Courses and Curricula

Transcription

1 Curses and Curricula CIM Curse Archiving Guidelines OVERVIEW OF COURSE PROCESSING All curse fferings at NC State fllw a prcess fr creating, editing, drpping, adding/remving as a general educatin curse, and being included/remved in a curriculum. This prcess is managed by the Office f Undergraduate Curses and Curriculum fr undergraduate curses and by the Graduate Schl fr graduate curses. The frmer prcess, using printed curse actin frms and manual ruting f the actin, has been replaced by an nline prcess using an electrnic curse actin frm and wrkflw. The management system is called CurseLeaf Curriculum Inventry Management (CIM prnunced Kim ). The Student Infrmatin System (SIS PepleSft), managed by Registratin and Recrds, manages the curse data entry int SIS fr curses apprved by the faculty gvernance cmmittees (UCCC and CUE). This infrmatin is fund in the curse catalg listing and scheduling screens. Fr curses in the curse inventry system (CIM), curse detail in the SIS recrd is pulled in t ppulate the assciated fields n the CIM frm. CurseLeaf CIM maintains a histrical recrd f all actins submitted and apprved thrugh the wrkflw including all attachments (syllabi, etc.) as well as cnsult respnses and cmments frm reviewers and apprvers. The gal f the CurseLeaf Curse Inventry Management system is t streamline curse prcessing, prviding efficiency and transparency t the curse management and apprval f curse actins. Fr the initial implementatin f this system, curse recrds in CIM have been ppulated nly with curse data as it exists in the PepleSft/SIS database where there is a crrespnding field n the CIM curse frm. Additinal curse detail must be manually entered t cmplete the recrd. Departments interested in building a cmplete recrd f the curses in CIM are prvided with the guidelines attached. If any questins abut curse prcessing using CurseLeaf, please cntact a CIM team member via the curseleaf-help@ncsu.edu .

2 Curses and Curricula CIM Curse Archiving Guidelines Appraches t Building a Cmplete Curse Recrd in CurseLeaf CIM Prcessing curse actins using the new CIM curse actin frm requires specific curse infrmatin t be ppulated in the curse recrd in rder t submit int the apprval wrkflw. With the initial implementatin, these curse recrds in CIM are incmplete. There are tw appraches t building a cmplete curse recrd in CIM: 1. As Needed - Only enter missing curse data in CIM when needing t submit a curse actin/revisin. Curse is submitted int wrkflw fr apprval ruting. 2. In Advance - Enter missing curse data fr all active curses in CIM in advance t build the curse archive. Curse is nt submitted int wrkflw fr apprval ruting but will be apprved fr archive by the Graduate r Undergraduate ffice. Which apprach is recmmended? Clleges and departments determine hw best t manage their curse recrds in the Curse Inventry Management system either by taking the advanced apprach t building their curse archive r nly when a curse edit is needed. The recmmended apprach is t have a cmplete curse recrd built in advance fr all curses in CIM. A cmplete recrd will prvide efficiency in prcessing future edits t the curse and make clearer the edits being made. Departments can als easily access the curse recrd in CIM t view the mst recent curse recrd. Nte: If majr edits t a curse are needed, build the archive t reflect the curse as is currently and nce archive is apprved, the recrd can then be edited t reflect majr changes and submitted int apprval wrkflw fr full ruting.

