Course Inventory Form Workflow

Course Inventory Form Workflow

Louis JimenezSenior Associate University Registrar for Student

Serviceslouis.jimenez@ua.edu

205-348-8172

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Title• Official Fall 2012 Enrollment: 33,602– Undergraduates: 28,026– Graduates: 4,994– Professional (Law & Medicine): 582

• Number of Active Courses in Inventory: @5946• Number of Course Changes in a Year: @2000

Course Inventory Form WorkflowThe University of Alabama Quick Facts

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TitleThe Old Way

• Courseleaf – CIM (Course Inventory Management)

• Automated Workflow• Initiated by Department Personnel• Is independent of Curriculum/approval

committees• Developed one workflow with two paths

(Undergraduate and Graduate) each approver receives email notification

The New Way

• Undergraduate:– Department Chair or Designee– Dean or Designee– Academic Affairs– Institutional Research (Assign CIP Code)– Registrar– Banner

The Approval Process

• Graduate:– Department Chair or Designee– Dean or Designee – Graduate School Dean– Institutional Research (Assign CIP Code)– Registrar– Banner

The Approval Process (con’t)

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TitleGrade CommentSelect grade comment. Submit the change.

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TitleInstructor ConfirmationInstructor will receive a confirmation page.The grade change workflow has been kicked off in SungardHE

Workflow.

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TitleWorkflow Steps - Obtain Data

Data is obtained on the:• Instructor (Name and Banner ID)• Student (Name, Banner ID, College)• Class (Subject, Number, Section, CRN, Term, Original

Grade, New Grade, Course College, Department, & Level)

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TitleHow does it get into the System?

•Developed a “Banner Bridge”•After Registrar approval, data is sent to Banner Bridge•Current course inventory data is sent to vendor on a nightly basis•This ensures courses have not already been changed •New course data is submitted by staff and update is made•Not all data is updated. Variable data is a manual entry•Examples: complicated prereqs•Banner Bridge Version 2 will accommodate more entries

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TitlePost Grade Changeean’s Approval -> Post Grade ChangeDean’s Denial -> Email Instructor w/ CommentGrade Change Posted -> Email StudentGrade Change Failed -> Email Registrar’s Office

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TitleSummary• The Course Inventory workflow was

implemented February 21, 2011.• Well received to date. Everyone likes it.• Benefits:• Ease of submission • Streamlined approvals• Resources have been freed in our office• Maintenance has only been updating

representatives who initiate change requests and approve changes

• NO MORE PAPER!!

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TitleQuestions

CourseLeaf Catalog

Jacob JonesAssistant University Registrar for Course Inventory and

Instructional Space ManagementJacob.Jones@ua.edu

205-348-0252

• Move from a bi-annual to an annual catalog• Place greater responsibility on the departments

to maintain their catalog pages• Refine catalog approval process to include

Academic Affairs and Records Office• Keep Catalog consistent with DegreeWorks and

Banner• Make the catalog easier to navigate for parents

and students

Goals

The Old Way

• All edits were done via email and intra-campus mail to University Relations

• Deadlines were almost impossible to enforce• Policy and Curriculum could be placed in

catalog which did not match DegreeWorks or Banner

The Old Way

The New Way

• Creates a workflow (similar to CIM system) for each page to be approved at multiple levels

• Prevents changes from going into the catalog which haven’t been coded into DW/Banner

• Gives departments the ability to make edits and additions to their catalog pages

The New Way

Edits made by departmentsinclude:

– Degree Programs– Course Lists– Plans of Study– Overviews– Faculty & Staff Listings

The Process (departments make their edits)

The Process (Course List/Plan of Study Edits)

The Process (Course List/Plan of Study Edits)

Checking against Banner (highlighted in red)

The Process (Faculty and Staff Edits)

The Process (Faculty and Staff Edits)

Once all edits are complete departments submit their pages for approval by pressing “Start Workflow”

The Process (Edits Complete)

1. Chairs and Deans approve the pages.2. Academic Affairs approves the pages.3. University Relations edits and cleans up the

pages then approves.4. The Catalog Editor (Registrar’s Office) checks

against Banner and policy for accuracy.5. DegreeWorks codes in any changes

pertaining to degrees and programs.

The Process (approvals)

Departments make edits which go through the workflow in this order (can be customized):– Chair– Dean– Academic Affairs– Public Relations– Catalog Editor– DegreeWorks

The Process (Workflow Summarized)

• 2013-2014 Catalog open for editing June 20th, 2012• All edits due from departments by February 1st, 2013• Pages must be approved by Academic Affairs by March

1st, 2013• Public Relations to complete all edits by April 15th, 2013• Catalog Editor reviews and approves by May 1st

• DegreeWorks people can review pages as they arrive. All changes must be plugged into Degree Works before Orientation begins in mid-May.

The Timeline

Questions?