Palm Beach State College Curriculum Committee Electronic Signature Approval Procedure Originally Approved January 24, 2002

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1 Palm Beach State College Curriculum Committee Electronic Signature Approval Procedure Originally Approved January 24, 2002 OVERVIEW With the 2002 reduction in the number of approval signatures necessary to approve an action in the Curriculum Procedure from twenty-three to four (five for a new program), and in effort to process curriculum actions electronically rather than manually (paper) an electronic signature approval procedure (ESAP) is a manageable alternative to the existing paper procedure. The ESAP consists of voting messages with attached curriculum documents that are distributed and tracked by the originator and forwarded to the Vice President of Academic Affairs for approval by Dean s Council and/or sent to Academic Services for inclusion in the electronic packets reviewed by the Curriculum Committee. THE SIGNATURES The signatures necessary for the electronic signature approval procedure of the Curriculum procedure are: Cluster Chair or PSAV Program Manager Associate Dean Liaison to the Cluster or CCE Associate Dean Academic Dean of the location of origin or the CCE Dean The Tech Infrastructure Director In the case of a new program, an additional signature of the Campus Provost of the participating College location is also required. THE PROCEDURE Sending the Voting Once the required documents and forms for the respective curriculum actions are completed (see to complete these items), the originator creates a voting message. 1.) Open Outlook Click on New message. 2.) Click on To Button and add the above people s addresses 3.) Add Kathy Gamble s address to the Cc box, if you chose not to have Academic Services send out the voting for you. (This is to notify Academic Services that a signature procedure is occurring.) 4.) List the Subject heading as ESAP Program/Course Name Curriculum Action. (Depending on what you are sending out to be approved.) 5.) Select High Importance for this message delivery. Page 1 of 7

2 6.) Under Options on the ribbon, click on Use Voting Buttons. On the dropdown, check Approve; Reject. (The you are creating will not look any different but the command for the signer will be there.) 6.) When the addresses and options are set up, enter the text of the message that instructs the signers how to proceed. The following wording is a good example of the points to cover: Hello. I am conducting an electronic signature procedure by for the curriculum proposal forms necessary to ****. This program/course action does/does not involve new software or computer needs at this time. This electronic signature procedure is for Program and Course Addition/Revision/Deletion Sign-Off forms which are submitted to Academic Deans Council and/or the Curriculum Committee. You will find the curriculum support documents at Please review these documents and indicate your approval or rejection by selecting the appropriate voting button at the top of this message. You must open the message completely to see the voting buttons. For those using Outlook Web Access, please reply as a normal with approval or rejection. (Voting buttons do not work through this system.) If you have concerns or changes you feel need to be made to these curriculum documents in order to describe curriculum action, please indicate so in the notes screen provided prior to sending your response or contact me directly. If substantial changes are requested, I will send a new voting message to all the required signers. Page 2 of 7

3 Please review these documents and respond to this by return date so they can be sent to Deans' Council and included on the next Curriculum Committee agenda. Let me know if you need any additional information to review this request. I look forward to hearing from you. (your name) ( ) (phone number) *Allow at least a week prior to the submission date for the signers to consider the materials they must review. Go to for the Curriculum Committee submission deadlines. 7.) It is important to highlight the paragraph on using the voting buttons for the signers because they can respond to your without using the buttons. This non-voting response would not be recorded on the tracking sheet that appears on the original sent (this will be important later). If this happens, you will need to contact the signer to have them use the voting buttons in their response to the original message. 8.) Attach the required documents that the signers need to review to the by clicking on Attach File in the ribbon and clicking on insert once the file is selected. (Go to and select the action narrative in the left Nav Bar to make sure that you have included all the documents necessary for the action being proposed.) Then send the voting to the signers. Responding to the Voting 1.) After reviewing the curriculum documents attached to the voting , signers vote on the curriculum action by clicking on the vote tab in the ribbon at the top of the message and clicking on approve or reject. Page 3 of 7

4 2.) After making their selection, the signer is prompted before completing the vote to add comments to the voting message. If the signer rejects the action, they should include a reason in the return message. 3.) As each signer responds, you will receive a message that looks like this: Page 4 of 7

5 4.) At any time during the voting period, you can check to see who has responded and who is left to respond by opening the original message that you sent and clicking on the Tracking tab. 5.) This will reveal the tracking list of signers, how they responded, the date and time they responded and a tally of approval versus reject. 6.) Once you have collected all the signer responses and resolved any question they have (this may involve sending out an additional voting ), the original signature can be sent to the VPAA office for Deans Council approval or to Academic Services for inclusion on the next Curriculum Committee agenda. 7.) After you have created the to the VPAA or Academic Services with the required documents for curriculum action consideration, insert the original electronic signature message into this . a.) Click on Insert on the toolbar and click on Item. b.) Select the original electronic signature message that was sent out for approval of the curriculum action you are requesting. Page 5 of 7

6 c.) Click OK to add it to your to Dr. Sass or Kathy Gamble. Once added, the e- mail to Dr. Sass or Kathy Gamble should look like this: 14.) When received, this with all the required documents and the electronic signature approval will constitute a completed curriculum action request and will be processed by Deans Council and/or the Curriculum Committee in the same way that the paper process was handled. 15. One last note. If proposing several curriculum actions (creating a new course, revising a course, revising a program) let Academic Services personnel know. In most cases, an Intranet site can be created for multiple documents so that the signers can review all of them and need only give one blanket approval for the curriculum action. If there is a problem with the curriculum action, the signer will contact Academic Services or the originator to follow-up as indicated above. 1/11KG Page 6 of 7

7 Electronic Signature Approval Procedure (ESAP) Add Voting and Tracking Options Create Outlook message to required signers, cc: Kathy Gamble Send to Required Signers Attach required documents. Approve? Yes/No Curriculum needing DC Vote Forward required documents and original signature to Dr. Sass, cc: Kathy Gamble Rejected. Return to originator to revise and resubmit to Dean s Council. 100% approval of required signers Curriculum not needing DC Vote Forward required documents and original signature to Kathy Gamble to add to next Curriculum Committee (CC) agenda. If approved by CC, recommended to VPAA for approval. Rejected. Return to originator to revise and redo voting process. Course / program is not approved by one or more required signer. If no agreement is reached, curriculum action request goes back to Cluster or PSAV program manager for revision. ESAP repeated. Rationale submitted to originator cc: Kathy Gamble Page 7 of 7