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SAIT

Originate a Non-Credit: Low Course Impact Proposal

January 5, 2016

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

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

P1 – Log in to Curriculog...........................................................................................................1

P2 – Start Proposal....................................................................................................................1

P3 – Import the course...............................................................................................................3

P4 – Populate required fields.....................................................................................................5

P5 – Launch the proposal..........................................................................................................9

P6 – Enter course changes........................................................................................................9

P7 – Attach any supporting documentation.............................................................................20

Decisions (D’s).............................................................................................................................21

D1 – Is this change for an upcoming academic year for which a clone has not been created?.................................................................................................................................................21

D2 – Approve the proposal?....................................................................................................22

Sub-Processes (S’s)....................................................................................................................23

S1 – Conduct Impact Assessment...........................................................................................23

S2 – Originate a General: Clone Course proposal..................................................................23

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Workflow

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Originate a Non-Credit Low Course Impact Proposal

This process starts when an originator needs to process a Non-Credit: Low Course Impact proposal in Curriculog. This process ends when the proposal has been submitted. This approval process can be originated by any member of a school’s non-credit team who has a Curriculog account including the Administrative Assistant, Curriculum Assistant, Marketing Coordinator, Curriculum Coordinator, or Academic Chair/Earned Revenue Coordinator.

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.

P2 – Start Proposal

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

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https://sait.curriculog.com/


2. Click Next 10 until you see the Non-Credit: Low Course Impact approval process.

3. Click the Start Proposal checkmark icon on the right of the Non-Credit: Low Course Impact.

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

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

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P3 – Import the course

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 instances are changed.

In this step you will be importing a pre-existing course which will allow you to easily update the fields.

1. Click the Import icon.

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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.


2. Select the Catalog called Acalog: Master Current Catalog.

3. Click on Add Filter if you want to search by a specific element (e.g., code, name, description, etc.). ‘Prefix’ is the course code subject (e.g., ACCT) and ‘Code’ is the course code number (e.g., 215).

4. Click Search Available Curriculum.

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.

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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 the fields which have populated that you need to change but DO NOT make any changes in this step. Any changes made prior to launching the proposal will not be tracked.

IMPORTANT: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.

1. Program and/or Course Category1

Non-credit courses that do not belong to a specific program may be contained within a course category. A course category is a grouping of courses sharing a common theme to facilitate ease of searching in the ConEd Guide and Course Finder. They can be added or removed from a course by originating a General: Add/Remove Program from Course approval process. Course categories have a simplified structure compared to programs. There are two types of Course Categories:

a) Groupings used to attach an Earned Revenue Coordinator 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.

For example, a course such as Auto Body Repair belongs to a course category called Autobody General Interest Courses.

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

Note: If there are multiple programs or course categories, click Add Item and drag the window that appears off the field so that you can see which programs you need to add (anything listed in orange). Add all programs at the same time.

There may also be courses that are not used in any programs and nor have they been assigned to a course category. In this case, select the school to which the course belongs.

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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a) Click Add Item for Program.b) Select the appropriate Program(s).

i. If there is more than one program to be attached to the course, hold down the Ctrl button and then click on the programs.

ii. To unselect a program, click on it a second time.c) Click Done.

2. 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 proposals and find them using the search functionality.o The naming convention for the package ID is: Program Code followed by the

Academic Year that the change is effective (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#.

o Below is an example of using the search functionality to find a Package ID#:

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3. Do not populate Governance Impacts. Updates to these indicators are done through different approval processes to identify for information purposes, if a course or program is associated with a licensing agreement.

4. Enter the requester’s name. If not you, who requested this proposal? This field allows for simple follow-up later on.

5. Explain the Change and Provide the Rationale: Explain the change and why it is being made.

Please be specific in what you are changing; this will help your approvers know where they need to focus their attention.

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Important

If you mistakenly select the Licensing Agreement indicator radio button, the course information will be mistakenly updated. If this happens you must cancel and restart the proposal.


6. Answer the following question: will you be making changes to the Course Description? If you indicated yes, the proposal will be directed to the Marketing Coordinator for review.

7. Enter the percentage change in Cumulative Learning Outcome Percent Change. Only changes less than 20% can happen in a low course impact proposal.

8. Enter the Timing of the changes: a. Select the Effective Semester (the semester the change will take effect.)

9. Select the Effective Year (the academic year the change will take effect).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 noted with an asterisk (*).

