Contents - universitysenate.syr.edu€¦ · Rev [10/2017] Syracuse University Proprietary & Confidential . Course Proposals . There are three types of course proposals that you can

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Rev [10/2017] Syracuse University Proprietary & Confidential

Syracuse University – Curriculog Guide

Contents

About Curriculog ..................................................................................................................... 2

IMPORTANT TERMINOLOGY/FUNCTIONS USED IN CURRI CULOG . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Accessing Curriculog.............................................................................................................. 4

MY DASHBOARD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

My Recent Notifications ...................................................................................................................................6 My Settings ........................................................................................................................................................6

ROLES & RESPONSIBI L ITES FOR USERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

The Proposal Process ......................................................................................................................................8 Filling out the Proposal Forms ..................................................................................................................... 11 Special Course Issues................................................................................................................................... 26 Decisions ........................................................................................................................................................ 37

REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

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About Curriculog

Curriculog is an electronic process for curriculum proposal submission, review and approval for schools and colleges that replaces the current system of paper forms and Blackboard. We expect the new system will streamline the work of all staff and faculty who interact with the Senate Curriculum Committee.

Curriculog provides faculty, departments, colleges and staff to:

• Access, edit, and propose changes to the curriculum and the catalog in a web-based approval system

• Track in real time the progress of proposals

• Develop agendas and meet virtually (via voting and comment logging) or in-person to discuss proposals.

• Maintain an accurate account of all course offerings and degree programs

• Provide historical logging of comments and voting at each level of approval

• Help users understand impacts of change for other courses and programs that may depend on other courses (prerequisites, required courses)

• Integrates with Acalog (course catalogs) and People Soft in order to reduce duplication of effort and opportunity for manual entry errors when inputting approved changes into the external systems.

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IMPORTANT TERMINOLOGY/FUNCTIONS USED IN CURRICULOG Originator - The Originator is the person who starts a proposal. The Originator is also the first step in the proposal's workflow. The Originator must complete the two-step process to advance the proposal.

Step 1: complete the form and launch. Step 2: make revisions (if a course or program revision proposal) and approve.

Importing - Curriculog is linked to our online catalogs. You can import the current course and program information into the proposal form and after launch make your revisions.

Launching - Once the proposal form is complete, the proposal can be launched. Launching begins the workflow, starts track changes, and makes the proposal visable to the University. Launching is only the first step of a two-step process to advance a proposal.

Step 1: complete the form and launch. Step 2: make revisions (if a course or program revision proposal) and approve.

Approving - Advances the proposal to the next workflow step.

Workflow Steps - Each proposal has an eight-step approval process - also known as the Steps to Approval. When every step in the workflow has been approved, then the proposal is considered completed and approved.

Impact Report - When making a revision to an existing course, you will need to run an impact report to see all courses and programs impacted by this course. This will aid in determining which departments, if any, need to be consulted. The report should be copied and pasted into the appropriate proposal form field.

Instructions - Each proposal form begins with the 'Instructions' section. The information contained in this section is tailored to the specific proposal form and can be very helpful in completing your proposal.

Help Text - Help text should be turned on when completing a proposal form. When turned on, help text provides additional information/instructions pertaining to specific proposal form fields.

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Accessing Curriculog

Curriculog is designed for faculty and administrators who are involved with the course and curriculum process. To access the system, go to https://syr.curriculog.com/. For best results, please use Chrome or Firefox, and not Internet Explorer.

Click ‘Login’ at the top right side of your screen.

Once you click ‘Login’, the ITS Login screen will appear, enter your NetID and password. This will bring you to your Curriculog Dashboard.

https://syr.curriculog.com/

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MY DASHBOARD My Dashboard is the home page for all users of the system. When you log into the system, the first page you will see is My Dashboard.

Across the top of the page, you will find a toolbar to access Proposals, Agendas, Accounts, and Reports Modules.

The left pane will update based on the Tab selected.

If tasks are waiting to be completed, or if any of those tasks are marked as urgent, clickable links will appear just under the “My Dashboard” header. Selecting either the number following “Tasks” or “Urgent” will display the My Tasks Tab in the left pane.

In the upper right corner, there are options for your own user account listed below the drop-down menu, giving you options for “My Settings” (selecting My Settings will redirect you to the Accounts Module from the top menu) and “Logout.”

