Course Inventory Form Workflow
Louis Jimenez
Senior Associate University Registrar for Student
Services
louis.jimenez@ua.edu
205-348-8172
Course Inventory Form Workflow
Title
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
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The
TitleOld Way
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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
The Approval Process
• Undergraduate:
– Department Chair or Designee
– Dean or Designee
– Academic Affairs
– Institutional Research (Assign CIP Code)
– Registrar
– Banner
The Approval Process (con’t)
• Graduate:
– Department Chair or Designee
– Dean or Designee
– Graduate School Dean
– Institutional Research (Assign CIP Code)
– Registrar
– Banner
Grade
Title Comment
Select grade comment.
Submit the change.
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Instructor
Confirmation
Title
Instructor will receive a confirmation page.
The grade change workflow has been kicked off in SungardHE
Workflow.
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Workflow
Steps - Obtain Data
Title
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)
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How
Title 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
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Post
Title 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
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Summary
Title
• 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!!
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Questions
Title
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CourseLeaf Catalog
Jacob Jones
Assistant University Registrar for Course Inventory and
Instructional Space Management
Jacob.Jones@ua.edu
205-348-0252
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
The Old Way
The Old Way
• All edits were done via email and intracampus 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
The New Way
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
The Process
(departments make their edits)
Edits made by departments
include:
–
–
–
–
–
Degree Programs
Course Lists
Plans of Study
Overviews
Faculty & Staff Listings
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)
The Process
(Edits Complete)
Once all edits are complete departments submit their pages for
approval by pressing “Start Workflow”
The Process
(approvals)
1. Chairs and Deans approve the pages.
2. Academic Affairs approves the pages.
3. University Relations edits and cleans up the
pages then approves.
4. The Catalog Editor (Registrar’s Office) checks
against Banner and policy for accuracy.
5. DegreeWorks codes in any changes
pertaining to degrees and programs.
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
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.
Questions?