Curriculog is an electronic process for curriculum proposal submission, review and approval.
- Login and Access Curriculog
- Chrome and Firefox are the recommended browsers. Users of Internet Explorer (all current versions) may run into some complications while interacting with Curriculog's forms.
The User Dashboard is the home page for all users of the system. When you log into the system, the first page you will see is User Dashboard.
Across the top of the page, you will find a toolbar to access Proposals, Agendas, Accounts, and Reports Modules.
The left pane will update based on the Tab selected.
If tasks are waiting to be completed, or if any of those tasks are marked as urgent, clickable links will appear just under the “User Dashboard” header. Selecting either the number following “Tasks” or “Urgent” will display the My Tasks Tab in the left pane.
In the upper right corner, there are options for your own user account listed below the drop-down menu, giving you options for “My Settings” (selecting My Settings will redirect you to the Accounts Module from the top menu) and “Logout.”
Following your name are “Help” and “Search” icons. Selecting “Help” will display a window featuring symbols and colors utilized in Curriculog.
The right pane will display “My Recent Notifications” and “My Upcoming Events”, and the option to view the Calendar.
My Recent Notifications
Users will receive notifications for three purposes: system notifications, system-generated workflow notifications (tasks and status updates), and reminders (alerts and deadlines). The most recent five notifications sent to you will display and you may utilize the arrow in the upper right corner to scroll through previous notifications.
Navigating to the “My Settings” Tab and selecting your user row, you will be able to view the Account Summary for your account.
You can change your name, email information and your password in the “Personal Information” section of the Account Summary. This section will also show what roles you have in the system.
You will also have the ability to update the notifications you receive on the proposals currently in the system.
Roles and Responsibilities for Users
As Users, you will be responsible for creating Proposals and/or responding to Proposals created by other users. Proposals will follow an Approval Process that has been established by your school or college and will move automatically from step to step.
When you log in, you will be in the Proposals Module by default. Proposals are the various types of forms that route through the review and approval process.
Selecting "New Proposal" allows you to create a new proposal. There are four tabs available for listing the approval processes you may choose from to create a new proposal:
- All Processes – Lists all approval processes available for use
- Courses – Processes created pertaining to courses
- Programs – Processes created pertaining to programs, minors, and certificates
- Others – Processes created pertaining to other actions, (new subjects)
Directions for filling out the forms may vary depending upon the type of proposal you’re creating. Instructions for each of the proposal types follows and it is recommended to turn on the help text when viewing a form, using the "i" icon, to receive additional information.
Please note that all fields with an orange asterisk are required. You will not be able to launch the proposal without completing the required fields.
Any field that has “Select an option” in the field denotes that the field is a drop-down menu, while any field that is blank denotes a free-form text field and you are required to type text directly into the field.
If a field is not required and does not apply to your course or program, you may leave it blank or in the cases of a drop-down menu, you are not required to make a selection.
You will find directions at the top of the forms that will guide you in filling out your proposals. Additionally, to populate the Approvers for your steps or to retain work if you need to navigate away, click the “Save All Changes” button either at the bottom of the form or in the upper left corner.
As you work, fields in the form will be highlighted blue to indicate that there are unsaved changes. If you navigate away from the proposal before saving your changes, the edits will be lost.
When you attempt to navigate away from a page with unsaved changes, you will be prompted with a warning that unsaved changes will be lost. The appearance and text of the prompt will vary depending on your browser. If you choose to leave, you will lose all changes, but if you choose to stay on the page, the prompt will be closed and you will be able to save your changes.
You may also choose to print your proposal at any time by selecting the Print Friendly icon from the upper right corner of the form side of the screen.
When you choose to print the proposal, you will be presented with a print-friendly version of the form. If you would like to include more details, you can select “Print Options” in the upper right corner of the print window.
When you click Print Options, the window will expand to show you what additional printing options are available. Use the checkboxes to select the options you would like to include in your printed version.
Note: When printing a revision proposal, you should always check “Tracking” to show all changes to the course or program, similar to Track Changes in Word document.
Once you’ve chosen all the print options you want to include in your printout, click the “Select Options” button. This will give you a preview of what will appear in your printout. Finally, click the “Print Proposal” button to choose a printer and complete your printout.
You may also choose to expand the form into a full-screen view, by selecting the “Toggle Full-Width Form” icon. When expanded, the form will cover the “Proposal Toolbox” on the right. Clicking the icon again will collapse the form.