3 Curses and Curricula CIM Curse Archiving Guidelines Building the Curse Archive in Advance Fr thse departments that wuld like t take the advanced apprach and establish a cmpleted curse recrd in CIM, the fllwing shuld be cnsidered in planning: 1. Wh will be the designated persn entering curse data int CIM fr each recrd? All faculty and staff have access using existing unity ID and passwrd. Fr assistance with lgin and access, cntact curseleaf-help@ncsu.edu. 2. Determine the internal review prcess nce a curse recrd is cmplete. Hw shuld the cmpleter f the archive recrd crdinate internally nce the recrd is cmplete? Wh will need t review the recrd internally fr accuracy and cmpleteness befre ntifying the Graduate r Undergraduate ffice that the recrd is ready fr archive? 3. Fr crss-listed r jintly administered curses, the additinal departments/clleges shuld be included in cnsult fr archiving the recrd. The cnsult ntificatin n the frm is active nly when in wrkflw. When building the archive recrd, cnsultatin shuld be handled via and nted n the curse recrd in the cmments field. 4. What ther dcumentatin may be needed, besides the syllabus, fr the persn t enter the curse cntent int the recrd? Departments are asked t enter their curse detail int CIM as it is currently being taught and t include as an attachment the mst recent, cmplete syllabus. Mst f the fields n the CIM Curse Frm can be cmpleted using the curse syllabus. A list f the curse frm fields is attached fr reference. 5. If multiple sectins f a curse, which syllabus best reflects the curse infrmatin? Use the syllabus that best reflects the curse. 6. Identify any curses t be drpped and submit int wrkflw via the Drp Curse buttn n the curse recrd. Drpping a curse des nt require entering all the curse detail that is missing; there is a separate drp frm.

4 Curses and Curricula CIM Curse Archiving Guidelines Getting Started! ACCESSING THE COURSE RECORD Access CurseLeaf CIM at Search fr the specific curse r curses using search ptins (ex: ES 100 r ES 1** r as a stream ES 100, ES 200, ES 300). The curse recrd(s) will appear belw the search results windw. EDITING THE COURSE RECORD Click the green n the curse recrd. PepleSft (SIS) Fields n frm (ppulated frm SIS/PS recrd) Upn initial view f a curse recrd in CIM, certain fields have been ppulated with curse catalg data pulled directly frm PepleSft/SIS. These fields are shaded/highlighted n the curse recrd. Review this data and if incrrect r missing, edit the field t reflect the crrect curse detail Enter a statement in the Justificatin field n the frm t prvide cntext fr the change t any f these fields. Any edits t the cntent in the PepleSft/SIS synced fields, in mst instances, is cnsidered a majr actin requiring full apprval wrkflw ruting. The Graduate and Undergraduate ffice will review any edits t these fields t determine apprpriate ruting. Sme Majr curse edits include changes t: Credit r cntact hurs Curse prefix/title/number Grading methd Prereqs, creqs, and restrictive statements GEP categry designatin Catalg descriptin, if reflects change in cntent.

5 Curses and Curricula CIM Curse Archiving Guidelines ENTERING MISSING COURSE CONTENT and SAVING THE RECORD Enter applicable curse cntent int curse frm fields. Fields utlined in red are required fields and must be cmpleted. Use the Save Changes buttn at the bttm f the curse recrd t save changes as needed when cmpleting the recrd; hwever each save will require re-selecting Edit Curse buttn t cntinue editing. Select t save changes alng the way and when cmplete. Nte: If the Save and Submit buttn is selected, the curse will enter int the apprval wrkflw. If this buttn is selected by accident, please cntact curseleaf-help@ncsu.edu. Ntes abut specific curse frm fields: Cnsult blue Help bubbles fr field detail. Instructr Name - List the Instructr Of Recrd (IOR)(Faculty member respnsible fr the curse). Classrm instructrs are listed at the sectin level. Curse tpics, Text, and Evaluatin Methds - Fr multiple sectin curses, this may mean that the curse infrmatin entered will primarily reflect the way nly ne instructr handles the curse. Effective Date - Select current term r next term as the effective date. Enrllment Data - Use an average enrllment if multiple sectin curse. Curse Length - enter 16 weeks (includes 15 week and final exam). Curse cntact hurs are t be based n 15 weeks in calculatin. Is curse required r an elective in a curriculum? If infrmatin is nt readily available, enter see audit in each field and then select Elective frm drp dwn. UPLOADING ATTACHMENTS - SYLLABUS Uplad the syllabus as an attachment in bth PDF and Wrd frmat but either frmat is acceptable if bth are nt available.