P6 – Enter course changes

Important documents to reference while completing this section:

a) Curriculog Course Outline Style Guides available on ETS portal. Visit ets.sait.ca/forums and find the DIGARC – Curriculog & Acalog documentation.If you do not adhere to the standards in the style guide, the course outline will not populate properly and public-facing information will not be displayed correctly in the Con-Ed Course Finder.

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http://ets.sait.ca/forums/21673694-Documentation


b) The Glossary found in the Approval Processes for Managing Curriculum document.

c) Curriculog Help contains tips and standard terminology to use in some of the fields.

1. Do not change the Continuing Education Indicator2. Updates to this section require a Non-Credit: High Course Impact.

2. Do not change Which Areas Will be using this Course (Course Utilization)3. Updates to this section require a Non-Credit: High Course Impact.

3. Do not change Governance Impacts. Updates to these indicators are done through different approval processes to identify for information purposes, if a course or program is associated with a licensing agreement.

4. Update the Course Description. In this Low Course Impact proposal, you are only allowed to make grammar and spelling changes to the course description. This field is to be written in paragraph format. Non-credit course descriptions should be written according to the Guidelines for Non-Credit Course Descriptions document that can be found on SAITNOW. Non-credit course descriptions may appear on the course’s shopping cart page (entered into SWACACO), in which case there is a limit of 2000 characters including html tags. Depending on the complexity of your formatting, the html tags could consume a significant portion of the character count. Please keep the course description text at approximately 1500 characters to help stay within this limit.

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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http://www.saitnow.ca/cm-stg.html


5. 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.

6. 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 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.

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 Curriculog Course Style Guide on the ETS portal for advice on entering special notes into this field. Visit ets.sait.ca/forums and find the DIGARC – Curriculog & Acalog documentation.

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http://ets.sait.ca/forums/21673694-Documentation


7. Enter any Time Guidelines4.

The following sentence structure must be used in this field:

“The standard instructional time for this course is ___ hours.”

If the course is offered through Distance Education, the following sentences should also appear:

“Instructional hours are not applicable to courses offered through Distance Education.”

Important: This field is strictly reserved for information about instructional hours. Information related to the hourly breakdown of content delivery is to be included in the Other Course Information field.

8. Enter any Accrediting Body/Professional Designations.

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

10. 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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11. Enter any Other Course Information.

12. Enter any Required Course Publications. Make sure that all publications are listed: 1) in APA formatting, 2) in alphabetical order and 3) no bulleted lists.

13. Enter any Optional Reference Publications. Make sure that all publications are listed: 1) in APA formatting, 2) in alphabetical order and 3) no bulleted lists.

14. Enter any Course Materials. If more than one material is listed, present materials in a bulleted list.

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15. 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. To format course learning outcomes, follow these simple steps:

a. Click into the Course Learning Outcomes and Objectives fieldb. Type the following: 1. with one space after the period and the first learning outcome.c. Press Enterd. Click the indent icon once to indent one levele. Type the word Objectives:f. Press Enterg. Click the indent icon twice to indent to two levelsh. Type the following: 1.1 with one space after it and the first learning objective.i. Press Enterj. Repeat steps h and i for all course learning objectives attached to the learning

outcome.k. Click the decrease indent icon twice to go back to the margin.

Repeat steps b to k for all Course Learning Outcomes.

16. 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:

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

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c. Copy this URL in the URL textbox:

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

d. 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.

e. Click the Target tab.f. Select New Window (_blank) in the target dropdown menu.g. Click OK.

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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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17. 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.

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

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c. Copy this URL in the URL textbox:

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

d. 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.

e. Click the Target tab.f. Select New Window (_blank) in the target dropdown menu.g. Click OK.

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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).

P7 – Attach any supporting documentation

Supporting documentation might 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.

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

3. Click Browse and select your file.

4. Click Upload to attach supporting documentation.

Decisions (D’s)

D1 – Is this change for an upcoming academic year for which a clone has not been created?

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.

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For example:


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


D2 – Approve the proposal?

No, Edit: If you would like to go back and make more edits prior to sending it to the next approver, 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, 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 – 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

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For example:


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


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.

S2 – Originate a General: Clone Course proposalThis approval process is used to clone courses for upcoming academic years.

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