The Chinese University of Hong Kong Office of University General Education. GE Course Proposal and Inventory System (GECPI) Departmental User Guide

Size: px

Start display at page:

Download "The Chinese University of Hong Kong Office of University General Education. GE Course Proposal and Inventory System (GECPI) Departmental User Guide"

Derek Hudson
5 years ago
Views:

1 The Chinese University of Hong Kong Office of University General Education GE (GECPI) November 2017

2 Table of Content Table of Content Introduction Main Features Management and Access Work Flow System Requirements Login to the System Create a New Request (General Functions) Create a New Course Proposal Navigate Sections Input and Save Proposal Create an Existing Course Revision Proposal Create an Existing Course Withdrawal Proposal Manage a Request (General Functions) Type of Requests Print Requests Edit Requests Submit and Endorse (Supervisor Functions) Submit a Request Amendment Required and Re-submission Confirm Faculty Endorsement Cancel Requests Course Inventory (General Functions) Tips... 22

3 1 Introduction GE (GECPI) is an online system for processing UGE course proposals (course design) and maintenance of UGE course inventory. ( All proposals for introduction/ revision/ withdrawal of UGE courses will be processed through the Course Proposal system. The system will enable data capture at source and online conveyance of SCGE/SCGESC recommendations and decisions. When the proposal is endorsed, the course details will be archived in the Course Inventory system, you can view or print the course description of the UGE courses offered by your department through the system. 1.1 Main Features 1. Enable departments to raise proposal online for introduction of new course, revision or withdrawal of existing courses; 2. Enable departments to confirm endorsement by Department Board and Faculty Board online; 3. Enable departments to view SCGE/SCGESC s recommendations online; 4. Enable departments to amend the proposal online and keep track of the different versions of the proposal; 5. Enable departments to view the course descriptions (course inventory) of the UGE courses they offered; and 6. Facilitate updating of the learning outcomes at course level in moving forward to full-scale implementation of OBA for UGE courses. 1.2 Management and Access Each department will be given the following access accounts: 1. A maximum of TWO DEPARTMENT SUPERVISOR accounts with the following authority: Submit proposal requests (on behalf of Department Board) Confirm endorsement by Faculty Board All the access rights of the DEPARTMENT USER listed below. 2. MULTIPLE DEPARTMENT USER accounts with the following access right: Create/amend proposal requests View SCGE/ SCGESC s recommendations View and print course description of the UGE courses offered by your department and archived in UGE course inventory dept_guide-nov17 Page 3

4 2 Work Flow GECPI Work Flow (simplified version) DEPT VIEW recommendations AMEND Proposal (New version) DRAFT PROPOSAL New / Revision / Withdrawal CANCELLED CONFIRM Endorsement of Faculty board SUBMIT (Confirm endorsement of Dept Board) OUGE START REVIEW SCGESC AMENDMENT REQUIRED (with recommendations) ENDORSED NOT APPROVED SCGE APPROVED Revision / Withdrawal UGE COURSE INVENTORY DATABASE dept_guide-nov17 Page 4

3 System Requirements 1. A PC with access to the campus network. 2. Access right to the General Education (GECPI). 3. This system works best with Internet Explorer 7.

5 3 System Requirements 1. A PC with access to the campus network. 2. Access right to the General Education (GECPI). 3. This system works best with Internet Explorer 7.x or above, minimum screen resolution 1024 x 768 (SVGA) and cookies enabled. 4. CUHK Root certificate (preferable) 4 Login to the System Go to the website ( the General Education Course and Proposal Inventory System (GECPI). Input your staff ID and CWEM password accordingly and click the Login button. dept_guide-nov17 Page 5

5 Create a New Request (General Functions) There are 3 types of proposal requests: New course

System will prompt you to confirm. Click Yes to continue. 3. A blank form will be shown.

