Lakehead University Curriculum Navigator User Guide
Contents
1. Remove an item from an existing request Splitting a Request After a bundled request has been submitted items can be removed from the bundle at any stage except the initiator s stage To split a request open the request and click on Split Curriculum Request then choose the items you want separated It will keep the same request number once you save it but it will add a letter to the end of each of the request numbers When ready the initiator can click Submit Request for Approval The workflow will not start over it will continue as is from the stage it was split unless relegated back The same request number will be assigned to this request and a full audit history will be kept Page 50 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Deleting a request If you wish to delete a request altogether the initiator can click view in their Working Folder select the check box of the request and then click Delete Selected This will delete the envelope delete the request number and separate all the individual items courses or programs etc and place them under the Curriculum tab in the Working Folder From the Curriculum tab the initiator can check the box of each of the items and then click Delete Selected to delete the items This does not delete the record itself i e it will not be removed from the calendar this just deletes the work the initiator d2. Click on Curriculum at the top of the screen and then click on Search Requests If you have the request number you can enter the specific request number then press Search Otherwise you may search for requests by keyword or faculty Page 4 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca How do l initiate a curriculum change Each faculty has assigned initiators within their areas The number of initiators in each faculty varies If you are unsure as to who the initiator is in your area contact the Administrative Assistant to the Dean If you are developing a curriculum change for an initiator within your faculty follow the instructions for Preparation Templates For training contact the Calendar Officer at navigator lakeheadu ca or 807 343 8163 For additional assistance refer to the User Guide Questions See below for contact resources Who do contact if e am unsure if my curriculum change requires a Proposal Brief Provost Office e have questions about developing a Program Proposal Brief Provost Office am unsure if my change is a major modification not major or a special modification Provost Office have questions about Quality Assurance and the IQAP Provost Office am having trouble logging into my Curriculum Navigator Account Calendar Officer am new to Curriculum Navigator and don t know where to start Calendar Officer would like to tr
3. If you don t know the title try just using one key word that may be in the title It is likely the title is exactly what is shown in the Calendar so you could copy and paste from the Calendar Page 15 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Finally you can un restrict the search parameters by changing the drop down menu called Search options to Contains instead of Starts With This will give the search engine more flexibility when searching How to avoid two changes to the same course at the same time Once you have located your course consider if anyone else could be making a change to it during the same timeframe For example last month someone put through a change for entry into the 2017 calendar you wonder if it is still in the workflow because you want to make another change to the same one for the same calendar year If that is a possibility follow the instructions below If it is not possible skip to the next step To check that someone else hasn t already submitted a curriculum change to the same course o After locating your course click Show Advanced Fields o Deselect the check box called Latest Only o Inthe drop down box called Course Status select choose o Then click search All versions will be displayed If one of your versions say In working folder or In change request contact the Calendar Officer before proceeding because that means someone else
4. a required field is missing information You should now see your request item s listed at the bottom of the Envelope when it refreshes After this you can save it for later you can create a PDF report of all your items or you can scroll to the bottom and click Submit Request for Approval This will send it off to the workflow Once submitted you will notice that a request number was generated Also a new tab will appear called Workflow These two items will help you track your request Congratulations on submitting your request Page 47 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Tracking Searching for Requests If you are the initiator of the request Simply log in click View on your Submitted curriculum requests folder to find your requests After the item s has been approved at the final stage of Senate and after the Calendar Officer completes the editorial changes and moves it over to the Calendar the initiator will receive an email notification and it will be removed from their Submitted Curriculum Requests folder You can still look it up using the Search Requests feature If you did not initiate the request Log in click Curriculum at the top of the page then select Search Requests You can search by request number or other criteria such as Faculty name Remember the less information you enter the wider the search parameters will be
5. an agenda See below for more information Page 45 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca The Envelope Title Guidelines Whether or not you have bundled your items together you will need to complete the Envelope in order to submit a request After you have clicked on Submit Selected you will then be brought to the page called the Envelope The Envelope contains general information about your curriculum request s Here are some tips to use when filling out the fields in the Envelope e Your Unique Request Number This will be generated for you This will be your unique number that helps you and others track your request Title of this Request The title should contain general information about your request It should help the reader understand the type of request without having to open it up It should make sense for all the items bundled in it if applicable The title is what will be posted on the Senate agenda Here are some guidelines to follow Q Start with the change type is it a Course Program Regulation or Admission Requirement Next add the action type is it New a Modification a Major modification or are you Reinstating or Discontinuing Then add GR for graduate level or UG for undergraduate level remember these two should not be combined Then add a Department or Unit Then feel free to add any other specifics you think may help Exampl
6. and the easier it will be to search You can sort the search results by clicking on the header such as date submitted After you open the request click on the Workflow tab at the top of the document to see the current stage You can also click on History located in the middle of the page under Programs to see changes that were performed at certain stages You can also scroll to the bottom under Curriculum Request History to see the approval tracking and comments made by each stage Troubleshooting Cancelling Relegating After an initiator submits a request it moves through the workflow After that the request can only be changed by the person with responsibility for the current stage If the change is small and editorial in nature that person can make the necessary changes But if the change impacts the content in any way it should be relegated back to the initiator and the workflow should be restarted so that every stage can see the change If a request is restarted in the workflow but Page 48 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca has already been approved for referral at a Senate meeting and are small and editorial in nature it can skip forward to the last stage in the list However if the change impacts the content in any way it should start over in the workflow so that every stage can see the change Be sure to let the Secretariat Office know if it will not need to be re referred at S
