workflow - ets.sait.ca web view(e.g. lab hours are a minimum of 45 hours, maximum hours is blank)....

SAIT

Originate a Credit High Course Impact Proposal

January 5, 2016

Table of ContentsWorkflow.........................................................................................................................................i

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 – Populate New Course Information.....................................................................................7

P6 – Launch the Proposal........................................................................................................28

P7 – Enter Course Changes....................................................................................................28

P8 – Attach Any Supporting Documentation............................................................................46

Decisions (D’s).............................................................................................................................47

D1 – Is This a Late Submission Request?...............................................................................47

D2 – Is This Change for an Upcoming Academic Year for Which a Clone has not Been Created in the System?...........................................................................................................47

D3 – Are you Creating a New Course?....................................................................................47

D4 – Are the Learning Outcomes Changing >40%?................................................................47

D5 – Approve the Proposal?....................................................................................................47

Sub-Processes (S’s)....................................................................................................................48

S1– Late Submission Request.................................................................................................48

S2 – Originate a General: Clone Course Proposal..................................................................48

S3 – Conduct Impact Assessment...........................................................................................49

Workflow

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This process starts when an originator needs to process a High 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: High 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 code (e.g., CHEM 201, CHEM 201 (2016), CHEM 201 (2017)). It will be up to you to clone the course for upcoming years and decide which instance(s) are changed.

1. Click the Import icon.

2. Select: Acalog: Master 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-Subject Course-Code-Number (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 instance(s) you change. If you make a change to CHEM 201 and not CHEM 201 (2016), your current year change will be lost in the 2016 academic year when CHEM 201 (2016) replaces CHEM 201 to 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 one course category and one program.

Course Categories are used to group courses together. They can be added or removed from a course by originating a General: Add/Remove Program from Course approval process. There are two types of Course Categories:

a) Groupings used to attach an Academic Chair to orphan courses (e.g., Communication Studies). These types of course categories do not exist in Acalog. Any modification to this type of course category will have to be done manually by ETS.

b) The second kind of Course Category is what you would find in the Continuing Education Guide (e.g., Library Operations Courses). They exist alongside programs in Acalog, and are treated in a similar way. These types of course categories can be imported and modified through any program approval processes.

2. Answer the question: Are you removing this course from the Continuing Education Course Finder? If a course currently exists in the Continuing Education Course Finder, and you wish to remove it from there, select “Yes”, otherwise select “No”. This will add ETS into the approval process after the Web Coordinator to implement the course removal if necessary.

3. Choose Type of Change. Click Course Modification, Course De-activation or Course Re-activation next to indicate the type of change.

4. Enter the requester’s name in the Requested By field.

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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5. Explain the Change and Provide the Rationale: Enter the rationale for the course modification, de-activation or re-activation in the rich text field. Please be specific in what you are changing; this will help your approvers know where they need to focus their attention.

6. Indicate if the Course Description is being changed. If you are adding or changing the course description choose “Yes”. This will ensure the proposal is directed to the Marketing Coordinator for review, after it has been approved by the Curriculum Assistant. Choose “No” if you are not adding or changing the course description.

7. Enter the Cumulative Learning Outcomes Percent Change. This would be the total percentage of change since the Learning Outcomes were created.

8. Enter the Timing of the changes:a) Effective Semester: Select the appropriate radio button.

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9. Select the effective academic year from when the change will be active.i. Click Add Item.ii. Select the Effective Academic Year.iii. Click Done.

P5 – Populate New Course Information

1. Important documents to reference while completing this section:a) Style Guides available on ETS portal Educational Technology Services:

DIGARC - Curriculog & Acalog. If you do not adhere to the standards in the style guide then the course outline will not populate properly and public information will not be displayed correctly in the Academic Course Finder.

b) Glossary from the “Approval Processes for Managing Curriculum” document.c) Curriculog Help contains tips, standard terminology to use in some of the fields,

recommendations, etc.2. School or Department2:

a) Click Add Item for School.b) Select the appropriate School or Department in the dialog box.c) Click Done.


