Table of ContentsCourse Overview CPS, or the Curriculum Proposal System, is an automated workflow system, based on the Oracle BPM (Business Process Management) Workflow Tool, which

Curriculum Proposal System- Originators The University of Akron

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Table of Contents

COURSE OVERVIEW ............................................................................................................................................... 3

LESSON 1: OVERVIEW ............................................................................................................................................ 4

WORKFLOW OF A PROPOSAL ............................................................................................................................................ 5

LESSON 2: SYSTEM BASICS ..................................................................................................................................... 6

BPM WORKSPACE ......................................................................................................................................................... 8

ATTACHMENTS ............................................................................................................................................................ 13

Attach Files .......................................................................................................................................................... 13

Method 1: Adding Attachments on Proposal Tabs ............................................................................................. 14

Method 2: Steps for Adding Attachments in the BPM Workspace ..................................................................... 15

AUDIT TRAIL ................................................................................................................................................................ 22

LESSON 3: COURSE PROPOSAL ............................................................................................................................. 23

ADD A NEW COURSE .................................................................................................................................................... 23

CHANGE A COURSE ....................................................................................................................................................... 42

DELETE A COURSE ........................................................................................................................................................ 51

WITHDRAW A PROPOSAL ............................................................................................................................................... 58

LESSON 4: PROGRAM PROPOSAL ......................................................................................................................... 59

ADD A NEW PROGRAM ................................................................................................................................................. 59

CHANGE A PROGRAM .................................................................................................................................................... 86

NEW TRACK .............................................................................................................................................................. 101

CHANGE A TRACK ....................................................................................................................................................... 124

NEW CERTIFICATE ...................................................................................................................................................... 139

CHANGE A CERTIFICATE ............................................................................................................................................... 161

NEW MINOR ............................................................................................................................................................. 176

CHANGE MINOR ........................................................................................................................................................ 197

LESSON 5: FILTERS IN BPM WORKSPACE ............................................................................................................ 211

LESSON 6: UCM – PROPOSAL ARCHIVES............................................................................................................. 214

ACCESSING THE UCM ................................................................................................................................................. 214

OPEN AN ARCHIVED PROPOSAL ..................................................................................................................................... 215




APPENDIX A: FACULTY & ACTIVITY MATRIX ....................................................................................................... 217

APPENDIX B: PREVIEW THE PROPOSAL FROM THE BPM WORKSPACE ............................................................... 218

APPENDIX C: MOZILLA FIREFOX- POP-UP BLOCKER ............................................................................................ 220

POP-UP BLOCKER IN FIREFOX ........................................................................................................................................ 220

APPENDIX D: CREATING FILTERS IN OUTLOOK EMAIL ........................................................................................ 222

APPENDIX E: SAMPLES OF PRINTED PROPOSAL (PDF) ........................................................................................ 228

APPENDIX F: OPTING IN – UNIVERSITY WIDE REVIEW NOTIFICATION ................................................................ 229

APPENDIX G: ADMINISTRATIVE SERVICES & CAPITAL PLANNING GUIDELINES ................................................... 230

APPENDIX H: TIME FRAMES & DATES ................................................................................................................ 233

APPENDIX I: OPENING A PROPOSAL IN READ ONLY MODE ................................................................................ 234

APPENDIX J: COLLEGE WORKFLOWS .................................................................................................................. 236

APPENDIX J: AUDIT TRAIL VIA BPM WORKSPACE ............................................................................................... 244

©2014 The University of Akron

These materials were developed and are owned by The University of Akron. All rights reserved.




Course Overview

CPS, or the Curriculum Proposal System, is an automated workflow system, based on

the Oracle BPM (Business Process Management) Workflow Tool, which supports the

academic approval process for curriculum proposals and performs many of the

administrative steps in that process.

The Curriculum Proposal System Project was launched to improve the curriculum

proposal process and its supporting information system.

The topics covered in this course are:

► Review of the Curriculum Review Process

► Review of the Workflow of the Process

► Key People and Groups will be Identified

► System Overview

► Adding, Changing and Deleting Courses

► Adding and Changing Programs

► Opening Proposals in the Proposal Archives




Lesson 1: Overview

Faculty Senate’s Curriculum Proposal Process Improvement Project began in early

2009 and went live in the Spring 2011 Semester. Some of the objectives from the onset

of the project are as follows:

Shorten the time to approve program/course changes

Commitment to an electronic process

Eliminate the need for paper documents that can get lost or misplaced

Uniformity across all proposals

A standardized process

Some of the other benefits of using the Curriculum Proposal System:

There is a relationship between the CPS and PeopleSoft and DARS.

Notifications are automatically sent to keep users involved and up to date.

You can use Copy and Paste features to transfer already documented data.

Better printing of proposals.

Training materials and hands-on training will be available to all users of the CPS.




2 W

EEK

S 2

WEE

KS

Adapted from Board of Trustee Guideline 3359-20-05.2 *Each College has a workflow built in as to how their College handles

curriculum Reviews.

Workflow of a Proposal

Any new proposal that is entered into the system will need to follow a basic outline of

steps, in order, to be in compliance with the Board of Trustee Guidelines. Each step

must flow in the proper order, as outlined below, or the proposal process will be ended.

See Appendix J for more information on specific College Workflows.

Objections Raised: (CRC Review) Curriculum Review Committee decides: Recommend Change (goes back to Originator), Recommend Approve, or Recommend Reject

*Department/College Reviews (College Approval Status)

College Review can Approve or Recommend Change (goes back to

Originator). Potential Impact notifications go out once College Reviews

have taken place.

University Review Objections (formal) can be made. Comments (informal) can be made.

CRC serves in advisory

role, if needed.

Approve or Rejected:

Faculty Senate

Review

(FS Review)

Institutional Reviews (IR) take place (Library Review, IR Review, URC

Review, GRC Review, DLRC Review, GEAC Review, TAG Review)

Proposals can be Approved or Recommend Change.

Provost Status (and Board of Trustee) for final Approval.

No Objections:

Faculty Senate Review

(FS Review) takes place

Moves to Post Approval and is entered into UCM

(Archives.)

(Update Graduate Bulletin, Update Course Catalog,

PeopleSoft Review, DARS Review.)

Proposal submitted (Originator Review Status)

Proposal checks

in to Archives

Notification of potential

impacts.




Lesson 2: System Basics

There are many roles involved with the Curriculum Proposal System (See Key People,

in Lesson 1) so there are variances in how the system will be used. Some users will

need to be able to navigate around and be able to create course and program proposals

while others will need to be able to review proposals at different stages in the process.

Sign In

1. Open an Internet Browser and enter in the Address bar:

http://www.uakron.edu/curriculum-proposal/

The Curriculum Proposal System landing page displays.

2. Click on the Launch Curriculum Proposal System link to log in.

Note: Archived Proposals will be outlined in a separate lesson.





3. Enter your Username and Password and click on the Login button. Use your

UAnet ID and Password.

Your BPM Workspace will display.

Note: To logout of the Curriculum Proposal System, click on the Logout link in the

top right corner of the window.




BPM Workspace

The Workspace is where you will start your working session with the Curriculum

Proposal System. You can initiate many tasks from this page such as:

Create a New Proposal

Add Attachments

See the Activity (status) of a Proposal

Note: Do not use the Browser Back button. You will be logged out of the system.

The current Activity and a

link to open the proposal

Bookmarks

Refresh the

Work Items

Create a new

proposal

Proposal Details

Advance to next page

of Proposals

Attachment

Proposal

Type




Tips for Using the BPM Workspace & Curriculum Proposal System

You will only see a proposal in your default Workspace when it is in your work

Activity.

To create a proposal, click on the Create Proposal link ONE time. It may take

several seconds to load.

Use the Refresh button to refresh the Work Items list. For example, click on the

Refresh button if a new proposal is not automatically appearing.

Do not use the Back Browser button. This will log you out of the Curriculum

Proposal System.

Once in the proposal, if you want to close the proposal window, click on the

Save/Close button and NOT the X in the top right corner of the

window.

On the Proposal entry tabs, there are many large edit boxes. You can copy data

from another location (such as a Word document) and paste into the boxes. You

can use the keyboard shortcut Ctrl + V (for paste), which will eliminate the need

to make setting changes if you are using the Firefox browser.

Attachments must be added BEFORE the proposal is submitted.

