Courseleaf Overview

Courseleaf Overview Sessions

Courseleaf Overview Sessions – June 2014

June 17, 10-11:30

June 18, 2-3:30

June 24, 10-11:30

Agenda

1. Introductions - Lisa Ralph

2. Office of Quality Assurance - John Shepherd

3. Overview of What Courseleaf Is and How It Works – Sandra Bauer

4. Courseleaf Demo Video – Lisa Chow

5. Faculty of Graduate and Postdoctoral Affairs - Vicki Haydon

6. Curriculum Website and Support - Lisa Ralph

Office of Quality Assurance

Office of Quality Assurance

Senate Timeline for Annual Calendar Changes:

Minor and Major Modifications (New Program

Proposals)

OQA Manager: Jessica Devries

(jessica.devries@carleton.ca) - Support with program

development, curriculum approval process, quality

assurance matters

Minor Modifications Late Calendar Change Policy

OQA website: carleton.ca/provost/quality-assurance

Courseleaf Overview

Courseleaf:

Why, what, how

In the Early Days

• Carleton and Calendar

were tiny

• Programs, courses

basic and simple

• Psychology

department had only

six courses in 1952-53

• Curriculum entries

typed on paper,

delivered by hand or

interoffice mail

• Registration in person

• What’s a “computer”?

Today

Calendars, like Carleton, have

become large

Undergraduate and graduate

programs

Interdisciplinary, interfaculty,

inter-university

Complex program, course and

regulation relationships

~60 PSYC undergrad courses

Publishing Calendar in 2014 = ,

approving ,tracking and

managing huge volume of data

Everything online

Enter CourseLeaf

CourseLeaf is the software used by the

University to update and maintain course and

program curriculum data. It is also the source

for calendar production and publication.

1. CIM (CourseLeaf Curriculum Information

Management) manages the process of

updating, adding and deactivating

individual courses and programs.

2. CAT (CourseLeaf Catalog) –manages the

process of updating and publishing the

calendar as a whole.

3. Courses and programs exist in CIM

‘modules’ but also are drawn into CAT

‘pages’ for publication. Regulation text

also in CAT pages.

Courseleaf and Carleton

Courseleaf at Carleton

| 2012-13 we published first Graduate and Undergraduate

calendars using elements of Courseleaf, via CL ‘back door’.

| Courses input into CIM, programs input into CAT pages.

| 2013-14 all programs were ‘migrated’ into CIM modules

| User templates designed to standardize input techniques

| 2014-15 all programs and courses input via CIM (trained

designated faculty administrators, student systems support

team members)

Courseleaf and Carleton

Courseleaf at Carleton

| Opportunity to observe and improve features – ongoing as users

added

| Development continues – platform, data, interface,

communication: huge

CourseLeaf System Administrator

Controls fields in Course and Program Templates to keep in sync

with Banner (subject/department codes, schedule types, etc.)

Help bubbles (ideas welcome)

User provisioning & role management

Generating curriculum reports out of CIM for committees, Senate

CIM/CAT troubleshooting

Maintaining the V:/ drive (until it can be retired…)

And all Calendar publication activities

V:/ Drive for 15-16 Calendar

V:/ drive for 15-16

Continue use in lesser capacity

Summary documents – itemized tables and rationales for course

and program changes

All Regulations and admissions proposals

Move toward more common ‘language’ / lexicon for describing

changes – important for subsequent validation and committee review

Process will evolve as Courseleaf continues to develop and

enhancements are added

Submitting Proposals

CIM Templates - customized web pages, in a template format, which

we use for course and program proposal entry.

Course Proposals – Course Inventory Management

Program Proposals – Program Management

Regulations

continue to be handled outside of CIM for time being (i.e. V drive

and in CAT pages)

In Course Inventory

Management, users have

the ability to:

• Propose a new course

• Propose a change to a

course

• Deactivate a course

Similarly, in Program

Management, users have

the ability to:

• Propose a new program

• Propose a change to

program

• Deactivate a program

Submitting a Proposal

• Major and Minor workflows will use

these templates

• The submitter modifies, deletes, or

proposes new course or program in

CIM

• Changes can be saved (to return to

work on later) or cancelled

• Once user confirms and submits,

the selected workflow launches

and can be tracked as it makes its

way through the approval system

Submitting a Proposal

Workflow Overview

All course and program proposals travel through

the system via workflow, i.e. a series of

customized governance steps leading to final

approval.

Once a proposal has reached the final approval

step in workflow it will flow (be pushed) into the

online calendar as well as our SIS (Banner).

Workflow Roles and Activities

Two types of workflow activities:

• Approval

• FYI notifications

• Tracking! The status/stage of the proposal in the workflow can now be

viewed in Course Inventory Management/Program Management

Proposal Flow

Email Notifications

FYI Notifications

There are two primary purposes for this type of notification in the

workflow path:

• Used to notify units such as the Registrar’s Office,

Scheduling, Admissions, and FGPA of proposed curriculum

changes

• Based on the course ecosystem, affected academic units

are notified of changes

Course Ecosystem and Email Notifications

• The course ecosystem allows

users to see where a course is

referenced in the calendar as

well as other courses and

programs that refer to that

course including in

prerequisites, cross-listed, and

piggybacked courses.

• User sees who will be

affected by proposed changes

• Once the proposal is submitted,

affected units will receive

notification so that any

appropriate action can be

taken.

Path

1. Propose submissions using course/program templates

2. Manage, track and approve – through workflow and

notifications

3. Share – Banner is updated and Calendar is published

Courses - detail

Changes are made in

Courseleaf’s CIM

Changed courses ‘bridged’

into Banner

Courses then imported

from Banner ‘back’ into

Courseleaf’s Calendar

(CAT)

Courses - detail

Discrepancies between

Banner and CIM will be

spotlighted and must be

resolved/reconciled

Information and Support

1. CourseLeaf Overview

| 3 sessions to take place June

| Communication sent on May 20th

2. How to use the CourseLeaf Tool

| 8 sessions during July and August

| Communication to be sent in early June

3. One-on-one assistance upon request – email

calendareditor@carleton.ca

4. Curriculum Website - in development

Courseleaf Website

carleton.ca/curriculum

Dates and deadlines

FAQs, documentation, news and updates

Videos and tutorials

Reporting

Courseleaf system access

Important links (e.g. Senate approved timeline for

calendar changes; Senate policy on minor

modifications)

Communications archives (link to memos & emails)

Contact Us

The Courseleaf Curriculum Management

project is supported by the Student

Systems Support in the Registrar’s Office.

If you have questions, or require support,

please email us at: Courseleaf@carleton.ca