6 Curses and Curricula CIM Curse Archiving Guidelines WHAT TO DO AFTER COMPLETING THE COURSE RECORD 1. Select a statement t be added t the Additinal Cmments Field After saving all changes using the Save Changes buttn at the bttm f the curse recrd, please cpy and paste/enter the applicable statement belw int the Additinal Cmments field. Please add any additinal infrmatin r detail in the cmments sectin as needed. If the curse recrd des nt include any edits t a PepleSft field, n majr changes, please enter the fllwing statement in the Additinal Cmments field. Curse update fr archive nly, n edit t PepleSft field. If an edit was made t a PepleSft/SIS field, enter the fllwing statement in the Additinal Cmments field. Curse update fr archive with edit t PepleSft field 2. Additinal Cmments - Departmental/Cllege review Fr a cmpleted recrd requiring review/apprval internally befre submissin t the Graduate r Undergraduate ffice, ntify the departmental and/r cllege cntacts, as needed, t cnfirm edited recrd is cmplete and accurate. Any additinal departments/clleges fr crss-listed r jintly administered curses shuld be included in cnsult fr building the archive f the recrd. The persn respnsible fr the review shuld add a statement int the Additinal Cmments field n the curse frm t reflect the levels f review. Insert the reviewer name and unity ID as applicable. Example statements include: Reviewed by Department Apprved - Jhn Smith, Dept Head 6/13/15 Curse cntent was prvided by and entered by. Department Head/Name reviewed 6/13/15 Cnsulted Departments/Cllege cntacts include Submitted by

7 Curses and Curricula CIM Curse Archiving Guidelines SAVING THE COURSE RECORD AND NOTIFICATION Once the cmplete recrd has been entered, saved (Save Changes) and reviewed as needed by the department(s)/cllege(s), the department respnsible fr the curses sends an ntificatin t curseleaf-help@ncsu.edu indicating the fllwing: In the Subject Line f the , enter Archive Request and indicate the curse prefixes being archived. Ex: Archive Request - ECE Curses In the Bdy f the r as an attachment (Excel/Wrd), list the curses (prefix/number) ready fr archive. Ex: The fllwing curses have been saved in CIM fr archive apprval Please add t the any ther infrmatin t help in review. Once the CIM Admin Team (Graduate/Undergraduate Office) verifies the curse recrd and apprves fr archiving, the department/cllege will be ntified and an entry will be made int the cmments field reflecting this. If the recrd will require ruting thrugh the standard wrkflw fr apprval, the department will be ntified t submit the actin int the wrkflw. DROPPING A COURSE RECORD If a curse is being drpped, select the Drp Curse buttn n the curse recrd t pen a drp frm. The curse recrd des nt need t be cmplete t drp a curse.

8 Curses and Curricula CIM Curse Archiving Guidelines Ntes abut CurseLeaf Curse Inventry Management (CIM): All recrds are n a secure server and nly accessible by faculty and staff having unity lgin. Curse data entered is nt being utilized fr any purpse ther than t build the curse inventry fr efficiency in prcessing. CIM is nt fr archiving term syllabi. Curse cntent entered des nt directly update the PepleSft system. TIPS: Mre than ne persn can edit a recrd allwing fr cllabratin but if a recrd is being edited at the same time by different users, the first persn t save their edits wins. Use the Save Changes buttn frequently as needed t save changes being entered. Save will nt submit the actin int wrkflw, just saves the changes being made and can cme back later t edit r smene else can pull up the curse and review the edits and als make changes and Save. If a current curse recrd is t be revised, the preferred methd wuld be t enter all curse detail fr the curse as is and archive as per the instructins here. Once archived with current curse infrmatin, edits can then be made t the curse t be submitted int wrkflw fr apprval ruting. This way the recrd will reflect the curse changes mre clearly and capture the curse recrd prir t the change. T find the wrkflw ruting fr a curse, click n the Preview Wrkflw n the curse recrd. If any edits needed t wrkflw setup, send an t curseleaf-help@ncsu.edu. Help: Use the Help Bubble next t each field fr mre detail abut cntent. Use the Help icn lcated n the tp right f the curse recrd page that prvides a link t infrmatin abut the page and CIM Curse tutrials prepared by CurseLeaf.