Transcript School of Medicine Curriculum Management: Course Catalog

Stanford University School of Medicine
Curriculum Maintenance Workshop – Wednesday, April 29, 2009
School of Medicine
Curriculum Management:
Course Catalog Database
and
Class Time Schedule Database
Contents
The Big Picture
► Overview of Curriculum Maintenance Database
Systems
► Role of SoM Curriculum Administrator
► Role of Department Course Administrators
 Anatomy of the School of Medicine Curriculum
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Standard Offerings
Individual Study
Clerkships
Student Initiated
Stanford Introductory Seminars
Cross-listed
Cognate
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Contents (continued)

Maintaining Courses
► Annual Peoplesoft Course Catalog Data Review
► Updating courses

Existing Courses
 New Courses
 New Cross-listings
 Unit Changes to Existing Courses
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Scheduling Classes
► Annual Class Time Schedule Review
► Updating Scheduling Information
Classroom Scheduling
► School of Medicine
► Department Managed
► Main Campus
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Contents (continued)
Tools and Demos: Using ReportMart1
► Course Catalog Data Report
► Time Schedule Report
 Tools and Demos: Using Peoplesoft Webforms
► Add/Update Course Catalog Webform
► Update Class Webform
► Update Class Facility Webform
 Dates and Deadlines
 New Curriculum Management Web Site

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Curriculum Management
The Big Picture
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Overview of Course Database Systems
PeopleSoft Course Catalog Database
SoM
Catalog
Course
Listings
ReportMart1
Course
Catalog Data
Report
Stanford Bulletin:
“Courses of
Instruction”
Sections
PeopleSoft
Class Time
Schedule
Database
ReportMart1
Time Schedule
Report
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Axess
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Role of SoM Curriculum Administrator
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Create and maintain courses in databases
► Peoplesoft Course Catalog Database
► SoM Course and Clerkship Catalog (MedCatalog) Database
► Peoplesoft Class Time Schedule Database
► Create and maintain faculty sections for Independent Study
courses
Train SoM Department Course Administrators in
► Use of the Reportmart1 Course Catalog Data Report
► Use of the ReportMart1 Time Schedule Report
► Use of the Peoplesoft Course and Class Webforms
Offer advice/guidelines and administer the process for creating new
courses
Ensure compliance with Stanford University policy (e.g., unit values,
crosslisting)
Publish SoM quarterly ClassTime Schedule
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Role of SoM Course Administrators
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Coordinate department’s annual updates to Peoplesoft Course
Catalog Database
► Run Reportmart1 Course Catalog Data Report to obtain
existing course data
► Distribute existing course data to department chair and
respective instructors
► Collect updates and update course records electronically
using the Peoplesoft Add/Update Course Catalog webform
► Guide and assist faculty with the process for proposing new
SoM courses
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[Some departments] Coordinate review of and enter updates to
department’s Stanford Bulletin masthead and degree
requirements section using Author-it.
Coordinate review of and report updates to Department
description pages of the On-line SoM Catalog.
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Role of SoM Course Administrators cont.
Coordinate department’s annual updates to Quarterly
Class Time Schedules
► Run Reportmart1Time Schedule Report to obtain
existing class data for all four quarters
► Distribute existing Time Schedule data to respective
faculty and collect/compile updates
► Enter updates for all four quarters using the Peoplesoft
Update Class and Update Class Facility webforms
► Coordinate/request room reservations for all classes
 Update department’s faculty list for Independent Study
sections annually. Report new faculty appointments to
SoM Curriculum Administrator on an ongoing basis
throughout the academic year.
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Curriculum Management
Anatomy of the SoM
Curriculum
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Types of Courses: Standard
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Standard Offerings (LEC, SEM, LAB, etc.)
