Workflow · Web viewP6 – Enter Course Changes Enter the Abbreviated Course Title To see how this field is used by Student Services and how it impacts Banner, refer to the Curriculog

SAIT

Originate a Credit: Low Course Impact Proposal

January 5, 2016

Table of ContentsWorkflow........................................................................................................................................2

Processes (P’s)..............................................................................................................................1

P1 – Log In to Curriculog...........................................................................................................1

P2 – Start Proposal....................................................................................................................2

P3 – Import the Course..............................................................................................................2

P4 – Populate Required Fields..................................................................................................4

P5 – Launch the Proposal..........................................................................................................8

P6 – Enter Course Changes......................................................................................................8

P7 – Attach Any Supporting Documentation............................................................................17

Decisions (D’s).............................................................................................................................18

D1 – Is This a Late Submission Request?...............................................................................18

D2 – Is This Change for an Upcoming Academic Year That has not yet Been Cloned in the System?...................................................................................................................................18

D3 – Approve the Proposal?....................................................................................................18

Sub-Processes (S’s)....................................................................................................................19

S1– Late Submission Request.................................................................................................19

S2 – Originate a General: Clone Course Proposal..................................................................19

S3 – Conduct Impact Assessment...........................................................................................19

Workflow

Originate a Credit Low Course Impact Proposal

This process starts when an originator needs to process a Credit: Low Course Impact proposal in Curriculog. This process ends when the proposal has been submitted. This process can be performed by Curriculum Assistants, Curriculum Coordinators and Academic Chairs.

Processes (P’s)

P1 – Log In to Curriculog

1. In the Firefox web browser, navigate to: https://sait.curriculog.com/ then click on the “Login” link located in the top right hand corner.

2. Login using your SAIT email address and your Curriculog password.

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https://sait.curriculog.com/


P2 – Start Proposal

1. Click on the My Proposals tab, and click New Proposal.

2. Scroll down to the Credit: Low Course Impact approval process, and the click the Start Proposal checkmark icon on the right.

3. Turn on Show Help Text to enable the help text to display for all fields.

4. To remove the task bar on the right side of the screen and expand the left side of the screen use the toggle button.

P3 – Import the Course

In this step you will be importing a pre-existing course which will allow you to easily update the fields. You can import an existing course if you wish to “copy” the course details. I.e. a Learning Outcome change greater than 40% requiring a new Course Code.

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There may be more than one instance of your desired course in the system. Changes to upcoming academic years are managed in the system by cloning the course and attaching the effective year onto the end of the course code. All instance(s) of the course will be listed together by course number code (e.g., CHEM 201, CHEM 201(2016), CHEM 201(2017)).

1. Click the Import icon.

2. Select: Acalog: Academic Current Catalog.

3. Click on Add another filter if you want to search by a specific element (e.g. code, name, description, etc.).

4. Click Search Available Curriculum.

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For example:

You are in the 2015 academic year (the year starting on July 1st) and you want to make a change to the 2016 academic year. The first step is to clone the course through the General: Clone Course approval process. Let’s say you’re changing CHEM 201 effective 2016. You will have to clone CHEM 201 for 2016 which will be cloned as CHEM 201(2016). The next step is to make the change to CHEM 201(2016) through the regular approval processes. All cloned courses will have the following naming convention: Course Code (Academic Year) (e.g., CHEM 201(2016)).

Since there may be multiple copies of CHEM 201 at this point, it will be up to you to decide which instances you change. If you make a change to CHEM 201 and not CHEM 201(2016), your change will be replaced in the 2016 academic year (i.e., CHEM 201(2016) will replace CHEM 201 and become the new CHEM 201).


5. Once you have found the course that you’re looking for, click on the course name.

6. Click Import This Item at the bottom of the dialog box or Select another External System to import from another catalog. Do not uncheck any of the import field buttons as they are all necessary for this proposal.

