1. Jessica Goudy Assistant Registrar - Courses Stanford Medicine
School of medicine curriculum management workshop Academic year
Jessica Goudy
Assistant Registrar - Courses
Stanford Medicine

2. Objective
Review curriculum management process for academic year
Three topics covered
Overview of systems and deadlines
Course catalog management
Time schedule management
Two supplemental handouts
Training Guide
Academic Calendar
Also available on the Curriculum Management website

3. The Big Picture: Overview of Data Systems
Peoplesoft Database (Course Catalog)
Explore Courses
Stanford’s Bulletin
Med Catalog
MedSchool Bulletin
OBIEE Course Catalog Data Report
Prior Term Copy
Feeds previous year’s information into current year’s record
PeopleSoft Class Schedule Database
Resource 25
MedScheduler’s Scheduling Tool
Axess
Student Registration System
Schedule View
CourseLeaf/CLSS
Curriculum Planning System

4. Annual Review Tasks & Deadlines
TOOL
May 10, 2019
4:00PM
Review of Course Catalog Information
BI Course Catalog Report & Add/Update Course Catalog webform
May 13, 2019
Prior Term Copy
N/A (Completed by SoM Registrar’s Office)
June 14th, 2019
June 24, 2019
SoM room requests for required MD courses (all quarters)
SoM room requests for all other (all quarters)
Smartsheet from Medscheduler
July 12, 2019
Time Schedule Updates (instructor, meeting pattern, room characteristics, enrollment cap, etc)
CLSS Forms
July 31, 2019
Time Schedule Review for Autumn Quarter
BI Time Schedule Report
October 26, 2019
Time Schedule Review for Winter Quarter
February 8, 2020
Time Schedule Review for Spring Quarter
April 12, 2020
Time Schedule Review for Summer Quarter

5. System Workflow
PS Webform – Course information: information that will be consistent year over year– populates Explore Courses
Course title, description, units, repeat for credit, grading basis, quarter offerings, components
PS updates in Explore Courses within the hour of approval
CPS Webform - Class information: information that may change year over year (scheduling)
Section details, room assignment, instructors, notes, enrollment caps, consent, class status
CPS updates immediately for changes that do not require workflow, or immediately after workflow approval

6. Course Catalog Management March 27 – May 10
Indicates which courses will/will not be offered next year, grading basis, descriptions, units, etc.
Pull BI Course Catalog Report
Review the information from report
Submit changes via Add/Update Course Catalog webform in PeopleSoft
Changes only! If the course will be the same as last year, no need to submit a webform

7. New Resource
Central Registrar's Office has created a checklist for curriculum management
Phase 1: Maintaining your course inventory – due by prior term copy (May 10th)
Inactivate courses that have not been taught in the last three years or that will not be scheduled
Review existing course data*
Add new courses*
Update instructor inventory
ning+Your+Course+Inventory (please copy and paste link into browser)
*Required

8. BI Course Catalog Data Report
Go to bi.stanford.edu
Search for Course Catalog Data Rpt (PS_SR087)
Or, go to Catalog > Shared Folders > Student Administration > Student Records > Course Scheduling
Select your department and click Apply
Click on the third tab “Course Data Report by Subject and Catalog Number”

9. BI Course Catalog Data Report1 2

10. Changes to be Submitted in PeopleSoft
Course title
Course description
Add/Drop consent – must be in the comments of PS webform
Component (adding/removing)
Grading basis*
Unit changes*
Course attributes (quarter offered)
Finals
**Cannot be revised after enrollment opens for the quarter

11. PeopleSoft Course Catalog Webform
Submit any changes through the “Add/Update Course Catalog”
In PeopleSoft, go to CS Admin > Curriculum Management > Course and Class webforms > Add/Update Course Catalog

12. PeopleSoft Course Catalog Webforms
Change effective date to 08/01/ for course information
Add all changes
Write any relevant information in “Special Instructions”
Click “Send for Approval”
Submission will be reviewed and approve or reject based on policies
Completed each morning, throughout the day pending availability
Explore Courses updates within 1 hour of approval

13. Creating a New Course
Complete the Course Submission Form found on the Curriculum Management webpage: management/about/create-a-course.html
Accepted before August 1, but should submit by June 24 if a room is needed

14. Course Catalog Management Review
Deadline to submit course changes – Friday, May 10 at 5:00pm
Prior Term Copy will be run week of May 13th
Webforms will be closed during this time (May )

