school of medicine curriculum management: course catalog database

School of MedicineCurriculum Management:

Course Catalog Databaseand

Class Time Schedule Database

Stanford University School of MedicineCurriculum Maintenance Workshop – Wednesday, April 29, 2009

April 29, 2009 SoM Curriculum Management: Course Catalog and Class Time Schedule 2

Contents

The Big Picture► Overview of Curriculum Maintenance Database

Systems► Role of SoM Curriculum Administrator► Role of Department Course Administrators

Anatomy of the School of Medicine Curriculum► Standard Offerings► Individual Study► Clerkships► Student Initiated► Stanford Introductory Seminars► Cross-listed► Cognate


Contents (continued)

Maintaining Courses► Annual Peoplesoft Course Catalog Data Review► Updating courses

Existing Courses New Courses New Cross-listings Unit Changes to Existing Courses

Scheduling Classes► Annual Class Time Schedule Review► Updating Scheduling Information

Classroom Scheduling► School of Medicine► Department Managed► Main Campus


Contents (continued)

Tools and Demos: Using ReportMart1► Course Catalog Data Report ► Time Schedule Report

Tools and Demos: Using Peoplesoft Webforms► Add/Update Course Catalog Webform► Update Class Webform► Update Class Facility Webform

Dates and Deadlines New Curriculum Management Web Site


Curriculum Management

The Big Picture


Overview of Course Database Systems

PeopleSoft Course Catalog Database

PeopleSoftClass TimeScheduleDatabase

Axess

Stanford Bulletin: “Courses of Instruction”

Sections

SoM Catalog Course Listings

ReportMart1 Course

Catalog DataReport

ReportMart1 Time Schedule

Report


Role of SoM Curriculum Administrator Create and maintain courses in databases

► Peoplesoft Course Catalog Database► SoM Course and Clerkship Catalog (MedCatalog) Database► Peoplesoft Class Time Schedule Database ► Create and maintain faculty sections for Independent Study

courses Train SoM Department Course Administrators in

► Use of the Reportmart1 Course Catalog Data Report► Use of the ReportMart1 Time Schedule Report► Use of the Peoplesoft Course and Class Webforms

Offer advice/guidelines and administer the process for creating new courses

Ensure compliance with Stanford University policy (e.g., unit values, crosslisting)

Publish SoM quarterly ClassTime Schedule


Role of SoM Course Administrators Coordinate department’s annual updates to Peoplesoft Course

Catalog Database► Run Reportmart1 Course Catalog Data Report to obtain

existing course data► Distribute existing course data to department chair and

respective instructors► Collect updates and update course records electronically

using the Peoplesoft Add/Update Course Catalog webform► Guide and assist faculty with the process for proposing new

SoM courses

[Some departments] Coordinate review of and enter updates to department’s Stanford Bulletin masthead and degree requirements section using Author-it.

Coordinate review of and report updates to Department description pages of the On-line SoM Catalog.


Role of SoM Course Administrators cont.

Coordinate department’s annual updates to Quarterly Class Time Schedules► Run Reportmart1Time Schedule Report to obtain

existing class data for all four quarters► Distribute existing Time Schedule data to respective

faculty and collect/compile updates► Enter updates for all four quarters using the Peoplesoft

Update Class and Update Class Facility webforms► Coordinate/request room reservations for all classes

Update department’s faculty list for Independent Study sections annually. Report new faculty appointments to SoM Curriculum Administrator on an ongoing basis throughout the academic year.



Anatomy of the SoM Curriculum


Types of Courses: Standard Standard Offerings (LEC, SEM, LAB, etc.)

► Undergraduate – Requires department approval. Course number is 199 and below

► Graduate – Requires department approval. Course number is 200 and above

► MED – Required or elective courses for MD students only. Requires approval of by the Committee on Curriculum and Academic Policy (CCAP) or the Office of Medical Education. Course number is 200 and above

Individual Study (INS) In most cases, SoM individual study offerings have course numbers that conform to these standard classifications:

► 199 Undergraduate Research► 280 Early Clinical Experience► 299 Directed Reading (graduate students)► 370 Medical Scholars Research ► 399 Graduate Research► 801 Master’s Project/Thesis (TGR)► 802 PhD Thesis (TGR)


Types of Courses: Clerkships

Clerkships (CLK) – Requires approval by the Committee on Curriculum and Academic Policy. Course number is 300 and above with suffix indicating location► A – Stanford University Medical Center (SUMC)► B – Palo Alto Veterans Administration Medical

