User's Guide - Electronic Curriculum Forms€¦ · Web viewElectronic Curriculum Forms System...

Electronic Curriculum Forms System User’s

Guide

IntroductionThis guide is intended to assist faculty and staff using the Electronic Curriculum Forms System (ECFS) when submitting curriculum proposals including new courses, course modifications, course deletions, new programs, program modifications, program deletions, new designators, and deletion of designators. This guide does NOT address the approval process associated with curriculum committee minutes which is found in the Curriculum Authority Document (CAD).

The EFCS was designed to enhance the curriculum process at CMU by reducing large amounts of paper-distributed documents. In addition, the system was created to provide users the capability of tracking proposals throughout each stage of the curriculum process. As of August 15, 2013 paper forms were no longer accepted as a means to submit curriculum proposals. The workflow associated with the electronic curricular forms follows the CAD. For more information regarding the CMU’s curricular process, please visit the Academic Senate website: https://www.cmich.edu/AcademicSenate/Pages/CAD.aspx.

INSTRUCTIONS FOR USER GUIDE:

1. Many users are familiar with the EFCS and only desire information regarding specific areas (i.e. course details, rationale for request, etc.) of the form; therefore, hyperlinks are included in the table of contents for user convenience.

2. Any time the word “MUST” appears, be sure to follow the instructions for this area. Overlooking such areas may result in proposals being returned.

3. When the caution indicator appears (see below), be sure to direct your attention to the requirements or recommendations. This indicator is intended to highlight areas that may cause issues when completing the proposal for submission such as lack of rationale, inaccurate titles or course numbers, inaccurate bulletin information, etc.

4. When the tips indicator or star appears ( ), be sure to review the tips which may help strengthen the proposal.

https://www.cmich.edu/AcademicSenate/Pages/CAD.aspx

Table of ContentsBefore Getting Started

Internet Browsers ----------------------------------------------------------------- Accessing Electronic Curriculum Forms

----------------------------------------Logging In and Out ----------------------------------------------------------------Verification of Initial Information

-----------------------------------------------Notifications of Curriculum Proposals

------------------------------------------Tracking Proposals via List Page

------------------------------------------------Saving Proposals -------------------------------------------------------------------Printing Proposals -----------------------------------------------------------------

Course Related: New Course Proposal Implementation Date

--------------------------------------------------------------Choosing a Designator

-------------------------------------------------------------Course Number

---------------------------------------------------------------------Cross Referencing Courses

--------------------------------------------------------Course Title and Abbreviation

---------------------------------------------------Course Credits

----------------------------------------------------------------------Distribution of Hours

--------------------------------------------------------------Grading Status

----------------------------------------------------------------------Course Details ----------------------------------------------------------------------Other Requests

--------------------------------------------------------------------- Rationale ----------------------------------------------------------------------------Majors/Minors Affected

-----------------------------------------------------------Uploading Master Course Syllabus (MCS)

---------------------------------------Uploading Other Documents

-----------------------------------------------------Selecting Senate Review Committee (SRC)

------------------------------------

1 1 2 2 3 4 6 6

8 8 9 9 91010111112131515161617

181818202021212121

2122222223

Submitting the Proposal ----------------------------------------------------------

Course Related: Change Course Proposal Course Designator and Number

--------------------------------------------------Implementation Date

--------------------------------------------------------------Course Changes

---------------------------------------------------------------------Rationale ----------------------------------------------------------------------------Majors/Minors

Affected-------------------------------------------------------------Uploading the MCS

-----------------------------------------------------------------Uploading Other Documents

-----------------------------------------------------Selecting SRC -----------------------------------------------------------------------Submitting the Proposal ----------------------------------------------------------

Course Related: Delete Course ProposalCourse Designator and Number --------------------------------------------------Implementation Date --------------------------------------------------------------Rationale ----------------------------------------------------------------------------Major/Minors Affected ------------------------------------------------------------Submitting the Proposal ----------------------------------------------------------

Modify Program: Program Change ProposalSelecting Department, School, or Council ------------------------------------- Implementation Date --------------------------------------------------------------Selecting Academic Program -----------------------------------------------------Rationale ----------------------------------------------------------------------------Departments, Schools, and/or Councils Affected -----------------------------Bulletin Copy -----------------------------------------------------------------------Title Changes, Program Deletion, and SRC Approval -------------------------Selecting SRC -----------------------------------------------------------------------Submitting the Proposal ----------------------------------------------------------

