Annual Update Plan A Detailed Walk-through of Key Topics

Key Topics Things to Know about the AUP AUP Design Mode vs. Active Linking Documents to the AUP Linking Department Goals in the AUP Aligning Actions to Linked Goals in the AUP

Things to Know: Collaborators If you are working with collaborators, please know that the AUP PDF or Word document DOES NOT have the directions listed in each section. Therefore sharing these files with collaborators will not give them sufficient information to contribute to the AUP form. To add collaborators, please contact Maribel Carbajal-Garcia (CarbajM@elac.edu) – right click on hyperlink to open

Things to Know: Reference Material References (links) for each AUP section can be found under “References”

Things to Know: Supplemental Forms All “Supplemental Forms” can found on AUP form or the AUP website: Website Link http://www.elac.edu/facultyStaff/oie/Annualupdates.htm – right click on hyperlink to open

Things to Know: Save Draft & Publish You can save your progress using “Save Draft” or “Save all as Draft” Recommendation: SAVE OFTEN! IMPORTANT: Do not click “Publish” or “Publish all” until you are ready to submit the AUP

Key Topics Things to Know about the AUP AUP Design Mode vs. Active Linking Documents to the AUP Linking Department Goals in the AUP Aligning Actions to Linked Goals in the AUP

Design Mode vs. Active Mode Purpose: Alters the structure of the AUP Three reasons to be in “Design Mode” Add collaborators (we recommend contacting Maribel Carbajal-Garcia CarbajM@elac.edu to add collaborators) Link Documents to the Program Plan Update section, documents include: Facilities Request Form Hiring Prioritization Form (HPC) for Faculty Hires Human Resources Form (HRC) for Classified Hires Link Department Goals to AUP in the Program Update Plan This is similar to the first page of the previous AUP Active Mode Purpose: Allows you to fill-in the AUP form Majority of the work will be done in Active Mode

Design Mode vs. Active Mode How will I know I’m in Design Mode? Things to look for… If you are in Design Mode, the button will say “To Active Mode”. I know this is confusing, but is an eLumen system quirk. Clicking on it will take you “To Active Mode”. If you are in Design Mode, you will see these “Add Section” boxes under each section of the AUP. Plus, you will not be able to fill-in the AUP form.

Design Mode vs. Active Mode How will I know I’m in Active Mode? Things to look for… If you are in Active Mode, the button will say “To Design Mode”. I know this is confusing, but is a eLumen system quirk. Clicking on it will take you “To Design Mode”. If you are in Active Mode, you will see these fillable text boxes under each section of the AUP. Plus, you will see buttons for “Cancel changes”, “Save draft”, and “Publish”

Key Topics Things to Know about the AUP AUP Design Mode vs. Active Linking Documents to the AUP Linking Department Goals in the AUP Aligning Actions to Linked Goals in the AUP

Linking Documents to the AUP Why do I need to link the documents? To provide additional documentation for resource requests related to the hiring of faculty/classified staff or facilities request What documents would I need to link? Facilities Request Form Hiring Prioritization Form (HPC) for Faculty Hires Human Resources Form (HRC) for Classified Hires Where can I find the forms? Under “Supplemental Forms” on this website: http://www.elac.edu/facultyStaff/oie/Annualupdates.htm – right click on hyperlink to open

Linking Documents to the AUP Step 1: Go to “Design Mode” (see slides 8 & 9) Step 2: Scroll down to the “Program Plan Update” section Step 3: Click on the settings “gear” to dropdown the options and look for “Link Folder”

Linking Documents to the AUP Step 4: The box below will appear, click “New Folder” to add a new folder Step 5: Type in your AUP document folder name and click “Create” Step 6: Click on the square button to the left of your newly created folder and click “Link”

Linking Documents to the AUP Step 7: A folder will appear in the Program Plan Update, click on this folder Step 8: Click on “Upload Files” to upload files into your linked folder

Linking Documents to the AUP Step 9: You may drag files to the gray box or click on the gray box to browse your computer files Step 10: Click “Upload” and you will see your file in your folder

Linking Documents to the AUP Step 11: The folder icon on your Program Plan Update will turn blue if it contains files. Go back to “Active Mode” to begin filling in the AUP (see slides 8 & 10) Congratulations! You have successfully linked a folder/file to your AUP Program Plan Update. Repeat the steps 8-11 as necessary for your HPC, HRC, and Facilities requests.

