1 Complete Course Adoptions Forms Online

Transcription

1 Online Course Adoptions (OCA) Instructions Document ID: MHCB-PC-BW3000-OCA-Instructions-A Document Revision Date: 2015-Feb-25 1 Complete Course Adoptions Forms Online 1.1 Log On to Online Course Adoptions (OCA) Website Go to the OCA website by clicking the link below (or you can access this site from the Bookstore website under Faculty Information): At the logon screen you have several options to start: You can have your password ed to your MHC by clicking here in the first sentence under the header (Welcome to Medicine Hat College Course Adoptions!) Or, in the unlikely event that you remember your password from your online parking application (if you did purchase a parking permit in 2014/2015), you can type in your address and enter that password Or, you can click the Forgot Your Password link below the Sign in button to have your password ed to your MHC Page 1 of 11

2 1.2 Create a New Course Adoption On the main page you can begin by clicking the yellow Create New Adoption button: Fill in the information in the form that is displayed: Under Campus, select the appropriate campus (Apprentice, Brooks or Medicine Hat) Under Term, select a term from the dropdown list. (e.g., Spring 2015) Under Program, select a program from the dropdown list (the next field, course prefix, will automatically be populated) Under Course Code, select a course from the dropdown list (the next field, course description, will automatically be populated) Under Estimated Enrolment, type in the number of students you expect to have registered Under Notes, type any additional information you wish to provide to the Bookstore buyer about this course - e.g., this class runs in the fall and winter terms students are the same in both, so we ll only need a few extra texts for the winter term for any additional students in the winter Instructor name and phone number should be automatically populated from the system Under Approver, select your program coordinator, so he/she can approve your textbook adoption (this approval process replaces the requirement for a signature) Click the Save Course button; if any red boxes appear, fix the issue(s) and click Save Course again Page 2 of 11

3 1.2.3 The completed form will look something like the following: Once you click the Save Course button, a new screen will open to display the course information you entered and will allow you to proceed with adding textbooks and other course materials needed for the course You can click the Edit button under the Course information if you need to make a change to the course information; be sure to click Save Course again when you have finished editing. Page 3 of 11

4 1.3 Add Textbooks and Course Material to a Course Adoption Choose one of the Adoption options: No Textbooks - click this button to indicate no course materials are required Add Textbook - to add textbooks and course packs to your course adoption Cancel Adoption - to cancel this course adoption Submit Adoption to save the course adoption once you have added all the texts and course materials needed or once you have clicked the No Textbooks button to indicate no course materials are required Click the Add Textbook button to add a textbook or course pack. NOTE: all items that are preceded by an asterisk indicate the field is mandatory and you must enter data into it If you decide to leave the screen or edit the Course Information after you have clicked the Add Textbook button and before you have entered any data, just click the Cancel button at the bottom of the Textbook form to avoid any error boxes from popping up The following form will appear below the Course information: Page 4 of 11

5 1.3.5 In this screen you can begin to add your course materials. You can do any of the following to add course material: Click View Items Previously Used By Me (to display any course materials you have used in any previous courses) Click View Items Previously Used On This Course (to display any course materials you have used in previous terms for this course) Page 5 of 11

6 Type an ISBN in the ISBN field and press ENTER If the ISBN you entered exists, the text information will automatically be populated for you. If the ISBN you entered does not exist (i.e., it is a new text or edition that has not been ordered previously), please complete the text information by entering Title, Author, Edition and Publisher (if you have this information) Complete the fields as necessary; note *ISBN, *Is this required? and *Quantity are mandatory fields and add any other pertinent information in the Additional Information box Once the information is entered, click Save Item. If you see any error messages (messages displayed in red), fix the information and then click the Save Item button again A new screen will be displayed with the course and text or other course material information listed below it similar to the following: Page 6 of 11

7 1.3.9 From this screen, you can edit the course information and/or edit or delete any textbook information by clicking the applicable button To add an updated or revised course pack, simply enter or select (using one of the View Items buttons) a previous edition of the course pack, and be sure to add a note on in the Additional Information field noting that the course pack has been updated or revised and include the date of the new revision e.g., Please note that a newer edition of this course pack is now available, edition date is February Please do not print or sell any previous editions If you have a new course pack that has never been used before, please send the details (course ID, name of this course pack, edition, etc.) to MHCBookstore@mhc.ab.ca and a new item will be set up and the ISBN ed to you so that you will be able to add it to your course adoption Continue adding items until you have all of the course material you wish to adopt for this course. When you have finished adding all the items, click the yellow Submit Adoption button You will see an confirmation screen if your was successfully forwarded to your program coordinator for approval. If you are also an approver you will not receive the notification and you will be returned to the main Course Adoptions page Click the OK button to return to the main Course Adoptions page. You should see your course in the list of adoptions with a status of New and you will receive an advising this has been sent to your program coordinator for approval Once the approver (program coordinator) has approved this course adoption, another will be sent to you (from adoptions@mhc.bookware3000.ca) advising it was approved and the status will change to Approved Add another course by clicking the Create New Adoption button or click the Log out link to the right of this screen to end your session. Page 7 of 11

8 1.4 Check Status of Course Adoptions Check the status of your course(s) by logging into the Course Adoptions site and checking under Status. If it is not approved - i.e., if it still displays New, please contact your program coordinator to follow up with him/her to approve it. Any unapproved courses will not be processed If your program coordinator needs clarification or has questions, you will receive an from your program coordinator with the subject line, Adoption Clarifications - Course ABC. Contact your coordinator to resolve, so the course adoption can be approved and completed If you see a status of Incomplete next to a course, click on the course link and complete the information or delete the course adoption if it is not needed. Be aware that any incomplete courses will not be processed. Page 8 of 11

9 2 Approve Online Course Adoptions 2.1 Log On to Online Course Adoptions (OCA) Website Go to the OCA website by clicking the link below (or you can access this site from the Bookstore website under Faculty Information): Alternatively, when you receive an with the subject line Approval Needed for Adoption of COURSE ABC, you can click the link in the to go to the logon screen At the logon screen you have several options to start: You can have your password ed to your MHC by clicking here in the first sentence under the header (Welcome to Medicine Hat College Course Adoptions!) Or, in the unlikely event that you remember your password from your online parking application (if you did purchase a parking permit in 2014/2015), you can type in your address and enter that password Or, you can click the Forgot Your Password link below the Sign in button to have your password ed to your MHC If you are both the instructor and the program coordinator for any courses, your logon credentials will allow you to create New Course Adoptions and approve your own as well as other course adoptions in your program. Page 9 of 11

10 2.1.4 To review a course adoption before approving it, click the course link under the Course heading When you have finished reviewing a course adoption, click the Back to Adoption Review link near the top right corner of the screen. DO NOT press the browser s back button as this does not function as expected in this application To approve course adoptions, from the list of courses displayed (you can change this to view just the New Adoptions by clicking this button), click on the checkbox in the Approve column for all the courses you are approving and click the Approve button. Page 10 of 11

11 2.1.8 If you need more information about a course, check the box beside the course (note, you can only clarify one course at a time), click the Clarify button, then enter your questions or comments in the form that will be sent to the instructor and click the Submit button When you click Submit you will be returned to the main Course Adoptions page. Be sure the course that you requested a clarification on is unchecked, if you have not finished with your approvals Click the Log out button to end your session. Page 11 of 11