Modify Program: Designator Change ProposalSelecting Department, School, or Council -------------------------------------Implementation Date --------------------------------------------------------------Select Designator Status, Enter Designator Information ---------------------Rationale ----------------------------------------------------------------------------Departments, Schools, and/or Councils Affected -----------------------------Submitting the Proposal ----------------------------------------------------------

New Program: FormProgram Title -----------------------------------------------------------------------Selecting Department or Interdisciplinary Council ---------------------------

242425262727282829

303030313132

33333334343536

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Selecting Degree or Program ----------------------------------------------------Uploading Narrative ---------------------------------------------------------------Uploading Enrollment/Budget Information ------------------------------------Selecting SRC -----------------------------------------------------------------------Submitting the Proposal ----------------------------------------------------------

AppendicesA. Definition of Terms

---------------------------------------------------------------B. Example of Notification E-mail ---------------------------------------------

INTERNET BROWSERS

Users are recommended to use Mozilla Firefox for the Electronic Curriculum Forms System (ECFS).

ACCESSING ELECTRONIC CURRICULUM FORMS

There are various ways to access the ECFS.

Access the Academic Senate website using the following menu path: CentralLink > Academic Senate > Academic Senate Internal > Curriculum Information > Curriculum Forms

Before Getting Started1

LOGGING IN & OUT

The ECFS is referred to as a single sign on system. Once a user is

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logged into CentralLink, the user automatically has access to the curriculum forms without having to log in again as a separate process.

Only log into one form at a time. Trying to open multiple forms in a single session may cause issues with data integrity.

Automatic Log Out. Please be aware, after 20 minutes of the system being idle it will automatically log out in order to conserve server space.

VERIFICATION OF INITIAL INFORMATION

Example

NOTIFICATIONS

An important feature of the ECFS is the automated e-mail notification feature that is generated to keep users informed of the proposal’s status at any time throughout the curricular approval process.

As curricular proposals progress through each approval level within the system, e-mail notifications are automatically generated and sent to the initiator and approvers.

For instance, when a new course proposal is approved by the college curriculum committee an e-mail notification is automatically sent to the initiator, the department designated approver (commonly designated as the department curriculum committee chair and secretary), the college designated approver

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Each proposal form consists of initial information that proceeds immediately after the color of the form in the upper left hand corner. Initiators MUST verify this information is correct, since the system is designed to inform the initiator of approvals and returns. If the information is inaccurate, please contact the System Administrator in the Academic Senate Office.

Color of Form: Course Related = Green, Program and Designator Related = Pink, New Program = Blue

CMU Global IDDate form was initially developedType of Request: New Course, Course Change, Course Deletion, Program Change, Designator Creation/Deletion, New Program

(commonly designated as the college curriculum committee chair and college curriculum committee secretary), and the Senate Review Committee (SRC) designated approver (commonly designated as the SRC Chair and secretary).

The body of the e-mail includes the proposal’s URL. This allows initiators and approvers to access the proposal quickly without having to conduct a search within the system.

Only the initiator and approvers can receive an e-mail notification. However, there is no limit to the number of people who can be designated as approvers. Numerous approvers is not recommended, since the quality of internal control of the forms may be greatly reduced.

During spring 2018, upgrades were made to the ECFS to streamline the approval process. As a result, system generated e-mail notifications are the primary source for communicating approval status of proposals.

Retuned proposals are routed directly back to the initiator. Therefore, the College Curriculum Committee, Department and/or Council MUST be diligent to use e-mail notifications to track returns.

Proposals approved with edits continue through the approval process and will not be rerouted back to the initiator. Although edits are minor, initiators are only notified of the changes via e-mail.

TRACKING PROPOSALS VIA LIST PAGES

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Selecting Academic Year

TIP! Tracking proposals quickly:

Each LIST PAGE contains an “Academic Year” option. This option allows users to view past proposals that were either published or withdrawn. Proposals with statuses of returned, not submitted, objections raised, in process, approved with edits, or 14-day objection period at the end of each academic year are automatically moved forward to the next academic year

Filter icon

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Each proposal form contains a “LIST” tab which allows users to view and query on proposal criteria for tracking purposes. By clicking on the “LIST” tab, users are automatically directed to the LIST PAGE that houses criteria for query purposes from field’s within the proposal form.

Courses: users who are unsure of the designator or course number, should enter part of the college or department name in the field titled “Department/Council” or “College”. Next, click on the filter icon (funnel) and select “Contains” from the dropdown menu.

Users are then able to search by designator by sorting throug the list of designators that appear. Enter the three letter designator code in the field titled “Designator” Next, click on the filter icon and select “Contains” from the dropdown menu.