7. editor and you are pasting text into it be sure to paste it using the Paste from Word option so that it removes any extra formatting in it This can be found in the editor and looks like this iB Z y Paragraph Font Family Font Size e IN GPs we o CERS EHECE 2 ls x QB mol ta i D 219 ai Lal If you are unsure how to complete a field contact the Calendar Officer If the Regulation had been worked on in the past answers to some of the questions on the form will be populated Simply replace the previous answers with your own text Save your work Remember to save your work often The save button is located at the bottom of the form If you hit save and the page doesn t refresh and then takes you to the top of the page that means it did not save Scroll to the top and look for red text it is likely there is missing information in a required field If you need to save your work but you do not have the information for the required text it is ok to put placeholder text there temporarily i e XXXX Page 35 of 53 SSS EEE SES 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca After you save your work a number 1 will appear in your working folder under Regulations or Admission Requirements If you are finished working on your regulation you can start a new request or move forward on submitting this one into the workflow for approval If you want someone else to re
8. has an account for the Senate stage Using this account they can see items that are ready for Senate referral or approval Committee Member Accounts Each committee has a member account that they can use to log in and review the requests that are at their committee s stage They can also use this account to track any other curriculum requests in the workflow Senate Academic Committee The Chair and the Assistant of this committee both have accounts for Curriculum Navigator Using this account they are able to see items that are ready for this committee s review They are able to comment make editorial changes add or delete attachments send it backwards i e relegate or send it forward i e approve to the next stage This committee reviews items that fall under the scope of their Terms of Reference and delegates items accordingly to their 2 sub committees listed below Senate Academic Regulations Sub Committee Using this account the Sub Committee members are able to see items that are ready for review They are able to comment make editorial changes add or delete attachments send it backwards i e relegate or send it forward i e approve to the next stage This committee reviews items that fall under the scope of their Terms of Reference which normally includes regulation and admission requirement proposals Senate Academic Quality Assurance Sub Committee The Chair and the Assistant of this committee both have
9. is working on it o The Calendar Officer will verify that there is another request in the system for the same item and calendar year Options will be to relegate the request back and add your changes to it or wait until it is approved by Senate and moved into the Calendar o Otherwise if all the versions are approved that means no one else is working on it so choose the version with the No specified end date and proceed with making your changes Page 16 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Apply an Action After you have selected your item and opened it up you will see at the top of the page the Actions you can apply to the course Action Choices include e Modify this Course This form will allow you to modify an existing course Use this form if there hasn t already been a change made to the course for the same year e Additional Modification Update This form will allow you to make a modification to a course if someone has already made a change for that year Without this form the system will only allow one change per year e Reinstate into Calendar no changes This form will allow you to reinstate a course that was removed from the Calendar If you have no changes to make to the course this is the correct form See policy e Reinstate into Calendar with changes This form will allow you to reinstate a course that was removed from the Calendar If you have any changes to m
10. the calendar always use No Specified End Date If you have opened a field with an editor open with editor and you are pasting text into it be sure to paste it using the Paste from Word option so that it removes any extra formatting in it This can be found in the editor and looks like this If you are unsure how to complete a field contact the Calendar Officer Page 13 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Save your work Remember to save your work often The save button is located at the bottom of the form If you hit save and the page doesn t refresh and then takes you directly to the top of the page that means it did not save Scroll to the top and look for red text it is likely there is information missing in a required field If you need to save your work but you do not have the information for the required text it is ok to put placeholder text there temporarily i e XXXXX After you save your work a number 1 will appear in your Working Folder under Courses If you are finished working on your submission you can start a new request or move forward on submitting this one into the workflow for approval If you want someone else to review your work before you submit it There are 2 options Option 1 Have the person log in using your credentials This will give them the ability to make changes to your work Tip If this is a regular occurrence you could change y
11. you have saved your completed work at the top of the page click PDF Report This will generate a Summary of your work You can save it to your computer and email it to anyone for review Page 28 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Bundling will allow you to group together multiple requests however there are rules to watch for See bundling instructions if appropriate If you are ready to move forward with submitting your requests see The Envelope for further instructions Regulations New Regulations After you log in click the drop down menu called Curriculum then select Regulations and Admission Requirements From the drop down menu called Add New Regulation or Admission Requirement select New Regulation then click Apply Complete the fields on the form Required fields will be marked with a red asterisk New regulation codes will be provided by the Calendar Officer Calendar End Term means which year will be the last year that you want your regulation to be displayed in the calendar Unless you are removing a regulation from the Calendar always use No Specified End Date If you have opened a field with an editor open with editor and you are pasting text into it be sure to paste it using the Paste from Word option so that it removes any extra formatting in it Page 29 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 la
12. 3 Page 53 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca
13. 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Step 2 Complete the template s If you have any questions about the template fields contact navigator lakeheadu ca or call the Calendar Officer at 807 343 8163 or ext 8163 Step 3 Submit the template s Submit your template s via email to the initiator within your faculty so that they may enter the information into Curriculum Navigator If you are unsure who the initiator is contact the Administrative Assistant to the Dean for information The initiator will input this request into Curriculum Navigator to start the approval process A unique request number will then be assigned to your request You may use this number to track the progress of your request For Curriculum Navigator Initiators How to Change Curriculum in the Academic Calendar If you are a designated initiator if you already have an account set up and if you have already received training follow these instructions If you don t have an account or would like to receive training contact the Calendar Officer at navigator lakeheadu ca or 807 343 8163 or ext 8163 Go to http navigator lakeheadu ca and log in Page 11 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca LLI em I akehe An U N IVERSITY Note A window may pop up called Brower Compatibility Warning This is only a warning to let you know that if you see irregularities in the performance of Curriculum
14. 5E1 lakeheadu ca If you are unsure how to complete a field contact the Calendar Officer If the program had been worked on in the past answers to some of the questions on the form will be populated Simply replace the previous answers with your own text Save your work Remember to save your work often The save button is located at the bottom of the form If you hit save and the page doesn t refresh and then bring you to the top of the page that means it didn t save Scroll to the top and look for red text it is likely there is missing information in a required field If you need to save your work but you do not have the information for the required text it is ok to put placeholder text there temporarily i e XXXX After you save your work a number 1 will appear in your working folder under Programs If you are finished working on your submission you can start a new request or move forward on submitting this one into the workflow for approval If you want someone else to review your work before you submit it There are 2 options Option 1 Have the person log in using your credentials This will give them the ability to make changes to your work Tip If this is a regular occurrence you could change your credentials to something more general for example if your credentials are currently your first name last name you could change it to the name of your department and share the account with others Option 2 After