15. Time Schedule Management May 20 – July 31
Enter/revise class details (instructor information, schedule, enrollment caps, crosslistings)
On/after May 20th (after prior term copy), pull BI Time Schedule Report
Review time schedule for all 4 quarters, Autumn quarter is a priority
Submit any schedule changes via CPS CLSS form

16. New Resource Phase 2: Preparing for room scheduling
Run class meetings report
Delete classes that will not be offered
Add sections for course
Add sections for discussion/labs
Review meeting patterns
Review requested room capacities
Review room characteristics
paring+for+Priority+Room+Scheduling (please copy and paste link into browser)

17. BI Time Schedule Report
Go to bi.stanford.edu
Search for Time Schedule (1072-Future) (PS_SR109a)
Or, navigate to Catalog > Shared Folders > Student Administration > Student Records > Course Scheduling > Time Schedule (1072-Future) (PS_SR109a)
Select Process by ‘Subject”
Leave Academic Org (Dept/School) blank
Select terms 1202, 1204, 1206 & 1208 (or each one individually if you prefer to have separate reports per quarter)
Select your department’s subject (ex. “GENE”)
Leave Cognate Status, Component & Instructor to “All”
Click Apply
Click on second tab “Time Schedule Report” to view report

18. BI Time Schedule Report1 2 3 4

19. Changes Submitted in CPS
Class status: Active, Stop Further Enrollment, Cancelled
Enrollment consent (quarterly)
Add/remove cross-listing
Instructor mode: independent study, in person
Instructor/TA information
Room assignment - department/Med rooms
Room requests – on campus room requests only
Class meeting pattern
Enrollment caps
Notes
Create a new section: lab, discussion, independent study
Submit changes via CLSS forms from May 20 – July 12th
CLSS forms will reopen after room scheduling on July 22nd for final edits prior to August 1 enrollment opening

20. CLSS Form

21. Adding/Removing Instructors
Instructors can be added and deleted in CPS CLSS
Secondary instructors and/or TAs can be added through the same process
If the instructor is not listed in the drop down menu, they must be added to the Instructor/Advisor table in PS

22. Instructor Qualifications
Primary instructor: Eligible faculty are classified as clinical full or associate professor, or full, associate or assistant professor 
Check StanfordWho
Any questions about eligibility, contact for verification
If instructor does not meet eligibility they can be listed as a secondary instructor, and require a primary instructor to be listed as a sponsor

23. Instructor Authorization
Instructors must be approved per department
Log into PS, navigate to Instructor/Advisor Table: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor/Advisor Table
Enter instructor name, Search
Enter effective date 08/01/2019 for classes (always use 08/01 of applicable year)
Select Instructor from the Instructor Type drop down
Enter Primary Acad Org

24. Instructor Authorization
Click Approved Courses tab
Enter department under Acad Org
Save
CPS will be updated overnight
Process to add TAs is the same, select “teaching assistant” instead of instructor from drop down
If an instructor and/or TA are not listed the course cannot be graded, please pay close attention that at least one primary instructor is assigned to each class

25. Classroom Scheduling: Department Controlled Rooms
If using own department’s space or another department’s space, ensure you have the proper internal approval (if necessary)
Add the room to CPS form so that Explore Courses is updated
If room not populating, add it to the NOTES section in CPS

26. Classroom Scheduling: School of Medicine Rooms
Most School of Medicine courses meet in SoM classrooms reserved through the School’s Learning Spaces Scheduling Office, aka “Medscheduler”
Classroom and resource information can be found at: (see link to “Annual Scheduling Resources”)
All course room and resource reservations should be centrally requested by the Department Course Administrator. Requests from other administrators, faculty, TAs, etc. run the risk of causing double-booking or oversight of important details.
Deadline to submit final version is 5:00pm on Monday, June 24, 2019.
Questions? (preferred) or call before the Priority Deadline.

27. Classroom Scheduling: School of Medicine Rooms
SoM course room and resource requests will be submitted in the same method as last year -- via an online Smartsheet form.
Course Smartsheets were shared with Curriculum Administrators the first week of April. Notify ASAP if you did not receive yours.
Be sure to SAVE your Smartsheet form as you go. After saving and closing, you can log back in and continue to make changes until the June 24 submission deadline.
One row per meeting pattern.
List ACTUAL Start Date and End Date. Do not include dates during Dead Week and Finals Week if there is no class meeting scheduled.
For a course that immediately follows a related course and you wish to schedule in the same classroom, note that on the request form. Similarly, for a course that continues from one quarter to the next. There is no guarantee we can accommodate the request for consistency but we will do our best.