If you need to send the proposal to another person for review, you can use the

Print button. When prompted, you can choose to save the file. After you save the

file, you can then attach the proposal to an email message.

Emails generated from the system, come from:

[email protected]

Periodically clear Internet cache.

mailto:[email protected]




Customizing the Columns in the Work Items List

The default BPM Workspace view should be sufficient for your day to day use of the

Curriculum Proposal System. You can, however, reorder the columns as you see fit.

You can also add new columns, such as Proposal Type and Originator to the view.

Default BPM Workspace:

The columns in the Work Items frame can be rearranged to suit your needs. The

column heading contains the name of the column and you will need this name to

efficiently move (or remove) a column.

1. Click on the link for Add/Remove Columns.

2. In the right frame, Presentation Columns, you can see the current layout of the

Work Items.




3. If you want to change the order of the columns (left to right), click on the header

name to select it.

4. Use the up and down arrows to adjust the order.

5. You can also add or remove columns from the Work Items. If you want to remove

a column from the view, select it from the Presentation Columns frame and use

the left to move it to the left frame, Available Columns.

6. There may be some columns that are not in the Work Items view, by default, that

may be very useful to you.

Scroll through the list in the Available Columns and locate the column you want

added to your BPM Workspace. Select it, by clicking one time on it.

7. Use the right arrow to move to the Presentations Column frame.

8. When you are finished making changes to the columns, click on the Save button.

Note: Some examples of helpful columns, not in the BPM Workspace by default,

are: Originator, Proposal Type, and Task Participant (will tell you has a proposal

open).




Sorting Columns

There may be times when you have a lot of proposals in the Workspace. By default, the

first ten proposals will be listed and the oldest is listed at the top. You can sort the

columns so that you are able to quickly identify the newest proposals.

1. In the Work Items list, click on the column heading for Received. This turns on

sorting. Click again to sort the list in the reverse order.

Note: You can sort the other columns as well. Click on the column header once

to active the sorting feature and then click again to sort in reverse order. For

example, you can sort by Description to list the proposals by College.




Attachments

Attach Files

There are different files that need to be submitted for proposals. For example, a course

outline or class syllabus needs to be attached for certain proposals. Adding attachments

is done before you have submitted the proposal.

Note: When using attachments, they should follow the naming convention for the type

of attachment added. This will help the Curriculum Proposal system track and organize

attachments in the most efficient way.

For example:

(Course Proposals) Course Outline: courseoutline.doc(x)

(Course Proposals) New Online Syllabus: syllabus.doc(x)

(Course Proposals) Traditional Syllabus: traditionalsyllabus.doc(x)

(Program Proposals) Faculty Matrix: facultymatrix.xls(x)

(Program Proposals) Activities Matrix: activitiesmatrix.xls(x)

(Program Proposals) Curriculum Vitae: facultyCV_lastnamefirstinitial.doc(x)

Note: These files can be in other formats such as PDF. However, the

actual file name must be as underlined above.

Note: These files must start with the listed naming conventions to be

checked in properly to the Archives. You can, however, add an additional

identifier at the end.




Method 1: Adding Attachments on Proposal Tabs

1. Open the proposal.

2. To add an attachment, go to the bottom of any tab and look for the Attachments

frame.

3. Click on the Browse button.

4. In the File Upload box, locate the file and select it.

5. Click on the Open button for the file.

6. Click on the Upload button.

7. The file will display in the Open an existing attachment frame.

8. Repeat as necessary to get all attachments uploaded.




Method 2: Steps for Adding Attachments in the BPM Workspace

1. If you are working on the proposal, toggle back to the window with the BPM

Workspace.

2. Select the proposal from the Work Items. To do this, click on the proposal in the

Description column to active it. The row will highlight in a light blue color.

The Work Item Detail frame, at the bottom of the window, will now display some

data for the selected proposal.

Note: Verify that the Expand button is turned downward or the proposal details

will not display.




3. Click on the Attachments tab.

4. Click on the Attach File button.

5. Use the Browse button to locate the file you need to attach.

6. Enter a Description, for example, Course Outline or Traditional Syllabus. This

will help identify the attachment as the proposal moves through the workflow.

The Description field is required. This will be a searchable field in the archives

(Comments field).

7. Click on the Attach File button.




8. In the Workspace, the proposal will now have a paperclip icon in the

Attachment Column.




Method 1: Attaching an Updated File to a Proposal on the Proposal

Tabs

1. Make changes in file (in the resident program, such as Word or Excel), keeping

the same file name.

2. Open the proposal.

3. At the bottom of each tab, there is an Attachments frame.

4. You will see the files that are currently attached to the proposal listed.

5. Click on the Browse button.

6. Locate the file. Remember, the file name needs to be identical in order for the

new file to replace the old file.




7. Click on the Open button. The file name will display in the field.

8. Click on the Upload button.

9. The new file will replace the old file. You can verify this by reviewing the Date

column:

Note: If you did not have the same file name, another attachment will now be

listed in the table.




Method 2: Attaching an Updated File to a Proposal in the BPM

Workspace

1. Make changes in the file (in the resident program), keeping the same file name.

Note: If you are opening the file from the BPM Workspace, be sure to FIRST

save the file, maintain the original file name and remove any extra

characters (such as [1]) or the file will not update properly.

2. In the Curriculum Proposal System, click on the proposal in the Work Items list to

select it and open the details for proposal in the Work Item Detail frame (at the

bottom of the page).

3. Click on Attachment(s) tab.




4. Click on Edit attachment button in Operations column, for the file that you

want to replace.

5. Click on the Ok button.

Two buttons appear in the Operations column.

6. Click on the check in button.

7. Locate the revised file by using Browse button. Remember the file must have

the same name as the existing file.

8. Click on the Check in button

9. The new version of the file will now be attached to the proposal and will be

indicated as a new version. See Version column, circled above.




Audit Trail

The Audit Trail tab will show you the history of a proposal. When a proposal is first

created, this tab will not show any data. However, as the proposal starts moving through

the Workflow, any User that opens the proposal will be able to see a summary of who

moved a proposal and on what dates.




Lesson 3: Course Proposal

This lesson will review the steps for creating a proposal for creating a new course,

changing a course, and for deleting a course.

Add a New Course

1. Log into the Curriculum Proposal System per the instructions in Lesson 2.

2. Click on the Create Proposal link in the Applications frame, in the top left corner

of the window.

3. Use the drop down to select your College (the College for the Proposal).

4. In the lower drop down, select the Department for the Proposal.

5. Click on the Submit button.




6. Verify the College and Department and click Yes. If this information is not

correct, select No and select the correct information.

The BPM Workspace displays with the new proposal listed in the Work Items

frame.

Note: Only click one time on the Create Proposal link. Be patient, this may take

several seconds to load the new proposal.

Note: You may need to click on the Refresh button if the proposal is not

displayed in the Work Items list.

Note: The proposals, by default, are listed with the newest at the end. Therefore,

you can click on the Received column heading twice to resort and list the newest

at the top for easier identification.




7. Click on the Originator Review link for the new proposal.

8. Click on the link for New Course.




9. The Summary tab displays. Enter information as follows:

Field Description

Authored By Enter the name of the person who created the proposal.

Projected term of implementation

From the first drop down, select from the list: Spring, Summer or Fall. In the second drop down, select from the list, the year.

Is this proposal related to another proposal?

Select the radio button for Yes or No. If Yes a message will display and the Related Proposal tab will be activated for entry. The related proposal must already be in the system.

Summary Enter a brief Summary for the new course proposal. You can copy this data from another location, such as

Microsoft Word, and paste into this field by using the Paste button. Use the other editing buttons as needed. The summary should be 100 words or less.

Rationale Enter a brief Rationale for the new course. You can copy this data from another location, such as

Microsoft Word, and paste into this field by using the Paste button. Use the other editing buttons as needed. The rationale should be 100 words or less.

Attachment frame At the bottom of the tab, you can add attachments to the proposal. See page 14 for more information about attachments.




10. Click on the Course Description tab.




11. The Course Description tab displays. Enter information as follows:

Field Description

Department (Subject Code)

Use the drop down to select the correct Subject Code. The list will be based on the department of the proposal.

Course Level Use the drop down to select the correct Course Level.(100, 200, 300, 400, 500, 600, 700, 800)

Course Number

Use the drop down to select the correct Course Catalog Number. The data presented is a list of currently available course numbers from PeopleSoft.

Course Title Enter a title for the new course.

