User Guide for Pathway Administrators€¦ · • Credit Policy Override PATHWAY HEADERS The Pathway Header tab is viewed first when creating a Pathway. ... Awards can also be edited

User Guide for Pathway Administrators

Publication Date: May 8th, 2018


Copyright © 2018 AcademyOne, Inc. All rights reserved. The information in this document is proprietary and confidential. No

part of this document may be disclosed in any manner to a third party without prior written consent. Page 1 of 31

Contents PATHWAY ADMINISTRATOR OVERVIEW ....................................................................................................... 2

LOGGING IN................................................................................................................................................... 3

DASHBOARD .................................................................................................................................................. 4

CREATING PATHWAYS................................................................................................................................... 6

PATHWAY HEADERS .................................................................................................................................. 6

PATHWAY MAPS ..................................................................................................................................... 10

CREDIT POLICY OVERRIDES ..................................................................................................................... 16

APPROVING PATHWAYS.............................................................................................................................. 20

PUBLISHING PATHWAYS ............................................................................................................................. 23

VIEWING DRAFTS ........................................................................................................................................ 24

EDITING PATHWAYS .................................................................................................................................... 26

REVIEWING PATHWAYS .............................................................................................................................. 29




PATHWAY ADMINISTRATOR OVERVIEW Pathway Administrators can create, manage, and publish Pathways in the P360 system. Pathways can

then be followed by Learners and used to submit Pathway Petitions.




LOGGING IN From your browser, navigate to the application’s log in page and click Use My 360 Username and

Password to Log In.

On the next page, enter your username and password and select Log In to sign into your account.




DASHBOARD Pathways can be created and managed from the Pathway Dashboard. Select the Pathway Dashboard

link from the Pathways dropdown menu, or select Pathways from the Quick Links menu on the right.

Pathways are listed in the dashboard in three tabs.

• All Pathways: lists all Pathways in the system

• Waiting for Approval: lists Pathways that have been submitted and must be approved before

they can be published.

• Pathway Review: lists Pathways that are scheduled to end or have a Pathway Review Date set

within a certain time, which must be reviewed.







CREATING PATHWAYS To create a new Pathway, select Create Pathway in the Pathway Dashboard.

Pathway creation and editing is separated into three tabs:

• Pathway Header

• Pathway Map

• Credit Policy Override

PATHWAY HEADERS The Pathway Header tab is viewed first when creating a Pathway. The Pathway Header contains the

basic internal and external information about the Pathway, such as Program applicability and time

frame. In the Pathway Definition and Applicability section, you will enter the Applicable Program,

Source Provider, Type, Formality, Standard/Non-Standard and Start Date information for the pathway.

You may optionally enter information for additional Programs, Academic Division, Basis of Credit,

Review Date, and End Date information.




Pathway Internal Information allows you to enter an Internal Title and Record Management Id for the

Pathway in addition to Internal Description and Internal Notes. This information is displayed to back

office users of the system, but is not available to public users.

Pathway External Information is displayed to public users when searching or following Pathways. Here

you may enter an External Title and Identifier. You may also enter an External Description and Notes.




Pathway Additional Information allows a Study Plan for the pathway to be added in addition to

Keywords used in the search for Pathways. These are both optional.

Files, such as Agreement Documents, may be added to the Pathway. Select Add File.

Then, choose a file using the Add File dialog, then click Begin Upload.

Pathway Contacts can be added by selecting Add Contact.

The contact details can be entered in the window. Visibility determines if the contact information is

available internally only or externally also. Once the information is entered, select Add Contact to

Pathway.




Contacts can then be edited using the Edit button next to the contact name.

Signatories for both the target and source institution can be added by selecting Add Signatory under

Finalization.

In the Add Signatory window, first enter the Signatory information. This includes the Name, Association

(Provider they are associated with), Title, Contact Role, Email Address and Phone Number. Then enter

the Sign-off information which includes the Sign-off Date, Signatory Method, Outcome and any Sign-off

Notes.




Added signatories can be edited by clicking the Edit button next to the signatory names.

To finish creating the Pathway select the Create Pathway button.

PATHWAY MAPS The Pathway Map tab allows for the details of the Pathway’s Requirements and Awards to be entered.




Pathway Requirements are added by selecting Add Requirement. Requirements can be added as

Learning Units, Learning Levels or Text.

If entering the requirement as a Learning Unit, begin typing in the Learning Unit text field and select an

entry from the typeahead list. After choosing a Learning Unit, select Add Requirement to Pathway. You

can designate if the requirement is Searchable for anyone searching for Pathways. Sort order will also

be predetermined by the order the requirements are entered; to change this, adjust the number in Sort

Order to reflect the order desired.




Requirements by Learning Level specifies a minimum level of prior learning as a requirement. If adding a

Learning Level, add the Level of Study and, optionally, Field of Study. Like Learning Units, you can select

if the requirement is Searchable and its Sort Order.