There are three types of course proposals that you can process through the system:
- Creating new courses and regularization of selected Topics courses
- Revisions to existing courses, including both regular and Topic Type II/III courses
- Inactivation of courses, including both regular and Topics courses
There are separate forms for each course proposal type for a total of seven course proposal forms.
When completing a Proposal for a New Course, you will need to fill in all required fields, which are indicated by an orange asterisk next to the field name.
Each of the fields are self-explanatory and generally follow the previously used Course Proposal Form or CPF. However, there are some new or updated fields that you should be aware of.
One of the first fields you’ll need to complete is the Type of Approval field. This field indicates whether you are entering a new course or regularizing a selected topics course.
If you’re creating a new course, simply click New Course. If you are regularizing a selected topics course, click Regularization of Selected Topics Course, and then just below that you will need to fill in the field “Course being regularized”. In that field, you should enter the subject, number, and topic title of the selected topics course being regularized. [EX: MAT 200 Calculus I]
In order for the Curriculog system to communicate with the catalog system, Acalog, the terminology in both systems needs to match, so some of the data may be slightly different than you’re used to using.
You’ll see that Subject*, Number*, and Subject Title* are all required fields when creating a new course. Subject* refers to the prefix of the course (i.e., SAL for sports analytics or HST for history). Number* refers to the three-digit course number such as 364. Together they denote the course HST 364.
Subject Title* is related to Subject*. The system doesn’t have the ability to autofill the Subject Title when you choose a subject from the dropdown menu, so you will need to choose a full subject title from the corresponding drop-down. Therefore, for Subject HST, you will need to choose Subject Title History from the drop-down.
Files, including syllabi, can be uploaded into the Curriculog system at the time of proposal creation.
Files are uploaded using the icon in the upper right menu.
Once you have reached the end of the form, you will need to launch the proposal. To launch it, you will need to scroll back to the top of the page and click the Launch icon from the upper left corner.
If you have missed any required fields, the proposal will be unable to launch. All required fields that were left blank will now be indicated with orange text that reads, “This field is required.”
Once the proposal has been launched, it will move onto the next step in the process. Unless you are a part of a later step in the process, no further action will be required.
When you are creating a proposal for a course that already exists – you will need to choose the appropriate level course revision form (undergrad/grad). You will need to begin by importing the existing catalog information. Start by selecting the “Import” icon from the upper left corner of the proposal.
This will open a pop-up window to the catalog link. The available catalogs have already been determined for each form, so you will only have one catalog to choose from.
Once you click on the catalog link, the system will open a search window. You will use the search window to locate your specific course information. To look for a course based on a specific field, or combination of fields, use the “Filter by field” drop-down menu to select a field – like Prefix or Code. This will allow you to enter the information about a specific course.
Once you have entered the filter information, click “Search Available Curriculum.”
Note: you cannot perform partial searches. For example, if the title of a course is ‘Principles of Accounting’, searching for the word ‘Principles’ will not yield any results. You would need to search for the entire title of the course.
The system should return course results for you to choose from.
From the search results, you can choose a course to import by clicking on the course. This will bring you to the details of the course.
If your search doesn’t return the course you’re looking for, you may have to adjust the search to include courses that have previously been imported. You do this by unchecking the “Exclude previously imported items” box. This will allow you to see all courses related to your search criteria.
Note: The “Exclude previously imported items” box is always checked by default as a built-in safety check. To prevent multiple people trying to work on a course at the same time, the system will either show only those courses that haven’t been imported yet, or it will identify those that have. If you find that the course you want to revise has previously been imported, before starting your proposal, you should make sure someone else hasn’t started working on it.
Once you find your course, click the course link and a details window will open, giving you all the general information about the course you’ve chosen. If incorrect, you can Cancel Import in the lower right corner of the window and run the search again.
Once you have chosen the appropriate course, you will need to import the course data into your proposal form.
Click the ‘Import This Item’ button to import the course data.
Once you have imported the course data into your proposal form, you will need to complete the rest of the form. There are very specific directions related to course revisions. Be sure to follow the instructions given in the proposal form.
You will need to fill out the initiating faculty and course revision information section. You may check as many boxes in the ‘Change(s) being proposed’ field as are necessary. You will also need to fill out the Rationale section.
Note: You can copy and paste text into free text boxes within the proposal forms. Any field that states ‘select an option’ is a dropdown menu and you will need to choose from the list available. If you feel information is inadvertantly missing from a dropdown menu, please contact your System Administrator.