SAVING PROPOSALS

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Program Modifications: enter part of the college or department name in the field titled “Department/Council” or “College”. Next click contains from the dropdown menu. Next, click on the filter icon and select “Contains” from the dropdown menu

Users should then enter the title or a portion of the title in the field titled “Title”. Next, click on the filter icon and select “Contains” from the dropdown menu.

Filtering Title Changes or Program Deletions: Proposals to changes titles or program deletion can be filtered by checking the following boxes.

Designator Changes: By clicking the designator box, only those proposals submitted to change or delete designators will appear.

Users are then about to search by college, department, or title.

New Programs: the best way to search for a new program is by the title. Enter a portion or the entire title of the new program in the field titled “Program Name”. Next, click on the filter icon and select “Contains” from the dropdown menu.

Each electronic form contains a “SAVE” feature allowing the initiator to save their work.

There are aspects of the save feature users must consider:

Within the proposal forms, certain fields require information to be entered before the proposal can be saved. Those fields are indicated by the exclamation icon . In some instances, additional information describing the required information may follow the exclamation icon. If these fields are left blank the form will NOT save any of the information input into the forms. However, users are welcome to insert a place holder such as (*,#, $, %, ^, &, - ) in order to allow the form to be saved correctly.

Once a form is saved correctly, it can NOT be withdrawn. The initiator must submit the form in order to withdraw it from the curricular approval process.

Saved forms can be accessed by searching within the LIST PAGE. Each form that is saved in the LIST PAGE will have a “Not Submitted” status.

PRINTING PROPOSALS

Proposal forms may be printed or saved as a MS Word document. Each List page has a “Print” option on the far right side of the page. By clicking on “Print”, the information from the proposal is automatically downloaded into an MS Word document.

Users (i.e. Initiators and Curriculum Committees) typicaly use this option to compile notes, comments, and edits to be shared with colleagues.

Example:

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STEP 1: VERIFICATION OF INITIAL INFORMATION (Click Here)

STEP 2: SELECT IMPLEMENTATION DATE

STEP 3: CHOOSE THE APPROPRIATE DESIGNATOR

Select the year and semester when the course is intended to be offered.

Any minutes with curricular changes MUST be posted on the Senate website and have an objection date BEFORE the bulletin press date. Undergraduate curriculum minutes must be posted before March 1 and have an objection date prior to March 31. Graduate curriculum minutes must be posted before April 19, and have an objection date prior to May 2.

Click on New Course

Select the appropriate designator from the drop down menu. If the designator does not exist, you MUST request a designator from the Registrar’s office and have designator approved through the curriculum system (see Designator Change Process for details) before proceeding with the new course proposal.

New Course Proposals8

STEP 4: ENTER THE COURSE NUMBER

STEP 5: LIST ANY COURSES TO BE CROSS REFERENCED

STEP 6: ENTER COURSE TITLE AND ABBREVIATIONS

Enter the course number (limited to 3 characters).

Course numbers MUST be cleared with the Registrar (e-mail: [email protected] or phone: (989) 774-3261. Users MUST determine appropriate levels of the course number prior to contacting the Registrar.

TIP! Reviewing the Guidelines for Course-Level Rationale is

an excellent way to determine course levels. In addition, the Master Course Syllabus requires initiators to provide justification for each course at every level. These Guidelines can be located using the menu path: CentralLink > Office of the Provost > Academic Effectiveness > Curriculum and Assessment > Curriculum.

Cross-listed courses must include written indication that all departments are using thesame syllabus.) This is not required to submit the form.

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mailto:[email protected]

STEP 7: ENTER THE NUBER OF CREDITS FOR THE COURSE

STEP 8: ENTER THE DISTRIBUTION OF HOURS

Be diligent to examine course titles within the bulletin to ensure the title of course being proposed does not conflict (i.e. almost identical titles) with other courses. This is an area where objections typically occur.

TIP! TITLES:

Always consider the course content, objectives, and course purpose within the entire program in mind.

Consider concise statements that describe the general intentions of the course.

Create a sense of intrigue. Be as descriptive as possible without being verbose Provide clarity over creativity. Course titles cannot exceed 40 characters.

TIP! ABBREVIATIONS:

Delete articles of speech such as ‘of’, ‘and’, ‘the’, etc. Do not use punctuation unless it is absolutely necessary.

Insert the number of credit hours that can be earned by successfully completing the course. This MUST match the MCS credits in the area titled “Credits (Mode)”.

Using parentheses ( ), insert the first number. This represents the number of classroom contact hours scheduled per week.

Within these parentheses, insert the second number that represents the number of laboratory or studio contact hours scheduled per week based upon a 15-week semester.

