Pilot Training March 26, 2012

Background What is Testudo CM? – Replaces current VPAC proposal system – Web application that integrates with SIS – Automates workflow – First step in SIS modernization using Kuali Who uses it? – Everyone in the course proposal process – Pilot colleges first, then the whole University

Pilot An unfinished but workable product released in order to get early feedback. Newly discovered problems or enhancements will be collected and prioritized and worked on throughout the year. Particular problems and enhancements that already have been discovered will be fixed or added to the system throughout the pilot. New ways of handling some course issues need to be understood. Some of these issues will require review by the department to ensure quality.

Demonstration Training environment: (requires users to log in to VPN) A feedback form has been developed to provide comments on the system: WXU0MGNKUHc6MQ

This Page is known as the “Landing Page.” Changes will be made to make this page to reflect actions user will want to take (for example, “Modify a Course.” The ability to Retire (VPAC’s current Delete a Course” action, will be added after the pilot phase.

To modify a course, first find the course with the browse or find option.

Course Search Screen

Search Results: Note that all courses, including those that have been retired (deleted), will be retrieved.

There are three Course View Screens Version History: View previous versions of courses (based on SIS information). Information is limited to SIS’s capacity (i.e., no previous descriptions or rule statements).

Version History: Lists all versions of course. Indicates which version is active and when the version started. Superseded versions indicate when version ended. You can select two versions to see a side-by-side comparison.

Retired Courses: Course status indicates if a course is retired (no longer active). An end term should be visible for any retired course. A retired course cannot be modified, but a user can copy the retired course information into a new course proposal.

Course Action Drop Down Menu: Allows you to modify course or copy information into a new course proposal.

After modifying information, summary screen highlights all changes to original course.

Also will indicate any fields that are required for the proposal (marked with an asterisk), such as the start date.

Once you are ready to submit your modified proposal, select “Submit Proposal” from Proposal Action Menu.

Different ways to navigate between screens. For new course proposals, select “Create a Course.”

Options available for creating a course.

Some VPAC website elements have been refined in meaning: Cross-list: Courses must be at same level with same description & title Jointly (was “shared”): courses at undergraduate level and graduate level. “Formerly” & “Credit Will Only be Granted For” will remain. Proposal Title: Will help you find proposal later. Course Prefix & Number are required to submit proposal.

Additional Information: Helpful but not essential information for the course: Information that was listed in the course requisite area but not having to do with the course. Optional!

Course Prefix: Determines the Approval Route for the Proposal (linked to OIT’s data table of official campus units).

Current Elements in VPAC form that are now grouped differently.

Allows for Fixed or Variable Credit Allows for Standard Semester or Non- Standard Term

The Contact Hour “Widget.” Information collected in VPAC form but designed to provide more information to user, such as when contact hours do not add up to indicated number of credits. Still being refined.

System will let you know if the hours are not enough for the specified number of credits. Please note: For existing courses, this data is not currently kept in SIS and so is being entered in the system based on VPAC or SIS data.

Learning Outcomes are typically required for new course proposals by VPAC. In Testudo CM Learning Outcomes can be stored and reused (you can search for them). They can also be categorized. Since this is more functionality than we are used to in regard to learning outcomes, more conversation is needed in VPAC to determine the best use of categories, which are optional. If you want to make categories specific to your own department or program, we suggest indicating your college and department/program in the category.

Searching for Learning Outcomes

Please note: For some existing courses, learning outcomes were imported from the VPAC database.

Course Requisites (the “Rules”): For the most part, these are now “codified” (i.e., linked to a specific course, program, or curriculum unit). Codifying will make registration checks possible down the road when we start the enrollment phase. By codifying rules and linking courses to other courses and programs, the system will be able to run a report on how a course proposal could impact other courses or programs. This reporting function, called “Dependency Analysis,” should be available by the Fall of 2012.