All revised course proposals must have an Impact Report. This will alert you to any potential issues that may require a consultation with another department or school.
To run an impact report, use the icon in the toolbar. This will bring you to the Impact Report window where you will need to choose the catalog you want the system to search.
When revising an undergraduate course, you will want to choose the most recent Undergraduate Course Catalog [Draft]. This "draft" is the upcoming year's catalog attached to the Curriculog system. It will contain the most up to date information.
Once you choose the appropriate catalog to review, you will need to click the “Generate Report” button at the bottom of the window.
This will create the impact report for the course you’re revising. It will show you any courses connected to the course you’re working on and any program where your course is used.
The results of the Impact Report will need to be copied and pasted into the Impact Report Results field on the proposal form. If there are no impacts found, the system will give you a message stating that this and you should copy and paste that message into the results field to indicate that a report was run.
The system will also show any cross-listed courses that are impacted by the course you’re revising.
Once you have entered the results of the Impact Report into the field, you will need to determine if a consultation is needed based on the results of the report. If the courses and/or programs impacted by the course revision are within the same department, a consultation is not necessary. If there are affected courses and/or programs in other departments or schools, you’ll need to determine if you need to do a consultation with those departments or schools. *NOTE: all cross-listed courses require a consultation with the departments of the cross-listed courses.
The system will ask you if your course revision requires a consultation.
The Impact Report and the consultation question are required fields for revised course proposals.
On all forms that require that you to import course or program information there is a heading that reads ***STOP***. It is very important that you read the instructions that follow the STOP heading.
Proposals that revise existing courses or programs require that you launch the proposal prior to making any edits to the existing information. Because you need to type over existing information when completing revision proposals, if you fail to launch the proposal before editing the exiting information, your edits will supersede any existing information and essentially erase the prior information from the record.
By launching the proposal and then making any necessary revisions, your changes will be recorded as track changes that can be viewed in the proposal summary, when viewed with ‘mark up’.
After clicking the launch icon, a launch message box will appear to let you know that your are about to launch the proposal.
Once you have successfully launched the proposal, you will need to make your revisions and fill any empty fields, (e.g., campus, session).
If for any reason you have forgotten a required field or the system gives an error on a field, you will receive a warning similar to the following:
You should then go back through the form to locate the error or omission, or use the Show Me button. When you are making changes to a field, you will need to be sure to press the “Save” button at the bottom of the field to save your modifications.
Note: There are fields that require a specific format. For example, ‘phone*’ must be a seven digit number, (i.e., 443-XXXX). The ‘email’ field also requires a valid email format, no spaces following the address. Remember to save any corrections.
To complete a Course Revision Proposal, as the originator, you will need to make a decision on the proposal.
To make a decision on a proposal, you will use the checkmark icon. This will bring you to the Decisions screen.
To move the proposal along in the process, the originator would ‘approve’ the proposal. This action will move the proposal to the next level of review and decision.
Note: Remember that making a decision on a proposal will mean that the proposal will no longer be on your step and you will no longer be able to edit the proposal unless it is rejected back to the originator step.
The status of the proposal will now reflect that the originator approval step has been completed and the proposal has now moved to the department approval step.
The proposal is now ready to move through the approval process to completion.
Once you have completed your modifications, you will need to enter a decision to advance the Proposal to the next step in the Process. To provide a decision, select the “Decisions” Tab from the Proposal Toolbox.
If you select “Approve”, the Proposal will advance to the next step. Entering a comment is optional when selecting Approve, however, all other options will require a comment be entered.
Additional options may include “Hold”, “Suspend”, “Cancel”, and “Custom Route.” If you select one of these options, a request will be sent to the Administrator to approve or reject your request.
The definition of each option is listed below:
- Hold - Submits a request for the Proposal to not advance in the approval process. The request is sent to the Administrator, who will approve or reject the request. The users on the step will be able to continue to work on the Proposal, however, it will not advance in the workflow until the hold is removed. This would typically be used to ask for additional time for revisions on a Proposal when a deadline is approaching, as the item will not trigger the deadline when it has been placed on hold. Only an Administrator can lift the hold on a Proposal.