Center

(PAVAMC)► C – Santa Clara Valley Medical Center (SCVMC)► D – Kaiser Permanente Medical Center (KPMC)► I – International► W – Away (taken at another institution with Stanford

approval)


Types of Courses: Undergraduate Student-Initiated (SI)

Undergraduate Student-Initiated Course Program (SIC) of the Associated Students Stanford University

► Undergraduate student(s): Design a course in an area they feel is under-explored at Stanford Secure faculty a sponsor to serve as course mentor and advisor Complete and submit SIC application materials to SIC office If approved, pursue having course created in PeopleSoft in the

department of the faculty sponsor If the faculty sponsor is from a SoM department, the Department

Course Administrator works with the Student Initiator to complete a Student Initiated New Course Submission Form, obtain signatures, and locate a classroom.

► Paperwork is submitted to the SoM Curriculum Administrator to number, create and schedule the course

Course number is 99 or below with suffix SI. Example - NENS 25SI: Discoveries and Debates in Neuroscience Research (Spring 2009)


Types of Courses: Stanford Introductory Seminars (SIS)

Program of SU Vice Provost for Undergraduate Education SIS works directly with faculty to offer seminars for freshmen/sophomores

► SIS issues Call for Innovation brochure inviting faculty to propose courses for the following year

► Faculty submit proposals with approval of their department chair► If proposal is approved by SIS, confirmations sent to faculty member,

department chair, and Department Course Administrator SIS provides Som Curriculum Administrator a spreadsheet of approved SoM

courses to create or maintain (previously offered) in the PS Course Catalog Database.

Department Course Administrators check that courses for which they have received confirmations appear on their Reportmart1Time Schedule Report; add any course not appearing using the Peoplesoft Add Class webform. In all cases Department Course Administrators

► Contact the instructor to establish day(s), time, and enter the intormation on the Update Class Facility webform

► Ascertain instructor’s preferred classroom location; submit room request SIS courses have undergraduate numbering and carry the suffix N or Q.

Example: MED 88Q Dilemmas in Current Medical Practice


Types of Courses: Crosslistings Crosslistings allow students to enroll in either subject/catalog

number► Example: MCP 258/NBIO 258 Information and Signaling

Mechanisms in Neurons and Circuits Requests for cross-listings of SoM courses require submission

of a New Cross-listing Form signed by the respective department chairs.

To cross-list, instructor must have a joint teaching appointment, or the course is taught by instructors from multiple departments

Primary department (listed as offering 01 in PS Course Catalog Database) handles all administrative tasks related to the course

Requires communication and coordination between departments’ Course Administrators (i.e., copy one another on messages about course)

Offerings must have same units, grading basis, and meeting pattern (i.e., days, times)


Types of Courses: Cognate Courses Course in another department that can be used toward the degree of

your department► Used when the course does not qualify to be cross-listed

Departments are responsible for checking the accuracy of cognate course lists. To check your list, if any, go to

Reportmart1 Student Administration

Student Records Course Scheduling

Cognate Course Lists (PS SR106)

To add or delete a Cognate course, contact the SoM Curriculum Administrator

Cognate courses appear as a separate section at the end of a department’s course listings in the Bulletin and at the end of a department’s class listings in the Class Time Schedule.



Maintaining Courses


Annual Course Catalog Data Review:Updating Existing Courses

Run ReportMart1 Course Catalog Data report OR use the pre-run Word version of the SoM Course Catalog Data Report (run April 21, 2009) available on the Curriculum Management Web site:

“Course Administration” tab “System Access and Reports” link in left-side navigation menu

Under “ReportMart1” heading, click on link to Word document in highlight box

Distribute course data to each faculty member and the department chair to update and/or confirm course offerings

Enter your changes to existing courses using the Peoplesoft Add/Update Course Catalog Webform as you receive feedback from faculty (don’t wait to do them all at once).

http://smstaging.stanford.edu/curriculum-management/courses/SoM_Course_Catalog_report--2009-04-21.doc




Annual Course Data Review:Adding New Courses

Faculty proposals to create new SoM courses► Provide faculty member appropriate New Course

Submission Form and instructions Available on the Curriculum Management Website

► Collect the completed form with required signatures and enter the data for the proposed course using the Peoplesoft Add/Update Course Catalog Webform