Following your name are “Help” and “Search” icons. Selecting “Help” will display a window featuring symbols and colors utilized in Curriculog.

The right pane will display “My Recent Notifications” and “My Upcoming Events”, and the option to view the Calendar.

Calendar

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My Recent Notifications Users will receive notifications for three purposes: system notifications, system-generated workflow notifications (tasks and status updates), and reminders (alerts and deadlines). The most recent five notifications sent to you will display and you may utilize the arrow in the upper right corner to scroll through previous notifications.

My Settings Navigating to the “My Settings” Tab and selecting your user row, you will be able to view the Account Summary for your account.

You can change your name, email information and your password in the “Personal Information” section of the Account Summary. This section will also show what roles you have in the system.

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You will also have the ability to update the notifications you receive on the proposals currently in the system.

ROLES & RESPONSIBILITES FOR USERS As Users, you will be responsible for creating Proposals and/or responding to Proposals created by other users. Proposals will follow an Approval Process that has been established by your school or college and will move automatically from step to step.

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The Proposal Process When you log in, you will be in the Proposals Module by default. Proposals are the various types of forms that route through the review and approval process.

Selecting allows you to create a new proposal. There are four tabs available for listing the approval processes you may choose from to create a new proposal:

• All Processes – Lists all approval processes available for use • Courses – Processes created pertaining to courses • Programs – Processes created pertaining to programs, minors, and certificates • Others – Processes created pertaining to other actions, (new subjects)

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Each proposal form has been created with a specific approval process for both undergraduate and graduate courses and programs, as follows:

Six Undergraduate Forms

• Undergraduate – New Course • Undergraduate – Revised Course • Undergraduate – New Program/Minor • Undergraduate – Revised Program/Minor • Undergraduate – Course Inactivation • Undergraduate – Program/Minor Inactivation

Six Graduate Forms

• Graduate – New Course • Graduate – Revised Course • Graduate – New Program/CAS • Graduate – Revised Program/CAS • Graduate – Course Inactivation • Graduate – Program/CAS Inactivation

One ‘CIP Code’ Form

• Proposal for CIP Code Revision (found under the Programs tab)

One ‘Others’ Form

• Proposal for New Subject

Note: When viewing ‘All Processes’, up to ten Approval Processes will appear on the page. You can click the “Previous 10” and “Next 10” buttons at the bottom of the page to navigate through the available proposal forms. *Any processes that are greyed out are no longer among the available proposal forms.

Additionally, it may be easier to view proposal forms according to what process you’re working on - a course or a program. You can use the tabs at the top of the list to narrow your list of forms.

You can click on an Approval Process and see a Process Summary in the fly-out screen on the right.

When you hover over an Approval Process, two buttons will appear on the right side of the row. The

first icon , will let you preview the proposal form in a pop-up window. The second icon , will let you start your Proposal using the selected Approval Process.

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Proposal Forms Directions for filling out the forms may vary depending upon the type of proposal you’re creating. Instructions for each of the proposal types follows and it is recommended to turn on the help text when

viewing a form, using the icon, to receive additional information.

Fields

Please note that all fields with an orange asterisk are required. You will not be able to launch the proposal without completing required fields.

Any field that has “Select an option” in the field denotes that the field is a dropdown menu, while any field that is blank denotes a free form text field and you are required to type text directly into the field.

If a field is not required and does not apply to your course or program, you may leave it blank or in the cases of a dropdown menu, you are not required to make a selection.

You will find directions at the top of the forms that will guide you in filling out your proposals. Additionally, to populate the Approvers for your steps or to retain work if you need to navigate away, click the “Save All Changes” button either at the bottom of the form or in the upper left corner.

As you work, fields in the form will be highlighted blue to indicate that there are unsaved changes. If you navigate away from the proposal before saving your changes, the edits will be lost.

When you attempt to navigate away from a page with unsaved changes, you will be prompted with a warning that unsaved changes will be lost. The appearance and text of the prompt will vary depending

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on your browser. If you choose to leave, you will lose all changes, but if you choose to stay on the page, the prompt will be closed and you will be able to save your changes.

You may also choose to print your proposal at any time by selecting the Print Friendly icon from the upper right corner of the form side of the screen.