- Cancel - Submits a request to cancel the Proposal and delete it from Curriculog. The request is sent to the Administrator who will approve or reject the request. If the Administrator approves the cancel request, the Proposal will be referred back to the Originator. The Originator may then re-launch the Proposal or cancel it, which will delete the Proposal from Curriculog. If the Administrator rejects the cancel request, the Proposal will remain on the current step awaiting a decision.
Suspend - Submits a request for the Proposal to not advance in the approval process. Additionally, no work may be done on the Proposal and it will not advance in the workflow until the suspension is removed. The request is sent to the Administrator who will approve or reject the request. Additionally, the Administrator can remove a suspension placed on a Proposal.
Custom Route - A Custom Route is an additional ad hoc step outside the steps in the approval process. Custom Routes require Administrator approval. This will allow you to bring someone else into the Proposal that is not included within the current steps of the Proposal.
Agendas provide functionality to create a meeting agenda for discussing proposals that require an agenda as a part of the approval process. Only Agenda Administrators have the ability to create, edit, publish and make decisions upon an agenda. An Agenda Administrator will not have all of the rights and permissions that a System Administrator will have. Agenda Administrators will be able to create agendas and approve proposals on behalf of a committee; however, they will not have access to the Administrator Dashboard.
When a user navigates to the Agendas Module, they will see a list of agendas in the left pane. As a user, the Agenda Module is available to you. The first ten agendas will appear in the list and further agendas can be accessed using the “Next 10” button. Additionally, if the user is an Agenda Administrator, they will have the ability to create a new agenda and make decisions on behalf of a committee on the proposals placed on the agenda.
- View Agenda - Clicking this icon will display the agenda in the left pane.
- View Agenda Summary - Clicking this icon will display a summary of the agenda in the right pane.
- Edit Agenda - Clicking this icon will again take you to the agenda, with the ability to edit the agenda.
- Print Agenda - Clicking this icon will open a pop-up window with a printer-friendly version of the agenda and its proposals for use at the committee meeting.
- Publish Agenda - Clicking this icon will publish the agenda. Note: Once an agenda is published, it cannot be edited. A dialog box will open and you must confirm that you would like to publish the agenda.
- Delete Agenda - Clicking this icon will delete the agenda. A dialog box will open and you must confirm that you would like to delete the agenda. Note: Once an agenda is published, it cannot be deleted.
- Archive Agenda - Clicking this icon will archive the agenda.
Unpublish Agenda - Clicking this icon will unpublish the agenda. Users may not view unpublished agendas. However, they make decisions on proposals included within an agenda.
The Agenda Administrator will have the ability to create a new agenda when proposals are eligible for inclusion within an agenda. A proposal is eligible for inclusion within an agenda when it has reached a step which includes an Agenda Administrator, typically a committee step. A new agenda may be created by clicking on the “New Agenda” option.
Once the agenda name is entered, click Add Committee to select the committee the agenda will be available too. The notes field allows you to enter notes for this agenda.
Next, click on Add Proposals to add the proposals to the agenda for review. A dialog box will open displaying the eligible proposals.
Select the proposals to add to the agenda and then click “Done Selecting Proposals”. The proposals will now appear in the Proposals section of the agenda. You may view the Proposal Summary or the Proposal utilizing the appropriate icon displayed when hovering over the proposal within the agenda.
Publishing the agenda will make the agenda available to all participants on the step. To publish the agenda, navigate to the icon in the upper left. You may also print an agenda utilizing the print icon in the upper right.
Note: Once an agenda is published, you may unpublish it as long as no decisions have been made on the agenda.
To make changes to an unpublished agenda, click the “Edit Agenda” icon. You will be able to associate a specific committee with the agenda, enter notes and edit the proposals included in the agenda. If you’ve completed your work with the agenda and would like to publish it, click “Publish Agenda”.
Agenda Administrators (typically the committee chair(s)) may make their decisions on behalf of the committee on the proposal or directly from the agenda. To make a decision directly from the agenda, navigate to the Agendas Module and select the edit icon to edit the agenda.
The agenda will display in the left pane. Agenda Administrators may select a decision from the decision drop-down menu. Decisions other than approve and reject will redirect you back to the proposal for action.
Decisions may also be made directly on the proposal from the Agenda Administrator. When navigating to the decision icon, you will be prompted for a decision on behalf of the committee you are the Agenda Administrator for.
If you are an Agenda Administrator for more than one committee on the same step, it is possible that a proposal may be placed on more than one agenda for you to make a decision on. The multiple icon will appear when hovering over the proposal in the My Tasks tab.
