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Overview
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You can print this document for reference, it is about 4
pages long.
The syllabi system uses a database that
stores the syllabi for easy access through the Internet from
anywhere in the world. The system allows Instructors to create
new or modify existing syllabi online and allows Academic
Advisors to edit, if necessary, and approve syllabi online and
then publish them. This system means that the most up-to-date
syllabi will always be available to everyone. Office personnel
will not need to mail syllabi to potential students, nor trash
outdated copies of printed syllabi.
Instructors can create completely new syllabi
by filling in the form, which follows the standard design set by
Webster University, or if they already have an electronic
version in Word or WordPerfect for example, they can cut and
paste into the form and have a finished syllabi in minutes.
Syllabi are either in Review, View or Hold
status. When an Instructor creates a syllabus it is in Review
status and can only be seen by the Instructor that created it or
by the Academic Advisor. When the Instructor is finished with
the syllabus he must notify the Academic Advisor who reviews the
syllabus. When the Academic Advisor is satisfied with the
syllabus he moves it from Review status to View status. At this
point it is visible to the general public from the campus
website.
The basic steps are:
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Login to the system for the first time, set your new
password.
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To see what courses have been submitted by Instructors
click on View Courses in Review Status. If any
courses have been submitted they will be listed with the
course name and number, term and instructor. Any courses
here can only been seen by the Instructor that submitted
them and by the Academic Advisor. They cannot be seen by the
public yet. Remember, if someone with Admin rights,
such as the Office Manager or Academic Advisor, starts a
syllabus before it is assigned to an instructor you must
change the Security User to the instructor before they can
see it.
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To review a submitted course click on the Modify
link to see what the Instructor has submitted. Verify that
the syllabus meets University and campus standards for
completeness. Whether the Academic Advisor makes necessary
changes or contacts the Instructor to make the changes
should be determined by each campus.
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When the review, and any editing necessary, are complete
click on Submit New Course at the bottom of
the page. This saves any changes made during the review.
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From the Main Menu click on Change Course Status.
Find the course just reviewed in the Review Status Courses
window, highlight that course, then click on the Change
to View Status button.
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The highlighted course will now appear in the View Status
Course window.
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Return to the Main Menu, click on View Current
Course Syllabi, the course is now listed among any
other courses that have been published for public view.
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At this point the the course can now been seen when a
visitor to the campus website clicks on the Syllabi link at
the website.
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Return to the Main Menu, then go to View Courses in
Review Status and repeat for any other courses in
Review status.
Warning: Once you
login and start to work you have 60 minutes to finish before the
server will close your connection and log you out. This happens
transparently whether you are actually entering information to
the syllabus or not and is not obvious to the user, and means
that you will lose your work. To avoid this click on the Submit
New Course button to save any changes. You can
then reopen your syllabus and continue.
Regardless of whether you are an
Instructor or an Academic Advisor you must log in to get
started. You must login using the login name provided to you by
the Office Manager. For example, John Doe may get the email
address jdoe@webster.edu, then John logs in using jdoe,
ignoring the @webster.edu suffix or the Office Manager
can create a login called johndoe with the password jdoe.
When the Office Manager creates your login he will set your
password to 'password'. The first time you actually login you
will have to change this to whatever you want. Your new password
can be alphanumeric and any length. Keep this in mind: Even
though the only syllabi that you will be able to see are the
ones that you are currently working on and are still incomplete,
you should pick a password that is relatively secure. Your email
address is common knowledge, you don't want someone guessing
your password and accessing your syllabi without your
permission.
This has been an issue with Internet Explorer 6. The simplest
solution is to go to open Internet Explorer, go to Tools,
Internet Options, Security, click on the Trusted Sites icon then
the Sites button. Add "http://www.webster-info.org"
(without the quotes) in the box labeled "Add this Web
site to the zone", then click the Add button. Make sure the
check box concerning server verification is not checked. Close
your browser, open it and try to log in again.
Contact your Office Manager, he can can reset your password
to 'password'. You can log in again and reset your password to
whatever you want.
How do I review new syllabi ... ?
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Go to View Courses in Review Status to see
what has been submitted by Instructors and must be reviewed
and released.
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Review the submitted syllabus by whatever standards your
campus adheres to. Click on the Submit New
Course button to save your editing.
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From the Main Menu click on Change Course Status.
Find the course just reviewed in the Review Status Courses
window, highlight that course, then click on the Change
to View Status button. The highlighted course will
now appear in the View Status Course window.
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Return to the Main Menu, click on View Current
Course Syllabi, the course is now listed among any
other courses that have been published for public view.
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At this point the the course can now been seen when a
visitor to the campus website clicks on the Syllabi link at
the website.
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Return to View Courses in Review Status and
repeat with any other syllabi listed.
Courses moved to the Hold Status window are syllabi for
courses that are not currently being offered. The syllabi are
being saved for future reference. Note: Course in View Status
must be moved to Review Status before they can be moved to Hold
Status.
Yes, you can move a syllabus to Hold Status, then delete it
permanently. This is irrevocable and any syllabi deleted
cannot be recovered by the website administrator. However, we do
make periodic backups of the entire database and if the deleted
syllabus was still there during a backup then we could recover
it. Send an email to Web
Design with your request if you must have something
recovered.
Yes, from the Main Menu click on Add New Course
and enter the necessary data to build a syllabus. Remember, if
you start a course then you will be the Security User for that
course by default. It you started it so an instructor can finish
or add to it then you must change the Security User from
yourself to the instructor before they can access the course.
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From the Main Menu click on Change Course Status.
Find the syllabus with the problem in the View Status
Courses window, highlight that course, then click on the Change
to Review Status button. The highlighted course will
now appear in the Review Status Course window.
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Return to the Main Menu, click on View Courses in
Review Status, the course is now listed among any
other courses that are available to be edited.
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Make the necessary changes, then follow the directions
above to move the syllabus to View Status.
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Log in to the Main Menu, click on the Add New User
button.
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In the Username box enter the first part of the person's
Webster email address. For example, if the address is jdoe@webster.edu
then enter jdoe.
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Enter 'password' (without the quotes) for the password.
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Select the user's security level, whether Instructor or
Admin. Only the Office Manager and Academic Advisors should
have Admin level security. All others should be Instructor
level.
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Enter the user's full name using last name first, then a
comma, then first name. For example: doe, john. Doing
this sorts all the users by last name in the Modify or
Delete User screen.
Note: If the user is to function as the Academic Advisor then
enter his name as first name last name. For example: John
Doe. The reason for this is that when the Academic Advisor
releases a syllabus for viewing by the public his name is
automatically appended to the end of the syllabus with the date
and time. For example: Approved By: Jim Metzger
12/14/2001 4:13:56 PM. If his name is listed last
name first then it will appear that way when he approves a
syllabus, i.e. Approved By: Metzger, Jim 12/14/2001 4:13:56
PM.
Click on Modify or Delete User to change
someone's password, security level or the order of their first
name and last name.
If you are still having problems contact your Office Manager
or Academic Advisor for help. If you have any suggestions or
comments about the design of the Online Syllabi System you can
send them to the Web Team.
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