Course Data Application User Guide (CDA) Release 2.1 January 2014

Transcription

1 Course Data Application User Guide (CDA) Release 2.1 January 2014

2 Page left blank to facilitate front/back printing

3 Table of Contents REVISION HISTORY... II GENERAL INFORMATION... 1 ACCESS TO THE APPLICATION... 1 SUPPORT RESOURCES... 1 LOGGING IN... 2 UTILIZING THE GEORGIA ONMYLINE COURSE DATA APPLICATION... 4 STEP 1: UPLOAD THE ZORELCA DATA FILE STEP 2: ERROR CHECK AND REVIEW... 7 STEP 3: SUBMIT COURSE DATA TO GEORGIA ONMYLINE DATABASE... 9 COURSE DATA LOAD COMPLETE APPENDIX A CDA ERROR MESSAGES Course Data Application User Guide Version 2.1, January 2014 i

4 Revision History Version Date Description Author 1.0 July 2010 Initial Release Diane Burnette 2.0 March 2013 Updates to User Interface Lisa Hernandez 2.1 January 2014 Updates to User Interface Lisa Hernandez Updates to Critical Errors Course Data Application User Guide Version 2.1, January 2014 ii

5 Page left blank to facilitate front/back printing Course Data Application User Guide Version 2.1, January 2014 iii

6 General Information The Course Data Administration (CDA) tool is designed for University System of Georgia (USG) institutional representatives to load course data into the Georgia ONmyLINE course database. Courses entered into the Georgia ONmyLINE course database appear in the Georgia ONmyLINE searchable course catalog available at This document provides instructions for entering data into the CDA. These instructions are to help users complete the following three steps: 1. Upload the ZORELCA data file extracted from Banner 2. Review the course data and check for errors 3. Submit the data to the GOML course database NOTE: Please note that this document provides instruction related only to the use of the Course Data Application. For details related to the ZORELCA process (campus data extraction), please refer to the appropriate Banner documentation. Access to the Application Access to the Course Data Application tool is provided through a secure login process. Information Technology Services (ITS) issues access credentials to designated representatives from each USG institution and to directors of online collaborative degree programs. Support Resources Please submit requests for institutional login credentials or questions about the application to ITS Customer Services at helpldesk@usg.edu. Course Data Application User Guide Version 2.1, January

7 Logging In To log in to the application, go to All users will be required to enter a user name and password to access the site. If you have forgotten your user name and/or password, click the Forgot Your Login? link for instructions. After successfully logging in, the Course Data Application (CDA) Home page is displayed. This page provides an overview of the application. Please review these instructions before beginning to use the CDA. Course Data Application User Guide Version 2.1, January

8 In addition, the CDA Home page provides a link to modify your account information. This allows you to modify your user profile and login credentials. Course Data Application User Guide Version 2.1, January

9 Utilizing the Georgia ONmyLINE Course Data Application Once you have reviewed the user instructions, you are ready to upload your data file. There are three steps to complete a successful upload of data to the Course Data Application (CDA). Step 1: Upload the ZORELCA data file. 1. From the Course Data Application (CDA) Home page, click GO TO STEP 1, or Step One >>Upload a Course Data File. Both options will take you to the same screen. Course Data Application User Guide Version 2.1, January

10 2. The Upload the ZORELCA Data File screen displays. 3. Browse to select your ZORELCA file, as saved on your computer. 4. Click the UPLOAD File >> button to continue. Course Data Application User Guide Version 2.1, January

11 5. If file loads successfully, the following confirmation screen displays. 6. Click GO TO STEP 2 to continue. Or If an error is received upon upload, click <<STOP & Return to STEP 1. Course Data Application User Guide Version 2.1, January

12 Step 2: Error Check and Review 1. The Error Check and Review screen is displayed. This screen provides the opportunity to review all data uploaded. 2. The Error Check and Review screen provides the following information: A. NO. of COURSES: This is the total number of courses uploaded in the file. B. CRITICAL ERRORS: Critical Errors are those errors that must be corrected in order to successfully upload your ZORELCA file. These errors are denoted with an icon, and data must be corrected in your Banner system before uploading the ZORELCA file. C. Total Errors: These are non-critical errors located in the ZORELCA file and are highlighted in red text. These errors do not prevent the file from being uploaded; however, it is recommended that the errors be corrected in the Banner system, and the ZORELCA file reloaded. NOTE: For a full list of both Critical and Non-Critical errors, please refer to Appendix A of this document. 3. If no errors are found, a message will display stating that No Errors Were Detected in your Data File, and that you may continue to Step 3. IMPORTANT: If data is corrected in Banner, you must re-run the ZORELCA process in Banner, and reload the file to the Course Data Application to update the course information. 4. This screen also allows you to review course data information as it has been uploaded from Banner. Course Data Application User Guide Version 2.1, January

13 5. Once data is reviewed, you may click Return to Step 1 to correct changes (no data will be saved) or If no critical errors are present, or there is no data that you wish to correct, click GO TO STEP 3.to continue the upload process. Course Data Application User Guide Version 2.1, January

14 Step 3: Submit Course Data to Georgia ONmyLINE Database 1. The Submit Course Data screen is displayed. Please be aware of the important note: 2. If you are prepared to submit, click the Submit to GOML>> button. Course Data Application User Guide Version 2.1, January

15 Course Data Load Complete Once your course data has been successfully submitted, you will receive a message confirming your submission. You may now view the Georgia ONmyLINE website to confirm that the new course data have been added and/or updated. Course Data Application User Guide Version 2.1, January

16 Appendix A CDA Error Messages Critical Errors Course ID is missing or invalid. (Must be between characters) Inst FICE code must be 6 digits. Course title missing. Subject code (CIP) must be valid: 2-7 digits and must match a code in the GOML database. (the master CIP list) School term value must be Fall, Spring, or Summer. School year must be 4 digits. Degree level value should be 1, 2, or3. (undergraduate, graduate, or other) Online designation value should be F or P. (Fully online or Partially online) Non-Critical Errors Number of credits field limited to 4 characters. Enrollment limit field can be no more than 4 characters. Course offered field should be TRUE. (If value is False, the course will NOT be loaded into the GOML database.) Course Data Application User Guide Version 2.1, January