Bulletin Description

Enter 25 words of description that will be listed with the course.

Subsidy Level Use the drop down to select the highest level appropriate. The selection available is based on course level. (General Studies, Technical, Developmental, Baccalaureate, Masters, Doctoral, Professional)




Field Description

CIP Code (Classification of Instructional Programs) *Field is required at College Approval level.

The National Center for Education Statistics designed the CIP Code for tracking, assessment, and reporting of fields of study and program completion. You can enter keywords, such as Accounting, Mechanical Engineering, English and a matching list will appear. When you see the correct listing, select it from the dropdown to make the selection.

You can also click on the field name, which is a hyperlink, which will allow you to search the CIP Code website. http://nces.ed.gov/ipeds/cipcode/

Credit Hours If you select Fixed, the Enter Hours field will display:

If you select Variable, the Min and Max fields will display:

Enter the appropriate numbers in hours fields and select the appropriate radio button if this course is repeatable for additional credit. If you select Yes for Repeatable for additional credit, enter the Max Credits:

Grading Method

Select the option for either ABC/NC or Credit/No Credit.

http://nces.ed.gov/ipeds/cipcode/




Field Description

Prerequisites (Optional)

In the prerequisite area, you will need to enter any courses that are required prior to taking this new course. Department Subject Code: Start entering the four digit subject code (i.e. 5100) or start entering a keyword into the field (i.e. education). A list will appear for you to choose from. Course Number: Use the drop down to make a selection. Operand: Only use if there is more than one prerequisite. Use the down arrow to select AND if there is more than one prerequisite. Select OR if there is a choice between multiple prerequisites. Click on the Add Prerequisite button. In the text box for Other Conditions enter information such as permission from instructor, grade requirements, admission to program or senior standing.

Corequisites (Optional)

A corequisite is a course which is required in conjunction with another course and must be taken simultaneously to the course which requires it. Department Subject Code: Start entering the four digit subject code (i.e. 5100) or start entering a keyword into the field (i.e. education). A list will appear for you to choose from. Course Number: Use the drop down to make a selection. Operand: Only use if there is more than one prerequisite. Use the down arrow to select AND if there is more than one prerequisite. Select OR if there is a choice between multiple prerequisites. Click on the Add Corequisite button. In the text box for Other Conditions enter information such as permission from instructor, grade requirements, admission to program or senior standing.




Field Description

Class Format Use the drop down to select the class format from the list. If Online course, select Lecture for this field. For example: Clinical, Field Experience, Laboratory, Lecture, and Self Paced.

Additional Class Formats (Optional)

Use the drop down to select another Class Format and click on the Add button. Continue to add as necessary.

Mode of Delivery

Select the checkboxes for all the Modes of Delivery that apply to the new course. (Traditional (classroom) instruction, Web-enhanced, Web-based and Online.) If Web-based or Online is selected, a message will display stating that the Distance Learning tab is enabled. See page 40 for instruction.

Should this proposal be reviewed by the General Education Advisory Committee…

Select the radio button for Yes or No. If you select Yes, the General Education tab will become active for entry.

See page 36 for instruction.

Should this course be considered for inclusion in the Ohio Transfer Assurance Guide (TAG)

Select the radio button for Yes or No. If you select Yes, the OTM & TAG tab will become active for entry.

See page 38 for instruction.

Has Course Outline been attached?

Select the radio button for Yes or No. Attach the Course Outline (Syllabus) for the new course in the BPM Workspace PRIOR to submitting the proposal. See page 14 for instruction.




Field Description

Textbooks In the large edit box, enter any textbooks that will be needed for this new course.

Bibliography In the large edit box, enter any outside readings, ancillary materials, instructional resources, etc.

12. Complete any additional tabs that are active such as the Related Proposals,

General Education, Distance Learning and OTM & TAG.

13. If you are ready to save the proposal, but you ARE NOT ready to submit, click on

the Save/Close button.

Click on the Yes button. This will store the proposal in the system for future use.

14. If you want to verify that you have completed all required fields, click on the

Validate button.

If there are required fields that were not completed, an error panel will display

under the tabs.

The errors will be listed by Tab Name and then the Field. You can move

between tabs and the errors will remain visible. Correct the errors listed and click

on the Validate button again to verify all required fields have been completed.




15. Attachments must be added before the proposal is submitted. Add any remaining

attachments to the proposal.

16. To print the proposal, click on the Print button. A new window will open with the

proposal in PDF.

17. When no errors return and all required attachments have been added, the

proposal is ready to be submitted. Click on the Submit button.

18. To close the window when you are finished working with the proposal, use the

Save/Close button. Do not use the X in the top right corner of the

window.




Related Proposal

If you selected, Yes for the Is this proposal related to another proposal? on the

Summary tab, the Related Proposal tab will become active and will need to be

completed for this proposal.

On the Summary tab:

1. Click on the Related Proposal tab.

Note: The proposal that is related must already be in the Curriculum Proposal

System in order for you to be able to retrieve it on the Related Proposal tab.




2. The Related Proposal tab displays.

Field Description

Select a College Use the drop down to select the College that the related proposal is from.

Select a Department

The next field, Select a Department, will expand once a College is selected. Select from the drop down the appropriate Department for the related proposal.

Select a Proposal The next field, Select a Proposal, will expand once a Department is selected. Select from the drop down the appropriate proposal.

Dependent Select the Yes or No radio button for if this proposal is dependent on the approval of the related proposal.




General Education Tab

If you selected the Yes radio button for the Should this proposal be reviewed by the

General Education Advisory Committee to determine if this course satisfies any

General Education Requirements field, on the Course Description tab, the General

Education tab will become active and will need to be completed for this proposal.

On the Course Description tab:

1. Click on the General Education tab.




2. The General Education tab displays.

Field Description

Learning Outcomes Frame

Select the checkbox for the learning outcomes that this new course should be associated with. After you select an option, an edit box opens for the justification. For example:

Core Requirements Frame

Select the radio button for the one area of general education that this new course applies. For example:

Some of the choices above, when selected, will supply a secondary list to choose from. For example Social Sciences:




OTM & TAG

If you selected the Yes radio button for the Should this course be considered for

inclusion in the Ohio Transfer Assurance Guide (TAG) field, on the Course

Description tab, the OTM & TAG tab will become active and will need to be completed

for this proposal.


1. Click on the OTM & TAG Tab.

2. The OTM & TAG tab displays.

Field Description

Learning Outcome

Enter a brief statement (objective) for the learning outcome.

Describe how the course addresses each outcome

Enter a brief description for how the learning outcome will be met.




Field Description

Hours on Topic Enter the number of hours, per topic, for the learning outcome. You may need to use the horizontal scroll bar to complete this field.

Action Click on the Add button to add the Learning Outcome. To remove a learning outcome, click on the Remove

button.




Distance Learning

If you selected either Web-based or Online for Mode of Delivery, on the Course

Description tab, the Distance Learning tab will become active and will need to be

completed for this proposal.


1. Click on the Mode of Delivery Tab.




2. The Mode of Delivery tab displays.

Field Description

Has the syllabus been attached?

You must choose the radio button for Yes. Attachments must be added prior to Submitting the proposal. The syllabus should be named: syllabus

Large edit box Enter an explanation for how the online version is equivalent or different to the traditional course.

Has a syllabus been attached (traditional syllabus)

You must choose the radio button for Yes. Attachments must be added prior to Submitting the proposal. The syllabus should be named: traditionalsyllabus

Note: See page 14 for instructions on adding attachments.




Change a Course

This section will review the steps for creating a proposal for changing a course.


2. Click on the Create Proposal link in the Applications frame.










frame. Remember, you may have to re-sort the list to see the new proposal.





8. Click on the link for Change a Course.

9. In the Subject field, use the drop down to select the subject.

10. In the Course field, use the drop down to select the Course.

11. Click on the OK button.




12. Confirm the course information in the Verify Course frame. Click on the OK

button if the information is correct.


Field Description





Select the radio button for Yes or No. If Yes, a message will display and the Related Proposal tab will be activated for entry.

Summary Enter a brief Summary for the change course proposal. You can copy this data from another location, such as





Field Description

Rationale Enter a brief Rationale for the change course. You can copy this data from another location, such as









15. In the Potential Impacts frame, there will be a list of courses/programs that could

be impacted based on what information is changed in this proposal. This is for

informational purposes only. (Program data comes from DARS and Course data

from PeopleSoft.) Notifications for potential impacts go out once the proposal has

been released from College Review.