Note: The sum of numbers appearing within the parentheses is equal to the number of contact hours per week appearing in the class schedule. For additional information, refer to the CAD, Section III Master Course Syllabus Review and Guidelines, D.1.

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STEP 9: ENTER THE GRADING STATUS

STEP 10: DETERMINE AND ENTER COURSE DETAILS

There are three options to choose from CR/NC Only, Letter Grade Only, and Letter Grade with CR/NC Option. It is very important to ensure the MCS also reflects the option selected in the Grading Status box.

In addition to other prompts, the routing of curriculum proposals depends on the items checked under course details. Curriculum committees at all levels are alerted to these items which triggers specific reviews and approvals (i.e. online or hybrid delivery format, prerequisites, learning objectives).

Note: The course objectives box was on old form (paper) for new courses. Therefore, it remains on the current proposal form for new courses. Although a comprehensive review of the course objectives is automatically required by the curriculum committees, this box should always be checked for new courses.

This is an area where mistakes are often made or lack clarification. Proposals that lack clarification are often returned.

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STEP 11: LIST OTHER REQUESTS

TIP! Bulletin Description: Place language in this box exactly how you would

like for it to appear in the Bulletin.

1) Main Description sentences2) Other information (see below for examples)3) Online/Hybrid statement4) Prerequisites/co-requisites5) Recommended6) UP Course Group identifier, such as (University Program Group II-

A: Descriptive Sciences)

Examples of Phrases for Item 2 in Course Body CR/NC. Satisfies University Program Group II laboratory requirements. Identical to MSA 110. Credit may not be earned in more than

one of these courses. May not be applied to Biology major or minor. Repeatable up to 9 hours when content does not duplicate

previous topics. Minimum of 180 hours required for internship. Quantitative Reasoning. May be offered as Writing Intensive.

Example: Special topics relating to car insurance for both personal and business use. CR/NC. Identical to STF 427. Credit may not be earned in more than one of these courses. May not be applied to General Business Major. Repeatable up to 9 hours when content does not duplicate previous topics. This course may be offered in an online or hybrid format. Quantitative Reasoning. May be offered as Writing Intensive. Prerequisite: AAA 100. Recommended: STF 227. (University Program Group I-B: The Arts)

Note: Items 1-5 in the Course Body should end with a period. This assists with cleaning up of the rough text download from SAP that is used for the Bulletins.

Special requirements might include such things as writing intensive, quantitative reasoning, UP re-certification, certifications, performance levels, concert attendance, and exceptional time requirements (such as an all-day field trip).

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STEP 12: ENTER RATIONALE FOR THE PROPOSAL REQUEST

Initiators MUST be very clear and descriptive when providing rationale that led to the development of the proposal. Rationale that lacks clarity typically results in proposals being returned.

TIP! Explain why the course or course change is necessary, such as:

Data from student learning outcomes assessment (explain decisions based on assessment data)

Accreditation Mandate (provide explanation of mandate)

Program Review (explain the recommendations or discoveries from program review that led to this proposal).

Market or Curricular Trends (explain why trends are forcing change)

MCS review (although MCS reviews are to be conducted at least once in 7 years, explain specifically the areas that were reviewed/revised why these areas of the MCS are being updated) It may be to keep curriculum current with changes in the industry, see Market and Curricular Trends.

Student Interest (explain how information was acquired [focus group, survey, etc.] and decision basis)

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Explain the supporting role of this course in the overall curriculum.

TIP! Consider the role of the course or change in the curriculum by:

Explaining how this course enhances student learning and how it supports program leaning outcomes. Most programs have an assessment curriculum map illustrating how courses align with program learning outcomes. The map is an excellent source as a basis for rationale.

Describing how this course is related to other courses in the curriculum (e.g., required, elective, general education, service learning, and service to specific department or programs.

Addressing any potential content overlap with other courses in the university curriculum.

Addressing gaps identified in the curriculum of the program or in the university curriculum.

Explain specifically for whom the course is intended which supports the development of the proposal.

TIP! Consider the following when developing rationale.

Describe the primary and secondary audiences for whom the course is intended.(e.g., all students of a certain level or kind, selected students in specific majors, minors in particular in disciplines, etc.) Some programs such as certificates may include degree and/or non-degree seeking students.

Explain the level/number of the course in relation to the level or category of students for whom the course is intended.

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STEP 13: ENTER MAJORS/MINORS AFFECTED BY THIS PROPOSAL

STEP 14: UPLOAD THE MCS (MASTER COURSE SYLLABUS)

This area of the proposal is designed to give prior notice and opportunity to consult with departments/programs being substantially affected by the new course in order to avoid objections that dramatically slow down the curriculum approval process.