P4 – Populate Required Fields

In the next step you will launch the proposal. However, this cannot happen if any of the required fields are blank. It may be tempting to update fields that are already populated which you need to change but DO NOT make any changes in this step. Any changes prior to launching the proposal will not be tracked.If you choose to change something in this step prior to launching the proposal (next step) then approvers in the workflow will not be able to see any of the changes you made, and will likely reject the proposal.

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1. Program and/or Course Category1: If the course is associated with one program/course category then the program/course category will auto-populate. However, if the course is associated to multiple programs/course categories then you will need to click the Add Item button and select all of the programs/course categories the proposed change will impact. Below is an example of what you’ll see if a course has multiple programs.

2. Indicate if this proposal is for a service course.A service course is one that is managed by one school, and is used in the curriculum of other schools (i.e., the serviced schools).

This step will allow the proposal to bypass the approval step for Curriculum Assistants in the serviced schools. If you indicate No and the course is truly a service course, then all Curriculum Assistants for all the serviced schools will be brought into the approval workflow and will be required to approve.

3. Package ID#: If this proposal is part of a program proposal then a package ID number is required to allow those who are approving the request to view any proposals that are attached to the same package ID number. This provides the ability to associate all applicable proposals together and find them using the search functionality.o The naming convention for the package ID is: Program Code then Academic Year

that the change is effective for (e.g. AIM2015). If you do not have a program code enter TBD then Academic Year. Once

Student Services assigns the code they will update and rename the Package ID number.

If you have multiple program Codes to add, identify each one separated by a space. (e.g. AIM2015 BA2015 LA2015).

o Below is an example of using the search functionality to find a Package ID number.

1 To see how this field is used by Student Services and how it impacts Banner, refer to the Curriculog to Banner.docx document.

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4. Do not populate Governance Impacts. Updates to these indicators are done through different approval processes. This includes Articulation Agreements and Licensing Agreements.

5. Academic Calendar will always be Yes. Continuing Education indicator needs to be changed in a Credit: High Course Impact Proposal.

6. Enter the requester’s name.

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IMPORTANT

If you mistakenly select the Articulation Agreement or the Licensing Agreement indicator radio button, the course information will be mistakenly updated. The best practice if this happens is to cancel and restart the proposal.


7. Explain the Change and Provide the Rationale: Explain what is being changed and why.

8. Enter the percentage change in Cumulative Learning Outcome Percent Change.

9. Enter the Timing of the changes:a) Select the Effective Semester that the change will be effective for.

10. Select the effective academic year from when the change will be active. This will correspond to the current academic year or, if there is one, the year in parenthesis next to the course code number.

i. Click Add Item.ii. Select the Academic Year.iii. Click Done.

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P5 – Launch the Proposal

1. Click the Launch Proposal icon.

2. If you do not get a pop-up window asking to confirm your decision to launch the proposal (as shown below) it is because you have not populated all of the required fields as are noted with an asterisk (*).

P6 – Enter Course Changes

1. Enter the Abbreviated Course Title2. The Abbreviated title will be the same as the title unless the title is greater than 30 characters. The abbreviated title can only be a maximum of 30 characters, including spaces and must not include word abbreviations or ampersands in order to meet Banner restrictions.

2. Select Which areas will be using the course (Course Utilization)3. Corporate Training, International Projects and GOMT have their own approval process called General: Course Utilization where they have the ability to update their own indicator.

2 To see how this field is used by Student Services and how it impacts Banner, refer to the Curriculog to Banner.docx document.3 To see how this field is used by Student Services and how it impacts Banner, refer to the Curriculog to Banner.docx document.

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3. Enter the Course Description. In this Low Course Impact proposal, you are allowed to make grammar and spelling changes only to the course description.

4. Identify if the course has LMS Integration:a) Select the D2L radio button if the course part of the D2L Learning Management

System.b) Select the None radio button. If it is not part of D2L.

NOTE: This selection drives whether a D2L shell is created or not. If you don’t select D2L then a D2L shell will not be created for any CRN’s attached to this course.