When you choose to print the proposal, you will be presented with a print friendly version of the form. If you would like to include more details, you can select “Print Options” in the upper right corner of the print window.

When you click Print Options, the window will expand to show you what additional printing options are available. Use the checkboxes to select the options you would like to include in your printed version.

Note: When printing a revision proposal, you should always check “Tracking” to show all changes to the course or program, similar to Track Changes in Word document.

Once you’ve chosen all the print options you want to include in your printout, click the “Select Options” button. This will give you a preview of what will appear in your printout. Finally, click the “Print Proposal” button to choose a printer and complete your printout.

You may also choose to expand the form into a full screen view, by selecting the “Toggle Full-Width Form” icon. When expanded, the form will cover the “Proposal Toolbox” on the right. Clicking the icon again will collapse the form.

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Course Proposals

There are three types of course proposals that you can process through the system:

Creating new courses and regularization of selected topics courses

Revisions to existing courses

Inactivation of courses

There are separate forms for each course proposal type and course level (undergraduate and graduate), for a total of six course proposal forms.

New Courses

When completing a Proposal for a New Course, you will need to fill in all required fields, which are indicated by an orange asterisk next to the field name.

Each of the fields are self-explanatory and generally follow the previously used Course Proposal Form or CPF. However, there are some new or updated fields that you should be aware of.

One of the first fields you’ll need to complete is the Type of Approval field. This field indicates whether you are entering a new course or regularizing a selected topics course.

If you’re creating a new course, simply click New Course. If you are regularizing a selected topics course, click Regularization of Selected Topics Course, and then just below that you will need to fill in the field “Course being regularized”. In that field, you should enter the subject, number, and topic title of the selected topics course being regularized. [EX: MAT 200 Calculus I]

In order for the Curriculog system to communicate with the catalog system, Acalog, the terminology in both systems needs to match, so some of the data may be slightly different than you’re used to using.

Subject Title

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You’ll see that Subject*, Number*, and Subject Title* are all required fields when creating a new course. Subject* refers to the prefix of the course (i.e., SAL for sports analytics or HST for history). Number* refers to the three digit course number such as 364. Together they denote the course HST 364.

Subject Title* is related to Subject*. The system doesn’t have the ability to autofill the Subject Title when you choose a subject from the dropdown menu, so you will need to choose a full subject title from the corresponding dropdown. Therefore, for Subject HST, you will need to choose Subject Title History from the dropdown.

New Fields

Campus

Campus is a new field name on the proposal form, but it is not a new category. Campus replaces the previously used “Delivery/Location” from the CPF. With the growing list of potential delivery modes available for courses, the list is now more explicit and corresponds to the codes in PeopleSoft.

The list of Campus options is as follows:

• EXT – Extended • MAIN/UC/NYC/LOSAN – Main, University College, New York City, Los Angeles • OFFC – Off Campus • ONL/ONLUC - Online, Online UC • ONL2U - Online 2U • SUAb - SU Abroad

Session

The Session field was added as a means to capture courses that fall outside the traditional course offerings, specifically courses offered outside the fall and spring semesters. This field is not required. If the course is offered during the fall or spring semester, you are not required to select a session from the dropdown menu. It is only necessary to use this field when you’re converting a course to one of these sessions, or revising a course currently in one of these sessions.

The Session field is for courses offered during the following sessions:

• Maymester • Summer Session (Combined) • Summer Session I • Summer Session II • Winterlude

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Reminder: All new, regularized, or significantly revised courses require a syllabus be attached with the proposal for the Senate Committee on Curricula to review.

Attaching Files

Files, including syllabi and NYSED forms, can be uploaded into the Curriculog system at the time of proposal creation.

Files are uploaded using the icon in the upper right menu .

Once you have reached the end of the form, you will need to launch the proposal. To launch it, you will

need to scroll back to the top of the page and click the Launch icon from the upper left corner.

If you have missed any required fields, the proposal will be unable to launch. All required fields that were left blank will now be indicated with orange text that reads, “This field is required.”

Once the proposal has been launched, it will move onto the next step in the process. Unless you are a part of a later step in the process, no further action will be required.