Initiators MUST be diligent to contact departments and/or programs who are affected by the new course since the SAP system is not capable of auto populating this area for new courses and programs.

TIP! Consider the following criteria when identifying programs/department

affected by the proposal.

Contact departments and/or program housing courses with similar titles

Contact departments and/or program housing courses with similar content

Obtain written notification to affected

Typically, objections are submitted because initiators were not diligent when contacting departments or programs affected by the proposal.

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STEP 15: UPLOAD OTHER DOCUMENTS IF APPLICABLE

STEP 16: SELECT A SENATE REVIEW COMMITTEE TO APPROVE THE PROPOSAL

Once the MCS is completed, use the “Choose File” button to access the MCS file to be submitted. After the file name appears in the window, users MUST click “Upload” in order to attach the MCS. As of March 8, 2018, approvers may replace the MCS file by uploading the revised MCS and clicking on “Approved with Edits”.

There is a hyper link to the CAD that includes guidelines for completing an MCS. In addition, a hyperlink is included to the MCS

Other documents used to support the proposals such as accreditations standards, assessment data, program review recommendations, industry standards, meeting minutes, etc. Users should use this feature to support rationale for the new course.

Users have four options to select: Graduate Committee, General Education Curriculum Committee, Professional Education Curriculum Committee, and Undergraduate Curriculum Committee.

It is important the correct committee is selected to avoid delays in approvals.

Note: Proposals do not move from one Senate Review Committee to another (i.e. from Undergraduate Curriculum Committee to General Education Curriculum Committee). Therefore, if the incorrect committee is selected a delay in approving the proposal will occur.

TIP! The CAD is the best place to determine which option is

appropriate.

Review the charge of the committee for clarification.

CAD , Section I. C. Academic Senate Review Committees.

Questions? Contact the Academic Senate Office

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STEP 17: SUBMITTING THE PROPOSAL

Review the entire proposal for accuracy.

TIP! Consider the following as check points:

The bulletin description matches the MCS. The correct version (typically final) is uploaded

in the correct area. Other documents are properly uploaded. Course details reflect what is to be reviewed in

the MCS. Rationale for the proposal is clear and

contains enough information for committees to make sound decisions.

All departments/programs that may be affected by this proposal are listed and contacted.

The proper Senate Review Committee is selected.

Click Submit

This will automatically generate an e-mail notifying the department

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STEP 2: SELECT COURSE DESIGNATOR AND NUMBER


Course Change Proposal

Click on Change Course

The designator and course number already exist in the system based on the process for proposing new courses. This information is fed into the form from CMU’s SAP system. If you are unable to locate a designator or course number, contact the Systems Administrator immediately.

Refer to procedures outlined above in NEW COURSE PROPOSALS, SELECT IMPLEMENTATION DATE.

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STEP 4: ENTER COURSE CHANGES IN OPTIONAL FIELDS

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STEP 6: ENTER MAJORS/MINORS AFFECTED BY THIS PROPOSAL

Users have the option to update any of the course information listed above, since the form may be submitted without updating these fields. NOTE: Some changes “*” require full Senate Review Committee approval.

Although the process and tips related to providing rationale is similar to NEW COURSE PROPOSALS (ENTER RATIONALE FOR THE PROPOSAL REQUEST), Initiators MUST explain any changes regarding the role of the course in the curriculum and any shifts related to the intended audience(s) (if applicable).

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STEP 7: UPLOAD THE MCS (MASTER COURSE SYLLABUS) (Identical to process for NEW COURSE PROPOSAL, CLICK HERE)

STEP 8: UPLOAD OTHER DOCUMENTS IF APPLICABLE(Identical to process for NEW COURSE PROPOSAL, CLICK HERE)

STEP 9: SELECT A SENATE REVIEW COMMITTEE TO APPROVE THE PROPOSAL

(Identical to process for NEW COURSE PROPOSAL, CLICK HERE)

STEP 10: SUBMITTING THE PROPOSAL (Identical to process for NEW COURSE PROPOSAL, CLICK HERE)

Although the process and tips related to contacting departments with majors/minors affected by the proposal are the same as NEW COURSE PROPOSALS (MAJORS/MINORS AFFECTED BY THIS PROPOSAL), the COURSE CHANGE PROPOSAL uploads data from SAP to populate these fields. NOTE: users should NOT rely fully on this data to ensure all departments affected by change(s) are notified. It is in the best interest of the user to identify any potential departments, programs, or units that may object prior to submitting the proposal.

