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PROGRAM APPROVAL
POSTSECONDARY
QUICK START GUIDE
Colorado Community College System
Victoria.Ekelund@cccs.edu, 303-595-1613
System Overview
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
One Stop Shopping
All programs at your fingertips.
 One place to see the status of your programs.
 Ability to manage your contact information and
program information.
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Results
Program Approval ownership is back where it belongs
at the local level.
 Less time spent finding the information you need.
 Less time spent calling or emailing CCCS.
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Back to TOC
Table of Contents
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User Levels
PS College Level
 PS Department Level
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User Levels Defined
Managing Contacts
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Postsecondary
Dashboard Tab
Description
PS College Level
 PS Department Level
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Other:
 Definitions
 FAQ’s
Definitions
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
What is an Active Program?
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What is a Pending Request?
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A Program Approval Web Request is considered a pending request if the program is in the process of
being renewed, revised or newly submitted for approval. Once a pending request has been approved
and Entered into Database, or not approved, either Denied or Withdrawn, the program will no longer
show up if the “Pending” option has been chosen.
What is a secondary Contact Type?
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A program is considered an active program once it has been approved by CCCS staff; an active
program can have the program status of Active, New or Conditional.
District level contact is created by selecting CTE Director, or the appropriate administrator as the
contact type. Schools should not be selected for District Level contact.
School level contact is created by selecting one or more schools from the school list.
Hold Ctrl key to select or deselect multiple types or schools.
What is a postsecondary Contact Type?
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A College Level contact is created by selecting CTE Director or VPI as contact type. Departments should
not be selected for College Level contact.
Department level contact is created by selecting one or more departments.
Hold Ctrl key to select or deselect multiple types or departments.
Back to TOC
College/Institution User
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Post Secondary/Institution Level
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Logging In
Navigating
First things to do
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Create/edit Departments
Create/edit Level II Users
& Assign to Departments
Assign Program Approvals
to Departments
An Institution Primary User has the authority and capability to:
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Manage all Program Approval requests for the Institution:
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Create a new Program Approval request on behalf of
the institution.
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Update an existing Program Approval request within
the institution.
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Delete a Program Approval request if the request has
never been submitted to CCCS.
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Assign Program Approval requests by department.
Manage department information for the Institution:
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Assign an approved program under the College
Approved Programs tab to a specific department if the
program is not tied to any web request (usually a
Closed program).
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Create, update or delete departments.
Add, update or delete Program Approval contacts for the
institution.
View list of all CIP codes. It is now possible to look up
existing CIPs in the CCCS database for your district or
college by going to the Approved Programs tab and sorting
by the CIP header before creating a new program.
Department User
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A Department Level Program Approval
contact has been assigned by the VPI,
the capability to:
 Manage all Program Approval
requests for the assigned
department.
 Create and/or update Program
Approval requests for any assigned
department.
 Update personal Program Approval
contact information.
 View list of all CIP codes. It is now
possible to look up existing CIPs in
the CCCS database for your district
or college by going to the Approved
Programs tab and sorting by the CIP
header before creating a new
program.
Back to TOC
*Departments
must first be
created on the
Department list
tab before
they will show
up here.
Back to TOC
Back to Overview
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PS Managing Contacts
To get to this page you will have to first come to the College Contacts Tab on the Dashboard and click on
ANN DEE’s hyperlink. Ann is a CTE Instructor and has been assigned to manage the Health Department’s
program approvals. Here she can be deleted, overwritten with a new Department contact, or change
department or type. Please note that if she becomes the VPI or CTE Director, the Department must be
deselected or you will encounter an error. Primary Level users are automatically over all departments. The
Primary user can choose to enable email notification when changes are made to contact information. The
email will include user name and password and what level and/or department the user has been assigned.
Overview-PS College/Institution User Tabs
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• Shows All CTE programs at College/Institution on a Web Request ID; New Work Area button to create a New Program Approval.
