Background: Catalog/Curriculum Software Project

COCC's credit curriculum consists of courses and academic programs that are updated regularly to meet local employer as well as state and national standard requirements. (See the course approval and the new program approval process for steps and stakeholders involved).

Approval for curriculum changes is provided by the Academic Affairs and Curriculum committees and decisions about course and program characteristics are entered into COCC's Banner student information system and Oregon's webforms database. In addition, this content is used in the creation of the College's catalog which documents courses and programs to our students. Identified issues that have provided challenges in the curriculum process include the following:

  1. Faculty curriculum owners don't have easy access to Course data in Banner, and as a result don't always propose comprehensive or accuratechanges;
  2. Curriculum new, revision, and deletion forms are partially or incorrectly completed;
  3. Version control is difficult to manage (date on form and title not updated, comes in through email to one person, managedmanually);
  4. Curriculum form data is hard to enter into banner (not aligned with Banner fields);
  5. Distribution to Curriculum Committee for input (DropBox) is separate from posting to college (Outlook); both are manual;
  6. Dropbox, as a means to provide common review ofproposals, has issues (manual access, only one person can edit at a time, noacrchive);
  7. Archive issues (combination of minutes and documentation which results in version control issues and lack of searching);
  8. Workflow is not clear and not successfully used;same workflow for every change (with exception of consent agenda);
  9. Manual data push: Faculty and DCA refer to banner to fill out forms, DCA hand enters Banner changes from forms, and course and program data are maintained separately for the catalog. Data is hand entered into State database Webforms and GradTracks is programed from catalog;
  10. When a course changes (in credit count, title,prefix/number, etc.) there is not a simple way to identify all other courses and programs that areimpacted. One change can result in degree requirement changes, overall credit total changes for a program, prerequisite changes, equivalencies, etc.Currently, these changes need to be maintained independently and manually in Banner, the Catalog, and Webforms.
  11. Timing issue: curriculum changes are still in approval while Catalog is edited and produced and after schedule has alreadyrolled;
  12. No database storage of program requirements or outcomes;
  13. Lack of shared understanding and context for essential curriculum elements (contact hours/credit/load).

Project Goals:

  • Clarify and document curriculum standards (business rules, style guide);
  • Clarify, expedite, and streamline the Curriculum Committee approvalprocess;
  • Improve documentation of activity;
  • Reduce errors and increase accuracy of curriculum approval, banner entry, and catalog production;
  • Improve visibility of programs and courses impacted by course changes.
  • Store program elements (such as requirements, outcomes).


Next Steps:

  • Budget approval (completed spring 2015)
  • NPET and TACR Project approval (completed 3/2016)
  • Vendor interviews (completed 4/14/16)
  • Introductory meeting (4/21/16)
  • Product demonstrations to Implementation Team, Stakeholders (projected early May)
  • Implementation Team:
    • Identify additional research necessary (references, RFI, RFP)
    • Software product selection
    • Obtain detailed quote for deliverables
    • Review and sign Contract
    • Work with vendor to identify implementation timeline and resource requirements.

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