5. Enter any SWACACO Special Notes.

Include any information here that should appear in the course’s shopping cart special notes section. These notes will be entered into the Special Notes field by Student Services.

Special Notes could be used for the:

Continuing Education Calendar. This appears in the course’s shopping cart page under the heading “Special Notes for Classroom Courses:”

Network Learning Calendar. This appears in the course’s shopping cart page under the heading “Special Notes for Study at Home Courses:”

Academic Calendar (rarely used).

Use one of the above headings to indicate the special notes you want to appear in each of the sections.

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For example. The shopping cart page for CODE 254 appears below:

To achieve the above, enter the information the following way in the SWACACO Special Notes field:

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Refer to the credit Style Guide for advice on entering special notes into this field. It is available on the ETS portal which can be located by clicking on: Educational Technology Services: DIGARC - Curriculog & Acalog or visit ets.sait.ca/forums and find the DIGARC – Curriculog & Acalog section.

6. Enter the Time Guidelines4.

7. Enter any Accrediting Body/Professional Designations.

8. Enter any Additional Accrediting Body/Professional Designations Information.

9. Enter the Course Assessment5.

4 To see how this field is used by Student Services and how it impacts Banner, refer to the Curriculog to Banner.docx document.5 To see how this field is used by Student Services and how it impacts Banner, refer to the Curriculog to Banner.docx document.

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http://ets.sait.ca/categories/20088760-DIGARC-Curriculog-Acalog

http://ets.sait.ca/categories/20088760-DIGARC-Curriculog-Acalog


10. Enter any Other Course Information.

11. Enter any Required Course Publications.

12. Enter any Optional Reference Publications.

13. Enter any Course Materials.

14. Enter the Course Learning Outcomes and Objectives. You may only adjust Course Learning Outcomes up to 20% cumulatively; please keep in mind all previous changes to this course.

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15. Enter Shopping Cart Link.

This information will link the course listing in the Course Finder to the Shopping Cart. You only need to change this field in situations where you are creating a new course or it has been entered incorrectly:

1. Type the sentence: “Click to see course offerings.”2. Highlight the sentence and click the link icon. This will bring up a new

window.

3. Copy this URL in the URL textbox: http://register.sait.ca/servlet/CourseController?calendarType=All&method=getCourseContent&courseCode=MATH-288.

4. Change the course code on the end of the URL to the course code that you are creating. Example: The link above is for MATH 288.

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http://register.sait.ca/servlet/CourseController?calendarType=All&method=getCourseContent&courseCode=MATH-288

http://register.sait.ca/servlet/CourseController?calendarType=All&method=getCourseContent&courseCode=MATH-288


5. Click the Target tab.6. Select New Window (_blank) in the target dropdown menu.7. Click OK.

In situations where you are changing the information for an existing course, the Shopping Cart field will be pre-populated with a link to the course’s SAIT shopping cart (see below).

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16. Enter the Course Search Link.

This link performs a search of the course finder to return a list of all programs containing this course. You will need to populate this field when creating a new course. You will only need to edit this link for an existing course if it was entered incorrectly.

1. Type the sentence: “Search for programs containing this course.”2. Highlight the sentence and click the link icon. This will bring up a new

window.

3. Copy this URL in the URL textbox: http://catalog.sait.ca/search_advanced.php?cattype=continuing%20education&ecpage=1&cpage=1&ppage=1&pcpage=1&spage=1&tpage=1&search_database=Search&filter[keyword]=math+288&filter[exact_match]=1&filter[31]=1&filter[1]=1.

4. Change the course code on the end of the URL to the course code that you are creating. Example: The link above is for MATH 288.