16. Review the items below the Potential Impacts frame to determine what needs to

be changed with the course.

The fields will show the current value, if applicable, for the course.

Mark the checkbox only for the field that needs to be modified.

17. After you select the checkbox, the field will expand and will provide additional

fields for entry. For example:

After you make the change, there are still several fields that

must be completed in order for the proposal to validate.

18. For a Change Course Proposal, you MUST select a Mode of Delivery.




19. For a Change Course Proposal, you MUST select a response in ALL of the

following fields:

If you select Yes for the first question, the General Education tab will

become active and you will be required to complete the tab.

If you select Yes for the TAG question (second question), the OTM & TAG

tab will become active and you will be required to complete the tab.

20. You must select the Yes radio button for the question, Has Course Outline

(courseOutline.doc) been attached?

Attach the Course Outline for the course PRIOR to submitting the course change

proposal. If the change you are proposing does not change the course outline

(syllabus), a course outline does not need to be submitted. However, you must

still select the Yes radio button to for the proposal to Validate.

21. If necessary, complete any changes on the Related Proposal, General

Education, Distance Learning, and OTM & TAG tabs.








Validate button.


under the tabs.



on the Validate button.


proposal in PDF.

25. When you are ready to move the proposal to the next step in the workflow, click

on the Submit button.

Note: Remember that all attachments must be uploaded before the proposal is

submitted.



window.

Select Yes to save the proposal or No to close the window and not save any

changes you made.




Delete a Course

This section will review the steps for creating a proposal for deleting a course.












frame.





8. Click on the link for Delete a Course.

9. In the Subject field, use the drop down to select the subject.

10. In the Course field, use the drop down to select the Course.





12. Confirm the course information in the Verify Course frame. Click on the OK

button if the information is correct.


Field Description







Field Description


Select the radio button for Yes or No. If Yes, a message will display and the Related Proposal tab will be activated for entry.

Summary Enter a brief Summary for why the course should be deleted. You can copy this data from another location, such as


Rationale Enter a brief Rationale for the deleted course. You can copy this data from another location, such as






In the Potential Impacts frame, you will see the courses/programs that could be

affected by the deleting of this course. Below, in the Course Information frame,

you can review pertinent information for the course.








Validate button.


under the tabs.





proposal in PDF.



window.


changes you made.






Withdraw a Proposal

As the Originator, you are able to Withdraw a proposal that you created. This would be

done if you want the proposal to stop moving forward in the proposal process. You can

only withdraw a proposal when the proposal is in the Activity of Originator Review.

Furthermore, once a proposal has been Withdrawn, it cannot be returned to an active

proposal.

1. Open the Proposal that you want to remove from the proposal workflow process.

This is done via the BPM Workspace.

2. In the Current Status field, use the drop down to select the option for Withdraw.

3. Click on the Submit button to complete the withdraw process.

4. The Proposal will now leave the Workflow and be entered into the Archives

(UCM)




Lesson 4: Program Proposal

This lesson will review the steps for creating a proposal for creating different types of

Program Proposals.

Add a New Program












frame.





8. Click on the link for New Degree Program.


Field Description





Select the radio button for Yes or No. If Yes, a message will display and the Related Proposal tab will be activated for entry. See page 84.

Summary Enter a brief Summary for the new program proposal. You can copy this data from another location, such as


Rationale Enter a brief Rationale (reason) for the new program. You can copy this data from another location, such as





10. Click on the Program Description tab.




11. The Program Description tab displays. Enter information as follows:

Field Description

Program Title Enter a Title for the new program that you are proposing.

Program Type Use the drop down and make a selection from the list. The choices you have are Associate, Baccalaureate, Masters, Doctoral and Professional.

CIP Code *Field is required at College Approval level.

The National Center for Education Statistics designed the CIP Code for tracking, assessment, and reporting of fields of study and program completion. You can enter keywords, such as Accounting, Mechanical Engineering, English and a matching list will appear. When you see the correct listing, select it from the dropdown to make the selection.

You can also click on the field name, which is a hyperlink, which will allow you to search the CIP Code website.

Delivery Sites Check all delivery sites that apply. Currently approved sites are listed.

Enter the bulletin description (not including courses)

Enter a bulletin description for the new program. Do not include courses in this description. They will be entered in another location.

State the minimum number of credits required for completion

Enter the minimum number of credits for the program.




Field Description

Please justify the number of credit hours (or change in credit hours)

Enter a brief justification for the proposed number of credits for the new program.

In addition to course requirements, describe other degree requirements

Enter any additional course requirements for the proposed program.




Course Group Entry Form (See page 66 for example)

Enter group header List Course Requirements, in Groups, as they would appear in the Bulletin. Specify the group, such as Elective, Core Requirements, etc.

Minimum credits required

Enter the number of credits required for the group just entered.

Include in Bulletin Check the box if the Group should be listed in the Bulletin.

Department Subject Code

Enter the subject code. You can enter keywords such as Marketing, Engineering, Education and a matching list will appear. When you see the correct listing, select the option from the list. You can also start to enter the corresponding subject code number, but ultimately you must select from the drop down list or the option will not be completed properly.

Course Number Use the drop down to select the appropriate course. New Courses that are already in another proposal in the system will be available for selection.

Operand Select AND if there are additional courses that need to be entered for this group.

Click on the Add Course button after each entry to add the course to the group. Keep doing this until all courses in the group have been entered.

Other Conditions Enter any additional conditions, apart from the courses in this edit box.

Click on the Add Group button to add the Group to the proposal. Note: You must add the group before adding a new header or moving on to another field. If you do not click on the Add Group button, your entry will be lost.

Repeat adding Groups as necessary.




Group Header Example:

In the Curriculum Proposal System:




Ultimate list would appear as follows:

Core Requirements – 14 credits

3350:100 Intro to Geography 3

3305:250 World Regional Geography 3

3350:310 Physical and Enviro Geography 3

3350: 320 Economic Geography 3

3350: 499 Career Assistant Program 2

Geotechniques Requirements – 12 credits

3350:305 Maps and Map Reading 3

3350:405 Geographic and Info Sys 3

3350:483 Spatial Analysis 3

3350:496 Field Research Methods 3

Planning Requirements – 9 credits

3350:433 Practical Approaches to Plan 3

3350:437 Planning Analysis & Proj Meth 3

3350:439 History of Urban Design 3

Planning Electives – at least 6 credits

3350:415 Environmental Planning 3

3350:422 Transportation System Pln 3

3350:432 Land Use Planning law 3

3350:438 Land Use Planning Methods 3

3350:460 Development Planning 3




12. Click on the Goals and Objectives tab.




13. Enter data for all the large edit boxes:

Describe in general the educational goals and objectives

Explain how the program will help achieve the goals / objectives of the University in terms of its role and mission

Identify any unique resources that make it particularly appropriate for the University to offer the proposed program

What are the benefits to the student

What are the benefits to the University

What are the benefits to the University System of Ohio and/or the Region

Note: You can copy this data from another location, such as Microsoft Word, and

paste into this field by using the Paste button. Use the other editing buttons

as needed.

14. Make a selection under the field, Are there similar programs offered, if

applicable.

If you select any of the above options, a large edit box will display for entry.




15. Select Yes or No for the field, Will this be a joint program?

If you select Yes, a new edit box will display for entry:

16. Continue entering data for the large edit boxes:

Specify any articulation agreements (direct transfer opportunities) with other institutions that will be in effect for this program

Describe career opportunities and/or opportunities for graduate / professional study available for person who complete the program

17. Answer the last two Yes/ No questions.

Indicate whether this proposal was developed to align with the standards of a specialized or programmatic accreditation agency.

Has this program or a similar program been submitted for approval previously?




18. Click on the Organizational Structure tab.

19. The Organizational Structure tab displays.

Enter descriptive text in the large edit boxes:

Describe the organizational structure of the proposed program. In your response, indicate the unit that the program will be housed within and how that unit fits within the context of the overall institutional organizational structure.

Describe the reporting hierarchy of the administration, faculty, and staff for the proposed program.

Describe the title of the lead administrator for the proposed program and a brief description of the individual's duties and responsibilities.

Describe any councils, committees, or other organizations that support the development and maintenance of the proposed program. Describe the individuals (by position) that comprise these entities, the terms of their appointment, and the frequency of their meetings.