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Course Revisions

When you are creating a proposal for a course that already exists – you will need to choose the appropriate level course revision form (undergrad/grad). You will need to begin by importing the

existing catalog information. Start by selecting the “Import” icon from the upper left corner of the proposal.

This will open a pop-up window to the catalog link. The available catalogs have already been determined for each form, so you will only have one catalog to choose from.

Once you click on the catalog link, the system will open a search window. You will use the search window to locate your specific course information. To look for a course based on a specific field, or combination of fields, use the “Filter by field” drop-down menu to select a field – like Prefix or Code. This will allow you to enter the information about a specific course.

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Once you have entered the filter information, click “Search Available Curriculum.” Note: you cannot perform partial searches. For example, if the title of a course is ‘Principles of Accounting’, searching for the word ‘Principles’ will not yield any results. You would need to search for the entire title of the course.

The system should return course results for you to choose from.

From the search results you can choose a course to import by clicking on the course. This will bring you to the details of the course.

If your search doesn’t return the course you’re looking for, you may have to adjust the search to include courses that have previously been imported. You do this by unchecking the “Exclude previously imported items” box. This will allow you to see all courses related to your search criteria.

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*Note: The “Exclude previously imported items” box is always checked by default as a built in safety check. To prevent multiple people trying to work on a course at the same time, the system will either show only those courses that haven’t been imported yet, or it will identify those that have. If you find that the course you want to revise has previously been imported, before starting your proposal, you should make sure someone else hasn’t started working on it.

Once you find your course, click the course link and a details window will open, giving you all the general information about the course you’ve chosen. If incorrect, you can Cancel Import in the lower right corner of the window and run the search again.

Once you have chosen the appropriate course, you will need to import the course data into your proposal form.

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Click the ‘Import This Item’ button to import the course data.

Once you have imported the course data into your proposal form, you will need to complete the rest of the form. There are very specific directions related to course revisions. Be sure to follow the instructions given in the proposal form.

You will need to fill out the initiating faculty and course revision information section. You may check as many boxes in the ‘Change(s) being proposed’ field as are necessary. You will also need to fill out the Rationale section.

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Note: You can copy and paste text into free text boxes within the proposal forms. Any field that states ‘select an option’ is a dropdown menu and you will need to choose from the list available. If you feel information is inadvertantly missing from a dropdown menu, please contact your System Administrator.

All revised course proposals must have an Impact Report. This will alert you to any potential issues that may require a consultation with another department or school.

To run an impact report, use the icon in the toolbar. This will bring you to the Impact Report window where you will need to choose the catalog you want the system to search.

When revising an undergraduate course, you will want to choose the 2018-2019 Undergraduate Course Catalog [Draft]. For graduate courses, you will need to choose the 2018-2019 Graduate Course

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Catalog [Draft]. The “drafts” the current catalogs attached to the Curriculog system. They will contain the most up to date information.

Once you choose the appropriate catalog to review, you will need to click the “Generate Report” button at the bottom of the window.

This will create the impact report for the course you’re revising. It will show you any courses connected to the course you’re working on and any program where your course is used.

The results of the Impact Report will need to be copied and pasted into the Impact Report Results field on the proposal form. If there are no impacts found, the system will give you a message stating that this and you should copy and paste that message into the results field to indicate that a report was run.

The system will also show any cross listed courses that are impacted by the course you’re revising.

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Once you have entered the results of the Impact Report into the field, you will need to determine if a consultation is needed based on the results of the report. If the courses and/or programs impacted by the course revision are within the same department, a consultation is not necessary. If there are affected courses and/or programs in other departments or schools, you’ll need to determine if you need to do a consultation with those departments or schools. *NOTE: all cross listed courses require a consultation with the departments of the cross listed couress.

The system will ask you if your course revision requires a consultation.

The Impact Report and the consultation question are required fields for revised course proposals.

On all forms that require that you to import course or program information there is a heading that reads ***STOP***. It is very important that you read the instructions that follow the STOP heading.

Proposals that revise existing courses or programs require that you launch the proposal prior to making any edits to the existing information. Because you need to type over existing information when completing revision proposals, if you fail to launch the proposal before editing the exiting information, your edits will supercede any existing information and essentially erase the prior information from the record.

By launching the proposal and then making any necessary revisions, your changes will be recorded as track changes that can be viewed in the proposal summary, when viewed with ‘mark up’.