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http://catalog.sait.ca/search_advanced.php?cattype=continuing%20education&ecpage=1&cpage=1&ppage=1&pcpage=1&spage=1&tpage=1&search_database=Search&filter%5Bkeyword%5D=math+288&filter%5Bexact_match%5D=1&filter%5B31%5D=1&filter%5B1%5D=1




5. Click the Target tab.6. Select New Window (_blank) in the target dropdown menu.7. Click OK.

In situations where you add or remove this course from a program, it will automatically update the program listing in this link (an Example of MATH 288 below).

P7 – Attach Any Supporting Documentation

Supporting documentation may be an e-mail with instructions to request a change, an approved DSP supporting the change, etc.

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1. If your screen is full-width, click on the two arrows to go back to split screen.

2. Locate the Proposal Toolbox pane on the right, and Click on the Files icon.

3. Click Browse then select your file.

4. Click Upload to attach supporting documentation.

Decisions (D’s)

D1 – Is This a Late Submission Request?

If you are not in compliance with the MOTAY deadlines you will need to submit a Late Submission Request. You can start a High Course Impact Proposal while you await the decision from your request. If the request is approved then no changes would be required to your proposal. However, if the request is denied then changes to the proposal will be required. This is detailed in the Review a Curriculum Proposal documentation.

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D2 – Is This Change for an Upcoming Academic Year That has not yet Been Cloned in the System?

A course can be changed for future academic years. The system manages this by allowing you to create a clone of the course for each upcoming academic year the course changes.

D3 – Approve the Proposal?

No, Edit: If you would like to go back and make more edits prior to sending it to the next approver then you need to click on the pencil and resume editing the proposal.

No, Cancel: If you would like to cancel the proposal so that it does not continue moving to the next approver then you would simply Cancel the proposal and provide a comment in the box, and click Make my Decision.

NOTE: The decision to cancel will go to the system administrator (ETS) to approve. Once it is approved it will show up in your task list where you will have the option to make changes and re-launch or delete (this will delete the proposal and any data loaded into it).

Yes, Approve: If you are finished making edits to your proposal, you must approve the proposal to send it to the next step in the workflow. To approve the proposal:

a) Click the Decisions button.b) Click the Approve radio button.c) Add any comments.d) Click Make My Decision.

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For example:

You are in the 2015 academic year (the year starting on July 1st) and you want to make a change to the 2016 academic year. The first step is to clone the course through the General: Clone Course approval process. Let’s say you’re changing CHEM 201 effective 2016. You will have to clone CHEM 201 for 2016 which will be cloned as CHEM 201(2016). The next step is to make the change to CHEM 201(2016) through the regular approval processes. All cloned courses will have the following naming convention: Course Code (Academic Year) (e.g., CHEM 201(2016)).

Since there may be multiple copies of CHEM 201 at this point, it will be up to you to decide which instances you change. If you make a change to CHEM 201 and not CHEM 201(2016), your change will be replaced in the 2016 academic year (i.e., CHEM 201(2016) will replace CHEM 201 and become the new CHEM 201).


Sub-Processes (S’s)

S1– Late Submission Request

This approval process is initiated when deadlines, as indicated in the MOTAY, are not going to be met. This approval process can be originated by a Curriculum Assistant, Curriculum Coordinator or Academic Chair.

S2 – Originate a General: Clone Course Proposal

This approval process is used to clone courses for upcoming academic years.

S3 – Conduct Impact Assessment

The Conduct Impact Assessment Process is a sub process that begins when a user needs to determine how a change being proposed will impact any courses, programs, or agreements that are using the same course to meet requirements. The process ends when the user creates a listing of all impacted sources.

This process has two steps due to software limitations. We have put in an enhancement request but until the fix goes through step two will need to be performed to have a complete picture of all impacted sources:

1. Run an impact report: Gives a list of all impacted sources with the exception of Shared Cores and agreements.

2. Create a temporary proposal: Provides insight into any Shared Cores and agreements that may be impacted by the course changes.

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Documents

Workflow · Web viewP6 – Enter Course Changes Enter the Abbreviated Course Title To see how this field is used by Student Services and how it impacts Banner, refer to the Curriculog