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2020 – 2021 University Catalog Production

2020 – 2021 University Catalog Production. Office of the University Registrar Janette Muir, Interim University Registrar Pheng Xiong, Associate Registrar for Catalog & Scheduling Victoria Sarro, Academic Scheduling, Catalog, & Curriculum Specialist. Today’s Agenda Introductions

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2020 – 2021 University Catalog Production

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  1. 2020 – 2021 University Catalog Production Office of the University Registrar Janette Muir, Interim University Registrar Pheng Xiong, Associate Registrar for Catalog & Scheduling Victoria Sarro, Academic Scheduling, Catalog, & Curriculum Specialist

  2. Today’s Agenda • Introductions • Production Timeline • General Editing Process • GMU Governance & SCHEV Approvals • What’s New in CAT/CIM • Reminders • Resources • Questions

  3. University Catalog Editing Process

  4. 2020 – 2021 UNIVERSITY CATALOG PRODUCTION TIMELINE The Working University Catalog will be released to the units for edits and review starting on August 1, 2019. Working Catalog Made Available to OUR 2020-2021 Catalog Published All Catalog Updates Due Jul 1 Feb 28 Apr 3 2020 2019 Jul Aug Sep Oct Nov Dec 2020 Feb Mar Apr Today 177 days Catalog Production Timeline Aug 1 - Apr 3 174 days Units Submit Proposals via CIM Courses/Programs Jul 1 - Feb 28 152 days OUR and Units Review/Edit Catalog Content Aug 1 - Feb 28 125 days CAT/CIM Training Workshops (Pre-Scheduled) Sep 9 - Feb 28 13 days OUR Conducts Final Review of Catalog Content Mar 2 - Mar 18 2 days CL Makes Preview Site Available Mar 19 - Mar 22 7 days All Campus Review of University Catalog Mar 23 - Mar 31 2 days CL Publishes University Catalog Apr 1 - Apr 2 • For Catalog Authors • Editing and Approval: workingcatalog.gmu.edu/courseleaf/approve • View Next Catalog: workingcatalog.gmu.edu

  5. Catalog Editing Process: Your Role • College Catalog Authors • Primarily responsible for being their college’s point of contact for the University Catalog and CIM. They also review and make requested edits through consultation with their college to finalize course and program content. All edits to content are due by February 28, 2020. • Academic Departments (i.e.: History, School of Business, Mathematics) • Program and courses proposals must be submitted to the Undergraduate Council by February 12, 2020 in order for the approved changes to appear in the 2020-2021 University Catalog. Changes submitted after the deadline will not be included in the University Catalog. • Programs requiring SCHEV approval must be submitted by a date yet to be determined in order to be eligible for publication in the 2020-2021 University Catalog. Only approved programs and those pending approval will be included in the University Catalog. • All additional content review and edits are due by February 28, 2020. • Administrative Departments (i.e.: Undergraduate Education, Office of the Provost) • Policy and other informational reviews (i.e. shared content) are due by February 28, 2020.

  6. Catalog Editing Process: Making additions and edits • Who Edits What? • College Catalog Authors : College catalog authors review any pages, programs, or text for the colleges they are responsible forin consultation with the academic units within their college. • Administrative Unit Authors: Administrative unit authors review and edit any pages that they “own”. This includes shared content that the unit may be responsible for. • Office of the University Registrar: The office in conjunction with the Office of the Provost is responsible for the catalog’s publication, including ensuring its integrity and accuracy. • Refer to this chart to see who can edit certain items. • How to Submit Edits: • Course and program edits, including new courses and programs must be completed in CourseLeaf: Course/Program Inventory Management (CIM). • Changes go through a workflow process for the proper approvals before inclusion into the University Catalog.

  7. Catalog Editing Process: Courses • The creation of new courses, modifications, or deactivations of existing courses all require approval through the college/school curriculum committee and either the Undergraduate Council or Graduate Council. • Courses requesting Mason Core attributes, should refer to the Mason Core page for appropriate forms and approval process. • A course proposal must be created in CIM-Courses for any course modification, including: • Please note: • Changing the subject code or course number requires deletion of the old course and creation of a new course. • Course numbers cannot be reused unless they have been inactive for 5 years or more.

  8. Catalog Editing Process: GMU Governance & SCHEV • GMU Governance: • A program proposal must be submitted for the creation of new programs, modifications, and deletions. All require approval through the college/school curriculum committee. Some curriculum modifications require BOV and SCHEV approval. • All graduate programs require approval by the Graduate Council. • All undergraduate items require approval of the Undergraduate Council. • SCHEV Approval Process: • For new degree programs and SCHEV (not including minors), you must also complete any required SCHEV documentation. • If you have questions regarding the GMU governance approval process and SCHEV form and/or procedures, contact the Office of Accreditation and Program Integrity at oapi@gmu.edu for questions.

