Community College/Technical College Program and Course Inventory Training

October 2009

Purpose of Program Inventory

• Provide a list accessible by KBOR institutions, staff and constituents of academic programs offered at each public institution• Institutional reports to be added in the future

• Provide an easier method of maintenance of academic programs via web-based system– Maintain history of programs

• Provide quicker and more convenient method for tracking new academic programs through the approval process

Program Definitions

• Program– an academic plan of 16 or more credit hours that is approved by

the appropriate governing board– leads to an award

• Bachelors, Associates degree, Career/Technical certificate

• Stand Alone Parent Program – a short-term program that must be less than 16 hours in length– not associated (tied, linked) with another program which is 16

credit hours or more – lead to an industry-based credential, license or certification

Course Inventory

Course Inventory

KSPSD BTE

Program Inventory

Course ID Course ID

(UI) PALA

PALA-Program Code-Award Level-Award

CWP

Course Blocks

(UI) SSN/Student ID (UI) # SSN/Student ID

(UI) Course ID

Student-level database

Program/course-level database

(UI) - Unique identifier

KHEDS (Kansas Higher Education Data System)

Courses Within Programs

Course Inventory

Course Inventory

KSPSD BTE

Program Inventory

Course ID Course ID

# PALA

PALA-Program Code-Award Level-Award

CWPCourse Blocks

# SSN/Student ID # SSN/Student ID

# Course ID

Student-level database

Program/course-level database

# - Unique identifier

Program/Course-basedReporting

Student-BasedReporting

KHEDS (Kansas Higher Education Data System)

Program Inventory Changes

1. CIP codes not submitted with new programs; KBOR staff assigns and enters CIP code

2. Being Linked with Course Inventory

Program Inventory CAUTION!

• For each Program in PI, a unique P A L A (Program Code, Award Level, and Award) must exist– This PALA is how students are matched in KSPSD;

KBOR is now working with, and will continue to work with, institutions to ensure that multiple PALAs don’t exist

• For example: – Program Code: MATH101 – Award Level: CERTA – Award: CERT

Logging In

• Go to the upper left and click on Login

Logging In• Enter your User ID and Password• If you have forgotten your User ID or Password, click

on Forgot User ID/Password• If you need to add a New Account, click on that link

Choosing Program Inventory• Go to the upper left drop down menu titled

Projects and hover your mouse over it– When the choices appear, move your mouse

down to Program Inventory and click on it

Click on the Program/Course Inventory tab

Adding A New Program

Click on Institution Program Inventory Maintenance

Adding A New Program

To add a new Program, click on Apply New Program

New Program Fields

You will need to enter data in each of the starred fields to the left

Save and Submit

When you are satisfied with the data entered, click Save; when you are ready to submit the data for review, click Submit

Building a CWP

• When an institution applies for a New Program, that institution MUST Build a CWP!

• Once that CWP is built, the Approval/Review Process begins

PI

Request forNew ProgramEntered into PI

Proposal and all Materials

submitted in electronic and

hardcopy format to AA and CTE

DivisionTracks

Materials Received

ProposalChecked for

Completeness

PI

Update in Program

Inventory ofInformationReceived

Electronic Proposal

Loaded onto Website

Review and Acceptance of

Proposal Content

Issue Paper Written and

Presented to Various Subcommittees,

Committees, Councils for Approval

New Program Approved

PI

Program Approvals Updated in Program

InventoryProgram Moved from Pending to PI New

Process for New Program Requests

Program Inventory CAUTION!