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STEP 2: SELECT COURSE DESIGNATOR AND NUMBER


Delete Course Proposal

Click on Delete Course

The designator and course number already exist in the system based on the process for proposing new courses. This information is fed into the form from CMU’s SAP system. If you are unable to locate a designator or course number, contact the Systems Administrator immediately.

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STEP 5: ENTER MAJORS/MINORS AFFECTED BY THIS PROPOSAL (Identical to process for COURSE CHANGE PROPOSAL, CLICK HERE)

STEP 6: SUBMITTING THE PROPOSAL (Identical to process for NEW COURSE PROPOSAL, CLICK HERE)

Refer to procedures outlined above in NEW COURSE PROPOSALS, SELECT IMPLEMENTATION DATE.


TIP! Explain why the course deletion is necessary. Such as:

Data from student learning outcomes assessment (explain decision to delete course based on assessment data)

Accreditation Mandate (provide explanation of mandate)

Program Review (explain the recommendations or discoveries from program review that led to this proposal).


Why this course or similar course might not be in demand in the future.

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STEP 2: SELECT THE DEPARTMENT, SCHOOL, OR COUNCIL


Modification of Existing Program Proposal Form

Click on Program Change

Use the dropdown menu to select the appropriate Department, School, or Council responsible for the program. If the appropriate Department, School, or Council, is not listed, please contact the System Administrator in the Academic Senate Office.

The system is designed to auto populate the college field based on the selection

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STEP 4: SELECT THE ACADEMIC PROGRAM TO BE CHANGED

Select the year and semester when the program change will be implemented.

Any minutes with curricular changes MUST be posted on the Senate website and have an objection date BEFORE the bulletin press date. Undergraduate curriculum minutes must be posted before March 1 and have an objection date of March 31. Graduate curriculum minutes must be posted before April 19, and have an objection date of May 2.

NOTE: Any course changes that ultimately lead to program changes must be approved first or submitted simultaneously with the program changes.


Select the correct academic program according to the SAP Title listed in the SAP report, since the system uses this information to determine workflow processes. Once the program is selected, users MUST enter the program title according to the SAP report.

TIP! Review the SAP report prior to making a selection.

NOTE: It is important to keep in mind those changes that require Senate Review

Entering the incorrect title will likely result in the proposal being returned which will delay the approval process.

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TIP! Explain what led to the program changes. Examples include

but are not limited to:

Data from student learning outcomes assessment Accreditation Mandate (provide explanation of mandate) Program Review (explain the recommendations or

discoveries from program review that led to this proposal).


Impact on current and future students in the program (i.e. enrollment shifts).

Impact on time to graduation (i.e. increase or decrease in graduation time frames)

TIP! Summarize the nature of the changes. Examples include

but are not limited to:

Listing courses to be modified. Listing new courses and course deletions. Titles Changes Additional resources

Depending on the nature and degree of changes being made to the program, the Michigan Association of State Universities may be informed as part of the approval process. Therefore, it is imperative to provide clear rationale regarding the changes.

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STEP 6: ENTER DEPARTMENTS, SCHOOLS, AND/OR COUNCILS AFFECTED BY THIS PROPOSAL

STEP 7: PROPOSED BULLETIN COPY

Initiators MUST be diligent to contact departments, schools, or councils affected by the changes since the SAP system is not capable of auto populating this area for program changes.

TIP! Consider the following criteria when identifying departments, schools,

or councils affected by the proposal.

Departments, schools, or councils housing similar programs, courses, and titles.

Large student groups that fluctuate between programs (i.e. double major).

Programs that share common interests regarding minors, concentrations, certificates, options, etc.

Nature of interdisciplinary programs. Obtain written confirmation from departments,

Typically, objections are submitted because initiators were not diligent when contacting departments, schools, or councils affected by the proposal.

This area of the proposal is designed to give prior notice and opportunity to consult with departments, schools, or councils being substantially affected by the changes in order to avoid objections that dramatically slow down the curriculum approval process.

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STEP 8: TITLE CHANGE, PROGRAM DELETION, AND SRC APPROVAL

STEP 9: SELECTING SRC

To attach a completed SAP document, click on the “Choose File” button. Initiators may then choose the correct file from their computer similar to attaching a file to an e-mail.

Once the file name appears on the screen, verify the file is correct.

The Initiator MUST click on the “Upload” button to ensure the file is attached to the form.

TIP! Refer to Appendix A for examples of simple program changes reflected

in the SAP document. Initiators intending to propose complex changes to the SAP document should consult with CMU’s Bulletin Editor prior to

Be sure to click the box stating “This change does not require Senate Review Committee approval” and indeed changes do not require such approval. The image in step 4 provides a list of items requiring approval from a Senate Review Committee.