► Submit the hard-copy SoM New Course Submission Form with signatures to the SoM Curriculum Administrator for review and the record


Annual Course Data Review:Adding New Cross-listings

Faculty proposals for new cross-listings

► Provide faculty member New Cross-listed Course Submission Form and Cross-listing Policy

► Collect the completed form with required signatures and confirm that the requested cross-listing meets university cross-listing criteria

► Enter the data for the proposed cross-listing on the Peoplesoft Add/Update Course Catalog webform as a second (or third, etc.) offering of the existing course

► Submit the hard-copy New Cross-listed Course Submission Form with signatures to the Som Curriculum Administrator for review and the record


Annual Course Data Review:Updating Courses – Unit Changes

Faculty requests to change units for existing course► Provide faculty member SoM Request to Change Units

form If the request to change units is after enrollment has begun,

use the Late Change Form instead.

► Enter the proposed change on the Peoplesoft Add/Update Course Catalog web form. Submit SoM Petition to Change Units form to SoM Curriculum

Administrator for approval and the record



Scheduling Classes


Annual Class Time Schedule Review:First Draft

AFTER update of the Peoplesoft Course Database, the “Prior Term Copy” procedure is run to create a draft of all four quarters of the 2009-10 Class Time Schedule

► Starts by loading courses scheduled in prior year’s ClassTime Schedules

► Compares the results to updated PS Course Catalog Database Based on NQTR codes, moves courses to correct quarter and

pulls in courses that are missing from prior year’s Time Schedule, including new courses

Drops courses from Time Schedule if PS Course Database shows Deactivated or NQTR code shows Not This Year.

Loads current course title, units, and grading basis from PS Course Catalog Database

► Loads days, times, instructors (including TAs) and “notes” from prior year’s ClassTime schedules

► Does NOT load rooms from prior year


Annual ClassTime Schedule Review:Maintaining Scheduling Information

Run a Reportmart1 Time Schedule report for all four quarters and export it to Excel so you can manipulate it

Review all four quarters carefully, checking for the right courses, units, grading bases, instructors, and any “notes” that may need updating based on what you know

► Make the changes/corrections you know about, or can identify, on the Excel document

► Distribute the edited document, or relevant parts, to the individual instructors for any further updates. Get them to CONFIRM or amend the information. Keep a record on your spreadsheet!

Make changes to class scheduling data using the Peoplesoft Update Class and Update Class Facility Webforms.

► Updates for all four quarters must be entered onto the webforms by July 13, 2009


Maintaining Scheduling Information:Freshman/Sophomore Seminars and Student Initiated Courses

All SoM Freshman/Sophomore Seminars that have been approved for 2009-10 will be entered or updated in the Peoplesoft Course Catalog Database before “Prior Term Copy” is run

► This means they should all appear in your Class Time Schedule reports, in the correct quarter, and with the correct instructor

► It does NOT mean that days and times are correct (or there at all). Contact the instructors directly for that information

► Rooms are blank and will need to be reserved according to the instructor’s preference (e.g. Main campus vs. Medical Center)

All courses with SI suffix (undergraduate Student Initiated) that were offered in 2008-09 will have rolled into the 2009-10 Time Schedules

► Most are one-time offerings and are probably not being offered in 2009-10. Contact the student instructors to check


Maintaining Scheduling Information:Individual Study Courses

Faculty sections for Individual Study courses are updated by the SoM Curriculum Administrator through a Peoplesoft batch process

► The batch process creates sections for each department’s faculty for each of its independent study courses for all four quarters of 2009-10

To ensure that the correct sections are generated for each department, Department Course Administrators will review and update the 2008-09 batch process list to be provided by the Curriculum Administrator in June.

► Return the updated list to the Curriculum Administrator by July 13. If there are no changes, sign and return the list noted “correct as is” The batch process will not be run for your department until the

Curriculum Administrator has received an amended list or the signed confirmation that the list is correct as is



Classroom Scheduling


Reserving and Reporting Rooms:School of Medicine

Most School of Medicine classes meet in SoM rooms reserved through the School’s EdTech Scheduling Office

► Room information and reservation forms can be found at: http://lane.stanford.edu/edtech/, or contact [email protected] or (650)723-6952

► Room reservations should be centrally requested by the Department Course Administrator. Requests from individual faculty, assistants,TAs, students, etc. will be returned to them with instructions to submit them through their Department Course Administrator

► When requesting reservations, provide complete information: Course title and number Quarter, days and *times Type of activity (e.g. lecture, breakout session, labs) Headcount Special needs (e.g. videotaping, laptops, polling devices) Preferred room(s) – first and alternate

http://lane.stanford.edu/edtech/



mailto:[email protected]


Reserving and Reporting Rooms:School of Medicine cont.