• For each Program in PI, a unique P A L A (Program Code, Award Level, and Award) must exist– This PALA is how students are matched in KSPSD;

KBOR is now working with, and will continue to work with, institutions to ensure that multiple PALAs don’t exist

• For example: – Program Code: MATH101 – Award Level: CERTA – Award: CERT

How To Modify a Program• You will first need to search for the Program you

are wanting to modify• You can search Pending, Active or Phased-out

and by CIP or Program Code or Program Description

Modifying a Program

• After finding the Program, double click on the Program to Modify

This icon shows that this Program has been modified

Modifying a Program• To make modifications to this Program, click on

the Apply Modify Program button at the top

You can make modifications to Program Code, Description, Award Level, Award, Number of Hours, Perkins Approval, and Comments

You can also add or remove more courses to the CWP below or add complete blocks (search for, click on them and click on the arrow to add; double click on the course and click on Remove to remove)

When you are satisfied with your modifications, click on Save; when you are ready for your modifications to be reviewed, click Submit

Program Approval Process• To view where your program is in the

Approval Process, in the Program Search section, click on Pending and double click on the Program

The yellow triangle means it has only been Saved while the red checkmark means that it has been Submitted

After searching for the Pending Program and clicking on it, the Approval Process will appear below

Approval Process• The red highlighted section shows where the

Program is in the Approval Process• Dates show when sections were approved

Course Inventory Purpose

1. Provide a centralized list accessible by KBOR institutions and KBOR staff of all courses offered at each public institution

2. Replace the Master Course List3. Used to build Blocks and CWPs

Course Inventory - Definitions

• Award Course– Public Offering

• any student can take the course • registration is not limited

– Business & Industry • Closed Enrollment and signed contract with a business

or businesses

• Enrichment Course– Courses offered as part of community service

• they are not part of any approved academic program

Adding a New Course

• To Add a New Course, click on Institution Course Inventory Maintenance

Adding a New Course

• To Add, click on the Apply For A New Course link at top left

Adding a New Course• Enter the data next to the fields marked with an

asterisk (and stars)– In order to use the course in a CWP, you must choose

Public Offering as Section Type and it must be Tied To a Program (answer Yes)

Adding a New Course• Click Save to come back and work on the

Course later• You must click Submit for the Course to be

reviewed

What Happens to the Course Now?

• The Course may not be immediately available for you to use in a CWP – It may have to wait for a tier assignment

• Courses waiting to be tiered by CTE Staff are held in Pending status– Institutions can view this on the website (example on next slide)

• Some courses are automatically tiered– Zero credit courses are given a tier value of N [non-tiered]– A Course with the EXACT same title as another course in the

system (with credit hours > 0) is given the same tier value as the course appearing in the system with the exact same title

The Review Process

• Click on Pending to view where the recently added Courses are in the Review Process

Courses Within Programs (CWP)

• Identify all courses a student needs to complete in order to earn an award– Must show all courses, including a complete list of Blocks

containing all possible electives• Student choices are referred to as electives or BLOCKS in the system

• All programs listed in Program Inventory must have a CWP entry– Including SAPPs

• If a SAPP is listed in PI, it is considered a Program– A CWP is required for any approved SAPP

• ALL possible choices for an elective should be captured in a Block

• Student exceptions for graduation are not captured in the CWP

Creating a New Block

• Click on Elective Blocks

Creating a New Block

• To create a new Block, click on Create

Creating a New Block• Give the Block an ID and Title• Search the eligible Courses to put in your new

Block by typing in the Course ID or Course Title

Creating a New Block

After searching, click on the course(s) you want in your Block; if you want more than 1 course in the list, hold down the CTRL button and click on all courses you want; when you have all the courses you want to add, click on the arrow to add

Creating a New Block

To add more courses, search for other eligible courses; add by clicking on the courses you want added and then by clicking on the arrow to include in the new Block

Creating a New Block

When you are satisfied with your new Block, click Save; it will now be available to use as a Block for Programs

How To Build a CWP1) Courses first2) Electives/Blocks3) All courses must match to a course in Course Inventory (CI)