TIP! Refer to the CAD for additional information regarding changes requiring

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Title changes and program deletions often require formal notification to the Michigan Association of State Universities as part of the approval process. In addition, this area of the form is also used for institutional reporting purposes involving accreditation. Therefore, it is important to ensure these boxes are marked appropriately based on the nature of program changes.

Select from the four options (Graduate Committee, General Education Committee, Professional Education Curriculum Committee, and Undergraduate Curriculum Committee) in the dropdown menu.

It is important to select the appropriate committee to avoid delays in the approval process.


NOTE: Proposals do not move from one Senate Review Committee to another (i.e. from Undergraduate Curriculum Committee to General Education Committee). Therefore, if the incorrect committee is selected a delay in approving the proposal will occur.


appropriate.

Review the QUICK REFERENCE GUIDE: LEVELS OF FINAL APPROVAL located in Appendix B of the CAD. Review the charge of the committee for clarification.

CAD, Section I. C. Academic Senate Review Committees.

Questions? Contact the Academic Senate Office or the Office of Academic Effectiveness

Review the entire proposal for accuracy (refer to the most current version of SAP).


Verify the correct academic program is selected under “Program Changes” section.

Ensure the program title in the “Program Changes” section is correct.

Review the rationale to ensure others outside the college and perhaps the university will understand the changes and what led to the proposal.

Ensure the correct version of the SAP document is uploaded.

Ensure all departments, schools, or councils that may be affected by this proposal have been contacted and are listed. Be sure to include the dates of contact.

Ensure the proper Senate Review Committee is selected is applicable.

Click Submit


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STEP 2: SELECT THE DEPARTMENT, SCHOOL, OR COUNCIL


STEP 4: SELECT NEW/DELETE OPTION AND ENTER DESIGNATOR INFORMATION

Designator Change Proposal Form

Click on Designator Change

Use the dropdown menu to select the appropriate Department, School, or Council responsible for the program. If the appropriate Department, School, or Council, is not listed, please contact the System Administrator in the Academic Senate Office.

The system is designed to auto populate the college field based on the selection for the Department, School, or Council.

Use the dropdown menu to indicate the intention of the proposal (i.e. New or Delete).

Enter the designator abbreviation (three characters, all caps, approved by the Registrar).

Enter the designator name (approved by the Registrar).

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STEP 6: ENTER DEPARTMENTS, SCHOOLS, AND/OR COUNCILS AFFECTED BY THIS PROPOSAL


All designator proposals (New and Delete) MUST obtain Academic Senate Approval. Therefore, it is imperative to provide clear rationale regarding the changes.

Initiators MUST be diligent to contact departments, schools, or councils affected by the changes since the SAP system is not capable of auto populating this area for program changes.

Typically, objections are submitted because initiators were not diligent when contacting departments, schools, or councils affected by the proposal.

This area of the proposal is designed to give prior notice and opportunity to consult with departments, schools, or councils being substantially affected by the changes in order to avoid objections that dramatically slow down the curriculum approval process.

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TIP! Consider the following criteria when identifying departments, schools,

or councils affected by the proposal.

Departments, schools, or councils housing similar designators.

Consider similar designators that may cause confusion among students, faculty, and staff.

Programs that share common interests regarding designators.

Obtain written confirmation from departments, schools, or councils that have been notified.

Resolve any issues prior to submission of the



Verify the correct designator change (i.e. New or Delete) is selected.

Ensure the designator number is correct. Ensure the designator title is correct. Review the rationale to ensure others outside

the college will understand what led to the proposal.

Ensure all departments, schools, or councils that may be affected by this proposal have been contacted and are listed. Be sure to include the dates of contact.

Click Submit


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STEP 2: ENTER THE PROGRAM TITLE

STEP 3: SELECT THE DEPARTMENT OR INTERDISCIPLINARY COUNCIL

STEP 4: SELECT THE DEGREE OR PROGRAM

New Program Request Proposal Form

Click on Form

Enter the program title based on how it is to appear in the bulletin.

Use the menu from the dropdown arrow to select the appropriate Department or Interdisciplinary Council responsible for the program. If the appropriate Department or Interdisciplinary Council is not listed, please contact the System Administrator in the Academic Senate Office.

The system is designed to auto populate this field based on the selection. The system uses the data in this field to establish the workflow.

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STEP 5: UPLOAD COMPLETED NARRATIVE

STEP 6: UPLOAD COMPLETED ENROLLMENT & BUDGET INFORMATION

Initiators MUST select only ONE of the options listed. Therefore, if a department is proposing a new undergraduate major and a new undergraduate concentration two separate proposals are required.