15. Lakehead University Curriculum Navigator User Guide Last updated January 2015 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca La ES UNIVERSITY Contents Links TOS PPG ne Ee EE 3 Frequently Asked Ke e 3 General Information About User Accounts ccceceieetneee rere rete ee tnnneeeetee etree ettennniaeeeeeeeeeetenea 6 Quality Assurance Program Proposal Briefe 9 Preparation RRE ue EN 10 How to Change Curriculum in the Academic Calendar 11 SEET 13 Lee lei 20 Regulations EEN 29 Admission Heourements ENNEN 37 Bundling NEE 44 The Envelope Title Guidelines E 46 Tracking Searching for Requests ANEN EEN 48 Troubleshooting Cancelling Helegatng un 48 EE 52 Senate and Committee Information 15 c 2 sccecsecesascete cede ceanscesasecccdtecaenesievacoascebosesecedeveassenceaaeetens 52 Prepare a Meeting Agenda Using Curriculum Navigator 52 After a meeting E 53 Reporting DEE 53 Page 2 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca User Guide for Curriculum Navigator Users This User Guide is helpful for those that regularly use Curriculum Navigator Questions about Curriculum Navigator can be directed to Calendar Officer at navigator lakeheadu ca or 807 343 8163 or ext 8163 Why you should not print this document This document is posted online so that we may continue to update the information as needed therefore a printed document may become outdated Li
16. Navigator it may be caused by your browser You can still use it even though your received this warning but save your work often In most cases it will result in a ball spinning on your screen but you can still use the system it doesn t prevent you from working on it Browser Compatibility Warning Navigator Suite only supports the following browsers e Internet Explorer 9 e Mozilla Firefox 24 You are using Chrome 38 In some circumstances data may not load or save correctly when an unsupported browser is used To prevent possible data corruption use a supported browser Different types of curriculum changes can be produced The choices are located at the top of the page under the drop down menu called Curriculum Choices include Courses Programs Regulations and Admission Requirements Page 12 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Courses New Courses After you log in click the drop down menu called Curriculum then select Courses then select To add a New Course click here Complete the fields on the form Required fields will be marked with a red asterisk Help text will be provided for some questions click on the question mark for more information New course codes will be provided by the Calendar officer Calendar End Term means the last year that you want your course to be displayed in the Academic Calendar Unless you are removing it from
17. This will give the search engine more flexibility when searching Page 32 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca How to avoid two changes to the same regulation at the same time Once you have located your Regulation consider if anyone else could be making a change to it during the same time frame For example last month someone put through a change for entry into the 2017 Calendar you wonder if it is still in the workflow because you want to make another change to the same regulation for the same calendar year If that is a possibility follow the instructions below If it is not possible skip to the next step Check that someone else hasn t already submitted a curriculum change to the same regulation you are searching for here is how o After locating your regulation click Show Advanced Fields o Deselect the check box called Latest Only o Inthe drop down box called Regulation and Admission Requirement Status select choose o Then click search All versions of the regulation will display If one of your versions say In working folder or In change request contact the Calendar Officer before proceeding because that means someone else is working on it o The Calendar Officer will verify that there is another request in the system for the same regulation and calendar year Options will be to relegate the request back and add your changes to it or wait until it is approved by Senate and
18. You do not need to complete more than one search field If you don t know the title try just using one key word that may be in the title Also it is likely the title is exactly what is shown in the calendar so you could copy and paste from the Calendar Also you can unrestrict the search parameters by changing the drop down menu called Search options to Contains instead of Starts With This will give the search engine more flexibility when searching Page 39 of 53 le ae 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca How to avoid two changes to the same Admission Requirement at the same time Once you have located your admission requirement consider if anyone else could be making a change to it during the same time frame For example last month someone put through change for entry into the 2017 Calendar you wonder if it is still in the workflow because you want to make another change to the same one for the same calendar year If that is a possibility follow the instructions below If it is not possible skip to the next step Check that someone else hasn t already submitted a curriculum change to the same Admission Requirement here is how o After locating your admission requirement click Show Advanced Fields o Deselect the check box called Latest Only o Inthe drop down box called Regulation and Admission Requirement Status select choose o Then click search All versions wi
19. accounts for Curriculum Navigator Using this account they are able to see items that are ready for review by this sub committee They are able to comment make editorial changes add or delete attachments send it backwards i e relegate or send it forward i e approve to the next stage Senate has delegated responsibility to the Senate Academic Quality Assurance Sub Committee to verify that Academic Units have taken the appropriate steps to ensure that programs are robust viable and deliverable are in the interest of the University and meet the provincial requirements outlined in the Quality Assurance Framework Page 7 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Senate Continuing Education and Distributed Learning Committee The Chair and the Assistant of this committee both have accounts for Curriculum Navigator Using this account they are able to see items that are ready for review by the committee They are able to comment make editorial changes add or delete attachments send it backwards i e relegate or send it forward i e approve to the next stage This committee reviews items that fall under the scope of their Terms of Reference which normally includes certificate proposals Senate Undergraduate Studies Committee The Chair and the Assistant of this committee both have accounts for Curriculum Navigator Using this account they are able to see items that are ready for review by the comm
20. ack a request but don t have a user account Calendar Officer am unsure how to attach a Program Proposal Brief to my Curriculum Navigator request Calendar Officer e There are many pieces of my request and I m not sure how to submit them all into Curriculum Navigator Calendar Officer e received an email from navigator lakeheadu ca and I m not sure why Calendar Officer e A curriculum request was relegated back to me and Um not sure what to do with it Calendar Officer or Provost Office e have questions about associated curriculum changes Calendar Officer e want to know the deadline for submitting curriculum requests Secretariat Office e am an Administrator or Chair on a Senate Committee and have questions about my Report to Senate Secretariat Office e For all questions regarding Senate Reports meeting dates Senate minutes Senate Committee members or Senate Committee Terms of Reference Secretariat Office Provost Office deputyprovost lakeheadu ca or 807 343 8132 ext 8132 Calendar Officer navigator lakeheadu ca or 807 343 8163 ext 8163 Secretariat Office lusenate lakeheadu ca or 807 346 7929 ext 7929 Page 5 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca General Information About User Accounts The following is a list of the different types of user accounts currently existing in Curriculum Navigator Lakehead Member Account This is a generic account that anyone
