DE Oracle @ UMUC

NOTE: You will need to follow this process for all the courses on your list, every semester.

1. To access the Division Level syllabus select Division from the User Level drop-down and click the Submit button.

2. To view Division Level Syllabi assigned to you, select the Show Division Syllabi link located on the left-hand side of the screen.

3. On the right-hand side, you will see all syllabi that you have access to.

4. To view a specific discipline click on the Course Prefix drop-down, highlight the discipline and click on the Filter Syllabi button.

5. From the list on the right-hand side of the screen select the course you want to work on.

6. Once a course has been chosen the Division Level syllabus is displayed on the right-hand side. 

7. Before you begin editing the Syllabus you will want to choose which editor to use. The active editor will be displayed under the course title.

If you want to change the editor, under the Actions menu select the appropriate editor link.

A number of items are editable including but not limited to:

• course introduction
• course goals/objectives
• grading information and criteria
• project descriptions
• additional information

• course schedule (when applicable)  
  • The director has the ability to: create, modify or allow the faculty member to create their own schedule.
    • Create new schedule
    • Modify existing schedule

To make changes to the syllabus select one of the items listed under Edit Sections menu located on the left-hand side of the screen. 

After making edits to a particular section of the syllabus click on the Save Changes button.

Select the Return to Syllabus link to edit other sections of the current syllabus.

You have the ability to to change individual sections settings to read-only, thus preventing the instructor from changing the content in that particular section.

1. To change the section settings select the Edit Section Settings link under the Actions menu.

2. Mark the checkbox next to the section you would like to make Read Only, then select the Submit Changes button.

NOTE:  If you have published the syllabus to the Intructor but need to make changes to one of the syllabus sections, you will NOT be able to replublish the changes UNLESS the section is "READ ONLY".  You will want to excercise caution when republishing a syllabus that has already been published to the Instructor.  If you originally had the section listed as editable, but then make the section "read only" and republish you will overwrite any changes the instructor may have made to that particular section.

Post the course schedule as:

• Single Entry Schedule - With this schedule you can type directly into the editor or cut/paste text from another source (e.g., MSWord or HTML).
• Standard Schedule - The schedule is formatted into rows/columns. Weekly course information will need to be added individually to each row/column

Single Entry Schedule

1. Select Create a Schedule from the Course Schedule menu.

2. Select the Single Entry radio button.

3. Fill in the name of the schedule (e.g., Fall, Spring, Summer, 14-wk schedule), then select the Create Schedule button.

4. Click on the Edit Schedule link to add schedule content.

Standard Schedule

1. Select Create a Schedule from the Course Schedule menu.

2. Select the Standard Schedule radio button.

3. Determine the Column Titles

The standard schedule allows you to have up to four column titles. The first and third columns are required. Columns two and four are optional and are displayed as Do Not Show by default.

1. Column 1: Options are: class, day, month, meeting, session, unit or week. (Note: Your choice will vary depending on whether it is an online class versus a f2f class.)
2. Column 2: Options are: modules, module/meeting date,  module/week date, meeting date, themes, topics.
3. Column 3: The only option is Reading/Assignments
4. Column 4: Options are: Due Date or Do Not Show

4. Determine Number of Rows

The number of rows needed is determined by the number of class units held during the semester. A standard semester typically runs 14-15 weeks.  (Note: You can add or delete rows at a later time if needed.)

5. Select the Create Schedule button to create the schedule table.

An editable blank schedule is generated.  To enter information or data into any row, click on the Edit option for that row. 

6. Populate each column with appropriate text. When done click the Save Changes button. 

7. Once you have completed the entire course schedule click on the Syllabus link located at the top of the screen.

Modifying an Existing Schedule

1. Select desired schedule link listed under the Course Schedules menu located on the left-hand side of the screen.

2. Regardless of whether the schedule was created as a Single Entry or the Standard format you need to select the Edit link in order to edit the schedule. For the Standard format you need to click on the edit link for each row.