Key Topics Things to Know about the AUP AUP Design Mode vs. Active Linking Documents to the AUP Linking Department Goals in the AUP Aligning Actions to Linked Goals in the AUP

Linking Department Goals in the AUP Step 1: Check whether your Department has goals in eLumen Click on “Org Management” – top of the screen Click on “Profile” If you have goals, they will be here

Linking Department Goals in the AUP You will need goals to move forward with this walk-through If you do not have goals, please see the following: Presentation on Mission Statements and Goal Setting – discusses how to write a mission statement, goals, and align goals in eLumen (http://www.elac.edu/facultyStaff/oie/Annualupdates.htm) – right click on hyperlink to open Attend a training on Mission & Goals (http://www.elac.edu/facultyStaff/oie/annualupdatetraining.htm) – right click on hyperlink to open

Linking Department Goals in the AUP Step 2: Check whether your goals are aligned with the College’s Mission Goals Click “Align Goals” If your goals are aligned, you should see green boxes with white checkmarks. If you need to align your goal(s), click on the white boxes (which will turn green with white checkmarks). Note: Creating objectives for your goals is OPTIONAL

Linking Department Goals in the AUP Step 3: Go back to the AUP Click on “Strategic Planning” Click in “Initiatives” Select your AUP Step 4: Go into “Design Mode” (see slides 8 & 9 for reference), scroll down to the Program Plan Update, click on the Flag and Arrow icon

Linking Department Goals in the AUP Step 5: Click on “Add Goals and Objectives” button to begin linking goals Step 6: Under “Select Org Type”, select “Division. Your goal(s) should appear under “Division Goals & Objectives”

Linking Department Goals in the AUP Step 7: Click on your goal (in blue) and it will move to the left side under “Selected Goals & Objectives”. Click “OK” when finished (lower right corner). Step 8: Use the dropdown menu on the upper right-hand corner to select “4-level goal rubric”, which will look like picture below. Click “Save” when finished.

Linking Department Goals in the AUP Step 9: Go back to “Active Mode” and scroll down to the Program Plan Update. You will see that your flag and arrow icon has changed. The number after the flag indicates the number of goals you linked to the AUP. Go back to “Active Mode” to begin filling in the AUP (see slide 8 & 10 for reference). Congratulations! You have now linked a goal or goals in your AUP. The next step will be to align actions to each goal.

Key Topics Things to Know about the AUP AUP Design Mode vs. Active Linking Documents to the AUP Linking Department Goals in the AUP Aligning Actions to Linked Goals in the AUP

Aligning Actions to Linked Goals in the AUP Step 1: Make sure you are in “Active Mode” (see slide 8 & 10 for reference). To begin aligning actions to your linked goals, click on the flag and arrow icon. Once you click on this icon, the “Link Goals and Objectives to Program Plan Update” box will appear (see second image)

Aligning Actions to Linked Goals in the AUP Step 2: Click on the box which best describes your progress on this goal, this will highlight the box in blue Step 3: Click on “+ Align Action” (see image above for location) Step 4: Click on “Create New Action”

Aligning Actions to Linked Goals in the AUP Step 5: Describe the action your department will take to achieve the goal in the “Recommended Action” textbox. Step 6: Select the “Action Type” in the dropdown which best describes the action you are recommending.

Aligning Actions to Linked Goals in the AUP Step 7: To link your SLOs to the action, click on the Link SLOs hyperlink (blue)

Aligning Actions to Linked Goals in the AUP Step 8: Click on the CLOs or PLOs you wish to link to the action. You may use the dropdowns to select CLOs from your courses or PLOs from your programs. Select SLOs will appear under “Selected SLOs”. Click “Close” to return to the “Align Action” area.

Aligning Actions to Linked Goals in the AUP Step 8: Linked SLOs will appear in the “Linked SLOs” area and will have the course/program name and outcome

Aligning Actions to Linked Goals in the AUP Step 9: To add a resource request to this action, click on the hyperlink, “+Add a Resource Request”

Aligning Actions to Linked Goals in the AUP Step 10: Fill in the “Resource Name”, select the most appropriate “Resource Type” category, and fill in the “Description” or “Amount”. Click “Add New Action”. Note: Faculty, Classified, and Facilities requests will require “Description”, other categories select will require an “Amount”. You may add multiple resource request to an action. Clicking on the X the will delete the resource request.

Aligning Actions to Linked Goals in the AUP Step 11: Your action will show up under the linked goal and show the number of “linked SLOs” and “resource requests”. Click “Save” to save the aligned goal and action(s) Note: Clicking on the X the will delete the aligned action.

Aligning Actions to Linked Goals in the AUP Step 12: Your number of action aligned goals and actions will show up on the flag and arrow icon. Congratulations! You have now linked a goal, aligned an action, linked SLOs to the action, and linked a resource request to the action. Repeat the steps as necessary for your Program Plan Update.

Questions? For Assistance (or appointments) please contact: Maribel Carbajal-Garcia CarbajM@elac.edu Jeffrey Pang pangjt@elac.edu For Trainings and Walk-in Hours, please see the AUP Training Schedule http://www.elac.edu/facultyStaff/oie/annualupdatetraining.htm Right click on hyperlink to open