• WEB ID Hyperlink takes you directly to Program Approval. Program will be “read only,” unless it is pending revision or approval. To
view programs by Department only, use the Department List tab.
• Department Name: where Web Request is assigned to Department or Campus and Save Department button available.
PS College Dashboard • Pending Request ONLY checkbox checked: shows only those Web Requests in process (see header: Current Request Status).
with Requests Tab as
• The dates in this view are when the program was created, last updated and submitted on its current web request id.
default
College Approved
Programs
• Shows User those programs that are in the Approved Programs Database. If a program request is Pending or in Process, the new
approval dates won’t show up here until it has been approved.
• User can: choose to show those programs that are ACTIVE only (as opposed to including those that are Closed or Inactive). Sort by
clicking on any header and/or use Web ID Hyperlink to look at program approval.
• The program will be “read only” if it is not opened for revision or renewal.
• The current Approval and Expiration dates are shown in this tab.
• Shows all contacts associated with College/Institution, the user level of the contact and which department they are assigned.
• College/Institution level user may update contact information by clicking on any name.
• College level user can ADD New Contact from here.
College Contacts
Overview of PS College/Institution User, cont.
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PS College
Department List
Tab
• List of Departments User has generated.
• Click on Department Name to go to new set of tabs related to that Department.
• Manage Departments.
PS Department
Related
Dashboard
• Shows all Web Requests tied to a Department.
• Manage department name (delete or edit)
• View and update Program Approval via hyperlink, see what programs are in process and current contacts associated with a
department; sort by header or choose to see Pending Requests Only vs all programs in the department that are on a Web Request
ID.
• The dates in this view are when the program was created, last updated and submitted on its current web request id.
Managing
Contacts
• To get to this page you will have to first come to the College Contacts Tab on the Dashboard and click on ANN DEE’s hyperlink. Ann
is a CTE Instructor and has been assigned to manage the Health Department’s program approvals. Here she can be deleted,
overwritten with a new Department contact, or change department or type. Please note that if she becomes the VPI or CTE Director,
the Department must be deselected or you will encounter an error. Primary Level users are automatically over all departments. The
Primary user can choose to enable email notification when changes are made to contact information. The email will include user
name and password and what level and/or department the user has been assigned.
4.
1.
2.
Back to TOC
Back to PS Manage
Contacts
Back to College Overview
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1.
2.
3.
PS College Dashboard with Requests Tab as default
Shows All CTE programs at College/Institution on a Web Request ID; New Work Area button to create a New Program Approval.
WEB ID Hyperlink takes you directly to Program Approval. Program will be “read only,” unless it is pending revision or approval. To view
programs by Department only, use the Department List tab.
3.
Department Name: where Web Request is assigned to Department or Campus and Save Department button available.
4.
Pending Request ONLY checkbox checked: shows only those Web Requests in process (see header: Current Request Status).
5.
The dates in this view are when the program was created, last updated and submitted on its current web request id.
Back to TOC
Back to Department
Overview
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PS College Approved Programs Tab
Shows User those programs that are in the Approved Programs Database. If a program request is Pending or in
Process, the new approval dates won’t show up here until it has been approved. User can: choose to show those
programs that are ACTIVE only (as opposed to including those that are Closed or Inactive). Sort by clicking on any
header and/or use Web ID Hyperlink to look at program approval. The program will be “read only” if it is not
opened for revision or renewal. The current Approval and Expiration dates are shown in this tab.
Back to TOC
Back to PS Manage
Contacts
Back to College Overview
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PS College Contacts Tab
1.
Shows all contacts associated with College/Institution, the user level of the contact and which
department they are assigned.
2.
College/Institution level user may update contact information by clicking on any name.
3.
College level user can ADD New Contact from here.
Back to PS contact page
Back to TOC
Back to Department
Overview
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PS College Department List Tab
1.
List of Departments User has generated.
2.
Click on Department Name to go to new set of tabs related to that Department.
3.
Manage Departments.
Back to TOC
Back to Department List
Back to Department
Overview
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PS Department Related Dashboard
1.
