Course Inventory Management System: Beginners Guide

Transcription

1 Course Inventory Management System: Beginners Guide The below information serves as an overview displaying how to access and perform general functions within the Course Inventory Management (CIM) System. General Instructions 1. From your desktop, open an internet browser (preferably, Firefox), and key in the following URL, into the internet browser s address bar and press the ENTER key. Be aware using other internet browsers, besides Fire Fox, may display CIM pages incorrectly. Note: To download and install Fire Fox, please click here: and follow the instructions provided, or contact your office s desktop support specialist. 2. A prompt box labeled Please Complete Log In will appear. (See screenshot below.) Click the graduation cap/diploma icon located within the prompt to open the CourseLeaf Login window to begin the login process. 3. Enter your UTA NetID and UTA NetID Password credentials in the corresponding CourseLeaf Login window. In the Name field, enter your UTA NetID and in the Password field, enter your UTA NetID Password. Click OK when both fields have been completed. If you are unable to successfully login, please verify and re-enter your credentials. Note: Both fields are case sensitive. If additional login support is required, please contact Sebastian Fuentes, UTA Application Support Specialist, at Page 1 of 5

2 4. Once logged in, you may begin searching for, adding, editing, or deactivating UTA courses via the CIM system. For detailed information, you may view the online Users Guide (PDF) by using the following URL, or by clicking on the red Help link found on the right side of your CIM screen. When the additional internet browser window opens, click on the User Guide tab as seen in the provided screenshot below. For additional support, please contact Sebastian Fuentes, UTA Application Support Specialist, at The CIM system allows users to search, edit, add, and deactivate courses. When using the Search green button feature, the entry box requires a specific entry format to function correctly. All search entries must be in the following format: AAAA ####. In this example, AAAA equals an alpha related course subject code, up to four characters long and followed by a space, and ended by four numeric values equaling a specific course number code. Examples of correct formats include: ACCT 2301, ECED 2388, or MSE 3300). (See screenshot below.) You may also use the dropdown menu where Quick Searches is selected. By using the dropdown menu, you may search undergraduate and graduate courses, in addition to edited, added, and deleted courses. Page 2 of 5

3 6. When selecting the Propose New Course green button, a new window will appear. Notice the new window will display a form to be completed regarding the course you are proposing. Red outlined boxes and fields are required boxes and fields where information must be entered or selected, while non-red boxes and fields are optional. Question mark icons,, are placed by some field names to provide additional guidance. Once the form has been completed with your desired information, you may Save Changes if you wish to save and make additional edits at a later time without submitting to a workflow; click Admin Save to make the course information entered undeletable except by a system administrator; or click Save & Submit if you wish to submit your new propose course through the workflow for final processing and admission into the curriculum record. (See screenshots below.) 7. Upon clicking the Save & Submit button, prompts will appear if any required fields are missing information. A prompt will also appear encouraging you to review your Propose New Course form. Note: The prompt will ask that you double check your work. If all appears to be correct within the Propose New Course form, you may click on the OK button within the prompt to complete and submit the course to the workflow approval process. Page 3 of 5

4 8. To search for a course you proposed, refer to Step 5. Notice that when you search and select classes listed within the CIM course window, you have the option to Delete, Shred Proposal, and Edit Course (depending on your security settings). (See the below screenshot.) When deleting a course, CIM will retain the course informational form and the course will be searchable using the Deleted Courses dropdown menu option. When shredding a proposed course, the course informational form will be deleted from the CIM system permanently. 9. When clicking on the Edit Course button, displayed in the above screenshot, the course informational form will appear in a new window similar in format to the Propose New Course form discussed in Step 6 and 7. Boxes and fields that require an entry or selection will be outlined in red, while optional boxes and fields will not be outlined in red. Notice final options when editing a course are the same as when proposing a new course and include: Cancel, Save Changes, Admin Save, and Save & Submit options. 10. To view the In Workflow status of a course, you will need to search for a course you have saved and submitted to the workflow by using either of the search methods discussed in Step 5. Upon selecting the course you wish to view the In Workflow status by means of the CIM course menu, notice that the Edit Course button has been replaced by an In Workflow chart. Depending upon the workflow process for your department, the In Workflow chart list provided will vary. As seen in the example below, the new course proposal for COMM 5235: Testing only has one workflow approver. Approvers in the In Workflow process will be notified by to take action to approve, deny, or return to requester for additional edits. Page 4 of 5

5 11. To logout of the CIM system when all of your activities have been completed, click on the exit door icon,, located next to your UTA NetID name found on the home page. In Workflow Role Notification 12. If you are an approver within your department s In Workflow process, you will receive an similar to the below screenshot. Notice that the sender is labeled Catalog Editor, and the subject begins with [CIM Course]. Also notice within the body of the you will be notified which course requires reviewing and be provided a link specific to your role as an In Workflow approver. This completes the Course Inventory Management System: Beginners Guide. For additional support, including scheduling in-person support, please contact Sebastian Fuentes, UTA Application Support Specialist, at or sebastian@uta.edu. Page 5 of 5