Course Inventory Form Workflow

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Course Inventory Form Workflow. Louis Jimenez Senior Associate University Registrar for Student Services louis.jimenez@ua.edu 205-348-8172. Title. Course Inventory Form Workflow The University of Alabama Quick Facts. Official Fall 2012 Enrollment: 33,602 Undergraduates: 28,026 - PowerPoint PPT Presentation

Text of Course Inventory Form Workflow

Empowering End Users to Obtain Needed Data on Demand

Course Inventory Form WorkflowLouis JimenezSenior Associate University Registrar for Student Serviceslouis.jimenez@ua.edu 205-348-8172

1TitleOfficial Fall 2012 Enrollment: 33,602Undergraduates: 28,026Graduates: 4,994Professional (Law & Medicine): 582Number of Active Courses in Inventory: @5946Number of Course Changes in a Year: @2000

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Course Inventory Form WorkflowThe University of Alabama Quick Facts2Title3

The Old Way

3Courseleaf CIM (Course Inventory Management)Automated WorkflowInitiated by Department PersonnelIs independent of Curriculum/approval committeesDeveloped one workflow with two paths (Undergraduate and Graduate) each approver receives email notification

The New Way

4Undergraduate:Department Chair or DesigneeDean or Designee Academic AffairsInstitutional Research (Assign CIP Code)RegistrarBanner

The Approval Process5Graduate:Department Chair or DesigneeDean or Designee Graduate School DeanInstitutional Research (Assign CIP Code)RegistrarBanner

The Approval Process (cont)6

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Grade Comment

Select grade comment. Submit the change.

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

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Workflow Steps - Obtain DataData 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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How does it get into the System?Developed a Banner BridgeAfter Registrar approval, data is sent to Banner BridgeCurrent course inventory data is sent to vendor on a nightly basisThis ensures courses have not already been changed New course data is submitted by staff and update is madeNot all data is updated. Variable data is a manual entryExamples: complicated prereqsBanner Bridge Version 2 will accommodate more entries14Title15

Post Grade Changeeans Approval -> Post Grade ChangeDeans Denial -> Email Instructor w/ Comment

Grade Change Posted -> Email StudentGrade Change Failed -> Email Registrars Office

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SummaryThe Course Inventory workflow was implemented February 21, 2011.Well received to date. Everyone likes it.Benefits:Ease of submission Streamlined approvalsResources have been freed in our officeMaintenance has only been updating representatives who initiate change requests and approve changesNO MORE PAPER!!

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Questions

18CourseLeaf Catalog

Jacob JonesAssistant University Registrar for Course Inventory and Instructional Space ManagementJacob.Jones@ua.edu205-348-0252

Move from a bi-annual to an annual catalogPlace greater responsibility on the departments to maintain their catalog pagesRefine catalog approval process to include Academic Affairs and Records OfficeKeep Catalog consistent with DegreeWorks and BannerMake the catalog easier to navigate for parents and students

Goals

The Old WayAll edits were done via email and intra-campus mail to University RelationsDeadlines were almost impossible to enforcePolicy and Curriculum could be placed in catalog which did not match DegreeWorks or Banner

The Old Way

The New WayCreates a workflow (similar to CIM system) for each page to be approved at multiple levelsPrevents changes from going into the catalog which havent been coded into DW/BannerGives departments the ability to make edits and additions to their catalog pages

The New WayEdits made by departmentsinclude:Degree ProgramsCourse ListsPlans of StudyOverviewsFaculty & 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)

Chairs and Deans approve the pages.Academic Affairs approves the pages.University Relations edits and cleans up the pages then approves.The Catalog Editor (Registrars Office) checks against Banner and policy for accuracy.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):ChairDeanAcademic AffairsPublic RelationsCatalog EditorDegreeWorks

The Process (Workflow Summarized)2013-2014 Catalog open for editing June 20th, 2012All edits due from departments by February 1st, 2013Pages must be approved by Academic Affairs by March 1st, 2013Public Relations to complete all edits by April 15th, 2013Catalog Editor reviews and approves by May 1stDegreeWorks people can review pages as they arrive. All changes must be plugged into Degree Works before Orientation begins in mid-May.

The Timeline

Questions?