After clicking the launch icon, , a launch message box will appear to let you know that your are about to launch the proposal.

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Once you have successfully launched the proposal, you will need to make your revisions and fill any empty fields, (e.g., campus, session).

If for any reason you have forgotten a required field or the system gives an error on a field, you will receive a warning similar to the following:

You should then go back through the form to locate the error or omission, or use the Show Me button. When you are making changes to a field, you will need to be sure to press the “Save” button at the bottom of the field to save your modifications. Note: There are fields that require a specific format. For example, ‘phone*’ must be a seven digit number, (i.e., 443-XXXX). The ‘email’ field also requires a valid email format, no spaces following the address. Remember to save any corrections.

To complete a Course Revision Proposal, as the originator, you will need to make a decision on the proposal.

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To make a decision on a proposal, you will use the checkmark icon, . This will bring you to the Decisions screen.

To move the proposal along in the process, the originator would ‘approve’ the proposal. This action will move the proposal to the next level of review and decision.

*NOTE – Remember that making a decision on a proposal will mean that the proposal will no longer be on your step and you will no longer be able to edit the proposal unless it is rejected back to the originator step.

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The status of the proposal will now reflect that the originator approval step has been completed and the proposal has now moved to the department approval step.

The proposal is now ready to move through the approval process to completion.

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Special Course Issues Crosslistings

Crosslistings should be handled as separate proposals, with each department responsible for filling out their own part of the cross listing. For example, if an engineering course is cross listed with a management course, an administrator in engineering would fill out a course proposal form for their course, listing the management course in the cross listing field.

At the same time, an administrator in management would fill out a course proposal form for their course, listing the engineering course in the cross listing field.

Any cross listing (or un-cross listing) of courses requires consultations between the affected departments and/or schools. These consultations should be conducted over email and attached to the appropriate course proposals using the Files icon.

*The cross listing feature in the system will not be supported in this version of the system.

Double Numbered Courses

A Double Numbered course has an undergraduate course, and a corresponding graduate course. To propose a double numbered course you will need to complete a course proposal form for each corresponding course. [Undergraduate form listing the graduate course number in the ‘Double Numbered with’ field, and Graduate form listing the undergraduate course number in the ‘Double Numbered with’ field.

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Programs

When you have chosen to create a new Program Proposal, as the Originator, you will be responsible for filling in the form per the directions. The directions for each form may vary – you will need to review the instructions throughout the form.

New Programs

When you’re filling in a proposal for a New Program, you will need to fill in all required fields. Once you have reached the end of the form, you will need to launch the proposal. To launch, you will need to scroll back to the top of the page and click the Launch icon from the upper left corner.

If you have missed any required fields, the proposal will be unable to launch. All required fields that were left blank will now be indicate with orange text that reads, “This field is required.”

One of the first questions you will need to answer is to indicate whether you are working on a Program or a Shared Core. You will always choose Program. [Shared Cores are worked through the catalog system exclusively.]

Prospective Curriculum

The Prospective Curriculum field is specific to Program Proposals. This field houses the cores and courses within your programs.

The Prospective Curriculum section has three views, from left to right:

• Preview Curriculum – this view opens in a pop-up window to show you how the cores and courses appear within the program; this view is for previewing only and does not allow you to make changes.

• View Curriculum Schema – this view lists the cores within the program; each core can be expanded and collapsed as needed.

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• View Curriculum Courses – also known as the “Course Bucket,” this view lists all courses that appear somewhere within the program.

When creating a new program, you will need to add the entire curriculum for the program. You will need to start by adding courses and then the cores or sections those courses belong to. A good metaphor to remember is that courses are like the bricks that you need to build your curriculum with and you need to identify and collect all your bricks before you build.

You will have the options of importing courses or manually adding them. If you elect to manually add a course that isn’t currently in the catalog, you will need to use the “Add Course” button. This will open a window where you will be asked to provide a Prefix (Subject), Code (Number), and Name (Title) for that course.

To import a course, select “Import Course.” A pop-up window will display featuring the Integration. To begin, select the catalog you would like to import from.