To attach a completed Narrative document, click on the “Choose File” button. Initiators may then choose the correct file from their computer (similar to attaching an e-mail file).

Once the file name appears on the screen, verify the file is correct. The Initiator MUST click on the “Upload” button to ensure the file is attached to the form.

TIP! Refer to the CAD, Section IV.D. for instructions on completing the

3Prior to selecting a degree or program, review the CAD Appendix A for definitions regarding programs. Requirements vary among programs (i.e. concentrations are listed on student transcripts while options are not listed). In addition, the review and approval workflow vary among degrees and programs.

Depending on the degree or program selecting, the information presented in the narrative may be reviewed by members of the Michigan Association of State Universities. It is important this information is accurate and supported by data or informationg aquired by the Department or Interdisciplinary Council.

STEP 7: SELECT THE SENATE REVIEW COMMITTEE

To attach a completed Enrollment & Budget Information document, click on the “Choose File” button. Initiators may then choose the correct file from their computer (similar to attaching an e-mail file).

Once the file name appears on the screen, verify the file is correct. The Initiator MUST click on the “Upload” button to ensure the file is attached to the form.

TIP! Refer to the CAD, Section IV.D. for instructions on completing the

narrative document.

TIP! Consider consulting with the Academic Administration Office regarding enrollment and budgetary information.

Select from the four options (Graduate Committee, General Education Curriculum Committee, Professional Education Curriculum Committee, and Undergraduate Curriculum Committee) in the dropdown menu.

It is important to select the appropriate committee to avoid delays in the approval process.

NOTE: Proposals do not move from one Senate Review Committee to another (i.e. from Undergraduate Curriculum Committee to General Education Curriculum Committee). If the incorrect committee is selected, a delay in approving the proposal will occur.


appropriate.

Review the QUICK REFERENCE GUIDE: LEVELS OF FINAL APPROVAL located in Appendix B of the CAD. Review the charge of the committee for clarification.

CAD, Section I. C. Academic Senate Review Committees.

Questions? Contact the Academic Senate Office or the Office of Academic Effectiveness

Depending on the degree or program selected, the information presented in the narrative may be reviewed by members of the Michigan Association of State Universities. It is important this information is accurate and supported by data or information aquired by the Department or Interdisciplinary

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Ensure the appropriate Department or Interdisciplinary Council is selected.

Review the title to ensure it accurately reflects the title to be placed in the bulletin.

Ensure the correct degree or program is selected.

Ensure the correct narrative document is uploaded correctly.

Ensure the correct budget and enrollment document is uploaded correctly.

Review the rationale to ensure others outside the college will understand what led to the proposal.

Ensure the appropriate Senate Review Committee is selected.

Click Submit


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APPENDIX ADEFINITION OF TERMS

Initiator: any current faculty or staff member who possesses a CMU global ID may submit a proposal in the electronic curriculum system. Initiators typically have a stake in revising curriculum within courses or programs in which they work.

Approver: a designated person(s) who possesses the authority on behalf of a curriculum committee to approve a proposal within the electronic forms system. Most common approvers are chairs of the curriculum committees and/or secretaries of the curriculum committees. However, any individual(s) may be designated as an approver by the curriculum committee chair. To designate an individual as an approver or remove a person as an approver, please contact the Systems Administrator.

Systems Administrator: a designated person(s) who possesses the authority to conduct maintenance of the system such as modify approver’s global IDs, add approvers, remove approvers and manually moving proposals through approval levels. The System Administrator(s) possesses the ability to add/remove departments, councils, units, and colleges. In addition, this person may be able to override certain approval levels with assistance from IT in case of emergencies. Contact the Academic Senate Office for the Systems Administrator at (989)-774-3350 or e-mail [email protected].

Curriculum Authority Document (CAD): CentralLink > Academic Senate > Academic Senate Internal > Curriculum Information > Curriculum Authority Document (https://www.cmich.edu/AcademicSenate/secure/Pages/CAD.aspx)

LIST PAGE: an area of the electronic curriculum forms system that houses important information used for tracking purposes.

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https://www.cmich.edu/AcademicSenate/secure/Pages/CAD.aspx

mailto:[email protected]

APPENDIX BEXAMPLE OF E-MAIL NOTIFICATION 3

User's Guide - Electronic Curriculum Forms€¦ · Web viewElectronic Curriculum Forms System...

Documents

Transcript of User's Guide - Electronic Curriculum Forms€¦ · Web viewElectronic Curriculum Forms System...