6 5 Create a New Request (General Functions) There are 3 types of proposal requests: New course proposal, Revision of existing course and Withdrawal of existing course. 5.1 Create a New Course Proposal 1. To create a new course proposal, click New course proposal on the menu. 2. System will prompt you to confirm. Click Yes to continue. 3. A blank form will be shown. The proposal request status is now Draft Navigate Sections There are 10 sections in the form. To view different sections, you can click the links on the top, or the Previous / Next button at the bottom. dept_guide-nov17 Page 6

5.1.2 Input and Save Proposal Section 1 - Course Basic Except the fields course code and doubled-coded, all fields are mandatory.

You are highly recommended to save your input regularly in every section by clicking the Save button.

If the inputted data do not fulfill the proposal criteria, alert message in red will be shown on the top of the screen and users are recommended to

7 5.1.2 Input and Save Proposal Section 1 - Course Basic Except the fields course code and doubled-coded, all fields are mandatory. If it is a University General Education Course, please choose the proposed UGE Area. Save Proposal 1. You are highly recommended to save your input regularly in every section by clicking the Save button. If the form is saved successfully, a dialog window will pop up. 2. If the inputted data do not fulfill the proposal criteria, alert message in red will be shown on the top of the screen and users are recommended to correct them before proceeding. Here is an example: 3. Before clicking the menu on the left, logout or closing the browser, remember to click the Save button to save the proposal, otherwise all changes will be discarded. 4. After clicking the Save button, a request reference number will be assigned to the request. dept_guide-nov17 Page 7

Enrolment requirement rules for double-coded courses to be shown in CUSIS > Browse course Catalogue & Student Handbook (cannot be edited by OUGE but Dept in the proposal status) 3.

8 Section 2 - Course Relations / Restriction In this section, you can define several types of course relations / restrictions: 1. Enrolment requirement in text format to be shown in CUSIS > Browse Course Catalogue & Student Handbook (can be edited by OUGE) 2. Enrolment requirement rules for double-coded courses to be shown in CUSIS > Browse course Catalogue & Student Handbook (cannot be edited by OUGE but Dept in the proposal status) 3. Exclusion courses (to indicate either one-way or two-way exclusion): Not for students who have taken certain courses Add / Delete restrictions Note: Add an entry (e.g. ANTH2410), choose two-way exclusion, click the Add button. Delete an entry (e.g. ANTH2410 is no longer a restriction now), click the Delete button on the corresponding row. Save your input regularly in every section by clicking the Save button. dept_guide-nov17 Page 8

Catalogue) in the appropriate text boxes.

9 Section 3 Course Description for entry in the Student Handbook In this section, please type the course description and grade descriptors in plain text format (English, Traditional Chinese and Simplified Chinese for CUSIS> Browse Course Catalogue) in the appropriate text boxes. Please note that all grade descriptors would eventually be shown in the Long Description field in the CUSIS course catalogue, as advised by the Academic and Quality Section (AQS). dept_guide-nov17 Page 9

Using Rich Text Box in Section 4, 5, 6, 7 1.

An editor window will appear and the background turns gray. 2.

10 Using Rich Text Box in Section 4, 5, 6, 7 1. To edit the content in rich text format, press the Input / Edit button. An editor window will appear and the background turns gray. 2. Click on the white space and start typing in the editor. To format the text (e.g. Bold the text), select the text and press the corresponding button ( B ). The following table displays the buttons and their corresponding formats: Bold Italic Underline Superscript Subscript Numbering Bullet Decrease indent Increase indent Left alignment Center alignment Right alignment Justify alignment 3. Click Save or Cancel button on the top to return to the section. dept_guide-nov17 Page 10

11 Section 4 Justifications (This field is mandatory) Section 5 Learning outcome (This field is mandatory) Section 6 Course Syllabus (This field is mandatory) Section 7 Required and recommended readings Required readings is mandatory. dept_guide-nov17 Page 11

Section 8 Teaching and learning activities, tentative assessment methods At least one entry of teaching and learning activities and tentative assessment methods is required.