20. Click on Student Enrollment tab.

21. In the first table, enter the projected number of Full time and Part time students

that will be enrolled in the new program for the first four years.

22. In the second table, enter the projected number of Full time and Part time

students that are currently in other programs, which will transfer into this

program. Project this data for the first four years.




23. Click on the Faculty tab.

24. The Faculty tab displays.

Field Description

Staffing Numbers frame

Provide the number of existing faculty available to teach in the proposed program.

Enter the number of Full-Time and Part-Time faculty members that would be available to teach for the proposed program.

Provide the estimated number of faculty that will be needed to teach in the proposed program.

Enter the number of Full-Time and Part-Time faculty members that would be needed to teach for the proposed program.




Matrixes frame (See Appendix A for Samples of the Faculty and Activities Matrixes)

Has the Faculty Matrix (facultyMatrix.xls) been attached?

You must answer Yes to the question in order to Validate and Submit the proposal. Remember to attach the file BEFORE you submit the proposal. See page 14 for instructions on adding attachments. The file name for this should be as follows:

facultyMatrix

Note: You can click on the header/link for Faculty Matrix Template to open an example of the document.

Has the Faculty Curriculum Vitae been attached?

You must answer Yes to the question in order to Validate and Submit the proposal. Remember to attach the file BEFORE you submit the proposal. See page 14 for instructions on adding attachments. The following naming convention should be used when uploading curriculum vitae's:

facultyCV_lastnamefirstinitial Examples: facultyCV_SmithM facultyCV_DoeJ Note: Faculty Vitae need to be attached for all faculty that will be teaching in the new program.

Has the Activities Matrix (activitiesMatrix.xls) been attached?


activitiesMatrix Note: You can click on the header/link for Activities Matrix Template to open an example of the document




25. Click on the Support Services tab.

26. The Support Services tab displays.

Enter descriptive text in the edit boxes for the different types of support services

that this new program would require:

Describe existing administrative services (e.g. admissions, financial

aid, registrar, etc) in place to support the proposed request.

Describe additional administrative services (e.g. admissions,

financial aid, registrar) needed as a result of the proposed request

and provide a timeline for acquiring/implementing such services.

Describe existing student services (e.g. career services, counseling,

testing) in place to support the proposed request.

Describe additional student services needed specifically for the

proposed request and provide a timeline for acquiring and

implementing such services.

Note: See Appendix G for more information.




27. Click on the Assessment tab.

28. In the Program Assessment frame, enter what measures will be used to assess

the new program.

In the Measuring Student Learning frame, enter what procedures will be used

to measure student learning in the proposed program.

29. Click on the Needs Analysis tab.




30. The Needs Analysis tab displays.

Answer the Yes/No questions at the top of the tab.

If you select Yes for any of the above questions, a new edit box will display with

a question that needs to be answered.

31. In the large edit box at the bottom of the tab, enter the plan to ensure

recruitment, retention, and graduation of underrepresented groups. (in the field,

What is the plan to ensure recruitment, retention, and graduation of

underrepresented groups?)

32. Click on the Mode of Delivery tab.

The Mode of Delivery tab displays.

Enter percentages in the edit boxes to indicate the type of instruction. Note that

the amounts must total 100%.




33. Click on the Funding tab.




34. The Funding tab displays.

Field Description

Funding Sources frame

Indicate how much funding support you anticipate receiving for this program from each of the following sources

Specify, as a percentage, the funding you anticipate obtaining from the listed categories such as the program college, department, other departments, other internal departments, and external sources. The list must total 100%.

Estimated Costs frame

One Time Costs Enter, in dollars, the estimated one-time costs over the first four years of the program.

Continuing (Annual Costs)

Enter, in dollars, the estimated costs that will continue annually over the first four years.

Describe any continuing savings in costs that will be realized by a better utilization of current resources (e.g. reassigning faculty, increased enrollment, shared advising, shared support staff, increased utilization of available research equipment, using GAs).

At the bottom of the tab, in the large edit box, enter an explanation for any additional savings.




35. Click on the Facilities tab.

Note: See Appendix G for additional information.




36. The Facilities tab displays. Enter information as follows:

Field Description

Office Space frame

Please estimate the number of offices required by faculty, staff, and graduate students

Enter the Current and Estimated numbers over the first four years of the new program.

Laboratory Space frame

Please estimate the laboratory space that will be needed:

Enter the Current and Estimated numbers over the first four years of the new program.

Please describe any special space considerations that should be taken into account (e.g. specialized lab stations, special cleaning and disposal considerations, treatment facilities, performance areas, etc).

Enter any additional space considerations that will be needed for the proposed program.

If new office or laboratory space is required, please include a timeline for acquiring such space.

Enter a plan/timeline for obtaining the new space.

37. Complete the Related Proposal tab, if applicable. See page 84 for details.








Validate button.


under the tabs.








proposal in PDF.

41. When no errors return, and you are ready to move the proposal to the next step

in the workflow, click on the Submit button.


submitted.



window.


changes you made.




Related Proposal

If you selected, Yes for the, Is this proposal related to another proposal? on the


completed for this proposal. Note that the related proposal must be in the Curriculum

Proposal System in order to add it on this tab.

1. Click on the Related Proposal Tab.

2. The Related Proposal tab displays. Enter information as follows:

Field Description


Select a Department


Select a Proposal The next field, Select a Proposal, will expand once a Department is selected. Select from the drop down the appropriate Proposal.


Click on the Add button to add the related proposal. You can add more than one related proposal, if applicable. The proposal will now be listed on the tab for referencing.




NOTE: “Change” Program Proposals

If a curriculum program/track/option/minor proposal is not deemed to have significant changes

the following fields on the following tabs can be marked “N/A” as long as these are not

changing. If there will be a proposed change to any of the following areas, they must complete

the information.

Faculty

Staffing Numbers

Matrices (not necessary to attach)

Assessment

Funding

Facilities

The University of Akron has the obligation to report significant institutional curricular changes to

the Board of Trustees, the Ohio Board of Regents, and the Higher Learning Commission.

Examples of significant change include, but are not limited to:

Initiation of new academic program(s), major(s), minor(s), certificate(s), track(s), or

option(s)

The addition of academic programs that require allocation of substantial financial

investment or resources, or any programs acquired from another institution

A change from clock to credit hours or a substantial increase or decrease in the number

of clock or credit hours awarded for successful completion of an academic program

(>30% change in clock or credit hours)

Offering a new program wherein 50% or more of the courses or credits in the academic

program are provided through the alternate delivery (e.g. online)

The initiation or expansion of distance or other education wherein 50% or more of the

courses or credits in one or more academic programs are provided through the alternate

delivery

The establishment of a campus or an additional location (e.g. adding a new location

similar to Lakewood, MidPoint, MCUC)

All additional Title IV eligible certificate or diploma programs that are not substantially

related to or derived from existing programs.

If 50% or more of the courses in the program were developed for the Certificate program

and are NOT derived from courses in existing Certificate or degree programs, then the

new certificate or diploma requires approval

The addition of academic program(s), including Title IV eligible Certificate programs not

related to existing degree programs, that represent a significant departure from

programs previously included in the institution’s accreditation

If you are unsure if your proposal is considered to be substantive, please do not hesitate to contact the Office of Academic Affairs.

Note: Fields can be answered N/A for

“change proposals” if the question does not

apply to the proposal.




Change a Program












frame.

7. Click on the link for Originator Review link for the new proposal.

8. Select the option for Change a Degree.




9. An Academic Plan will need to be selected.

In the Academic Plan field, use the drop down and select the plan that you are

proposing a change to. Click on the Submit button.

Click on the OK button to confirm.

10. The Summary tab displays.




11. On the Summary tab, enter information as follows:

Field Description





Select the radio button for Yes or No. If Yes, a message will appear and the Related Proposal tab will be activated for entry.

Summary Enter a brief Summary for the change degree proposal. You can copy this data from another location, such as

Microsoft Word, and paste into this field by using the Paste button. Use the other editing buttons as needed. This summary should be 100 words or less.

Rationale Enter a brief Rationale for the change in degree. You can copy this data from another location, such as










Field Description

Check the boxes below if this program change will be changing more than 50% of:

Select any of the checkboxes that apply to this program change.

This field is for information purposes only.

Program Title Enter a Title for the new program that you are proposing.