21. ake to the course this is the correct form e Remove from Calendar This form will allow you to remove a course from the Calendar If you are unsure which Action is appropriate contact the Calendar Officer Page 17 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Complete the fields on the form Required fields will be marked with a red asterisk Help text will be provided for some questions click on the question mark for more information You will not be able to change the code because a new code equals a new course there is a different form for that Calendar End Term means the last year that you want your course to be displayed in the calendar Unless you are removing it from the calendar always use No Specified End Date If you have opened a field with an editor open with editor and you are pasting text into it be sure to paste it using the Paste from Word option so that it removes any extra formatting in it This can be found in the editor and looks like this Paragraph Font Family FontSize E Ett EI dis sORH oni 219 ai If you are unsure how to complete a field contact the Calendar Officer If the course had been worked on in the past answers to some of the questions on the form will be populated Simply replace the previous answers with your own text Page 18 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca S
22. asting text into it be sure to paste it using the Paste from Word option so that it removes any extra formatting in it This can be found in the editor and looks like this If you are unsure how to complete a field contact the Calendar Officer Save your work Remember to save your work often The save button is located at the bottom of the form If you hit save and the page doesn t refresh and then takes you to the top of the page that means it did not save Scroll to the top and look for red text it is likely there is missing information in a required field If you need to save your work but you do not have the information for the required text it is ok to put placeholder text there temporarily i e XXXXX After you save your work a number 1 will appear in your working folder under Programs If you are finished working on your new program you can start a new request or move forward on submitting this one into the workflow for approval Page 21 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca If you want someone else to review your work before you submit it There are 2 options Option 1 Have the person log in using your credentials This will give them the ability to make changes to your work Tip If this is a regular occurrence you could change your credentials to something more general for example if your credentials are currently your first name last name you c
23. ave your work The save button is located at the bottom of the form If you hit save and the page doesn t refresh and then takes you to the top of the page that means it did not save Scroll to the top and look for red text it is likely a required field is missing information If you need to save your work but you do not have the information for the required text it is ok to put placeholder text there temporarily i e xxxxx After you save your work a number 1 will appear in your Working Folder under Courses If you are finished working on your new course you can start a new request or move forward on submitting this one into the workflow for approval If you want someone else to review your work before you submit it There are 2 options Option 1 Have the person log in using your credentials This will give them the ability to make changes to your work Tip If this is a regular occurrence you could change your credentials to something more general for example if your credentials are currently your first name last name you could change it to the name of your department and share the account with others Option 2 After you have saved your completed work at the top of the page click PDF Report This will generate a Summary of your work You can save it to your computer and email it to anyone for review Bundling will allow you to group together multiple requests however there are rules to watch for See bundl
24. ditorial in nature it can skip forward to the last stage in the list But if the change impacts the content in any way it should start over in the workflow so that every stage can see the change Be sure to let the Secretariat Office know if it will not need to be re referred at Senate The same request number will be assigned to this request and a full audit history will be kept Page 49 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Alternatively if you need to start the request over e g to redo on a new form the initiator can choose to Deny or Cancel the request once it s been relegated to them Deny Request Cancel Request This action will send the request directly back to the initiator s Working Folder From here the initiator can open up the request and make changes If the initiator clicks save it will remain in their Working Folder for further edits Add a new item to an existing request If the initiator submitted a request and would like to add another item to it the original request it first needs to be Cancelled so that it ends up in the initiators Working Folder After the initiator creates the new item course or program etc it will be stored under the Curriculum tab in their Working Folder Check the box for that item Then select from the drop down menu Add selected to request and click Add to add bundle that item to the existing request
25. e Courses Modifications UG Mathematics Changes to 4 year titles e Faculty or Institution Unit Select the Faculty or Unit that the request belongs to This will tell the system which Dean to send it to Page 46 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Submission Date Enter today s date Person to be contacted for specific questions Who developed this request This will tell the Committees who to contact if they have specific questions This is often not the initiator Additional Dean Stage If you would like another Faculty Dean to review this request select all that apply Do not select your own Faculty Workflow Select from the drop down box It will ask you for the type of request course program regulation or admission requirement Note This is an opportunity to add a general note about your request For example you could add a request number from another submission if you want to reference it Or you could add a list of department chairs that have approved it Justifications You do not need to add anything here Supporting Documents If you click on the Supporting Documents tab at the top you can add attachments e g Word PDF Excel JPG such as Proposal Briefs or other documents supporting the curriculum change Click Create Request when you re done The page will refresh If it did not refresh scroll to the top and look for red text It is possible that
26. enate 3 k Each stage has the ability to Approve Relegate Deny or Cancel requests Approve This action will send the request on to the next workflow When approving a request your comment notes should include the meeting date of the approval or any changes made requested Providing as much detail as possible in the comments section is best Relegate This action will send the request backwards in the workflow Once you chose relegate it will ask you to choose to go back 1 step 2 steps etc or all the way back to the initiator Be sure to select the appropriate stage If you chose relegate to the initiator they will receive an email notification and the request will go to their Assigned curriculum requests folder Note Even though the initiator will receive a notification you may want to contact them to explain why it was relegated back Be sure to include your notes in the comment box when you apply the relegate action From here the initiator can click view on their Assigned curriculum requests folder open up the request make changes to it save it and then send it back into the workflow Under the section Workflow Management the initiator can add their comments which should reflect a summary of the changes made then if they select Approve Request from the drop down menu it will prompt them to select the next stage As mentioned earlier if the changes are small and e