12 Section 8 Teaching and learning activities, tentative assessment methods At least one entry of teaching and learning activities and tentative assessment methods is required. * Please note that the total weightings of all assessment components should be 100%. Other activities If the teaching type cannot be found in the drop down list, please type the teaching activity in the Other activities text box. Other assessment methods If the assessment method cannot be found in the drop down list, please type the assessment method n the Other assessment methods text box. Note: Save your input regularly in every section by clicking the Save button For details about how to submit a request, please refer to Submit and Endorse. dept_guide-nov17 Page 12

Section 9 Feedback for Evaluation The first 2 are default options for all courses Section 10 - Remarks If department has any supplementary information about the proposal or feedback on SCGESC s

13 Section 9 Feedback for Evaluation The first 2 are default options for all courses Section 10 - Remarks If department has any supplementary information about the proposal or feedback on SCGESC s recommendations. This section is only shown in the proposal requests but not in the course inventory. 5.2 Create an Existing Course Revision Proposal 1. Click Existing course revision on the menu. A course list will display only the courses offered by your department. dept_guide-nov17 Page 13

The steps of creating an Existing Course Revision Request are similar to Create a New Course Proposal. For details, please refer to Input and Save Proposal.

14 Click the radio button on the corresponding row of the course to be revised, and then click the Proceed button. The course details will be retrieved from the UGE course inventory. A form with the existing course details will be created. 2. The steps of creating an Existing Course Revision Request are similar to Create a New Course Proposal. For details, please refer to Input and Save Proposal. 3. Remember to click the Save button to save the proposal before clicking the menu on the left, logout or closing the browser. For details about how to submit a request, please refer to Submit and Endorse. dept_guide-nov17 Page 14

5.3 Create an Existing Course Withdrawal Proposal 1. Click Existing course withdrawal on the menu.

Click the radio button on the corresponding row of the course to be withdrawn, then click the Proceed button.

2. Please fill in Reason for withdrawal. To view different sections, please refer to Navigate Sections. 3.

15 5.3 Create an Existing Course Withdrawal Proposal 1. Click Existing course withdrawal on the menu. A course list will display only the courses offered by your department. Click the radio button on the corresponding row of the course to be withdrawn, then click the Proceed button. The course details will be retrieved from the UGE course inventory. A form with the existing course details will be created. 2. Please fill in Reason for withdrawal. To view different sections, please refer to Navigate Sections. 3. Remember to click the Save button to save the proposal before clicking the menu on the left, logout or closing the browser. For details about how to submit a request, please refer to Submit and Endorse. dept_guide-nov17 Page 15

16 6 Manage a Request (General Functions) 1. Click Manage a request on the menu. 2. The screen will display the requests made by your department. To view or edit the request, click on the request reference number. 6.1 Type of Requests 6.2 Print Requests For request type, NEW stands for new course proposal; REV stands for revision of existing course proposal and WDR stands for withdrawal of existing course proposal. 1. Choose the proposal request(s) by checking box on the corresponding row and click the Print Preview button. 2. The request will be displayed as Print Preview format. 3. On the menu of web browser, click File, then Print to print the request proposals. 4. Choose the printer and click the Print button. dept_guide-nov17 Page 16

number. For details about editing, please refer to Input and Save Proposal. 2.

17 6.3 Edit Requests 1. If the request status is Draft, you can edit the proposal details by clicking on the request reference number. For details about editing, please refer to Input and Save Proposal. 2. If the request status is Amendment required, you can start amendment by clicking on the request reference number. For details about Amendment required, please refer to Amendment Required and Re-submission. dept_guide-nov17 Page 17

7 Submit and Endorse (Supervisor Functions) 7.1 Submit a Request 1. Click Submit a request on the menu. 2. Check the box on the corresponding row and then click the Submit button. 3.

If so, the request will not be submitted and it will list the unfulfilled requirements on the screen.

A summary on the number of processed* and updated** proposals will be displayed at the bottom of the report.