*Adherence to University standard meeting times, though not absolutely required in the SoM, facilitates maximum utilization of space and minimizes conflicts in students’ schedules. Please encourage your faculty to adopt standard meeting times

► Morning classes begin on the hour and may be 50, 75, 90 or 110 minutes► Afternoon classes begin at 15 after the hour and may be 50, 75, 90, or 110 minutes► Classes beginning after the 5:15 hour do not need to adhere to the standard

Unlike the Main Campus, SoM rooms are scheduled one quarter at a time, although requests for subsequent quarters may be submitted at any time

Scheduling Time-Line for 2009-10:► Autumn► July 13 – Priority Booking Deadline - Scheduling Office begins processing room

requests for both required and elective courses► July 22— Scheduling office provides Curriculum Administrator grid of room

assignments for entry into Axess Department Course Administrator is notified by e-mail when room(s) are

scheduled.► July 29 – SoM printed Class Time Schedule is available► August 01 – Axess opens for Autumn


Reserving and Reporting Rooms:School of Medicine (continued)

► Winter► October 5 - Priority Booking Deadline - Scheduling Office begins

processing room requests for both required and elective courses► October 16 - Scheduling office provides Curriculum Administrator

grid of room assignments for entry into Axess► October 21 – SoM printed Class Time Schedule is available► October 25 – Axess opens for Winter

► Spring► January 15 - Priority Booking Deadline - Scheduling Office begins

processing room requests for both required and elective courses► January 29 - Scheduling office provides Curriculum Administrator

grid of room assignments for entry into Axess► February 3 – SoM printed Course Time Schedule is available► February 7 - Axess opens for Spring


Reserving and Reporting Rooms:Department Managed Spaces

Some SoM classes meet in small conference rooms or department-managed spaces that are not controlled by SoM or University room schedulers. ► If your department has a room of its own that you can

reserve, by all means do so► If you intend to reserve a space that belongs to another

department (e.g. BioX’s Clark Center), make your reservation with that department’s administrator

► In ALL cases, enter any rooms you reserve independently onto the Peoplesoft Update Class Facility Webform Be aware that some independently managed spaces do not

have codes in the Peoplesoft database, so they must be entered as text in the Notes field instead of the Facility ID field


Reserving and Reporting Rooms:Main Campus

On-campus rooms are scheduled by the University Registrar’s Scheduling Office (RSO)in July for the entire academic year

► SoM requests are routed through the Curriculum Administrator. Please do not contact RSO directly for reserving a classroom

► Main campus room requests MUST adhere to standard meeting times: Morning classes begin on the hour and may be 50, 75, 90 or 110 minutes long Afternoon classes begin at 15 after the hour and may be 50, 75, 90,or 110

minutes long Classes beginning after the 5:15 hour do not need to adhere to the standard

For information about main campus rooms and their features see: http://registrar.stanford.edu/faculty/classrooms/enhanced_classrooms.htm?id=2

Submit requests for main campus rooms by e-mail to the SoM Curriculum Administrator. Include specifications for the room the instructor would prefer, such as room capacity or technology; if there is a certain room or campus location the instructor wants, include that information

► On-campus room requests for the entire academic year must be submitted to RSO by July 13; get yours to the Curriculum Administrator prior to that

http://registrar.stanford.edu/faculty/classrooms/enhanced_classrooms.htm?id=2


Tools and Demos

Using Reportmart1


ReportMart1 Course Catalog Data Report

https://reportmart1.stanford.edu “Student Administration”

“Student Records” “Course Scheduling”

PS8 Course Catalog Data Rpt (Rpt SR087)

Departments without Clerkships: Click on Process Report► Subject - choose subject from drop down list; click ok► Component Type – click Ignore (thus does not filter out courses with

component “Individual Study”–INS). Some INS courses you do need to check with faculty

► Click ok in “processing complete” box

Departments with Clerkships: Click on Process Report► Subject – choose subject from drop down list, click ok► Component Type – click Show Values, click on CLK to highlight (filter out),

click ok► Click ok in “processing complete” box


ReportMart1 Course Catalog Data Report cont.