Program Type Use the drop down and make a selection from the list. The choices you have are Associate, Baccalaureate, Masters, Doctoral and Professional.

CIP Code The National Center for Education Statistics designed the CIP Code for tracking, assessment, and reporting of fields of study and program completion. You can enter keywords, such as Accounting, Mechanical Engineering, English and a matching list will appear. When you see the correct listing, select it from the dropdown to make the selection.





Field Description

Delivery Sites Check all delivery sites that apply. All approved delivery sites are listed.


Enter a bulletin description for the new program. Do not include courses in this description. They will be entered in other fields.


Enter the minimum number of credits for the program. Enter both the Current and Proposed number of credits.









Enter group header

List Course Requirements, in Groups, as they would appear in the Bulletin. Specify the Group, such as Elective, Core Requirements, etc.







Click on the Add Course button after each entry to add the course to the group.


Click on the Add Group button to add the Group to the proposal.

Repeat adding group headers, using the Operand of AND to add all courses that need to entered into the group.





15. The Faculty tab displays. Enter information as follows:

Field Description










Field Description



facultyMatrix Note: You can click on the header/link for Faculty Matrix Template to open an example of the document.


You must answer Yes to the question in order to Validate and Submit the proposal. Remember to attach the file BEFORE you submit the proposal. See page 14 or instructions on adding attachments. The following naming convention should be used when uploading curriculum vitae's:

facultyCV_lastnamefirstinitial Examples: facultyCV_SmithM facultyCV_DoeJ



activitiesMatrix Note: You can click on the header/link for Activities Matrix Template to open an example of the document.





17. The Assessment tab displays. Enter information as follows:

In the Program Assessment frame, enter what measures will be used to assess

the new program.











21. In the What anticipated change in funding is needed to support this change,

provide a description for any changes in funding that is foreseeable.





23. Enter the impact on facilities for the change in program in the What impact will

this proposal have on facilities? field.

24. Enter additional space requirements that will be needed in the How much

additional space do you anticipate? field.

25. Select the Yes or No radio button to answer the last question regarding

relinquishing any space.









Validate button.

The errors will be listed by Tab Name and then the Field. If there are required

fields that were not completed, an error panel will display under the tabs.


proposal in PDF.



window.


changes you made.




submitted.




Related Proposal







Field Description


Select a Department








New Track












frame.


Select the option for New Track.





Enter information as follows: Field

Description











Enter information as follows: Field

Description


Microsoft Word, and paste into this field by using the Paste button. Use the other editing buttons as needed. This rationale should be 100 words or less.






Field Description

Track Title Enter a title for the new track that you are proposing.

What degree program will this be associated with, if any?

Use the drop down and make a selection from the list.


You can also click on the field name, which is a hyperlink, which will allow you to search the CIP Code website

Delivery Sites Check all delivery sites that apply.


Enter a bulletin description for the new track. You can copy and paste text into this field. Do not include courses in this description.


Enter the minimum number of credits for the track.




Field Description

State the maximum number of credits required for completion

Enter the maximum number of credits for the track.


Enter a brief justification for the proposed number of credits for the new track.

What are the admissions requirements

Enter any admissions requirements for the new track.


Enter any additional course requirements for the proposed track.





Enter group header

List Track Requirements, in Groups, as they would appear in the Bulletin. Specify the group, such as Elective, Core Requirements, etc.















Enter data for all the large edit boxes:









as needed.





applicable.
























19. In the first table, enter the projected number of Full time and Part time

students that will be enrolled in the new track for the first four years.









Field Description

Will the college / department need to identify additional faculty to offer the proposed program?

Select the Yes or No radio button.



Enter the number of Full-Time and Part-Time faculty members that would be available to teach the proposed track.


Enter the number of Full-Time and Part-Time faculty members that would be needed to teach the proposed track.




Field Description

Matrixes frame (See Appendix A for Samples of the Faculty and Activities Matrices)
















that this new track would require:















26. In the Program Assessment frame, enter what measures will be used to

assess the track.

In the Measuring Student Learning frame, enter what procedures will be

used to measure student learning in the proposed track.










recruitment, retention, and graduation of underrepresented groups. (in the

field, What is the plan to ensure recruitment, retention, and graduation of




Enter percentages in the edit boxes to indicate the type of instruction. Note

that the amounts must total 100%.








33. The Funding tab displays. Enter information as follows:

Field Description



Specify, as a percentage, the funding you anticipate obtaining from the listed categories such as the program college, department, other departments, other internal departments, and external sources.


One Time Costs Enter, in dollars, the estimated onetime costs over the first four years of the program.


Enter, in dollars, the estimated costs that will continue annually, in the next four years.


At the bottom of the tab, in the large edit box enter an explanation for savings.









Field Description

Office Space frame


Enter the Current and Estimated numbers over the first four years of the new track.





Enter any additional space considerations that will be needed for the proposed track.







37. If you are ready to save the proposal, but you ARE NOT ready to submit, click

on the Save/Close button.

Click on the Yes button. This will store the proposal in the system for future

use.


Validate button.


under the tabs.




39. To print the proposal, click on the Print button. A new window will open with

the proposal in PDF.



window.





changes you made.

41. When you are ready to move the proposal to the next step in the workflow,

click on the Submit button.

Note: Remember that all attachments must be uploaded before the proposal

is submitted.




Related Proposal







Field Description


Select a Department




Click on the Add button to add the related proposal. You can add more than one related proposal, if applicable. The proposal will now be listed on the tab for referencing




Change a Track

See page 85 for information about Change Program Proposals.












frame.


8. Select the option for Change a Track.













Field Description


















Field Description




Track Title Enter a Title for the new program that you are proposing.








Field Description







Enter the maximum number of credits for the program. Enter both the Current and Proposed number of credits.



What are admission requirements?

Enter admission requirements for this track.







Enter group header








Click on the Add Course button after each entry to add the course to the group. Continue to add courses, as necessary.









Field Description

Will the college/ department need to identify additional Faculty to offer proposed program?

Yes or No







Field Description


















What assessment data/ evidence is available to support this proposal (i.e.

how have you used this data and what is the basis for this change)?

Describe any changes to procedures to be used to measure student

learning in the proposed program.





























Validate button.




proposal in PDF.



window.


changes you made.




submitted.




Related Proposal







Field Description


Select a Department








New Certificate












frame.


Select the option for New Certificate.





9. Enter information as follows:

Field Description















Field Description

Certificate Title Enter a title for the new certificate that you are proposing.



Certificate Type Undergraduate or Graduate




Field Description









Enter the maximum number of credits for the track.




Field Description









Enter group header

























as needed.





applicable.

























that will be enrolled in the new track for the first four years.









Field Description











Field Description




facultyMatrix






























the track.



























Field Description















Field Description

Office Space frame









Field Description













Validate button.


under the tabs.





proposal in PDF.



window.


changes you made.




submitted.




Related Proposal







Field Description


Select a Department








Change a Certificate













frame.


8. Select the option for Change a Certificate.













Field Description















Field Description

Certificate Title Enter a Title for the new certificate that you are proposing.



Certificate Type

Undergraduate or Graduate




Field Description







Enter the minimum number of credits for the certificate. Enter both the Current and Proposed number of credits.


Enter the maximum number of credits for the certificate. Enter both the Current and Proposed number of credits.




Field Description









Enter group header

















Field Description


Yes or No







Field Description






facultyMatrix













































Validate button.




proposal in PDF.



window.


changes you made.




submitted.




Related Proposal







Field Description


Select a Department








New Minor












frame.


Select the option for New Minor.





9. Enter information as follows:

Field Description















Field Description

Minor Title Enter a title for the new minor that you are proposing.



Minor Type Select from the drop down Associate, Baccalaureate, Master, Doctoral or Professional




Field Description
















Enter group header










Click on the Add Group button to add the Group to the proposal. Add additional groups, as necessary.















as needed.





applicable.

























that will be enrolled in the new track for the first four years.









Field Description











Field Description

































the track.



























Field Description















Field Description

Office Space frame






Please describe any special space considerations that should be taken into account





Field Description

(e.g. specialized lab stations, special cleaning and disposal considerations, treatment facilities, performance areas, etc).











Validate button.


under the tabs.





proposal in PDF.



window.


changes you made.




submitted.




Related Proposal







Field Description


Select a Department








Change Minor













frame.


8. Select the option for Change Minor.













Field Description















Field Description




Minor Title Enter a Title for the minor that you are changing.