Note: if the “Import Course” option is not available; you will need to contact [email protected]

Next, you will be presented with filter options that may be used to find the course you would like to import. The search will default to searching through all courses, but you may use the “add filter” drop-down menu to select additional filtering options.

mailto:[email protected]

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When reviewing the search results, you can click on them to choose to add them to the Proposal. Selected courses will be indicated in a darker gold color

As you select courses, they will be added to the list of selected courses at the bottom of the window. You can navigate through the multiple pages and various search results and continue to add more courses to your selection.

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After adding all necessary courses, scroll to the bottom of the window and review your selections. You can also remove courses from the list if you added them in error. When you’re done, click the “Add Courses to Proposal” button.

Once courses are added, they will be listed in the proposal and may be added within cores. After you have added courses to a program, they will appear in as a list in the “Curriculum Courses” view. Hovering over a course will highlight it white and a blue “x” will appear to the right, allowing you the option to remove a course.

To create a core, select “View Curriculum Schema.” Next, you will need to decide if you are going to create a new Core or if you are going to import an existing Shared Core from Acalog.

When you choose to Import Core, it will launch the Integration Manager. Next you will be presented with a filter, allowing you search for a specific Shared Core to import.

When you select a Shared Core, it will be added to the list of available cores, with a padlock symbol.

The Shared Core can be expanded for review by clicking on it. Contents within a Shared Core cannot be modified within the Program.

When you select to “Add Core,” a new core will be added. To modify the core, select the gray box for the core name and it will expand displaying additional options, including a title and description field.

Use the description field to enter narrative content that should appear along with the required courses.

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When you select “Add Course” a dialog box will display and you may choose from the list of courses that were added under the Curriculum Courses view. This is why its important to identify all the courses for your curriculum prior to building the sections. You will only be able to choose courses from the designated list, not from the entire catalog as you do when you import courses..

When you select a course it will be highlighted blue. Once you’ve selected all of the courses you would like to attach to the core, select “Add Course.”

Selecting “Add Custom Text” will display a dialogue box where you may enter text that will provide addition information, such as “must take 3 courses from the following list”. Once finished, select “Add Custom Text.” Note: You must add a course before you can add Custom Text. Once Custom Text has been added, it can be modified by selecting the pencil icon to the right of it.

After you’ve finished making changes to a core you may collapse it by selecting the gray bar displaying the core title.

When you hover over a core two icons will appear; to the left of the core title you will see arrows which allows you to move the core and the blue “X” icon which will allow you to delete the core. Each new core will appear at the bottom of the list. Selecting the grey arrow icon will enable drag-and-drop functionality to move the core. If you would like to create a sub-core–to have a core appear indenting after another–you will drag the core to the right to fall below the desired core. Cores cannot be re-parented beneath a Shared Core.

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You may use the Preview Curriculum icon at any time to preview the way the Program information has been built. The preview will open in a pop-up window. In the upper-right corner, you will see three buttons. The first allows you to print the program preview. The red pencil icon can be used to view a markup of changes in the preview; use the blue pencil icon to turn the markup off and view program in its current state.

After the curriculum has been built, you will answer the last few questions on the form and you can launch the proposal. Once the proposal has been launched, and you’re ready to move onto the next step in the process, you will enter your decision as the originator to pass the proposal on to the department approval step. Unless you are a part of a later step in the process, no further action will be required.

Program Changes

When you are creating a Proposal for a Program that already exists – you will begin by identifying whether you are importing a program or a shared core. You will always be choosing Program.

Once you’ve chosen Program you can import the program from the existing catalog information. Start by selecting the “Import” icon from the upper left corner of the Proposal.

This will open a pop-up window listing all available catalogs you can import from. The available catalogs have already been determined in the system, so you will only see one choice.

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Importing program data is similar to importing course data. You will need to search for the program you want to import. You can filter on the program title, or filter as simple as the degree type.

Once you have entered the information, click “Search Available Curriculum.” Note: – you cannot perform partial searches. For example, if the title of a Program is ‘Art History Major’, searching for the word ‘Art’ will not yield any results. You would need to search for the entire title of the Program.

The search will return program results to choose from.

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You will choose a program to import from the list and import the information into your proposal form. You will then be able to preview all mapped data available to import. By default, all details will be marked for import. To complete the import, click “Import this Item.”

Once you have imported the information, the window will close and your Proposal will be populated with all of the information from the catalog.