  9. Catalog editing process: Required Levels of Approval from Governance • Required Levels of Approval • All proposals must be fully approved in CourseLeaf Curriculum/Course Inventory Management (CIM) by each year’s catalog revision deadline for inclusion in the University Catalog.

  10. Catalog editing process: Approval Deadlines • Approval Deadlines for 2020-2021 Catalog Inclusion

  11. SCHEV Notification and Approval: Required catalog notation Items submitted to SCHEV which do not receive approval by the time of University Catalog publication will include a notation on their respective pages, as indicated here. A BOV-approved BA in Book Arts should be noted in the catalog as follows: Book Arts, BA (pending SCHEV approval) Note: As of catalog publication in April, the program described has been approved by the Board of Visitors and sent to the State Council of Higher Education for Virginia for consideration as a new degree program. The university cannot accept applications or enroll students in this program until SCHEV approval has been granted. A BOV-approved title change for Health Policy, MS will be noted in the University Catalog as follows: Health Policy, MS (title change pending SCHEV approval) Note: As of catalog publication in April, the title for this program (formerly known as Health and Medical Policy, MS) has been approved by the Board of Visitors and sent to the State Council of Higher Education for Virginia.

  12. What’s new in CAT/CIM for Catalog Authors

  13. What’s New from the Office of the University Registrar • University Catalog Addenda • Focus Search • Mason Impact Designation and Options Update CIM Form Revision

  14. Parallel Workflow: Allows for a workflow step to send a notification to a role to request approval without stopping the primary workflow step. • Voting: Allows for curriculum committees to vote on approval of programs and courses within CIM. • Video Tool • Revision History Icon in CAT pages • PDF/Word Export: Export of a proposal in PDF or Word formatting for record keeping. • What is New in CAT/CIM From Leepfrog? • What is New in CAT/CIM from Leepfrog

  15. Makes sure that required approvals do not hold up the progress of the course or program. • Can be used by approving councils, such as Undergraduate Council, Graduate Council, and Curriculum Committees. • Proposal continues through workflow until the signature is checked at the workflow consolidation step. • Launching with a select group this year. • What’s New in CAT/CIM | Parallel workflow College Admin University Governance

  16. What is New in CAT/CIM? | Proposal Voting Voting on a proposal through CourseLeaf is now an option. Voting is a step within the workflow where approvers can cast their vote on an course or program proposal. Once the proposal receives the required number of votes to be successful, it is automatically proceeds to the next workflow step. • Voting rules: • Quorum: How many individuals listed in the voting role must vote? • Percent: How many individuals who are able to vote have voted either yes, no, or abstention? • Voting Period: How many days should voting be opened?

  17. What is New in CAT/CIM? | Video Tool • Overview • The Video tool allow users to insert videos from YouTube, Vimeo, or Candid Career into the page body of catalog pages using the Video's URL or Key. If the video does not have captions, it also allows the user to at a link to a transcript of the video and add transcript text for accessibility purposes. The interface looks as follows: • Video Sources: • YouTube • Vimeo • Candid Career

  18. What is New in CAT/CIM? | CAT Revision History Gear The new CAT revision history gear is a new enhancement to the catalog pages. By click on the gear a user will be able to see a history of completed edits done to a page.

  19. What is New in CAT/CIM? | Export to PDF/Word This new features allows users to export a proposal as either a PDF or Word document for historical purposes.

  20. Reminders

  21. Course Submissions • Workflows • Simple vs Substantial Modifications • Simple modifications require department and college approval only and may only include changes to: Schedule Type, Repeatability, Course Description, and Restrictions. • Substantial modifications require a full level of approval and include changes to title, credits, prerequisites/corequisites, equivalencies, and grade mode. • Course Deactivations/Reactivations • Send all updates and changes to catalog@gmu.edu • Reminders

  22. Reminders • Program Submissions • Workflows • Retitled programs will display a ‘pending SCHEV approval’ message until approved • Deactivated Programs – Reviewing Workflow • Send all updates and changes to catalog@gmu.edu

  23. Resources

  24. Training sessions will be offered throughout the catalog editing cycle at the dates below. New User/Refresher sessions will give new and/or current users a overview of what is CIM and CAT. Open labs are for users who wish to have 1:1 time editing time with a member of the Office of the University Registrar catalog team. If you are interested in attending a training session, please register through MasonLeaps. • New User/Refresher Training Session • Open Lab for 1:1 Assistance • Resources: Catalog Training and Open Lab Sessions

  25. Resources CourseLeaf Sites Need Training? Contact us at catalog@gmu.edu! Office of the University Registrar Resources

  26. Questions?

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