Field Description

Minor Type Associate, Baccalaureate, Maters, Doctoral or Professional.















Field Description


Enter group header










Click on the Add Group button to add the Group to the proposal. Add additional Groups, as necessary.







Field Description


Yes or No







Field Description






facultyMatrix













































Validate button.




proposal in PDF.



window.


changes you made.




submitted.




Related Proposal







Field Description


Select a Department








Lesson 5: Filters in BPM Workspace

Using Filters in the Curriculum Proposal System Filters can be used to adjust the listing of proposals in the BPM Workspace. Furthermore, filters can help you locate proposals that may not automatically appear in your Inbox because they are in an Activity that you are not a member of.

Creating a Filter to see all proposals in a specified College:

1. Click on Show filters link.

2. Click on the Select All Processes arrows to select all available processes

for the filter.

3. Below the Processes frame, there is a Conditions frame:

4. In the first field, Conditions, use the dropdown to select the criteria for the filter.

Select Description.




5. Click on the Add condition link.

The Condition fields are now available:

The Description is the proposal number so you can search on any of the

components of the number.

6. In the blank edit box, enter all or part of the College Code. This will list all

proposals in the specified College, regardless of where they are in the Workflow

Process.

College Codes:

EDUC

SUMM

BUS

PROV

CHP

A&S

POLY

ENGR

SUMM

WAYN

If you want to be more specific in your search (limit the number of proposals that

display) you can also use the Department Code or if you are looking for a specific

proposal, the proposal number.

7. Click on the Apply Filter button. The Inbox will update.

Proposal Number Department code College Code




8. If this is a view that you would like to use multiple times, click on the

button.

Enter a name for the View in the Label field and click on the Save button.

To use this saved view at a later time, use the View dropdown in the top left

corner of the Inbox and select the name of the view you created.

9. To view a proposal, in an Activity that you are not a member of, click on the drop

down arrow in the far right column for the proposal and select Read Proposal.

You will not have a link to open the proposal in this type of situation.

Note: Remember, you will only be able to open a proposal if it is in an Activity

you are able to see based on your Role in the Curriculum Proposal System. If the

proposal is listed, but there is not a link in the last column, this simply means that

you are not able to open the proposal at that current Activity and you are just

able to see that it is in the system and at what Review (Activity) the proposal is

currently at.




Lesson 6: UCM – Proposal Archives

Proposals will be in the Archive once they have completed the workflow process, have

been rejected, or at the point when a proposal has been withdrawn from the Curriculum

Proposal System. Proposals that were entered into the New Curriculum Proposal

System will be in the Feb 14th, 2011-Present area and any proposal entered in the old

system can be found in the 1999-February 14th, 2011 area.

Accessing the UCM




2. Click on the link for which will allow you to search for

proposals in the new Curriculum Proposal System.

Note: To locate proposals located in the old system, you can click on the link for.





Open an Archived Proposal

Open an Archived Proposal

1. Click on the link, under Archived Proposals for Feb 14th, 2011- Present.

2. You can use key words to narrow the search. In the search field, attached to the

Quick Search button (in the top right corner of window), enter a keyword such as:

If you know the Originator? Enter the first name of the person.

Do you know the College? Enter the abbreviation of the college, for

example: A&S, BUS, POLY, WAYN

Do you know the proposal number (or the last 4 digits)?

3. After you enter criteria in the field, click on the Quick Search button.




Note:

Note the Title of the entries. The Proposal Report is the pdf of the proposal and

you will also see items such as facultymatrix (Faculty Matrix), syllabus,

facultyCV_LastNameFirstInitial (Faculty Curriculum Vitae), etc. These are the

names of the files that were attached during the proposal entry. If you see

“Other” this means, the Originator did not use the proper naming convention for

the file when attaching it to the proposal. You will have to open the attachment to

determine what information it is providing.

4. Click on the link in the ID column to open the file.




Appendix A: Faculty & Activity Matrix

The Faculty Matrix is required for Program Proposals. On the Faculty tab, you must

select the Yes radio button for the field, Has the Faculty Matrix been attached? The

file name should be:

facultyMatrix

The Activity Matrix is also required for Program Proposals. On the Faculty tab, you must

also select the Yes radio button for the field, Has the Activities Matrix been attached?

The file name should be:

activitiesMatrix

The Faculty Matrix and Activities Matrix will be available on the Provost’s website.

Faculty Matrix

Activity Matrix




Appendix B: Preview the Proposal from the BPM Workspace

If a proposal is in the Work Items list, you can preview the proposal from the Work Item

Detail frame at the bottom of the BPM Workspace window. This is a method that can

help you quickly review a proposal without fully opening the proposal in a new window.

1. Return to the BPM Workspace.

2. Select the proposal from the Work Items. To do this, click on the proposal in the

Description column to active it.



3. Click on the arrow button, as circled above.

The Expand

button needs to

be expanded




4. The Work Item Detail will expand and display the proposal tabs.

5. You can review the proposal from this view by clicking on the tabs to read the

data.

Note: If you are at an Activity in the workflow where you are able to make changes

or update a status you can make those adjustments from this preview.




Appendix C: Mozilla Firefox- Pop-up Blocker

Pop-up Blocker in Firefox

If you are using Mozilla Firefox as your Internet Browser, you will need to make a setting

change to allow for pop-up from The University of Akron’s website. You only need to do

this one time. If you do not allow for this setting, proposal pages will not display.

1. Open Firefox.

2. From the menu select Tool, Options. Click on the Contents tab.

3. Click on the Exceptions button to the right of the Block pop-up windows

checkbox.




4. The Allowed Sites- Pop-ups box displays.

5. In the Address of web site field enter:

uakron.edu Then, click on the Allow button.

6. In the Address of web site field enter:

uanet.edu Then, click on the Allow button

7. Click on the Close button.

8. Click on the OK to close the Options box.




Appendix D: Creating Filters in Outlook Email

You can create a filter in Outlook to automatically move incoming emails from the

Curriculum Proposal System into a specified folder. If you create the folder, you will

need to make sure that you open the folder on a regular basis to be certain you do not

miss any proposal deadlines. This is just a tool to organize the messages from the

system in your Outlook Inbox.

1. In your Outlook Inbox, right click over the Mailbox in the Navigation Pane.

2. From the short menu, select the option for New Folder.




3. Give the folder a name, such as Curriculum Proposal System. Click on the OK

button.

4. Now, a rule needs to be created to send all messages to the new folder. From

the menu select Tools, Rules and Alerts.




5. Click on the New Rule button.

6. In the Stay Organized area, make sure Move messages from someone to a

folder, is selected.

7. In the Step 2 frame, at the bottom, click on the link for people or public group.

In the From field, enter [email protected]





9. The Rules Wizard returns.

The address you just entered will now show in Step 2.

10. Click on the specified (folder) link so that you can choose the folder you created.




11. Click on the Curriculum Proposal System folder (or whatever folder you created

in earlier steps). Click on the OK button.

12. Click on the Next or Finish button.




13. The Rules and Alerts box displays again.

Click on the OK button.

14. Now, when a new message comes into your Inbox from the Curriculum Proposal

System, it will now automatically be filtered (or sent) to the specified folder. You

will need to open that folder to get the message- it will not be delivered to your

Inbox.




Appendix E: Samples of Printed Proposal (PDF)

Printing a proposal from the Curriculum Proposal System is done by clicking on the

Print button in the top right corner of the proposal entry pages. The proposal must first

be saved to the system before it can be printed.

Below is a sample of what a printed proposal will look like:

You can print the proposal by clicking on the Print button. You can also review

the proposal by using the vertical scroll bar to advance through the pages. As an

alternative, you can also use the Next and Previous Page buttons.




Appendix F: Opting In – University Wide Review Notification

Any member of the Campus Community can review curriculum proposals. Only those

that opt-in, will receive email notifications as to when a new proposal enters UWR. You

can opt in via the Landing Page for the Curriculum Proposal System.




2. Click on the link for OPT-IN under the heading Notification Options.

3. Click on the Send button.





Appendix G: Administrative Services & Capital Planning Guidelines

Standard Administrative Services

We have developed a robust infrastructure and staffing with respect to administrative

and technological services and its use in the learning experience, including: Academic

Advisement Center, Accessibility, Adult Focus, bookstore, Career Management,

Computer Based Testing, Counseling Services, Financial Aid, inclusive excellence, iTunes

U, Library, scholarship resources, Zip support, writing lab, instructional services, virtual

student authentication, and virtual office hours.

