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Courseleaf Overview Sessions
Courseleaf Overview Sessions – June 2014
June 17, 10-11:30
June 18, 2-3:30
June 24, 10-11:30
Agenda
1. Introductions - Lisa Ralph
2. Office of Quality Assurance - John Shepherd
3. Overview of What Courseleaf Is and How It Works – Sandra Bauer
4. Courseleaf Demo Video – Lisa Chow
5. Faculty of Graduate and Postdoctoral Affairs - Vicki Haydon
6. Curriculum Website and Support - Lisa Ralph
Office of Quality Assurance
Office of Quality Assurance
Senate Timeline for Annual Calendar Changes:
Minor and Major Modifications (New Program
Proposals)
OQA Manager: Jessica Devries
([email protected]) - Support with program
development, curriculum approval process, quality
assurance matters
Minor Modifications Late Calendar Change Policy
OQA website: carleton.ca/provost/quality-assurance
In the Early Days
• Carleton and Calendar
were tiny
• Programs, courses
basic and simple
• Psychology
department had only
six courses in 1952-53
• Curriculum entries
typed on paper,
delivered by hand or
interoffice mail
• Registration in person
• What’s a “computer”?
Today
Calendars, like Carleton, have
become large
Undergraduate and graduate
programs
Interdisciplinary, interfaculty,
inter-university
Complex program, course and
regulation relationships
~60 PSYC undergrad courses
Publishing Calendar in 2014 = ,
approving ,tracking and
managing huge volume of data
Everything online
Enter CourseLeaf
CourseLeaf is the software used by the
University to update and maintain course and
program curriculum data. It is also the source
for calendar production and publication.
1. CIM (CourseLeaf Curriculum Information
Management) manages the process of
updating, adding and deactivating
individual courses and programs.
2. CAT (CourseLeaf Catalog) –manages the
process of updating and publishing the
calendar as a whole.
3. Courses and programs exist in CIM
‘modules’ but also are drawn into CAT
‘pages’ for publication. Regulation text
also in CAT pages.
Courseleaf and Carleton
Courseleaf at Carleton
| 2012-13 we published first Graduate and Undergraduate
calendars using elements of Courseleaf, via CL ‘back door’.
| Courses input into CIM, programs input into CAT pages.
| 2013-14 all programs were ‘migrated’ into CIM modules
| User templates designed to standardize input techniques
| 2014-15 all programs and courses input via CIM (trained
designated faculty administrators, student systems support
team members)
Courseleaf and Carleton
Courseleaf at Carleton
| Opportunity to observe and improve features – ongoing as users
added
| Development continues – platform, data, interface,
communication: huge
CourseLeaf System Administrator
Controls fields in Course and Program Templates to keep in sync
with Banner (subject/department codes, schedule types, etc.)
Help bubbles (ideas welcome)
User provisioning & role management
Generating curriculum reports out of CIM for committees, Senate
CIM/CAT troubleshooting
Maintaining the V:/ drive (until it can be retired…)
And all Calendar publication activities
V:/ Drive for 15-16 Calendar
V:/ drive for 15-16
Continue use in lesser capacity
Summary documents – itemized tables and rationales for course
and program changes
All Regulations and admissions proposals
Move toward more common ‘language’ / lexicon for describing
changes – important for subsequent validation and committee review
Process will evolve as Courseleaf continues to develop and
enhancements are added
Submitting Proposals
CIM Templates - customized web pages, in a template format, which
we use for course and program proposal entry.
Course Proposals – Course Inventory Management
Program Proposals – Program Management
Regulations
continue to be handled outside of CIM for time being (i.e. V drive
and in CAT pages)
In Course Inventory
Management, users have
the ability to:
• Propose a new course
• Propose a change to a
course
• Deactivate a course
Similarly, in Program
Management, users have
the ability to:
• Propose a new program
• Propose a change to
program
• Deactivate a program
Submitting a Proposal
• Major and Minor workflows will use
these templates
• The submitter modifies, deletes, or
proposes new course or program in
CIM
• Changes can be saved (to return to
work on later) or cancelled
• Once user confirms and submits,
the selected workflow launches
and can be tracked as it makes its
way through the approval system
Submitting a Proposal
Workflow Overview
All course and program proposals travel through
the system via workflow, i.e. a series of
customized governance steps leading to final
approval.
Once a proposal has reached the final approval
step in workflow it will flow (be pushed) into the
online calendar as well as our SIS (Banner).
• Tracking! The status/stage of the proposal in the workflow can now be
viewed in Course Inventory Management/Program Management
Proposal Flow
Email Notifications
FYI Notifications
There are two primary purposes for this type of notification in the
workflow path:
• Used to notify units such as the Registrar’s Office,
Scheduling, Admissions, and FGPA of proposed curriculum
changes
• Based on the course ecosystem, affected academic units
are notified of changes
Course Ecosystem and Email Notifications
• The course ecosystem allows
users to see where a course is
referenced in the calendar as
well as other courses and
programs that refer to that
course including in
prerequisites, cross-listed, and
piggybacked courses.
• User sees who will be
affected by proposed changes
• Once the proposal is submitted,
affected units will receive
notification so that any
appropriate action can be
taken.
Path
1. Propose submissions using course/program templates
2. Manage, track and approve – through workflow and
notifications
3. Share – Banner is updated and Calendar is published
Courses - detail
Changes are made in
Courseleaf’s CIM
Changed courses ‘bridged’
into Banner
Courses then imported
from Banner ‘back’ into
Courseleaf’s Calendar
(CAT)
Courses - detail
Discrepancies between
Banner and CIM will be
spotlighted and must be
resolved/reconciled
Information and Support
1. CourseLeaf Overview
| 3 sessions to take place June
| Communication sent on May 20th
2. How to use the CourseLeaf Tool
| 8 sessions during July and August
| Communication to be sent in early June
3. One-on-one assistance upon request – email
4. Curriculum Website - in development
Courseleaf Website
carleton.ca/curriculum
Dates and deadlines
FAQs, documentation, news and updates
Videos and tutorials
Reporting
Courseleaf system access
Important links (e.g. Senate approved timeline for
calendar changes; Senate policy on minor
modifications)
Communications archives (link to memos & emails)
Contact Us
The Courseleaf Curriculum Management
project is supported by the Student
Systems Support in the Registrar’s Office.
If you have questions, or require support,
please email us at: [email protected]