► Undergraduate – Requires department approval. Course number is 199
and below
► Graduate – Requires department approval. Course number is 200 and
above
► MED – Required or elective courses for MD students only. Requires
approval of by the Committee on Curriculum and Academic Policy (CCAP)
or the Office of Medical Education. Course number is 200 and above

Individual Study (INS) In most cases, SoM individual study offerings have
course numbers that conform to these standard classifications:
► 199 Undergraduate Research
► 280 Early Clinical Experience
► 299 Directed Reading (graduate students)
► 370 Medical Scholars Research
► 399 Graduate Research
► 801 Master’s Project/Thesis (TGR)
► 802 PhD Thesis (TGR)
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Types of Courses: Clerkships
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Clerkships (CLK) – Requires approval by the Committee
on Curriculum and Academic Policy. Course number is
300 and above with suffix indicating location
► A – Stanford University Medical Center (SUMC)
► B – Palo Alto Veterans Administration Medical Center
(PAVAMC)
► C – Santa Clara Valley Medical Center (SCVMC)
► D – Kaiser Permanente Medical Center (KPMC)
► I – International
► W – Away (taken at another institution with Stanford
approval)
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Types of Courses: Undergraduate StudentInitiated (SI)
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Undergraduate Student-Initiated Course Program (SIC) of the
Associated Students Stanford University
► Undergraduate student(s):
 Design a course in an area they feel is under-explored at Stanford
 Secure faculty a sponsor to serve as course mentor and advisor
 Complete and submit SIC application materials to SIC office
 If approved, pursue having course created in PeopleSoft in the
department of the faculty sponsor
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If the faculty sponsor is from a SoM department, the Department
Course Administrator works with the Student Initiator to complete a
Student Initiated New Course Submission Form, obtain signatures,
and locate a classroom.
► Paperwork is submitted to the SoM Curriculum Administrator to
number, create and schedule the course
Course number is 99 or below with suffix SI. Example - NENS 25SI:
Discoveries and Debates in Neuroscience Research (Spring 2009)
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Types of Courses:
Stanford Introductory Seminars (SIS)
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Program of SU Vice Provost for Undergraduate Education
SIS works directly with faculty to offer seminars for freshmen/sophomores
► SIS issues Call for Innovation brochure inviting faculty to propose courses
for the following year
► Faculty submit proposals with approval of their department chair
► If proposal is approved by SIS, confirmations sent to faculty member,
department chair, and Department Course Administrator
SIS provides Som Curriculum Administrator a spreadsheet of approved SoM
courses to create or maintain (previously offered) in the PS Course Catalog
Database.
Department Course Administrators check that courses for which they have
received confirmations appear on their Reportmart1Time Schedule Report;
add any course not appearing using the Peoplesoft Add Class webform. In all
cases Department Course Administrators
► Contact the instructor to establish day(s), time, and enter the intormation
on the Update Class Facility webform
► Ascertain instructor’s preferred classroom location; submit room request
SIS courses have undergraduate numbering and carry the suffix N or Q.
Example: MED 88Q Dilemmas in Current Medical Practice
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Types of Courses: Crosslistings
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Crosslistings allow students to enroll in either subject/catalog
number
► Example: MCP 258/NBIO 258 Information and Signaling
Mechanisms in Neurons and Circuits
Requests for cross-listings of SoM courses require submission
of a New Cross-listing Form signed by the respective
department chairs.
To cross-list, instructor must have a joint teaching appointment,
or the course is taught by instructors from multiple departments
Primary department (listed as offering 01 in PS Course Catalog
Database) handles all administrative tasks related to the course
Requires communication and coordination between
departments’ Course Administrators (i.e., copy one another on
messages about course)
Offerings must have same units, grading basis, and meeting
pattern (i.e., days, times)
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Types of Courses: Cognate Courses
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Course in another department that can be used toward the degree of
your department
► Used when the course does not qualify to be cross-listed
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Departments are responsible for checking the accuracy of cognate
course lists. To check your list, if any, go to
 Reportmart1
 Student Administration
 Student Records
 Course Scheduling
 Cognate Course Lists (PS SR106)
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To add or delete a Cognate course, contact the SoM Curriculum
Administrator
Cognate courses appear as a separate section at the end of a
department’s course listings in the Bulletin and at the end of a
department’s class listings in the Class Time Schedule.
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Curriculum Management
Maintaining Courses
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Annual Course Catalog Data Review:
Updating Existing Courses
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Run ReportMart1 Course Catalog Data report OR use the pre-run
Word version of the SoM Course Catalog Data Report (run April 21,
2009) available on the Curriculum Management Web site:
 “Course Administration” tab
 “System Access and Reports” link in left-side navigation menu
 Under “ReportMart1” heading, click on link to Word document in highlight box
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Distribute course data to each faculty member and the department
chair to update and/or confirm course offerings
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Enter your changes to existing courses using the Peoplesoft
Add/Update Course Catalog Webform as you receive feedback from
faculty (don’t wait to do them all at once).