Select how you get your report results► If select “View Data” or “Export to Excel,” displays

EVERY data field of every course record, every independent study section (!) – not recommended

► Recommend “View by Subject and Catalog Number”

Save report as a PDF: “File”“Export”“Section…”PDF file type


Anatomy of a Course 1

IMMUNOL 201 GR

Sample from ReportMart1 Course Catalog Data Report


Anatomy of a Course 2

Sample from ReportMart1 Course Catalog Data Report


Reportmart1 Time Schedule Report

https://reportmart1.stanford.edu “Student Administration”

“Student Records” “Course Scheduling”

PS8 Time Schedule Report (1072 Future)

Departments without Clerkships: Click on Process Report► Subject - click on your subject; click ok► Term - Hold down the control key and click on the four quarters: 1102,

1104, 1106, 1108; click ok► Component – click on “Select All”; click ok► Click ok in “processing complete” box

Departments with Clerkships: Click on Process Report► Subject – click on your subject; click ok► Component – click on CLK; click on “Remove;” then click on “Select All”;

click ok► Click ok in “processing complete” box


Reportmart1 Time Schedule Report cont:

► Click on “Time Schedule Report” to see and print the report and/or

► Click on “Export to Excel” to send the report to Excel, where you can save it as a file to manipulate and e-mail to faculty or other staff for their review You can switch between the Report view and the Excel export

without running the process again

– If you are in Report view, click the back arrow on the toolbar to go back to the introduction page where you can then click on Export to Excel

– If you are in Excel view, minimize it and you should see the introduction page on your desktop, where you can then click on Report view


Tools and Demos

Using Peoplesoft Webforms


Peoplesoft Add/Update Course Catalog Webform

Online form for submission of changes, additions, and deletions to your courses

► Log into Axess: http://axess.stanford.edu► Click on Peoplesoft tab, click on I agree to the above► Click on Curriculum Management Course and Class Webforms

Add/Update Course Catalog To make changes to an existing course enter subject code and

course number, click on “search,” change the effective date to 08/01/09, make the changes in the relevant data fields, click on Send for Approval

To deactivate an existing course enter subject code and course number, click on “search,” change the effective date to 08/31/08, change “active” to “inactive” (a drop down), click on Send for Approval

To add a new course click on Add a New Value Add, enter effective date 08/01/09, enter information in the appropriate data fields on all three screens, click on Send for Approval

http://axess.stanford.edu/


Peoplesoft Update Class and Update Class Facility Webforms

Online form for submission of changes, additions, and deletions to class scheduling data: days, times, locations, instructors; add, cancel, move to another quarter ► Log into Axess: http://axess.stanford.edu► Click on Peoplesoft tab, click on I agree to the above► Click on Curriculum Management Course and Class

Webforms Update Class, Add Class, or Update Class Facility, depending on what is changing Update Class Facility will be used most often, as that is where

day, time, location, and instructor reside. Use Add Class to schedule a new course just entered onto the

Update Course Catalog webform. There is a separate handout providing more detail regarding

which of these webforms to use for what

http://axess.stanford.edu/


Curriculum Managment

2009-10 Curriculum Maintenance Timeline


Dates and Deadlines

April 29► Curriculum Management Instructional Workshop for Department

Course Administrators April 30- May 29

► Conduct faculty review of department’s active courses as they appear in the Peoplesoft Course Catalog Database

► Enter changes to courses, add new courses, deactivate courses into Peoplesoft Add/Update Course Catalog Webform

June 1► SoM Curriculum Administrator seeds 2009-10 Class Time

Schedule


Dates and Deadlines cont.

June 2- July 13► Conduct faculty review of class time schedule data as it appears in

the ReportMart1 Time Schedule Reports for 2009-10► Enter changes to class time schedule data into appropriate

PeopleSoft Webforms► Submit SoM Medicine room requests for Autumn quarter; main

campus room requests for all four quarters► Update faculty lists for independent study sections

July 29► Stanford Bulletin Course Listings and 2009-10 Class Time

Schedules for live on the Web August 1

► Axess opens for Autumn quarter enrollment


New Web Site!!

Introducing the new site

for all things

“Curriculum Management”

at the School of Medicine:

http://med.stanford.edu/curriculum-management/

http://med.stanford.edu/curriculum-management/

school of medicine curriculum management: course catalog database

Documents