Course Inventory Form Workflow

1. Course Inventory Form Workflow Louis Jimenez Senior Associate University Registrar for Student Services louis.jimenez@ua.edu 205-348-8172

2. Title Course Inventory Form Workflow • The University of Alabama Quick Facts • 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

3. Title The Old Way

4. The New 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

5. The Approval Process • Undergraduate: • Department Chair or Designee • Dean or Designee • Academic Affairs • Institutional Research (Assign CIP Code) • Registrar • Banner

6. The Approval Process (con’t) • Graduate: • Department Chair or Designee • Dean or Designee • Graduate School Dean • Institutional Research (Assign CIP Code) • Registrar • Banner

9. Title Grade Comment Select grade comment. Submit the change.

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

11. Title Workflow 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)

14. Title How 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

15. Title Post Grade Change ean’s Approval -> Post Grade Change Dean’s Denial -> Email Instructor w/ Comment Grade Change Posted -> Email Student Grade Change Failed -> Email Registrar’s Office

17. Title Summary • 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!!

18. Title Questions

19. CourseLeaf Catalog Jacob Jones Assistant University Registrar for Course Inventory and Instructional Space Management Jacob.Jones@ua.edu 205-348-0252

20. Goals • 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

21. The Old Way

22. 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

23. The New Way

24. 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

25. The Process (departments make their edits) Edits made by departments include: • Degree Programs • Course Lists • Plans of Study • Overviews • Faculty & Staff Listings

26. The Process (Course List/Plan of Study Edits)

27. The Process (Course List/Plan of Study Edits) Checking against Banner (highlighted in red)

28. The Process (Faculty and Staff Edits)

29. The Process (Faculty and Staff Edits)

30. The Process (Edits Complete) Once all edits are complete departments submit their pages for approval by pressing “Start Workflow”

32. The Process (approvals) • Chairs and Deans approve the pages. • Academic Affairs approves the pages. • University Relations edits and cleans up the pages then approves. • The Catalog Editor (Registrar’s Office) checks against Banner and policy for accuracy. • DegreeWorks codes in any changes pertaining to degrees and programs.

33. The Process (Workflow Summarized) Departments make edits which go through the workflow in this order (can be customized): • Chair • Dean • Academic Affairs • Public Relations • Catalog Editor • DegreeWorks

34. The Timeline • 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.

35. Questions?