Shows all Web Requests tied to a Department.
2.
Manage department name (delete or edit)
3.
4.
View and update Program Approval via hyperlink, see what programs are in process and current contacts associated with a department; sort by
header or choose to see Pending Requests Only vs all programs in the department that are on a Web Request ID.
The dates in this view are when the program was created, last updated and submitted on its current web request id.
Overview of Department Level User Tabs
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Department
Request Tab
Department
Approved
Programs
• Shows all programs of Department(s) on a Web Request ID; New Work Area button to create a New Program Approval.
• WEB ID Hyperlink takes you directly to Program Approval. Program will be “read only,” unless it is pending revision or approval.
• Department Name: where Web Request shows assigned Department or Campus.
• Pending Request ONLY checkbox checked: shows only those Web Requests in process (see header: Current Request Status); this
example shows ALL.
• The dates in this view are when the program was created, last updated and submitted on its current web request id.
• Shows User those programs that are in the Approved Programs Database.
• User can: choose to show those programs that are ACTIVE only (as opposed to including those that are Closed or Inactive), Sort by
clicking on any header and/or use Web ID Hyperlink to look at program approval.
• The program will be “read only” if it is not opened for revision or renewal.
• The current Approval and Expiration dates are shown in this tab..
• Shows all contacts associated with College, the user level of the contact and which department they are assigned. Only user’s
passwords available to view.
• Department level user may only update their own contact information.
College Contacts
Overview of Department Level User Tabs, cont.
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• List of Departments at College/Institution.
• Click on Department Name to go to new set of tabs related to that
Department Department.
• Manage Department program approval requests.
List Tab
• Shows all Web Requests tied to the Department.
• Hyperlink to Program Approval, sort by header and see Pending Requests
Department Only vs all programs currently on a Web Request ID.
Dashboard • Same logic used here as used in main Dashboard.
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3.
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Back to Department
Overview
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PS Department Level Dashboard
1.
Shows all programs of Department(s) on a Web Request ID; New Work Area button to create a New Program Approval.
2.
WEB ID Hyperlink takes you directly to Program Approval. Program will be “read only,” unless it is pending revision or approval.
3.
Department Name: where Web Request shows assigned Department or Campus.
4.
Pending Request ONLY checkbox checked: shows only those Web Requests in process (see header: Current Request Status); this example shows ALL.
5.
The dates in this view are when the program was created, last updated and submitted on its current web request id.
Back to TOC
Back to Department
Overview
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PS Level 2 Department Approved Programs Tab
Shows User those programs that are in the Approved Programs Database. User can:
choose to show those programs that are ACTIVE only (as opposed to including those that
are Closed or Inactive), Sort by clicking on any header and/or use Web ID Hyperlink to
look at program approval. The program will be “read only” if it is not opened for revision
or renewal. The current Approval and Expiration dates are shown in this tab.
Back to TOC
Back to Department
Overview
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PS Level 2 Department College Contacts Tab
1.
2.
Shows all contacts associated with College/Institution, the user level of the
contact and which department they are assigned. Only user’s passwords
available to view.
Department level user may only update their own contact information.
Back to TOC
Back to Department
Overview
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PS Level 2 Department List Tab
1.
List of Departments at College.
2.
Click on Department Name to go to new set of tabs related to that Department.
3.
Manage Department program approval requests.
Back to TOC
Back to Department
Overview
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PS Individual Department Dashboard
On this page, the Chemistry Department related program approval requests are listed.
The same logic flows through here as when all three departments came up initially. To
return to the main Dashboard, go to the Work Area link in the upper left hand corner.
Frequently Asked Questions
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
Q: there are “blanks” under Department header on the
“College Approved Programs” tab. Why can’t I choose a
department here?
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Q: Why is a checkbox grayed out?
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If the program has a Web Request ID, the Department must be
chosen under “College Requests” to avoid conflict in the
database.
Certain features are only available under related tabs.
Q: Can we assign more than one person for a District (S)
or College(PS)?
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Yes.