of the Course Catalog search page in DukeHub. Subject Area, Catalog Number, and Campus are filled out and search results are shown below it. Text next to the results says, "Check all offerings for active status."
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Screenshot of a course in the Course Catalog in DukeHub. The top of the Catalog Data page is shown, and an arrow is pointing to the Status dropdown, which is set to Active.

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 but had no enrollment, feel free to use the number again.

To check enrollments, run the Historical Class Summary report (see instructions above).