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Annual Course Data Review:
Adding New Courses
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Faculty proposals to create new SoM courses
► Provide faculty member appropriate New Course
Submission Form and instructions
 Available on the Curriculum Management Website
► Collect
the completed form with required signatures
and enter the data for the proposed course using the
Peoplesoft Add/Update Course Catalog Webform
► Submit the hard-copy SoM New Course Submission
Form with signatures to the SoM Curriculum
Administrator for review and the record
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Annual Course Data Review:
Adding New Cross-listings
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Faculty proposals for new cross-listings
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Provide faculty member New Cross-listed Course Submission
Form and Cross-listing Policy
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Collect the completed form with required signatures and confirm
that the requested cross-listing meets university cross-listing
criteria
Enter the data for the proposed cross-listing on the Peoplesoft
Add/Update Course Catalog webform as a second (or third, etc.)
offering of the existing course
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Submit the hard-copy New Cross-listed Course Submission Form
with signatures to the Som Curriculum Administrator for review and
the record
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Annual Course Data Review:
Updating Courses – Unit Changes
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Faculty requests to change units for existing course
► Provide faculty member SoM Request to Change Units
form
 If the request to change units is after enrollment has begun,
use the Late Change Form instead.
► Enter
the proposed change on the Peoplesoft
Add/Update Course Catalog web form.
 Submit SoM Petition to Change Units form to SoM Curriculum
Administrator for approval and the record
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Curriculum Management
Scheduling Classes
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Annual Class Time Schedule Review:
First Draft
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AFTER update of the Peoplesoft Course Database, the “Prior Term
Copy” procedure is run to create a draft of all four quarters of the
2009-10 Class Time Schedule
► Starts by loading courses scheduled in prior year’s ClassTime
Schedules
► Compares the results to updated PS Course Catalog Database
 Based on NQTR codes, moves courses to correct quarter and
pulls in courses that are missing from prior year’s Time
Schedule, including new courses
 Drops courses from Time Schedule if PS Course Database
shows Deactivated or NQTR code shows Not This Year.
 Loads current course title, units, and grading basis from PS Course
Catalog Database
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Loads days, times, instructors (including TAs) and “notes” from
prior year’s ClassTime schedules
Does NOT load rooms from prior year
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Annual ClassTime Schedule Review:
Maintaining Scheduling Information
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Run a Reportmart1 Time Schedule report for all four quarters and
export it to Excel so you can manipulate it
Review all four quarters carefully, checking for the right courses, units,
grading bases, instructors, and any “notes” that may need updating
based on what you know
► Make the changes/corrections you know about, or can identify, on
the Excel document
► Distribute the edited document, or relevant parts, to the individual
instructors for any further updates. Get them to CONFIRM or
amend the information. Keep a record on your spreadsheet!
Make changes to class scheduling data using the Peoplesoft Update
Class and Update Class Facility Webforms.
► Updates for all four quarters must be entered onto the webforms
by July 13, 2009
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Maintaining Scheduling Information:
Freshman/Sophomore Seminars and Student Initiated Courses
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All SoM Freshman/Sophomore Seminars that have been approved for
2009-10 will be entered or updated in the Peoplesoft Course Catalog
Database before “Prior Term Copy” is run
► This means they should all appear in your Class Time Schedule
reports, in the correct quarter, and with the correct instructor
► It does NOT mean that days and times are correct (or there at all).
Contact the instructors directly for that information
► Rooms are blank and will need to be reserved according to the
instructor’s preference (e.g. Main campus vs. Medical Center)
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All courses with SI suffix (undergraduate Student Initiated) that were
offered in 2008-09 will have rolled into the 2009-10 Time Schedules
► Most are one-time offerings and are probably not being offered in
2009-10. Contact the student instructors to check
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Maintaining Scheduling Information:
Individual Study Courses
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Faculty sections for Individual Study courses are updated by the SoM
Curriculum Administrator through a Peoplesoft batch process
► The batch process creates sections for each department’s faculty
for each of its independent study courses for all four quarters of
2009-10
To ensure that the correct sections are generated for each department,
Department Course Administrators will review and update the 2008-09
batch process list to be provided by the Curriculum Administrator in
June.
► Return the updated list to the Curriculum Administrator by July 13.
If there are no changes, sign and return the list noted “correct as
is”
 The batch process will not be run for your department until the
Curriculum Administrator has received an amended list or the signed
confirmation that the list is correct as is
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Curriculum Management
Classroom Scheduling
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Reserving and Reporting Rooms:
School of Medicine
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Most School of Medicine classes meet in SoM rooms
reserved through the School’s EdTech Scheduling Office
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Room information and reservation forms can be found at:
http://lane.stanford.edu/edtech/, or contact
[email protected] or (650)723-6952
Room reservations should be centrally requested by the
Department Course Administrator. Requests from individual faculty,
assistants,TAs, students, etc. will be returned to them with
instructions to submit them through their Department Course
Administrator
When requesting reservations, provide complete information:
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Course title and number
Quarter, days and *times
Type of activity (e.g. lecture, breakout session, labs)
Headcount
Special needs (e.g. videotaping, laptops, polling devices)
Preferred room(s) – first and alternate
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Reserving and Reporting Rooms:
School of Medicine cont.