27. ence of reviews and approvals e g for example the Dean Faculty Council Senate and Senate Committees In the past changes were proposed using a paper document which proved difficult to manage and track Curriculum Navigator provides a streamlined organized and efficient way of managing and archiving changes electronically What is the Academic Calendar The Academic Calendar is our guide to academics at Lakehead University It is an official University document and comprehensive guide that contains information such as regulations important dates admission requirements program requirements and courses specific to Lakehead How does this relate to the Course Timetable The Academic Calendar provides descriptions of all university courses existing at Lakehead University Since not all courses are offered every year students are advised to consult the Course Timetables for availability of offerings Course Timetables provide specific details such as course dates times locations and instructor name s Just because a course exists in the Academic Calendar does not mean it will be offered that year How do access Curriculum Navigator Every member of Lakehead University can access Curriculum Navigator Using the credentials below a member of the university may track and review any curriculum change in process Website http navigator lakeheadu ca Username case sensitive lakeheadmember Password case sensitive password
28. endar End Term means the last year that you want your Admission Requirement to be displayed in the Academic Calendar Unless you are removing it from the Calendar always use No Specified End Date If you have opened a field with an editor open with editor and you are pasting text into it be sure to paste it using the Paste from Word option so that it removes any extra formatting in it This can be found in the editor and looks like this If you are unsure how to complete a field contact the Calendar Officer Page 37 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Save your work Remember to save your work often The save button is located at the bottom of the form If you hit save and the page doesn t refresh and then bring you to the top of the page that means it didn t save Scroll to the top and look for red text it is likely there is missing information in a required field If you need to save your work but you do not have the information for the required text it is ok to put placeholder text there temporarily i e XXXXX After you save your work a number 1 will appear in your working folder under Regulations or Admission Requirements If you are finished working it you can start a new request or move forward on submitting this one into the workflow for approval If you want someone else to review your work before you submit it There are 2 options Option 1 Ha
29. equirement from the calendar If you are unsure which Action to choose contact the Calendar Officer Complete the fields on the form Required fields will be marked with a red asterisk Calendar End Term means the last year that you want your admission requirement to be displayed in the Calendar Unless you are removing it from the Calendar always use No Specified End Date if you have opened a field with an editor open with editor and you are pasting text into it be sure to paste it using the Paste from Word option so that it removes any extra formatting in it Page 41 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca If you are unsure how to complete a field contact the Calendar Officer If the admission requirement had been worked on in the past answers to some of the questions on the form will be populated Simply replace the previous answers with your own text Save your work Remember to save your work often The save button is located at the bottom of the form If you hit save and the page doesn t refresh and then takes you to the top of the page that means it did not save Scroll to the top and look for red text it is likely there is missing information in a required field If you need to save your work but you do not have the information for the required text it is ok to put placeholder text there temporarily i e XXXX After you save your work a numbe
30. erify that there is another request in the system for the same item and calendar year Options will be to relegate the request back and add your changes to it or wait until it is approved by Senate and moved into the calendar o Otherwise if all the versions are approved that means no one else is working on it so choose the version with the No specified end date and proceed with making your changes Page 24 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Apply an Action After you have selected your item you will see at the top of the page Actions that you can apply to the program Action Choices include Certificate Modify This form will allow you to modify a currently existing certificate Use this form if there hasn t already been a change made to the certificate for the same year Certificate Additional Modification Update This form will allow you to make a modification to a certificate if someone has already made a change for that year Without this form the system will only allow one change per year Certificate Reinstate back into Calendar This form will allow you to reinstate a certificate that was removed from the Calendar Certificate Remove from Calendar This form will allow you to remove a certificate from the Calendar Programs Major Modification This form will allow you to make a major modification to a currently existing program It is considered a major modifica
31. id on it Once a request is deleted there is no record of it anymore so be sure to document it elsewhere if you feel that is necessary Page 51 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Workflows Where will your request go Workflows are predetermined paths designated to each change type For example a modification to an undergraduate course will not follow the same workflow as a new graduate program The workflows were set based on the needs of Senate Committees and the order that they need to be viewed For example it wouldn t make sense for a Dean to review the items after a Senate committee has worked on it When you select the action or change type in Curriculum Navigator you are essentially selecting the workflow Here is a link to the chart of all change types and their associated workflows Senate and Committee Information Prepare a Meeting Agenda Using Curriculum Navigator Each Administrative Assistant and Chair of a Committee involved with Curriculum Navigator will have an account This account will allow you to view all items at your committee s stage Once you log in click view on the Assigned curriculum requests folder From there you can use the listed items to create your agenda use both the title and request number Also if you open up the request and click on the Supporting Documents tab at the top you can also add attachments so that your committee ma
32. in the University can use to log in and track any curriculum request in the workflow Using this account you cannot make changes but you can download material for review Initiator Accounts Each Faculty unit has designated initiators These are people that have a special type of access that allows them to input changes into Curriculum Navigator Some Faculties have only one initiator some have many Each initiator is pre approved by the Dean s office The Administrative Assistant in each Faculty can identify who the initiators are within that particular Faculty Submission Reviewer Account Managed by the Calendar Officer and Deputy Provost This user account was implemented to ensure all curriculum changes are starting off on the right track This role is the second stage in all curriculum request submissions Dean and Faculty Council Each Dean and their Administrative Assistant has a user account This account will give them access to review each request coming out of their Faculty before it goes to Senate for referral It also allows for input from the Faculty Council Additional Dean Each Dean and their Administrative Assistant has access to this user account type If a curriculum request from one Faculty requires approval by another Faculty there is an option in Curriculum Navigator to send it to the other Dean Page 6 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Senate The Secretariat Office
33. ing instructions if appropriate If you are ready to move forward with submitting your requests see The Envelope for further instructions Page 19 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Programs New Programs After you log in click the drop down menu called Curriculum then Programs At the top use the drop down menu to select your new program type Select your New Program Type Choices include e New Degree Major e New Minor e New Major Concentration Specialization e New Field Graduate Diploma or Collaborative Program e New Certificate Note For each of the choices above a Program Proposal Brief is required for Quality Assurance When completing your request use the Supporting Documents tab to upload the Proposal Brief and any other relevant documentation Complete the fields on the form Required fields will be marked with a red asterisk Help text will be provided for some questions click on the question mark for more information New program codes will be provided by the Calendar officer Calendar End Term means which year will be the last year that you want your program displayed in the calendar Unless you are removing a program from the Calendar always use No Specified End Date Page 20 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca If you have opened a field with an editor open with editor and you are p