You can free form text if it is not listed. Note: Minors, Certificate Programs, and Living- Learning Programs are not codified, but you can type in as free form text: “Must be in Civicus Program.” Many rules are “codified.” This allows data of different kinds to be plugged in (courses, grades, math eligibility, unit (for permission), and academic degree programs).

Course drop-down menu allows you to select a course (and therefore form a link between) proposed course with another course.

Rules Issues These rules were interpreted and entered in by staffers working on the Testudo CM implementation. Please double-check rule statements. Some existing rule statements were ambiguous. For example, Prerequisite: A, B, or permission of department (does this mean (A and B) or permission of department or (A or B) or permission of department?)

Rules Issues, continued Permission of department now specifies your department—double check that your department is correct. Notice that permission of department is in two places (prerequisites for prerequisite checking or restrictions for seat management). “Or equivalent” has been changed. “For Majors Only” now specifies a specific academic program—taken from a list of major codes. New codes were created to distinguish Master Programs from Doctoral Programs. Suffixed courses and retired courses will no longer be entered in as prerequisites.

Rules Verification A message was sent to all Scheduling Officers to ask them to review their rules in advance of the Schedule of Classes publication (this deadline has been moved back to April). They were directed to a special website for checking the rules statements: extras/rules/rulesSearch.dohttp://umd-cm.dev.umd.edu/umd-cm- extras/rules/rulesSearch.do If there was a change needed, the scheduling officer was directed to the following webform: dHpRRHdqSlJsNzBDSWJCS2l3SFk5TFE6MQ dHpRRHdqSlJsNzBDSWJCS2l3SFk5TFE6MQ These websites are still available; we encourage departments to review their rule statements.

Enter the term in which you want to begin offering the course. Pilot Course: What we are calling the current practice of giving an unapproved course a one term exception pending approval. By selecting the Pilot Course option, the End Term will automatically be populated with the Start Term. Instead of sending through the pipeline, department can just call the Scheduling Office for approval once information is submitted in Testudo CM.

Collaborator Screen: Allows you to add someone to either help you edit, or review and provide comment (e.g., in a situation where another department will be providing a prerequisite they indicate their approval by adding a comment).

Supporting Documents: The course syllabus (which is required for new courses) can be uploaded from this screen.

Summary screen for reviewing proposal before submitting.

Proposal Actions

Once a proposal is submitted, a proposer can also withdraw the proposal. The proposal can also be copied to a new proposal if convenient.

Course Approval Path Proposer Department Curriculum Manager Department PCC (Chair approves) Department Chair College Curriculum Manager College PCC (Chair approves) College Dean Academic Affairs VPAC Scheduling Office Departments and Colleges will provide a list of authorizations to determine who has approval authority for the appropriate levels.

Action List: Gives you a list of items that require your attention.

Click on ID number to open proposal.

Review Screen. If you have edit authority you can edit proposal.

Proposal Actions: Beware of “Reject.” Reject terminates the proposal. If you are really looking for a revision, either use “Return Proposal to Previous Node” or confer with proposer and make edits to proposal yourself. Note: “Return Proposal to Previous Node” will require the proposal to go through all of the subsequent layers of review again.

Decision Rationale: As of right now, it is required. Does not have to be very informative.

Accomplishments to Date Data feeds – SIS (two way) – VPAC Database – Campus Unit Bridge General Education and CORE Course Rules – Entered as machine readable language – Normalized natural language

Next Steps Colleges review course rules – Schedule of Classes & Catalog published System goes “live” in production Pilot colleges begin work in Testudo CM – Active VPAC proposals: Testudo CM team will enter proposals, colleges approve via workflow – URL and instructions sent to colleges upon launch Retire Course feature – during spring 2012 Additional colleges phase in through summer AY : all course proposals via Testudo CM

Resources Testudo CM Information website College/Department Contacts Central Point of Contact: Mike Colson, Feedback form: m?formkey=dElCY2Jsa0tkdkhrRFlBWXU0MGN KUHc6MQ m?formkey=dElCY2Jsa0tkdkhrRFlBWXU0MGN KUHc6MQ