28. Classroom Scheduling: School of Medicine Rooms
IMPORTANT REMINDERS:
Be sure that the course headcount in Smartsheet matches the MAX headcount in PeopleSoft. Failure to do so may result in too small of a classroom being assigned.
Consistency in LKSC classrooms is difficult due to breakout sessions for required courses. You may have better results if you request non-LKSC.
Courses that adhere to the University Class Meeting Pattern Grid receive higher priority than courses that do not.
We will automatically schedule 5 minutes setup and 5 minutes takedown for all courses. The “Comments” field in the form can be used for requesting additional setup/takedown time; this will bump your course to a lower scheduling priority.
Once confirmations have been received, forward them immediately to course directors for review. Make sure they understand there is a one-week period where changes can be made without losing priority. After that, we will begin scheduling other non-academic activities and courses will lose scheduling priority.

29. Classroom Scheduling: Main Campus Rooms
For undergraduate or graduate courses requesting a room on main campus, enter “General Assignment Room” in CLSS forms before July 12.
Include the desired room characteristics for scheduling optimization
Include reason for on-campus request in comments (***required)
Without comment room will not be forwarded to RO for scheduling
On-campus rooms are not guaranteed and may be subject to change
University Registrar’s Office will schedule a room for Autumn course(s) week of July 15th
Winter week of October 7th
Spring week of January 20th
Summer week of March 23rd

30. Cancelling Courses Submit a PS webform updating course attributes
If course is offered for one quarter, change to NOTTHIS; if course is offered for multiple quarters, remove quarter of cancellation
Include “course cancellation” in the special instructions
Update class status to “stop further enrollment” in CPS
Class cannot be cancelled with ANY enrollment
If no enrollment, update to “cancelled”

31. Cancelling Courses
Cancel room reservation for Med rooms through Med Scheduler website
With submission of PS webform, I will the class roster of currently enrolled students
Students must be notified by the department and/or instructor of cancellation so that enrollment can be adjusted, cc on notifications, please include deadline to drop (1 week from notification)
I will cancel the course on the established deadline and will any remaining students that they have been dropped with the course administrator cc’d

32. Explore Courses Admin Explorecourses.stanford.edu /admin
Looks and functions like Explore Courses
Has additional information for the administrator

33. Reminders
Permission numbers: with completion of required training permission numbers can be granted by the department administrator
Independent study section: add in CPS and assign appropriate instructor, update instruction mode to independent study and submit for workflow
If instructor is not listed, add to Instructor/Advisor table and CPS will be updated over night

34. Review
Course Catalog Management (March 27 – May 10): make sure course information is accurate before prior term copy
BI Course Catalog Report
Submit Course Catalog webform via PeopleSoft
Time Schedule Management (May 20 – July 12): make sure class scheduling information is accurate
BI Time Schedule Report
Enter changes to CLSS form
Classroom Scheduling (May 20 – July 12)
SoM Rooms – Smartsheet to Medscheduler (due June 14th for mandatory; 24th for other)
Department Rooms – enter in CPS CLSS form after approval (due July 12)
Main Campus Rooms – enter “General Assignment Room” and room characteristics in CPS CLSS form (due July 12)

35. Courses/Scheduling Open Labs
SoM Registrar’s Office/Medscheduler in ALWAY M206
May 7 from 10:00-11:00AM
May 23 from 2:00-3:00PM
June 7 from 10:00-11:00AM
June 19 from 2:00-3:00PMs
University Registrar’s Office in 408 Panama Mall, Room TBD
April 23rd from 10:00-12:00PM (geared toward new SSOs)
April 23rd from 2:00-4:00PM (geared toward new SSOs)
April 26 from 10:00-12:00PM
May 5 from 10:00-12:00PM
Lunch and Learns: Tuesday April 30th from 12:15-12:45PM online (recorded for later access!)
y/SASLL/Lunch+and+Learn+Calendar+and+Past+Pr esentations (copy and paste link into browser)

36. Help Along the Way!
Questions during the Curriculum Management process?
Download training material at med.stanford.edu/curriculum- management/about/training-material.html
Attend an Open Lab to ask questions in person
or call Jessica
Jessica Goudy – (650)
Questions now?