34. ittee They are able to comment make editorial changes add or delete attachments send it backwards i e relegate or send it forward i e approve to the next stage This committee reviews items that fall under the scope of their Terms of Reference normally undergraduate courses and programs submitted into Curriculum Navigator Faculty of Graduate Studies Committee The Chair and the Assistant of this committee both have accounts for Curriculum Navigator Using this account they are able to see items that are ready for review by the committee They are able to comment make editorial changes add or delete attachments send it backwards i e relegate or send it forward i e approve to the next stage This committee reviews items that fall under the scope of their Terms of Reference normally graduate courses and programs submitted into Curriculum Navigator Senate Budget Committee The Chair and the Assistant of this committee both have accounts for Curriculum Navigator Using this account they are able to see items that are ready for review by the committee They are able to comment make editorial changes add or delete attachments send it backwards i e relegate or send it forward i e approve to the next stage This committee reviews items that fall under the scope of their Terms of Reference that is all submissions that have a budgetary impact entered into Curriculum Navigator Calendar Officer This stage is the last s
35. keheadu ca B Z y ES SE nie Paragraph Font Family FontSize MA EU EI CH If you are unsure how to complete a field contact the Calendar Officer Save your work Remember to save your work often The save button is located at the bottom of the form If you hit save and the page doesn t refresh and then takes you to the top of the page that means it did not save Scroll to the top and look for red text it is likely there is missing information in a required field If you need to save your work but you do not have the information for the required text it is ok to put placeholder text there temporarily i e XXXXX After you save your work a number 1 will appear in your working folder under Regulations or Admission Requirements If you are finished working on it you can start a new request or move forward on submitting this one into the workflow for approval Page 30 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca If you want someone else to review your work before you submit it There are 2 options Option 1 Have the person log in using your credentials This will give them the ability to make changes to your work Tip If this is a regular occurrence you could change your credentials to something more general for you could change it to the name of your department and share the account with others Option 2 After you have saved your completed work at the t
36. ll be displayed If one of your versions say In working folder or In change request contact the Calendar Officer before proceeding because that means someone else is working on it o The Calendar Officer will verify that there is another request in the system for the same item and calendar year Options will be to relegate the request back and add your changes to it or wait until it is approved by Senate and moved into the Calendar o Otherwise if all the versions are approved that means no one else is working on it so choose the version with the No specified end date and proceed with making your changes Apply an Action After you have selected your item you will see at the top of the page Actions that you can apply to the admission requirement Page 40 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Action Choices include Admission Requirement Modify This form will allow you to modify a currently existing admission requirement Use this form if there hasn t already been a change made to the admission requirement for the same year Admission Requirement Additional Modification Update This form will allow you to make a modification to an admission requirement if someone has already made a change for that year Without this form the system will only allow one change per year Admission Requirement Remove from Calendar This form will allow you to remove an admission r
37. moved into the Calendar o Otherwise if all the versions are approved that means no one else is working on it so choose the version with the No specified end date and proceed with making your changes Page 33 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Apply an Action After you have selected your Regulation you will see at the top of the page Actions that you can apply to the regulation Action Choices include Regulation Modify This form will allow you to modify a currently existing regulation Use this form if there hasn t already been a change made to the reguation for the same year Regulation Additional Modification Update This form will allow you to make a modification to a regulation if someone has already made a change for that year Without this form the system will only allow one change per year Remove from Calendar This form will allow you to remove a regulation from the Calendar If you are unsure which Action to choose contact the Calendar Officer Complete the fields on the form Required fields will be marked with a red asterisk Calendar End Term means the last year that you want your regulation to be displayed in the calendar Unless you are removing it from the Calendar always use No Specified End Date Page 34 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca If you have opened a field with an editor open with
38. nks to Curriculum Navigator Curriculum Navigator has two sites a live site Production and a test site Development The test site is a copy of the live site It allows us to test the effects of any changes we want to implement If you are new to Curriculum Navigator and wish to work on the test site where you can try actions without implementing a change please use the Test Site Test http navigator dev lakeheadu ca Otherwise to access the live site visit http navigator lakeheadu ca Frequently Asked Questions What is Curriculum Navigator Curriculum Navigator is a web based solution designed by a company Decision Academic This solution has moved us away from the paper based curriculum approval process to an electronic one Proposals move through the system from one approval stage to the next as each stage completes and approves the component they are responsible for reviewing The final product is displayed in the Lakehead University Academic Calendar Page 3 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Why do we use Curriculum Navigator Curriculum Navigator is used to makes changes to our Academic Calendar in a systematic way Since the Academic Calendar is an official University document there is a formal process for approving and implementing changes to it that process also known as the workflow begins with an initiator The initiator proposes a change then the change follows a sequ
39. op of the page click PDF Report This will generate a summary of your work You can save it to your computer and email it to anyone for review Bundling will allow you to group together multiple requests however there are rules to watch for See bundling instructions if appropriate If you are ready to move forward with submitting your requests see The Envelope for further instructions Page 31 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Regulations continued Modify a Regulation Additional Modification Remove from the Calendar After you log in click the drop down menu called Curriculum then select Regulations and Admission Requirements Find your Regulation In order to modify update or remove a regulation from the Calendar you first need to locate it If you know the code place it in the search field called Code If you don t know the code search by the title Search Tips The less information you put in to search the easier it could be to find your item You do not need to complete more than one search field If you don t know the title try just using one key word that may be in the title Also it is likely the title is exactly what is shown in the Calendar so you could copy and paste from the Calendar Also you can unrestrict the search parameters by changing the drop down menu called Search options to Contains instead of Starts With