From the status icon, the Agenda Administrator has the ability to view the opinions of the committee members. To view committee members, select the triangle to the left of the committee name within the step.
As an Agenda Administrator you may view the participants and their respective opinions. However, only the Agenda Administrator votes are calculated into the final decision. Note: Agenda Administrators are identified by an * to the right of their name on the proposal step.
Committee members will receive notification when a proposal reaches a committee step. They may submit their opinion on each individual proposal.
When all proposals on an agenda have a decision, the agenda may be archived by the Agenda Administrator. A message will display in a pop-up window asking if you would like to archive the agenda. You may archive the agenda by selecting the option in the message or simply navigate to the archive agenda icon in the upper left of the agenda and the agenda will be archived.
From your personal dashboard there will be two tabs available under the Accounts Module of Curriculog.
This tab will display a list of all users within Curriculog. You may sort results by Name, Role Type, or Entity using the drop-down menu in the upper left. You may also use the alphabet links to filter the list of Users displayed. Hovering over a user row will highlight it blue-gray and display an envelope icon to the right of the user’s name. Ten results will display in the pane; selecting “Next 10” or “Previous 10” will allow you to scroll through pages of results.
When hovering over a user, an envelope icon will appear to the right in that row. The envelope indicates you may send a message to that user. Emails will be sent from your email account and are not maintained within Curriculog.
Selecting a user row will display that user’s Account Summary in a flyout on the right pane. This view displays the user’s name, email address, any roles that have been assigned to the user and any committees those roles are associated with.
Navigating to the “My Settings” tab and selecting your user row, you will be able to view the Account Summary for your account.
- Personal Information
- You have the ability to change your name, email information and your password in the Personal Information section of the Account Summary.
- Selecting “Change Password” will display a dialog box prompting you to enter your current password, new password, confirm new password and select “Update Password”.
- Roles and Committees
- Below the Personal Information section of the Account Summary, you will see Roles and Committees listed. From the user area you will not be able to add or edit your roles and committees.
- If you need to change your roles and committees assignments, please send a request to firstname.lastname@example.org
- User Rights
- Within User Rights are the Permissions. The System Administrator controls these options.
- Within User Rights are the User Preferences. You have the ability to determine the frequency of notifications regarding proposals.
- Signature Pin – approval steps beyond the Originator step (first step) requires a Pin (four-digits, like an ATM Pin) to be entered in lieu of a wet signature. This Pin has already been created for those that participate in steps requiring use and can be viewed at any time by navigating to this area and clicking on ‘View Pin’. If you want to change your Pin, please be sure to click ‘Save Preferences’ to record the change in your User Account. The System Administrator can assist you with changing you Pin, if you have need.
- Those areas the user cannot edit will be grayed out.
- If you make any changes to this area you will need to select ‘Save Preferences’.
The Reports Module allows the user to generate reports on proposal activity within Curriculog. The reports available are determined by the Administrator.
Proposal Detail Report
Provides the complete details of a single proposal, with the ability to include a summary of user activities (edits, comments, decisions, time), comments, import source, files, and cross-listings. Select the criteria desired for the report and select Generate Report.
The Proposal Detail Report results will appear in a pop-up window. You may export the report as a CSV file by selecting “Export Report as CSV”.
Proposal Progress Report
Provides the history of a proposal (its steps) in a flow diagram with user activity including comments, edits, time and decisions. Select the proposal desired for the report and select Generate Report.
The Proposal Progress Report results will appear in a pop-up window. You may export the report as a CSV file by selecting “Export Report as CSV”.
Provides all dependent elements of the curriculum for a particular curriculum item, such as prerequisites, corequisites, cross-listings, programs, and campuses. To begin, enter a prefix and code. Then, select at least one catalog you would like to search for impacts. For example, if the catalog contains a prerequisite field that would likely have valuable relationship information for your Impact Report. You may select multiple catalogs and fields. Program information is returned with your report by default. Impact reports are available exclusively for courses.
The Impact Report results will appear in a pop-up window. You may export the report as a CSV file by selecting “Export Report as CSV” or you can <Select All>, <copy> and <paste> the data into the required field of the proposal.
Historical Change Report
Provides the changelog of all proposal versions of a curriculum item over time. Select the criteria desired for the report and select Generate Report.
The Historical Change Report results will display in a pop-up window. You may export the report as a CSV file by selecting “Export Report as CSV”.