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



3. Program and/or Course Category3:a) Click Add Item for Program/Course Category.b) Select the appropriate Program(s)/Course Category(ies).

To unselect a Program/Course Category click on it a second time.c) Click Done.

4. Select the Course Code Subject:

a) Click on Add Item.b) Select the course code subject if known. If you do not yet have a course code,

select “TBD” from the list provided.c) Click Done.


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5. Enter the Course Code Number: Enter based on the following (in line with credential framework AC2.17 section C):

i. Academic Upgrading/ELF: 1XX.

ii. Certificates: 2XX.

iii. Diplomas: 1st Year courses: 2XX. 2nd Year course: 3XX.

iv. Applied Degrees: 3rd Year Courses: 4XX. 4th Year Courses: 5XX.

v. Baccalaureate Degrees: 1st Year Courses: 1XXX. 2nd Year Courses: 2XXX. 3rd Year Courses: 3XXX. 4th Year Courses: 4XXX.

6. Enter the Course Title4.

7. Enter the Abbreviated Course Title5. 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.

8. Choose Visibility Status.

Visibility Status: Determines whether this course will be visible in the catalog. Generally you’ll want new courses to be visible.

a. Click on Add Item.b. Choose:

i. Active-Visible: The course will be searchable and will be displayed on SAIT.ca and the course finder.

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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ii. Inactive-Hidden: This is used for a de-activated course to prevent it from being searchable and from displaying on SAIT.ca or in the course finder.

c. Click Done.

9. Enter the number of Credits.

10. 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.

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11. Do not make changes to Governance Impacts. Updates to these indicators are done through different approval processes.

12. Select Calendar Indicator. All credit courses and programs are in the Academic Calendar but their inclusion in the Continuing Education Guide is optional. Check off the Academic Calendar. Check off the Continuing Education box if the course is in the Continuing Education guide and course finder.

13. Which areas will be using the course (Course Utilization)6. 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.


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14. Select the Course Creation for Type of Change.

15. Enter the requester’s name.

16. Explain the Change and Provide the Rationale: Explain what is being changed and why. Please be specific in what you are changing; this will help your approvers know where they need to focus their attention.

17. Click ‘Yes’ next to the description indicator since you will be entering the description. This will ensure the proposal is directed to the Marketing Coordinator for review, after it has been approved by the Curriculum Assistant.

18. Leave Cumulative Learning Outcome Percentage Change field blank because for a new course there has been no change to the course.

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19. Enter the Timing of the changes:a) Select the Effective Semester when the change will be effective.

20. Select the effective academic year from when the change will be active.

21. Enter the Course Description.

22. Choose the Delivery Method:a) Click Add Item.b) Select the delivery method from the pop-up window.c) Click Done.

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23. Enter the Minimum Lecture Hours7.24. Enter the Maximum Lecture Hours8.

25. Select the Lecture Hours Range if you entered both Minimum and Maximum hours. Leave blank if you only populated one of the fields.

a) Select Or if the course can be either the Minimum or the Maximum. (E.g. Lecture Hours are either 45 or 60 hours).

b) Select To if the course can be a range between the Minimum and Maximum. (E.g. Lecture Hours are between 45 to 60 hours).

c) Select None if you only populated Minimum or Maximum. (E.g. Lecture Hours are a Minimum of 45 hours, Maximum hours is blank).

26. Enter the Minimum Lab Hours9.

7 To see how this field is used by Student Services and how it impacts Banner, refer to the Curriculog to Banner.docx document.8 To see how this field is used by Student Services and how it impacts Banner, refer to the Curriculog to Banner.docx document.9 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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27. Enter the Maximum Lab Hours10.

28. Identify the Lab Hours Range.a) Select Or if the lab can be either the Minimum or the Maximum. (E.g. Lab Hours

are either 45 or 60 hours).b) Select To if the lab can be a range between the Minimum to the Maximum. (E.g.