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*Adherence to University standard meeting times, though not absolutely required
in the SoM, facilitates maximum utilization of space and minimizes conflicts in
students’ schedules. Please encourage your faculty to adopt standard meeting
times
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Morning classes begin on the hour and may be 50, 75, 90 or 110 minutes
Afternoon classes begin at 15 after the hour and may be 50, 75, 90, or 110 minutes
Classes beginning after the 5:15 hour do not need to adhere to the standard
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Unlike the Main Campus, SoM rooms are scheduled one quarter at a time,
although requests for subsequent quarters may be submitted at any time
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Scheduling Time-Line for 2009-10:
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Autumn
July 13 – Priority Booking Deadline - Scheduling Office begins processing
room requests for both required and elective courses
July 22— Scheduling office provides Curriculum Administrator grid of room
assignments for entry into Axess
 Department Course Administrator is notified by e-mail when room(s) are
scheduled.
July 29 – SoM printed Class Time Schedule is available
August 01 – Axess opens for Autumn
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Reserving and Reporting Rooms:
School of Medicine (continued)
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Winter
October 5 - Priority Booking Deadline - Scheduling Office begins
processing room requests for both required and elective courses
October 16 - Scheduling office provides Curriculum Administrator
grid of room assignments for entry into Axess
October 21 – SoM printed Class Time Schedule is available
October 25 – Axess opens for Winter
Spring
January 15 - Priority Booking Deadline - Scheduling Office begins
processing room requests for both required and elective courses
January 29 - Scheduling office provides Curriculum Administrator
grid of room assignments for entry into Axess
February 3 – SoM printed Course Time Schedule is available
February 7 - Axess opens for Spring
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Reserving and Reporting Rooms:
Department Managed Spaces
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Some SoM classes meet in small conference rooms or
department-managed spaces that are not controlled by
SoM or University room schedulers.
► If your department has a room of its own that you can
reserve, by all means do so
► If you intend to reserve a space that belongs to another
department (e.g. BioX’s Clark Center), make your
reservation with that department’s administrator
► In ALL cases, enter any rooms you reserve
independently onto the Peoplesoft Update Class
Facility Webform
 Be aware that some independently managed spaces do not
have codes in the Peoplesoft database, so they must be
entered as text in the Notes field instead of the Facility ID field
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Reserving and Reporting Rooms:
Main Campus
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On-campus rooms are scheduled by the University Registrar’s Scheduling
Office (RSO)in July for the entire academic year
► SoM requests are routed through the Curriculum Administrator. Please do
not contact RSO directly for reserving a classroom
► Main campus room requests MUST adhere to standard meeting times:

Morning classes begin on the hour and may be 50, 75, 90 or 110 minutes long
 Afternoon classes begin at 15 after the hour and may be 50, 75, 90,or 110
minutes long
 Classes beginning after the 5:15 hour do not need to adhere to the standard
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For information about main campus rooms and their features see:
http://registrar.stanford.edu/faculty/classrooms/enhanced_classrooms.htm?id=2
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Submit requests for main campus rooms by e-mail to the SoM Curriculum
Administrator. Include specifications for the room the instructor would prefer,
such as room capacity or technology; if there is a certain room or campus
location the instructor wants, include that information
► On-campus room requests for the entire academic year must be submitted
to RSO by July 13; get yours to the Curriculum Administrator prior to that
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Tools and Demos
Using Reportmart1
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ReportMart1 Course Catalog Data Report
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https://reportmart1.stanford.edu
 “Student Administration”
 “Student Records”
 “Course Scheduling”
 PS8 Course Catalog Data Rpt (Rpt SR087)
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Departments without Clerkships: Click on Process Report
► Subject - choose subject from drop down list; click ok
► Component Type – click Ignore (thus does not filter out courses with
component “Individual Study”–INS). Some INS courses you do need to
check with faculty
► Click ok in “processing complete” box
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Departments with Clerkships: Click on Process Report
► Subject – choose subject from drop down list, click ok
► Component Type – click Show Values, click on CLK to highlight (filter out),
click ok
► Click ok in “processing complete” box
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ReportMart1 Course Catalog Data Report
cont.