40. ould change it to the name of your department and share the account with others Option 2 After you have saved your completed work at the top of the page click PDF Report This will generate a summary of your work You can save it to your computer and email it to anyone for review Bundling will allow you to group together multiple requests however there are rules to watch for See bundling instructions if appropriate If you are ready to move forward with submitting your requests see The Envelope for further instructions Page 22 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Programs continued Modify a Program major and less significant changes Additional Modification Update Special Modification Reinstate back into the Calendar Remove from the Calendar After you log in click the drop down menu called Curriculum then Programs Find your Program In order to modify reinstate or remove a program you first need to locate it If you know the code place it in the search field called Search by program code e g BA GENE As you can see from the example the program code should contain a short form code If you don t know the code search by the program title Search Tips The less information you put in to search the easier it could be to find your item You do not need to complete more than one search field If you dont know the title try just using one ke
41. our credentials to something more general or you could change it to the name of your department and share the account with others Option 2 After you have saved your completed work at the top of the page click PDF Report This will generate a Summary of your work You can save it to your computer and email it to anyone for review Bundling will allow you to group together multiple requests however there are rules to watch for See bundling instructions if appropriate If you are ready to move forward with submitting your requests see The Envelope for further instructions Page 14 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Courses continued Modify a Course Additional Modification Update Reinstate into Calendar No changes Reinstate into Calendar With revisions Remove from the Calendar After you log in click the drop down menu called Curriculum then Courses Find your course In order to modify reinstate or remove a course you first need to locate it If you know the course code enter it in the search field called Course Code e g Anthropology 1032 as you can see from the example the course code should contain the full word followed by 4 digits If you don t know the code search by the title Search Tips The less information you put into search the easier it could be to find your item You do not need to complete more than one search field
42. r 1 will appear in your working folder under Regulations or Admission Requirements If you are finished working on it you can start a new request or move forward on submitting this one into the workflow for approval Page 42 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca If you want someone else to review your work before you submit it There are 2 options Option 1 Have the person log in using your credentials This will give them the ability to make changes to your work Tip If this is a regular occurrence you could change your credentials to something more general for example if your credentials are currently your first name last name you could change it to the name of your department and share the account with others Option 2 After you have saved your completed work at the top of the page click PDF Report This will generate a Summary of your work You can save it to your computer and email it to anyone for review Bundling will allow you to group together multiple requests however there are rules to watch for See bundling instructions if appropriate If you are ready to move forward with submitting your requests see The Envelope for further instructions Page 43 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Bundling Instructions Depending on the number and type of changes it may make sense to bundle some or all of the changes together If
43. rogram is being sent to another Faculty for review don t bundle it with another one that does not require that other Faculty s review Page 44 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Regulations Only bundle regulations with other regulations not with programs courses or admission requirements Don t bundle undergraduate with graduate level regulations Change types such as New Modify and or Remove from calendar can be bundled together If the regulation is being sent to another Faculty for review don t bundle it with items that do not require that other Faculty s review Admission Requirements Only bundle admission requirements with other admission requirements not with programs regulations or courses Don t bundle undergraduate with graduate level items Change types such as New Modify and or Remove from calendar can be bundled together If the admission requirement is being sent to another Faculty for review don t bundle it with items that do not require that other Faculty s review If you are ready to move forward select the boxes of the items you wish to bundle together and then click Submit Selected This will bring you to the Envelope page Remember The title you create on the Envelope should summarize all of the items in your bundle Create it so that it makes sense to a Senate member as they will read it on
44. tage in the workflow This stage provides an opportunity for the Calendar Officer to make final editorial changes i e housekeeping to the request before it is displayed in the calendar Page 8 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Quality Assurance Program Proposal Briefs Quality Assurance at Lakehead University The Policy for the Review and Approval of Academic Programs the Policy governs the review and approval of proposed new programs and the review of existing programs at Lakehead University The Policy applies to the approval of new academic undergraduate and graduate programs major modifications to existing undergraduate and graduate programs new minors specializations and concentrations Therefore any curriculum changes including new programs and major modifications to programs will have further requirements based on the quality assurance specifications For more information visit The Program Proposals webpage for New Programs The Information webpage for Major Modifications of Programs The homepage for Quality Assurance Or contact directly Dr Nancy Luckai Acting Deputy Provost at 807 343 8132 or deputyprovost lakeheadu ca Page 9 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Preparation Templates If you are developing a curriculum change for an initiator in your Academic Unit and you do not have your own account set up in Curric
45. terial is located in one place Note This does not pertain to meeting agendas or minutes but rather proposal briefs or other documents supporting the curriculum change Page 52 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca After a meeting When your meeting is done you can implement the decisions your committee has made about the request Choices include make editorial changes relegate it backwards in the workflow cancel the request or approve it and move it forward into the workflow Before you make a selection of the action to take on a request approve cancel or relegate you must enter a comment into the Comment box At minimum you should be entering the date of the meeting and the action e g Approved at the January 27 2014 meeting of SAC If anything extra occurred those comments should be added as well for example Attached a missing piece of the proposal brief Reporting Whenever referencing a curriculum change in your minutes or in a report be sure to include both the title and the request number For more information about what should be included in your committee s Report to Senate contact the Secretariat Office at lusenate lakeheadu ca or 807 346 7929 or ext 7929 This User Guide is helpful for those that regularly use Curriculum Navigator Questions about Curriculum Navigator can be directed to Calendar Officer Email navigator lakeheadu ca Phone 807 343 8163 or ext 816
46. tion if 20 or more of the program has changed If you are unsure if your change is major or minor contact the Provost and Vice President Academic Office at deputyprovost lakeheadu ca or 807 343 8574 or ext 8574 Use this form if there hasn t already been a change made to the program for the same year Page 25 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Programs Additional Modification Major Modification Update This form will allow you to make a major modification to a program if someone has already made a change to that program for that year Without this form the system will only allow one change per year Programs Less significant changes This form will allow you to make a modification to a currently existing program H you are unsure if your change is major or minor contact the Provost and Vice President Academic Office at deputyprovost lakeheadu ca or 807 343 8574 or ext 8574 Use this form if there hasn t already been a change made to the program for the same year Programs Additional Modification Less significant changes Update This form will allow you to make a modification to a program if someone has already made a change for that year Without this form the system will only allow one change per year Programs Reinstate back into Calendar This form will allow you to reinstate a program that was removed from the Calendar Programs Remove from Calendar This form