Lab Hours are between 45 to 60 hours).c) Select None if you only populated Minimum or Maximum. (E.g. Lab Hours are a

Minimum of 45 hours, Maximum hours is blank).

29. Enter the Minimum Other Hours11.30. Enter the Maximum Other Hours12.

10 To see how this field is used by Student Services and how it impacts Banner, refer to the Curriculog to Banner.docx document.11 To see how this field is used by Student Services and how it impacts Banner, refer to the Curriculog to Banner.docx document.12 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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31. Identify the Other Hours Range. Select Or if the components in other hours can be either the Minimum or the

Maximum. (E.g. Other Hours are either 45 or 60 hours). Select To if the components in other hours can be a range between the Minimum

to the Maximum. (E.g. Other Hours are between 45 to 60 hours). Select None if you only populated Minimum or Maximum. (E.g. Other Hours are

a Minimum of 45 hours, Maximum hours is blank).

32. Indicate the Course Level. If this is a credit course the radio button must be selected.

33. Indicate the Depth of Learning. Choose NA for non-degree related courses.

34. Select the Grade Mode13. Choose Letter Grade if you do not have any ungradable labs. Choose Letter grade, Ungradable if you have ungradable labs.(e.g. you have a

course taught as a lecture/lab combination – only the lecture portion would hold the final grade).

35. Select the Schedule Type(s)14.a) Click Add Item.b) Select the Schedule types.


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Use the Ctrl to select multiple schedule types.c) Click Done.

36. Identify if the course has LMS Integration:a) Select the D2L radio button if the course is 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.

37. Enter any Prerequisite(s).

38. Enter any Corequisite(s).

39. Enter any Equivalent Course(s).

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40. Enter any Precluded Equivalent(s).

41. Enter any Additional Requisite Information.

42. Enter any Substitution for Graduation Requirements.

43. 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.

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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.

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.

44. Enter the Time Guidelines15.

45. Enter any Accrediting Body/Professional Designations.

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

47. Enter the Course Assessment16.


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NOTE: If this course has yet to be fully developed, you may enter TBD in this field. Once you have the missing information for the Course Assessment, originate another High Course Impact approval process to update this field.

48. Enter any Other Course Information.

49. Enter any Required Course Publications.

50. Enter any Optional Reference Publications.

51. Enter any Course Materials.

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52. Enter the Course Learning Outcomes and Objectives.

NOTE: If this course has yet to be fully developed, you may enter TBD in this field. Once you have the missing information for the Course Learning Outcomes & Objectives, originate another High Course Impact approval process to update this field.

ETS will Permalink course references for you!

A Permalinked course appears as a clickable link on the gateway, and when clicked, provides abbreviated information about that course in an information bubble. Curriculog currently does not have the ability to create Permalinks but Acalog does. You must have editor permissions in Acalog to do this so ETS will do this for you after your proposal has been approved. Active courses listed in the Master Current Catalog and displayed in the following fields will be Permalinked.

Prerequisite(s). Corequisite(s). Additional Requisite Information. Equivalent Course(s). Precluded Equivalent(s).

REMINDER: It is very important that you reference the Style Guide for Formatting Course Outlines in Curriculog available on ETS portal Educational Technology Services: DIGARC - Curriculog & Acalog to ensure ETS has all of the information required to create the course

Permalinks.

53. Enter Course Offering(s): Length and Term. This field will be in table format and is used to populate the course offering information on sait.ca.

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Course Offerings can be Classroom or Online. Length can be in Hours, Days or Weeks. Term can be Fall, Winter or Spring/Summer. The Academic Year is divided into four Terms:

o Summer: July-Augusto Fall: September-Decembero Winter: January-Aprilo Spring: May-June

This is an example of how the table will display in the Continuing Education Guide and website.

54. 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.

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

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

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

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55. 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.