A. A course has to be in CI and tied to a Program before a CWP can access itI. Active in CI vs. Pending in CIII. Data fields needed are:

a. Course IDb. Section Hoursc. Section Type

**NUMBER OF CREDIT HOURS IN PI MUST = CWP HOURS**NUMBER OF CREDIT HOURS IN PI MUST = CWP HOURS

Modifying a Course if it is not in a CWP

• If an institution can modify a course, the Apply Modify Course link will appear on the top after the desired course has been chosen– If you don’t see Apply Modify button, you will need to build a

new Course• Click on the Modify Course link• Make the necessary changes• Click on Submit• Dialogue box may say request has been approved meaning

the course is now active, not in pending OR the course may need to go in pending, depending on the modification

Modifying a Course

Click on Institution Course Inventory Maintenance

Search for the Course you are needing to modify; you can search Active or Pending and by Course ID, Course Title, Section Type or all of the above

Modifying a Course• After searching and selecting a Course, click

on Apply Modify Course to make changes

Modifying a Course• You can make changes to the Course ID,

Course Title, Section Type, Hours or if it’s tied to a Program

Modifying a Course

After making a modification, a red flag will appear; If you hover over the red flag, it will show what the previous entry was

Another graphic in the Course list shows that this Course is being modified

Modifying a Course• Since THIS Course has been modified, it will

now have to go through the Review process – The red checkmark means this modification has

been submitted for review– The yellow triangle means that it has been saved

but not submitted

The Course Review Process• If you double click on the Program that is in the

Review process, it will show you what is needed before it is approved and moved to Active

How To Review Course Inventory

• To view what courses your institution currently offers, click on Review Course Inventory and a csv file will appear

Where To Find Forms

Where To Find Forms

You can find the B & I Course Approval Form and Training Guidelines here

Business & Industry Guidelines

• To be eligible for state funding the course must count for credit and count toward a degree or technical certificate on an approved program

• Application must include documentation of need for training by the business/industry (request on business/industry letterhead including the contractual agreement) and a course syllabus (including a course outline)

• Requests for course approval should originate from the office of the institution president, a vice president, or dean of instruction

• Training funded by the Kansas Department of Commerce and Housing (KIT, KIR, IMPACT) is not eligible for additional state funding (state credit hour aid or postsecondary aid)

Business & Industry Guidelines• Courses must meet the state regulation requirements of a

minimum of 750 minutes and 1,125 minutes (lab) per credit hour or 60 minutes per clock hour if less than 1 credit hour

• Training/instruction must be provided by the college directly, or through a contractual arrangement in which the college is fully responsible for the training provided, and hiring of instructors

• Courses will not be approved in which the institution (or individual) providing the training/instruction and receiving the training/instruction, are the same

• Courses are approved for one year only from date of initiation, with reapplication after this period of time

B & I Contracts

After choosing B & I as the Section Type, these data fields will appear; this is the B & I Contract information that is needed

KSPSD Snapshot

• Click on Projects and highlight KSPSD

KSPSD Snapshot

• Select the Period you want to view• Select the Year you want to view

KSPSD Snapshot

• Click on Reports

KSPSD Snapshot

• Click on Program Inventory Snapshot

Enhancements to the PI System

• Incorporating Student Counts to PI page at a program level

• Institutional Summary Report on a Report Tab• View older “snapshot data”• Available by end of the semester

2009-2010 Student Data

Enrolled xxCompleted xxConcentrators xxEmployed xxAvg. Salary $$Credentials xx

2009 – 2010 Student Core Indicators

1P1 Tech Skill Attainment xx%2P1 Credentials xx%3P1 Retention / Transfer xx%4P1 Placement xx%5P1 Non-Trad Participation xx%5P2 Non-Trad Graduation xx%

Institutional Reports (probably a new tab)

List of reports still being defined … please send ideas!

1.Institutional Core Indicators Report like have previously seen2.Track Status of all Pending Programs3.Listing of active Programs4.Listing of Phase-out Programs5.Listing of Inactive Programs6.System summary reports of active and Pending programs7.Others?? Provide feedback to IRHelp

Questions?

Thank You!

• If you have questions or comments about the training materials or any other training related questions, please send questions to:

ashriver@ksbor.org