47. ulum Navigator i e someone else will be putting your request into Curriculum Navigator for you please use these templates Only use one template per change i e don t include multiple changes on one template as this makes it more difficult for the initiator to input Note InfoPath documents should no longer be used Step 1 Select a Template from the link below and save it to your computer For each type of curriculum change there is a corresponding template The reason there are different templates is because each change type requires different information and or will be sent through a different workflow committees A note about associated changes Your curriculum change may result in an associated change This will require an additional template submission For example if you change a course title this would result in a change to all program requirements that contain that course title Therefore you would need to submit the following templates Modify a Course and Modify a Program How to find associated changes Open up the Academic Calendar type in a keyword or phrase in the bar called Search Calendar This feature will search for your item from the various categories Courses Programs Regulations and Admission Requirements Questions Contact the Calendar Officer for assistance with associated changes Link to templates https www lakeheadu ca faculty and staff faculty resources cn instructions Page 10 of
48. ve the person log in using your credentials This will give them the ability to make changes to your work Tip If this is a regular occurrence you could change your credentials to something more general for you could change it to the name of your department and share the account with others Option 2 After you have saved your completed work at the top of the page click PDF Report This will generate a summary of your work You can save it to your computer and email it to anyone for review Bundling will allow you to group together multiple requests however there are rules to watch for See bundling instructions if appropriate If you are ready to move forward with submitting your requests see The Envelope for further instructions Page 38 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Admission Requirements continued Modify an Admission Requirements Additional Modification Update Remove from the Calendar After you log in click the drop down menu called Curriculum then select Regulations and Admission Requirements Find your Admission Requirement In order to modify update or remove an Admission Requirement from the Calendar you first need to locate it If you know the code place it in the search field called Code If you don t Know the code search by the title Search Tips The less information you put in to search the easier it could be to find your item
49. view your work before you submit it There are 2 options Option 1 Have the person log in using your credentials This will give them the ability to make changes to your work Tip If this is a regular occurrence you could change your credentials to something more general for example if your credentials are currently your first name last name you could change it to the name of your department and share the account with others Option 2 After you have saved your completed work at the top of the page click PDF Report This will generate a Summary of your work You can save it to your computer and email it to anyone for review Bundling will allow you to group together multiple requests however there are rules to watch for See bundling instructions if appropriate If you are ready to move forward with submitting your requests see The Envelope for further instructions Page 36 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Admission Requirements New Admission Requirements After you log in click the drop down menu called Curriculum then select Regulations and Admission Requirements From the drop down menu called Add New Regulation or Admission Requirement select New Admission Requirement then click Apply Complete the fields on the form Required fields will be marked with a red asterisk New codes will be provided by the Calendar Officer Cal
50. will allow you to remove a program from the Calendar Minors Remove from Calendar This form will allow you to remove a minor from the Calendar Page 26 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca Special Modification If you have been advised to use the form Special Modification the form is located under the New Program drop down menu on the homepage under Curriculum and you do not need to locate your program first The Special Modification form is used when there is a change to a program that will co exist with the first version i e if an existing program is modified to include an Orillia campus version This form should only be used in consultation with the Deputy Provost and Calendar Officer If you are unsure which Action to choose contact the Calendar Officer Complete the fields on the form Required fields will be marked with a red asterisk Help text will be provided for some questions click on the question mark for more information Calendar End Term means the last year that you want your program to be displayed in the calendar Unless you are removing a program from the Calendar always use No Specified End Date If you have opened a field with an editor open with editor and you are pasting text into it be sure to paste it using the Paste from Word option so that it removes any extra Page 27 of 53 955 Oliver Road Thunder Bay ON Canada P7B
51. y word that may be in the title It is likely the title is exactly what is shown in the Calendar so you could copy and paste from the Calendar Page 23 of 53 955 Oliver Road Thunder Bay ON Canada P7B 5E1 lakeheadu ca You can un restrict the search parameters by changing the drop down menu called Search options to Contains instead of Starts With This will give the search engine more flexibility when searching How to avoid two changes to the same program at the same time Once you have located your program consider if anyone else could be making a change to it during the same time frame For example last month someone put through a program change for entry into the 2017 calendar you wonder if it is still in the workflow because you want to make another change to the same one for the same calendar year If that is a possibility follow the instructions below If it is not possible skip to the next step To check that someone else hasn t already submitted a curriculum change to the same program o After locating your program click Show Advanced Fields o Deselect the check box called Latest Only o Inthe drop down box called Program Status select choose o Then click search All versions will be displayed If one of your versions say In working folder or In change request contact the Calendar Officer before proceeding because that means someone else is working on it o The Calendar Officer will v
52. you have created several requests click view on your working folder and you will see that your items are listed separately under the Curriculum tab From this point you can decide if you want to bundle them together or submit them separately into the workflow You may want to bundle if the requests are very similar in nature or if they are directly associated with each other However if you do chose to bundle there are some rules Courses e Only bundle courses with other courses not with programs regulations or admission requirements e Don t bundle undergraduate with graduate level courses e Change types such as New Modify and or Remove from calendar can be bundled together e If the course is being sent to another Faculty for review don t bundle it with items that do not require that other Faculty s review Programs e Program changes can only be bundled with other program changes not with courses regulations or admission requirements Even if you have a course and a program change that are associated with each other they cannot be bundled together However you can reference the associated request number in the documentation e Don t bundle undergraduate with graduate level programs e Change types such as New Modify and or Remove from calendar cannot be bundled together For example only major modifications can be bundled with major modifications e If the p
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