Once you import the existing catalog data, do NOT make changes to the existing information. Complete the remaining required fields until your reach the STOP message in the middle of the proposal. At this point, in order to capture all the track changes of the program revision you will need to launch your proposal by selecting the launch icon from the upper left corner of the form.

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Once the Proposal has been launched, it will move to the first step in the process where you will be able to make your changes. When you are making changes to a field, you will need to be sure to press the save button at the bottom of the field to save your modifications.

Revising Curriculum

Revisions to curriculum should be done as they were for creating a new program (see above). You should enter any new courses first. Existing program courses cannot be deleted from the curriculum course view. They will need to be deleted from the core they’re attached to.

At the Curriculum Scheme view, any core or section that has a padlock icon at the right denotes a shared core in the catalog. Because Shared Cores are literally curriculum that is shared between multiple programs, if you need to make updates to a section that is part of a shared core, you should contact the University Curriculum Coordinator to assist you with implementing the revisions.

Consultations will be required when editing a shared core.

When you select to “Add Core,” a new core will be added. To modify the core, select the gray box for the core name and it will expand displaying additional options, including a title and description field.

Use the description field to enter narrative content that should appear along with the required courses.

When you select “Add Course” a dialog box will display and you may choose from the list of courses that were added under the Curriculum Courses view. When you select a course it will be highlighted blue. Once you’ve selected all of the courses you would like to attach to the core, select “Add Course.

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Selecting “Add Custom Text” will display a dialogue box where you may enter text and select “Add Custom Text.” Note: You must add a course before you can add Custom Text. Once Custom Text has been added, it can be modified by selecting the pencil icon to the right of it.

After you’ve finished making changes to a core you may collapse it by selecting the gray bar displaying the core title.

When you hover over a core two icons will appear; to the left of the core title you will see arrows which allows you to move the core and the blue “X” icon which will allow you to delete the core. Each new core will appear at the bottom of the list. Selecting the grey arrow icon will enable drag-and-drop functionality to move the core. If you would like to create a sub-core–to have a core appear indenting after another–you will drag the core to the right to fall below the desired core. Cores cannot be re-parented beneath a Shared Core.

You may use the Preview Curriculum icon at any time to preview the way the program information has been built. The preview will open in a pop-up window. In the upper-right corner, you will see three buttons. The first allows you to print the program preview. The red pencil icon can be used to view a markup of changes in the preview; use the blue pencil icon to turn the markup off and view program in its current state.

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Decisions Approval Roles

Once you have completed your modifications, you will need to enter a decision to advance the Proposal to the next step in the Process. To provide a decision, select the “Decisions” Tab from the Proposal Toolbox.

If you select “Approve”, the Proposal will advance to the next step. Entering a comment is optional when selecting Approve, however, all other options will require a comment be entered.

Additional options may include “Hold”, “Suspend”, “Cancel”, and “Custom Route.” If you select one of these options, a request will be sent to the Administrator to approve or reject your request.

The definition of each option is listed below:

• Hold - Submits a request for the Proposal to not advance in the approval process. The request is sent to the Administrator, who will approve or reject the request. The users on the step will be able to continue to work on the Proposal, however, it will not advance in the workflow until the hold is removed. This would typically be used to ask for additional time for revisions on a Proposal when a deadline is approaching, as the item will not trigger the deadline when it has been placed on hold. Only an Administrator can lift the hold on a Proposal.

• Cancel - Submits a request to cancel the Proposal and delete it from Curriculog. The request is sent to the Administrator who will approve or reject the request. If the Administrator approves the cancel request, the Proposal will be referred back to the Originator. The Originator may then re-launch the Proposal or cancel it, which will delete the Proposal from Curriculog. If the

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Administrator rejects the cancel request, the Proposal will remain on the current step awaiting a decision.

• Suspend - Submits a request for the Proposal to not advance in the approval process. Additionally, no work may be done on the Proposal and it will not advance in the workflow until the suspension is removed. The request is sent to the Administrator who will approve or reject the request. Additionally, the Administrator can remove a suspension placed on a Proposal.

• Custom Route - A Custom Route is an additional ad hoc step outside the steps in the approval process. Custom Routes require Administrator approval. This will allow you to bring someone else into the Proposal that is not included within the current steps of the Proposal.