Academic Advisement Center - The Academic Advisement Center is available

to educate, advocate, and empower students to make effective academic

and career decisions. Distance students can contact an advisor online or via

phone.

Accessibility - The Office of Accessibility provides reasonable accommodations

and resources to students with disabilities in order to promote student success in

the university environment. It should be noted, that all courses use a universal

design so that there are no barriers for modification of software or hardware.

Adult Focus is an academic support service for adult learners. Any student,

regardless of age, whose primary life roles and responsibilities exist independent

of the University and take precedence over the role of student in times of crisis or

stress is considered to be an adult student. The office provides resources via

electronic media.

Bookstore – Distance students can purchase books through UA's online

bookstore.

Career Management - The Center for Career Management offers a variety of

services to students and alumni, from personalized services to career-related

events and electronic resources.

Computer Based Testing - The Office of Computer Based Assessment &

Evaluation provides services in the deployment of online tests, surveys and

assessments.

Counseling Services - The counseling services site provides electronic resources

and videos for study skills and test taking skills, and for career development.

Financial Aid - The electronic resources on the Financial Aid website help to

simplify the financial aid process and answer many frequently asked

questions. Phone counseling services are also available.

Inclusive Excellence - The Office of Inclusion and Equity directs the University’s

outreach efforts to support a diverse population of students, faculty, staff and

community members. The office provides a variety of resources on its website

including opportunities for personal enrichment.

iTunes U - This service will allow students to easily subscribe to and download

podcasts of audio and video content to supported portable devices or personal

computers for listening or viewing anytime and anywhere.

http://www.uakron.edu/advising/mission.php

http://www.uakron.edu/access/

http://www.uakron.edu/uaaf/

http://uakron.bncollege.com/webapp/wcs/stores/servlet/TBWizardView?catalogId=10001&storeId=19072&langId=-1&level=1

http://www.uakron.edu/ccm/index.php

http://www.uakron.edu/its/learning/cbae/index.php

http://www.uakron.edu/counseling/

http://www.uakron.edu/finaid/

http://www.uakron.edu/ie/index.dot

http://itunesu.uakron.edu/




Library – Students can search electronic journals, periodicals, books, magazines,

and to also contact a librarian. These tasks can all be accomplished using UA's

online library.

Orientation - An online student orientation helps students understand what it

means to be a successful online student. The orientation offers students

opportunities to explore the topics in an actual online course hosted in

Springboard! The orientation also provides students with an opportunity to

practice using all Springboard! tools.

Scholarship Resources – The Scholarship Resources website provides links to a

large selection of scholarship opportunities for UA students.

Support - The Zip Support Center (commonly known as a Help Desk) provides a

wiki that is continually being updated with new articles and web-based tutorials

to assist students with technical questions. Students can also submit an online

support request for any technical problem encountered while using Springboard!

or any of the university electronic resources.

Writing Lab - The Writing Lab provides a selection of helpful electronic writing

resources including style guides, electronic texts and writing handbooks, literary

resource, ESL resources, and an electronic grammar hotline.

Instructional Services

Instructional Services provide instructional design, development, delivery,

evaluation, and support services to faculty, staff and students in order to meet

the educational needs of the university community. At this time, online course

delivery and distance services are fully operational and no additional facilities,

hardware, services, or faculty are needed to offer the degree fully through

distance methods.

OhioLink

The Ohio Library and Information Network, OhioLINK, is a consortium of 88

Ohio colleges and university libraries, and the State Library of Ohio, that

work together to provide Ohio students, faculty and researchers with the

information they need for teaching and research.

Virtual Student Authentication

The following is a checklist of procedures to verify the identity of students

participating in distance education program activities:

Each student upon acceptance is given an identification number and

student id.

Instructors check the name and id number of an online student participating

in an online activity against the class list.

At the beginning of each class students are asked to identify themselves and

to also upload his or her picture to the class site.

If any concerns are raised from student participation and/or work products

(e.g., from discussions, homework submissions, and/or final project), the

instructor will contact the student directly and discuss those concerns.

Virtual Office Hours

UA has adopted Elluminate as a web-conferencing solution and its use is being

piloted in a variety of contexts, including online courses. It holds promise as a

robust tool for online delivery.

http://www.uakron.edu/libraries/

http://www3.uakron.edu/externalscholarships/resources.htm

http://support.uakron.edu/wiki/index.php/Main_Page

http://www.uakron.edu/colleges/univcoll/writinglab.php




Capital Planning General Guidelines

Please note the information below is for general guideline information only.

Private offices:

Faculty and contract professionals: 150 sq. ft.

Shared offices: modular in nature

75 sq ft

2:1 ratio

Classroom Size: 20 sq ft per student station

200 students – 4000 sq ft

200+ auditorium delivery: 15 sq ft per

student

Laboratory Space: dependent upon function and type




Appendix H: Time Frames & Dates




Appendix I: Opening a Proposal in Read Only Mode

If another user has the proposal open, you cannot open the proposal in a way that will

allow you to take any kind of action. You can, however, open the proposal in a Read

Only mode which will still allow you to open and read about the selected proposal.

1. In the BPM Workspace, you will know a proposal is opened by another user, if

there is not a link in the last column.

2. Click on the drop down arrow, in the far right, in the last column (to the right of

Select action).




3. Select the option for Read Proposal.

4. The proposal opens in Read Only and this is indicated at the top of the page,

centered below the proposal number.

Remember, that in this mode, you are unable to do any kind of update to the

proposal (comments, objections, updating status).




Co

llege

Rev

iew

Appendix J: College Workflows

*Arts & Sciences

Department Review Actions: Recommend Change

(goes back to Originator) or

Approve (2 weeks)

College CRC Review Actions: Recommend Change


Approve (2 weeks)

BCC Review

Actions: Recommend Change


Approve (2 weeks)

Institutional Reviews

College Review (Dean) Actions: Recommend Change


Approve (2 weeks)




Co

llege

Rev

iew

*College of Business Workflow

Department Review



Approve

Undergraduate or Graduate CCC Review



Approve

Undergraduate or Graduate Faculty Review



Approve


College Review (Dean)



Approve




Co

llege

Rev

iew

*College of Education Workflow

Department Review Actions: Recommend Change (goes back to Originator) or

Approve

(2 week notification cycle)

Dean Review

Actions: Recommend Change (goes back to Originator) or

Approve


Undergrad or Grad CRC Review Actions: Recommend Change (go back to Originator) or

Approve


College Council Review Actions: Recommend Change (go back to Originator) or

Approve


Final College Release Action: Approve or Recommend Change (go back to

Originator)




Co

llege

Rev

iew

*College of Engineering Workflow

Department Review



Approve

UCC or GCC Review



Approve

Faculty Review



Approve





Approve




Co

llege

Rev

iew

*CHP Workflow

School Review



Approve

(2 week reminder)

CC Review (Curriculum Committee)



Approve

(2 week reminder)




Approve

(2 week reminder)





Co

llege

Rev

iew

*College of Polymer Science Workflow

Department CC Review



Approve

Department Faculty Review



Approve

College Faculty Review



Approve


Dean Review



Approve




Co

llege

Rev

iew

*Summit College

Department Review



Approve

College CRC Review



Approve

Faculty Review



Approve


College Review



Approve




Co

llege

Rev

iew

*Wayne College Workflow

Department Review



Approve

CWG Review



Approve

Faculty Review



Approve





Appendix J: Audit Trail via BPM Workspace

There may be times when you want to see when a person worked on a proposal or you

just want to review the dates the proposal moved to different Activities in the process.

You can get general information about a proposal by using the Audit Trail.

1. Return to the BPM Workspace.

2. Select the proposal from the Work Items. To do this, click on the proposal once in

the Description column to active it.



3. Click on the Audit Trail tab.

The Expand

button needs to

be expanded




4. After you click on Audit Trail, additional information will display.

5. The Work Item Detail will now list the Activities for the proposal. If you want to

find additional information at a certain Activity level, you can click on the Expand

button to the left of the Activity.

6. The selected Activity will expand:

You can expand all Activity levels by clicking on the Expand all button.

Documents

Table of ContentsCourse Overview CPS, or the Curriculum Proposal System, is an automated workflow system, based on the Oracle BPM (Business Process Management) Workflow Tool, which