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http://catalog.sait.ca/search_advanced.php?cur_cat_oid=88&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 in the middle of the URL to the course code that you are creating. Example: The link above is for MATH 288.


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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).

P6 – 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 (*).

P7 – Enter Course Changes

1. Important documents to reference while completing this section:a) Style Guides available on ETS portal Educational Technology Services:

DIGARC - Curriculog & Acalog. If you do not adhere to the standards in the style

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guide then the course outline will not populate properly and public information will not be displayed correctly in the Academic Course Finder.

b) Glossary from the Approval Processes for Managing Curriculum document.c) Curriculog Help contains tips, standard terminology to use in some of the fields,

recommendations, etc.

2. If you are doing a course Change of Ownership, enter the receiving School or Department:

a. Click Add Item for School.b. Select the appropriate School or Department in the dialog box.c. Click Done.

The sending Dean must create a custom route to the receiving Dean for approval in the system. For information on how to do this, refer to the Review a Curriculum Proposal document available on ETS portal Educational Technology Services: DIGARC - Curriculog & Acalog .

3. Change Course Title17.

4. Change the Abbreviated Course Title18. 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.

5. Choose Visibility Status.

Visibility Status: Determines whether this course will be visible in the catalog. Generally you’ll want new courses to be visible.

a. Click on Add Item.


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b. Choose: Active-Visible: The course will be searchable and will be displayed on

SAIT.ca and the course finder. Inactive-Hidden: This is used for a de-activated course to prevent it from

being searchable and from displaying on SAIT.ca or in the course finder.c. Click Done.

6. Enter the number of Credits.

7. Package ID#: If this proposal is part of a program proposal then a package ID# is required to allow those who are approving the request to view any proposals that are attached to the same package ID#. 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#.

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#.

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8. Do not click Governance Impacts. Updates to these indicators are done through different approval processes.

9. Select the Calendar Indicator19. All credit courses and programs are in the Academic Calendar but their inclusion in the Continuing Education Guide is optional. Check off the Continuing Education box if the course is in the Continuing Education guide and course finder.

10. Select Which areas will be using the course (Course Utilization)20. 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.


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11. Enter the Course Description.

12. Choose the Delivery Method:a) Click Add Item.b) Select the delivery method from the pop-up window.c) Click Done.

13. Enter the Minimum Lecture Hours21.14. Enter the Maximum Lecture Hours22.


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15. Select the Lecture Hours Range if you entered both Minimum and Maximum hours. Leave blank if you only populated one of the fields.

a) Select Or if the course can be either the Minimum or the Maximum. (E.g. Lecture Hours are either 45 or 60 hours).

b) Select To if the course can be a range between the Minimum and Maximum. (E.g. Lecture Hours are between 45 to 60 hours).

c) Select None if you only populated Minimum or Maximum. (E.g. Lecture Hours are a Minimum of 45 hours, Maximum hours is blank).

16. Enter the Minimum Lab Hours23.17. Enter the Maximum Lab Hours24.

18. Identify the Lab Hours Range.a) Select Or if the lab can be either the Minimum or the Maximum. (E.g. Lab Hours

are either 45 or 60 hours).b) Select To if the lab can be a range between the Minimum to the Maximum. (E.g.

Lab Hours are between 45 to 60 hours).c) Select None if you only populated Minimum or Maximum. (E.g. Lab Hours are a



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19. Enter the Minimum Other Hours25.20. Enter the Maximum Other Hours26.

21. Identify the Other Hours Range.a) Select Or if the components in other hours can be either the Minimum or the Maximum.

(E.g. Other Hours are either 45 or 60 hours).b) Select To if the components in other hours can be a range between the Minimum to the

Maximum. (E.g. Other Hours are between 45 to 60 hours).c) Select None if you only populated Minimum or Maximum. (E.g. Other Hours are a


22. Indicate the Course Level. If this is a credit course the radio button must be selected.


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23. Indicate the Depth of Learning. Choose NA for non-Degree related courses.