Requirements by Text provides the ability to enter a text description for the requirement in the

Requirement Text Field. Sort Order and whether the requirement is Searchable can also be changed.




Awards can be entered by selecting Add Awards under Pathway Awards. Awards can be entered as

Learning Units or Text. A Minimum Earned Quantity Measure and Maximum Earned Quantity Measure

must also be entered, in addition to a Sort Order.




Conditions for the award may be specified by selecting Yes or No from the condition radio buttons.

There is a dropdown menu of recently used conditions (for the current Pathway) that can be selected or

a new condition can be added as a Learning Unit, Learning Level or Text.

Awards can also be edited or deleted by selecting Edit Award or Remove Award using the dropdown

menu next to the award.




CREDIT POLICY OVERRIDES If the amount of awardable credit exceeds the applicable Program’s Credit Policy, a Credit Policy

Override must be entered. This is indicated by a highlighted Credit Policy Override tab and exclamation

point icon. Select the Credit Policy Override tab.

Select Add Override next to the program name.

In the window, enter an Approval Code, Reason and Approval Method. Optionally, you may enter

Approved By, Approval Date, Reason Notes and additional Programs.




All details of the override may be edited by selecting Edit Override next to the Program’s name.

Edit any information for the Credit Policy Override, then select Update Credit Policy Override.




An override can be removed from the Pathway by clicking Unset Override next to the program name.

Once the Pathway complies with the Program’s Credit Policy, or a Credit Policy Override has been

added, the Pathway can be submitted for approval by selecting Submit for Approval from the Actions

dropdown menu. If your account has the necessary permissions, you can Submit and Publish

Immediately without need for additional approval.

If submitting for approval, view the pathway submission information in the popup and click Submit and

Request Approval. This will allow the pathway to be reviewed and approved by a user with permission

to do so.







APPROVING PATHWAYS To approve Pathways, navigate to the Waiting for Approval tab on the Pathway Dashboard. Then select

Edit next to the Pathway’s title.

There is a notification that the Pathway may not be changed until the review is complete.

Review the information in the draft of the Pathway.




Once the review is complete, you must make an Approval Decision. Select Make Approval Decision from

the Actions dropdown menu.

You may choose to either Approve or Reject the Pathway. If approving, you may publish it by checking

Publish Pathway Immediately if your account has the necessary permission. Select Submit Decision

after choosing to Approve or Reject the Pathway.

If the Pathway is rejected, it is available to be edited from the All Pathways tab and then resubmitted for

approval.







PUBLISHING PATHWAYS Newly created and approved Pathways, as well as Pathways with newly approved drafts, must be

published to make the new or updated Pathway available within Pathway searches and the Learner

Center. Select Publish from the dropdown menu in the All Pathways tab.

Select which version should be published using the radio buttons next to the desired revision of the

pathway. Then select Publish Selected Pathway Revision.




VIEWING DRAFTS Drafts of a Pathway can be viewed by selecting View Current Draft from the dropdown menu in the

dashboard.

If a pathway has newer drafts that have not yet been published, a notification of such is displayed near

the top of the page.




Near the bottom of the page, the Revision History section contains a list of all revisions of the pathway

by Version Number, along with their Status and date Last Updated. The currently published version is

highlighted. To view other versions, select their Version Number.




EDITING PATHWAYS To edit a Pathway, select Edit Pathway from the dropdown menu in the Pathway Dashboard. The same

submission and approval process pertains to edited Pathways.

All Pathway information, except the Source Provider or Group, can be edited.

To save changes, select Save Pathway. You may optionally preview the edits by selecting Preview

Pathway Updates next to the button to save.




If there is a published version of the Pathway, you also have the option to view the published Pathway

by selecting View Published Pathway next to the Preview Pathway Updates link and expanding the

dropdown menu.

After saving updates, you can submit the pathway by clicking Submit for Approval in the Actions

dropdown menu. If your account has the necessary permissions, you may choose to Submit and Publish

Immediately, without the approval process.

If submitting for approval, specify the Degree of Change. Based on this, a new version number will be

issued for the pathway. When finished, select Submit and Request Approval.







REVIEWING PATHWAYS Pathways are flagged for review if they have an approaching End Date or Pathway Review Date. These

Pathways are automatically placed in the Pathway Review tab.

Pathways to review are grouped by date and event. The Event Date and Description of the event which

generated the review, and the Affected number of Pathways are displayed for each of these records.

Select Review.

Event Details are displayed, showing when the event occurred, the Event Type, Event Date and Affected

Pathways. Affected Pathways are displayed below, where their information can be reviewed.




If no changes are needed, select Remove from Review.

Confirm by selecting Remove from Review.




To edit the Pathway, select Edit. This brings the Pathway to the Edit page, where updates can be made.

The same submission and approval process pertains to edited Pathways.