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Select how you get your report results
► If select “View Data” or “Export to Excel,” displays
EVERY data field of every course record, every
independent study section (!) – not recommended
► Recommend “View by Subject and Catalog Number”
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Save report as a PDF: “File”“Export”“Section…”PDF
file type
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Anatomy of a Course 1
Sample from ReportMart1 Course Catalog Data Report
IMMUNOL 201 GR
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Anatomy of a Course 2
Sample from ReportMart1 Course Catalog Data Report
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Reportmart1 Time Schedule Report

https://reportmart1.stanford.edu
 “Student Administration”
 “Student Records”
 “Course Scheduling”
 PS8 Time Schedule Report (1072 Future)
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Departments without Clerkships: Click on Process Report
► Subject - click on your subject; click ok
► Term - Hold down the control key and click on the four quarters: 1102,
1104, 1106, 1108; click ok
► Component – click on “Select All”; click ok
► Click ok in “processing complete” box
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Departments with Clerkships: Click on Process Report
► Subject – click on your subject; click ok
► Component – click on CLK; click on “Remove;” then click on “Select All”;
click ok
► Click ok in “processing complete” box
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Reportmart1 Time Schedule Report cont:
►
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Click on “Time Schedule Report” to see and print the report
and/or
Click on “Export to Excel” to send the report to Excel, where
you can save it as a file to manipulate and e-mail to faculty or
other staff for their review
 You can switch between the Report view and the Excel export
without running the process again
– If you are in Report view, click the back arrow on the
toolbar to go back to the introduction page where you
can then click on Export to Excel
– If you are in Excel view, minimize it and you should see
the introduction page on your desktop, where you can
then click on Report view
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Tools and Demos
Using Peoplesoft Webforms
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Peoplesoft Add/Update Course Catalog
Webform

Online form for submission of changes, additions, and deletions to
your courses
► Log into Axess: http://axess.stanford.edu
► Click on Peoplesoft tab, click on I agree to the above
► Click on Curriculum Management  Course and Class Webforms
Add/Update Course Catalog
 To make changes to an existing course enter subject code and course
number, click on “search,” change the effective date to 08/01/09,
make the changes in the relevant data fields, click on Send for
Approval
 To deactivate an existing course enter subject code and course
number, click on “search,” change the effective date to 08/31/08,
change “active” to “inactive” (a drop down), click on Send for Approval
 To add a new course click on Add a New Value Add, enter effective
date 08/01/09, enter information in the appropriate data fields on all
three screens, click on Send for Approval
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Peoplesoft Update Class and Update Class
Facility Webforms
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Online form for submission of changes, additions, and
deletions to class scheduling data: days, times, locations,
instructors; add, cancel, move to another quarter
► Log into Axess: http://axess.stanford.edu
► Click on Peoplesoft tab, click on I agree to the above
► Click on Curriculum Management  Course and Class
Webforms Update Class, Add Class, or Update Class
Facility, depending on what is changing
 Update Class Facility will be used most often, as that is where
day, time, location, and instructor reside.
 Use Add Class to schedule a new course just entered onto the
Update Course Catalog webform.
 There is a separate handout providing more detail regarding
which of these webforms to use for what
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Curriculum Managment
2009-10 Curriculum Maintenance
Timeline
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Dates and Deadlines
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April 29
► Curriculum Management Instructional Workshop for Department
Course Administrators
April 30- May 29
► Conduct faculty review of department’s active courses as they
appear in the Peoplesoft Course Catalog Database
► Enter changes to courses, add new courses, deactivate courses
into Peoplesoft Add/Update Course Catalog Webform
June 1
► SoM Curriculum Administrator seeds 2009-10 Class Time
Schedule
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Dates and Deadlines cont.
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June 2- July 13
► Conduct faculty review of class time schedule data as it appears in
the ReportMart1 Time Schedule Reports for 2009-10
► Enter changes to class time schedule data into appropriate
PeopleSoft Webforms
► Submit SoM Medicine room requests for Autumn quarter; main
campus room requests for all four quarters
► Update faculty lists for independent study sections
July 29
► Stanford Bulletin Course Listings and 2009-10 Class Time
Schedules for live on the Web
August 1
► Axess opens for Autumn quarter enrollment
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New Web Site!!
Introducing the new site
for all things
“Curriculum Management”
at the School of Medicine:
http://med.stanford.edu/curriculum-management/
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