24. Select the Grade Mode27. Choose Letter Grade if you do not have any ungradable labs. Choose Letter grade, Ungradable if you have ungradable labs.(e.g. you have a

course taught as a lecture/lab combination – only the lecture portion would hold the final grade).

25. Select the Schedule Type(s)28.a) Click Add Item.b) Select the Schedule types.

Use the Ctrl to select multiple schedule types.c) Click Done.

26. 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.


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27. Enter any Prerequisite(s).

28. Enter any Corequisite(s).

29. Enter any Equivalent Course(s).

30. Enter any Precluded Equivalent(s).

31. Enter any Additional Requisite Information.

32. Enter any Substitution for Graduation Requirements.

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33. 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.

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

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

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.

34. Enter the Time Guidelines29.


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35. Enter any Accrediting Body/Professional Designations.

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

37. Enter the Course Assessment30.

NOTE: If this course has yet to be fully developed, you may enter TBD in this field. Once you have the missing information for the Course Assessment, originate another High Course Impact approval process to update this field.

38. Enter any Other Course Information.


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39. Enter any Required Course Publications.

40. Enter any Optional Reference Publications.

41. Enter any Course Materials.

42. Enter the Course Learning Outcomes and Objectives.

NOTE: If this course has yet to be fully developed, you may enter TBD in this field. Once you have the missing information for the Course Learning Outcomes & Objectives, originate another High Course Impact approval process to update this field.

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ETS will Permalink course references for you!

Permalink courses appear as clickable links on the gateway, and when clicked, provides abbreviated information about that course in an information bubble. Curriculog currently does not have the ability to create Permalinks but Acalog does. You must have editor permissions in Acalog to do this so ETS will do this for you after your proposal has been approved. Active courses listed in the Current Academic Catalog and displayed in the following fields will be Permalinked.

a. Prerequisite(s).b. Corequisite(s).c. Additional Requisite Information.d. Equivalent Course(s).e. Precluded Equivalent(s).

REMINDER: It is very important that you reference the Style Guide for Formatting Course Outlines in Curriculog available on ETS portal Educational Technology Services: DIGARC - Curriculog & Acalog to ensure ETS has all of the information required to create the course

Permalinks.

43. Enter Course Offering(s): Length and Term. This field will be in table format and is used to populate the course offering information on sait.ca.

Course Offerings can be Classroom or Online. Length can be in Hours, Days or Weeks. Term can be Fall, Winter or Spring/Summer. The Academic Year is divided into four Terms:

o Summer: July-Augusto Fall: September-December

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o Winter: January-Aprilo Spring: May-June

This is an example of how the table will display in the Continuing Education Guide and website.

44. 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.


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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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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45. 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.


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http://catalog.sait.ca/search_advanced.php?cur_cat_oid=88&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 in the middle of the URL to the course code that you are creating. Example: The link above is for MATH 288.


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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).

P8 – Attach Any Supporting Documentation

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

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.

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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.

D2 – Is This Change for an Upcoming Academic Year for Which a Clone has not Been Created 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 – Are you Creating a New Course?

This is referring to a brand new course offering; not one that is a result of a > 40% change.

D4 – Are the Learning Outcomes Changing >40%?

When the learning outcomes change significantly (>40%) then it is no longer considered the same course. Instead of starting a brand new course from scratch you can import the current course and then update the course with a new course number and any other changes that are needed for the new course.

D5 – 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.

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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-Subject Course-Code-Number (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 instance(s) you change. If you make a change to CHEM 201 and not CHEM 201 (2016), your current year change will be lost in the 2016 academic year when CHEM 201 (2016) replaces CHEM 201 to become the new CHEM 201.


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.

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.

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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 or programs 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 it is in place, step two will need to be performed to have a complete picture of all impacted sources:

1. Run an impact report: This gives a list of all impacted sources with the exception of Shared Cores.

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

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workflow - ets.sait.ca web view(e.g. lab hours are a minimum of 45 hours, maximum hours is blank)....

Documents