1. CURRICULUM AND CATALOG MANAGEMENT IN ALL ITS GLORY UMACRAO/WACRAO 2012 LORI BESELER, WINONA STATE UNIVERSITY INGRID NUTTALL, UNIVERSITY OF MINNESOTA STEPHANIE WERKOWSKI, MARQUETTE UNIVERSITY

2. What you’ll hear in this session  Why we changed our processes (common reasons)  Our individual stories  Opportunities to discuss catalog production and maintenance We have bulletins, catalogs, and schedule of classes. For some of us, these are synonymous; for others, they are not. Catalog ‘cultures’ are different at different institutions (and within them).

3. Why Change the Catalog Process? Out of date as soon as it is published Resource constraints Particularly with a printed/printable version Inconsistencies Information Look and feel among colleges/schools Students do not want a printed bulletin; they want to go online Expensive to produce (especially printing)

4. Marquette University  Location: Milwaukee, WI  Affiliation: Private, Jesuit  Enrollment: 11,749  Undergraduate: 8,293  Graduate: 2,201  Professional: 1,255  Colleges/Schools: 13 Arts and Sciences, Business Administration, Communication, Education, Engineering, Health Sciences, Nursing, Professional Studies, Graduate School, Graduate School of Management, School of Dentistry, Law School

5. Putting together the Proposal In August 2009, the Office of the Registrar (OTR) narrowed down the options to 3: Acalog, Courseleaf and SmartCatalog OTR, along with the Office of Marketing and Communication (OMC) formed a committee using representatives from each college/school, IT Services, The Provost Office, OMC and OTR Prior to the review of each product, the committee worked together to create a common list of Functional Requirements to use as they evaluated the three systems

6. And the Winner is… Courseleaf (Leepfrog Technologies)  The committee decided on Courseleaf because of the following features:  Online Workflow of curriculum forms  Ease of use by end-users  Dictionary of style standards  Templates to standardize the “look and feel” among colleges/school/departments  Ability to more effectively integrate with the Marquette University brand  Robust search feature

7. Let the conversion begin Budget issues prevented us from beginning until Aug 2010 when we converted the printed bulletin to the online bulletin for the 2011-12 edition By this time, changes for 2011-12 had already been approved on paper. Departments had to make their changes online based on previous (paper) approval and colleges approved those changes online. First online bulletin published June 2011

8. Workflow process After the 2011-12 bulletin went online, we created workflow to approve curriculum changes online for the 2012-13 bulletin Separate course and program “forms” are available online for the editors to add, drop or modify courses and degree programs (majors/minors/certificates)

9. Challenges Data conversion Working out the editing timeline to make it as efficient as possible – in the past we had 3 different timelines for the UG, GR & DENT bulletins Understanding and setting up the workflow process to actually work for the individual colleges/schools Hosted @ Leepfrog vs. Hosted @ MU Search feature was not as good as we understood it would be, until we adopted the new Google Search

10. Moving Forward We will be updating the look and feel of the online bulletin to make it more user friendly We will updating the bulletin to make it mobile ready We will be hosted @ Leepfrog

11. University of Minnesota  Location: Twin Cities, Crookston, Morris, Duluth, Rochester  Enrollment: 68,400 +  Undergraduate: 48,800  Graduate: 13,100  Professional: 4,178  17 colleges/schools on the Twin Cities campus; 9 on the Duluth campus

12. The catalog  Home grown course and curriculum management systems  Central oversight and coordination on the undergraduate side; less so for graduate and professional programs  Critical information for other tools (see handout)  Systems managed by the Office of the Registrar  Had a robust PDF created by University Relations and published every two years  1 FTE and some time from two other FTEs

13. Time of transition Moved catalog responsibilities to the Office of the Registrar in 2012 (along with one FTE line) Opportunity to simplify PDF and re-thinking online presence Work in conjunction with the coordinate campuses  Graduate catalog work completed by UR, then transitioning to the Office of the Registrar

14. Changes Transition of editing work of program and course descriptions Significantly simplified the PDF Curriculum, including courses Policy screen shots Moderate changes to the online catalog (to prepare for future direction) “Disentanglement” of the web apps and web content Links directly to program web pages Beginning conversations about a more decentralized approach (while maintaining central entry point) Determining roles and responsibilities

15. Moving forward  Continue to ‘decentralize’ web presence/responsibilities  Implications of the Oracle upgrade  Improve communication about how the catalog informs other tools and systems  Look for opportunities to streamline  Enrollment policies and procedures  Links to policy library  Re-frame the catalog’s role without ignoring its importance

16. Winona State University Locations: Winona, MN/Rochester, MN  Public Institution  Enrollment: 8,879  Undergraduate: 8,400  Graduate: 479  Colleges: 5  Business, Education, Liberal Arts, Nursing & Health Sciences, Science & Engineering

17. How our change worked  Committee formed to conduct a Lean Process  Associate Registrar  IT staff  Academic Affairs staff  A2C2 member  Lean facilitator  Mapped our current process  Cost analysis - print vs. online  Cost analysis - in-house development or purchase software?

18. Review and decision  Reviewed 4 catalog software packages  Chose Acalog  Published October 1, 2012  Students can work with an archived or older version of course catalog based on when they declared their major  Prospects, advisors, & current students can create a portfolio of courses  Full and discrete search  True mobile capabilities  No need for in-house IT for support

19. Qualitative benefits  Real-Time updates: Online Catalog will ALWAYS be current.  Catalog managed as a database, so changes “ripple”  Less Printing: Adds to WSU’s Sustainable Initiative  MnSCU regulations stipulate that by FY 2012 Online Course Catalog Course Descriptions each need a syllabus online; Acalog will be able to do this.  All data will be hosted off-site, so hardware costs will not be a factor.  Less misery for catalog reviewers

20. Questions for discussion  What belongs on a catalog?  How to handle catalog changes once “published”?  Print paper copies?  Resistance to online only?  Workflow capabilities?  What are the implications for the role of the registrar in this re-framing?  How often do you ‘publish’ a catalog?