3. Click on the Save Changes button once you have completed the editing of that particular row.

4. Once you have modified the entire course schedule, click on the Syllabus link located at the top of the screen.

You have the ability save the syllabus as a draft.

Once a course has been chosen select the Save As Draft link from the left-hand menu.

Add WebTycho users names of individuals who have permission to edit the draft syllabus and those individuals who have permission to submit the final copy of the draft syllabus to the Master Level.

Select the Save As Draft button.

Click on the Go to Draft link to begin working on the Draft Syllabus.

Once all edits have been made to the Draft Syllabus, select the Submit To Master Level link located on the left-hand menu.

You can continue working on the Draft Syllabus at a later time by clicking in the Show Draft Syllabi link under the Actions menu on the left-hand side.

Select the appropriate course link from the list.

Each semester Directors MUST publish the Division Level syllabi in order for them to be accessible by instructors. If the director DOES NOT publish their syllabi, the instructor will not be able to access or publish the syllabus to the students.

1. When you have completed all changes to the division level syllabus, select the Publish to Course Sections link on the left-hand side menu.

2. The Publish Division Syllabus screen displays each section of a particular course along with the instructor and the option to preapprove.

3. Under the Section column select an individual section(s) or click on the Select All Sections button to select all the sections that are available to you.

4. Only director approved syllabi can be published to the students by the instructor. There are two approval choices choices: Preapproved or Not Preapproved.

• Preapproved means that the instructor has the ability to edit and publish the syllabus to the students without going through an additional approval.
• Not Preapproved means that any changes made by the instructor will need to be returned to the director for an additional approval. The director must review the changes and republish the syllabus to that instructor.

5. Once all the syllabi have been marked Preapproved/Not Preapproved accordingly select the Publish Syllabus button to complete the process.

6. When the syllabi have been published, the Syllabus has been successfully published screen will appear. Click on the Home link to return to the Division Level syllabi main web page.

(NOTE: The director MUST continue to check the status of all syllabi on a daily basis until ALL syllabi are published to the students.)

7. The process is now complete.  Select the Logout link to exit the Syllabus Tool.

Choosing the Option to Not Preapprove a Syllabus

If you have opted to not preapprove, the instructor will need to submit an edited syllabus to the academic director for approval before it can be published to the students. 

When the instructor has submitted their syllabus for approval, the syllabus tool will send you an automated e-mail stating that a syllabus has been submitted for your approval or rejection. Be sure to use the refresh button on your browser to update your screen when you re-enter the syllabus tool.

When instructor returns syllabus to Director for approval:

1. Log into the Director-Division Level account.
   
2. View the list of courses.

The courses for review will have the following status: Submitted -- Not Yet Approved.

Select the appropriate View & Approve/Reject link under the Actions column.

Review the syllabus.

Scroll to the end of the syllabus and select either approve, approve all subsequent changes or reject.

• Approve syllabus:  If you approve the syllabus the instructor will be allowed to publish the syllabus to the students. However if the instructor makes additional changes to the syllabus, they will need to submit the syllabus for re-approval. If you select Approve Syllabus the message reads Successfully approved and published to the instructor.  The status for the course now reads: Approved, not published.
• Approve Syllabus & Preapprove Subsequent Changes: The instructor will need to submit the syllabus to the Director only once for approval. Once Director approves the syllabus any subsequent changes made by the instructor can be published to the students without additional approval from the Director. If you select Approve Syllabus & Preapprove Subsequent Changes the message reads Successfully approved and published to the instructor.  The status for the course now reads: Approved, not published.
• Reject syllabus.  If you reject the syllabus, use the comments text box for instructions to the faculty on what needs to be corrected/changed.  If you select Reject Syllabus the message reads The syllabus has been rejected and sent back to the instructor for revision.  The status for the course now reads: Rejected—not yet approved.