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Inactivations The system includes course and program inactivation forms for both the undergraduate and graduate levels.

The process for course and program inactivations begins using the same process used for revised courses and programs begin. You must first import the course or program you wish to inactivate. In the case of programs, you will first be asked to choose Program or Shared Core. *Remember, you will always be working on a Program.

Just as with revised courses and programs, you’ll need to enter a rationale for the inactivation, as well as enter the results of an impact report into the appropriate fields. After these two fields have been completed, you do not need to make any edits to the information as you do with course or program revisions.

When you have completed the form, you will launch the proposal, address any errors, and make a decision on the proposal to move it to the next approval step.

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Custom Routes

To begin a Custom Route, you will need to select the “Custom Route” option as a decision from the “Decision” tab, and then select “Make My Decision.”

The Custom Route workflow will open, allowing you to choose the Participant you would like to Custom Route the Proposal to. Select the grey arrow to the left of Participants and the option will expand. Select “Add Participant.”

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You may utilize the “+” symbol to expand the Hierarchy items to view Roles and utilize the “+” symbol to expand the users below each Role. Click on the user to select them and their row will be highlighted blue. Next select “Add Role(s).” You may select multiple Roles or individuals within this workflow. Note that when creating a Custom Route, you must select the Hierarchy option, and choose a Participant from an existing Role.

Rules include four options. Within rules, you may determine whether the users involved in this Custom Route step will have the ability to edit the Proposal and/or make comments. You may also determine whether this step requires a signature from the user. The last option is a drop-down menu allowing you to determine who may view comments made during this step. You may allow all users (including guests without logins) to view comments or you may restrict it to one of the other options available from the drop-down menu

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Decisions allows you to determine the actions required to approve or reject a Proposal and advance it to the next step of the Proposal. You can determine whether the step requires 100% approval to advance or if a “Vote” is necessary and enter a percent for approval. You may determine if Decisions flags are to be used on the Proposal. If selected, the options will be available to the user on that step in addition to the “Approve” and “Reject” options under decisions.

See the “Decisions” section of this document for details on the additional decision flags.

You may also determine where the Proposal will be routed after this Custom Route. Once the individual(s) on the Custom Route step make a decision, it may return to your step or it may advance to the next step. You may select users to be notified when the step is completed and you may add different users for approved and rejected steps.

Again, you may select to assign Role types rather than individuals that may change on different Proposals.

Note: A user may not create another Custom Route from a Custom Route step.

Editing the Deadlines/Reminders option allows you set a number of days to be allowed for a step and determine if reminders are to be sent to the users involved on the step. You may choose to automatically reject or approve the step if the deadline passes without action. You may also add users to be notified if the deadline passes without action, you may select Role type, Role, or individual user. Role types are recommended as a best practice.

Additionally, a comment will need to be entered before selecting “Request Custom Route.”

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When the Administrator makes a decision on the Custom Route, you will then be able to make your decision on the proposal. Once your decision is made, the proposal will then be advanced to the Custom Route (if approved).

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REPORTS The “Reports” Module allows the user to generate reports on Proposal activity within Curriculog. The reports available are determined by the Administrator. “Global Reports” can be exported as CSV (maybe to email to someone) or HTML where a new Tab opens and hosts the report. “Detail Reports” only allow HTML. Once a report has been selected, the results will be delivered via e-mail and available for 5 days.

Note: You will need to be logged into Curriculog to open a report.

Impact Report

This report provides all dependent elements of the curriculum for a curriculum item, such as prerequisites, corequisites, Crosslistings, Programs and campuses. To begin, enter a prefix and code. Then, select at least one catalog you would like to search for impacts. For example, if the catalog contains a prerequisite field that would likely have valuable relationship information for your Impact Report. You may select multiple catalogs and fields. Program information is returned with your report by default. Impact reports are available exclusively for courses.

Enter the Prefix and Code you would like to search for. Next, click “Add External System” and choose the catalog you would like to search. Click “Submit Report” and then confirm your submission. The report will be sent to the email address associated with your account.

Documents

Contents - universitysenate.syr.edu€¦ · Rev [10/2017] Syracuse University Proprietary & Confidential . Course Proposals . There are three types of course proposals that you can