18 7 Submit and Endorse (Supervisor Functions) 7.1 Submit a Request 1. Click Submit a request on the menu. 2. Check the box on the corresponding row and then click the Submit button. 3. After clicking the Submit button, the system will check which requests do not fulfill the submission requirements. If so, the request will not be submitted and it will list the unfulfilled requirements on the screen. If the submission requirements are fulfilled, the course proposal request will be submitted successfully. A summary on the number of processed* and updated** proposals will be displayed at the bottom of the report. *processed - all records, including those intended to submit but not successful due to incorrect input **updated - successfully submitted records 4. After the proposal is submitted, once OUGE starts to review the proposal, the request status will change to Start review by OUGE. 5. The proposal will firstly be submitted to SCGESC, then to SCGE. If both the committees accept the proposal, the request status will firstly change to Endorsed by SCGESC, followed by Approved by SCGE. 6. However, if the committee requires amendment of the proposal, the proposal status will change to Amendment required, department should amend the proposal according to the OUGE recommendation and resubmit it. For details about Amendment required, please refer to the next section Amendment Required and Re-submission. If department has any supplementary information about the proposal or feedback on SCGESC s recommendations, they can be written in Section 10 - Remarks dept_guide-nov17 Page 18

19 7.2 Amendment Required and Re-submission 1. Click Manage a request on the menu. 2. The screen will display the requests made by your department. 3. For Amendment required proposal, view the OUGE recommendation by clicking the View hyperlink of the corresponding row. 2. A popup window shows the OUGE recommendation. To print the recommendation, click the Print button on the top. 3. After viewing the recommendation, click the close button on the popup window. 4. To amend the proposal, click on the request reference number. 5. The proposal will be shown on the screen. 6. Click the Start amendment button to amend the proposal. dept_guide-nov17 Page 19

Click Manage a request on the menu, there are 2 versions now for request 0900024, they are 0900024(1) and 0900024(2).

20 7. An editable form is shown. Make the amendments on this form. For details about editing, please refer to Input and Save Proposal. 8. After the amendment, click Save, a new version of will be created. 9. Click Manage a request on the menu, there are 2 versions now for request , they are (1) and (2). Version (1): Original version, its status changes from Amendment Required to Superseded version. The suffix (1), in this example, indicates it is version 1 of Version (2): The status of the new version is Draft. The suffix (2), in this example, indicates it is version 2 of To submit the request Version (2) - Draft, please refer to Submit and Endorse. dept_guide-nov17 Page 20

Check the box on the corresponding row and then click the Endorse button. 3.

The faculty endorsed value changes from N to Y. 5.

confirmed. 7.4 Cancel Requests 1. Click Cancel a request on the menu. 2.

21 7.3 Confirm Faculty Endorsement 1. Click Confirm faculty endorsement on the menu. 2. Check the box on the corresponding row and then click the Endorse button. 3. Confirmation message will be displayed. 4. The faculty endorsed value changes from N to Y. 5. SCGE will only approve the proposal when the faculty endorsement has been confirmed. 7.4 Cancel Requests 1. Click Cancel a request on the menu. 2. Click the check box of the corresponding row and then click the Cancel Request button. A request can only be cancelled before it is submitted, which means its status has to be Draft. dept_guide-nov17 Page 21

8 Course Inventory (General Functions) 1. Click Enquire course inventory on the menu. A list of courses offered by your department will be displayed on the screen. 2.

22 8 Course Inventory (General Functions) 1. Click Enquire course inventory on the menu. A list of courses offered by your department will be displayed on the screen. 2. To view the details of the individual course, click the course code. Print Courses Check the box on the corresponding row and click the Print Preview button. For details, please refer to Print Requests. 9 Tips 1. The GECPI system works best with Internet Explorer 7.x or above, minimum screen resolution 1024 x 768 (SVGA) and cookies enabled. 2. Avoid using angle brackets "< >" in pair in the Editor (input/edit box). 3. If hyperlink is used in the Editor, please remove the active link by right-clicking it, so that it becomes plain text. dept_guide-nov17 Page 22

Training Manual for Researchers. How to Create an Online Human Ethics Application

Training Manual for Researchers How to Create an Online Human Ethics Application What is in this document This manual is intended to provide general tips on using functionality specific to QUEST online