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Published byDorcas Shonda Kelly Modified over 9 years ago
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University Program Inventory Training October 2009
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Purpose of Program Inventory Provide a list accessible by KBOR institutions, staff and constituents of academic programs offered at each public institution Provide an easier method of maintenance of academic programs via web-based system – Maintain history of programs Provide quicker and more convenient method for tracking new academic programs through the approval process
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Program Definitions “Program” means an academic plan of 16 or more credit hours that is approved by the appropriate governing board Leads to an award – A degree or a career/technical certificate
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KSPSD Program Inventory PALA -Program Code -Award Level -Award (UI) SSN/Student ID Student-level database Program/course-level database KHEDS (Kansas Higher Education Data System)
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KSPSD Program Inventory PALA -Program Code -Award Level -Award # SSN/Student ID Student-level database Program/course-level database Program/Course-based Reporting Student-Based Reporting KHEDS (Kansas Higher Education Data System) PALA
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Program Inventory Changes 1.CIP codes not submitted with new programs; KBOR staff, in consultation with institutions, enter CIP code
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Program Inventory CAUTION! For each Program in PI, a unique P A L A (Program Code, Award Level, and Award) must exist – This PALA is how students are matched in KSPSD; KBOR is now working with, and will continue to work with, institutions to ensure that multiple PALAs don’t exist For example: – Program Code: MATH 101 – Award Level: CERTA – Award: CERT
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Logging In Go to the upper left and double click on Login
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Logging In Enter your User ID and Password If you have forgotten your User ID or Password, click on Forgot User ID/Password If you need to add a New Account, click on that link
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Choosing Program Inventory Go to the upper left drop down menu titled Projects and hover your mouse over it – When the choices appear, move your mouse down to Program Inventory and click on it
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Click on the Program/Course Inventory tab
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Logging Into Program Inventory Click on Institution Program Inventory MaintenanceInstitution Program Inventory Maintenance
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Adding A New Program To Add a New Program, click on the Apply New Program link in the blue menu
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Adding A New Program Enter data in the fields marked above with stars (and asterisks); Comments and an Explanatory Code can be added if needed
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Adding A New Program When you are satisfied with the data input, click Save; when you are ready to have your new Program reviewed, click Submit
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The Approval Process To see where your New Program is in the Approval Process, click on Institution Program Inventory Maintenance; on the Search screen, click on Pending
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The Approval Process Double click on the Program you wish to view
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The Approval Process The Approval Process will appear beneath the data fields you previously entered; the red sections show where in the process your Program is
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How To Modify a Program You will first need to search for the Program you are wanting to modify You can search in Pending, Active or Phased-Out and/or by CIP Code, Program Code or Program Description
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Modifying a Program After finding the Program, double click on the Program to Modify
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Modifying a Program To make modifications to this Program, click on the Apply Modify Program button at the top
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Modifying a Program You can make modifications to Program Code, Description, Award, Number of Hours and provide Comments on your changes You cannot modify the Award Level
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Modifying a Program After making a modification, a red flag will appear next to the modification made You can view what the previous information was by hovering your mouse over the red flag
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Modifying a Program After making your modification, you need to Save and Submit your modification
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Modifying a Program Once submitted, this modification will go into the approval process The progress of the approval can be viewed by searching for this program in the Pending list
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Modifying a Program A red checkmark means that a Program has been submitted for approval A yellow triangle means that it only has been saved, not submitted
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Program Approval Process To view where your program is in the Approval Process, in the Program Search section, click on Pending and double click on the Program
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After searching for the Pending Program and clicking on it, the Approval Process will appear beneath the data fields you have entered
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Approval Process The red highlighted section shows what step the process is currently on Dates show when sections were approved
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Linkage of PI to Program Review Linkage of PI data to Program Review data – Colleges Department – Program Changes in Program Inventory data impact Program Review New Programs Program Changes – Moves Changes in College / Department structure
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Linkage of PI to Program Review
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Program Department College/School Building blocks of Program/Dept/College
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Linkage of PI to Program Review
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Changes in Program Inventory data impact Program Review Be vigilant and careful when working with Program inventory Work with KBOR Academic Affairs to update/revise any linkages/structures by: Programs Departments Colleges/schools
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Enhancements to the PI System Incorporating Student Counts to PI page at a program level Institutional Summary Report on a Report Tab View older “snapshot data” Available by end of the semester
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2009-2010 Student Data Enrolled xx Completed xx Employed xx Avg. Salary $$
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Institutional Reports (probably a new tab) List of reports still being defined … please send ideas! 1.Track Status of all Pending Programs 2.Listing of active Programs 3.Listing of Phase-out Programs 4.Listing of Inactive Programs 5.System summary reports of active and Pending programs 6.Others?? Provide feedback to IRHelp
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Questions?
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Thank You! If you have questions or comments about the training materials or any other training related questions, please send questions to: ashriver@ksbor.org
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