Your college or university is welcome to participate in the Electronic

Transcription

www.ElectronicCampus.org
for Students
www.TheTeacherCenter.org
for Educators
www.ECInitiatives.org
for Electronic Campus Initiatives (Nurse Educator Project, Adult Learning Campaign, Distance
Learning Policy Lab. and more!)
www.electroniccampus.info/ide
for EC Coordinators
The Southern Regional Education Board, the nation's first interstate compact for education, was created in 1948 by Southern states. SREB
helps government and education leaders work cooperatively to advance education and, in doing so, to improve the social and economic life of
the region.
SREB’s 16 member states are Alabama, Arkansas, Delaware, Florida, Georgia, Kentucky, Louisiana, Maryland, Mississippi, North Carolina,
Oklahoma, South Carolina, Tennessee, Texas, Virginia and West Virginia.
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TABLE OF CONTENTS
Welcome And Approval Process
Questions And Answers For Students
Overview Of The Electronic Campus
Account Creation
Electronic Campus Approval Process
Institutional Coordinator Responsibilities
Activation/Entry Calendar Dates
Principles Of Good Practice And Checklist
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Courses
• Course Submission Guidelines
• Course Nomination and Certification Form
• Process For Adding A Course
• Instructions For Completing The Course Data Entry (CDE) Form
• Course Activation Status
• Using Course Filters
• Process For Editing A Course
• Process For Duplicating A Course
• Process For Removing Or Archiving A Course
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Programs
• Program Submission Guidelines
• Program Nomination And Certification Form
• Process For Adding A Program
• Instructions For Completing The Program Data Entry (PDE) Form
• Program Activation Status
• Using Program Filters
• Process For Editing A Program
• Process For Removing Or Archiving A Program
• Program Submission Guidelines For Departmental Personnel
(Departmental Program Completion Form)
Transitional Page Guidelines And Samples
Electronic Campus Quick Start Information
Common Error Messages
Academic Common Market/Electronic Campus (ACM/EC) Guidelines
Process For Entering Course Enrollment Census Information
State Specific Information
• For Louisiana Colleges And Universities
• For Texas Colleges And Universities
• For Oklahoma Colleges And Universities
Technical Overview
• Institutional Feed/Bulk Upload Process
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Welcome!
Colleges and universities are invited to participate in the Electronic Campus (EC) if the institution is regionally
accredited, not-for-profit and chartered in one of the 16 member states of the Southern Regional Education Board
(SREB). There is no charge for colleges and universities to participate in the EC or TheTheacherCenter.org (TC).
This Institutional Coordinators’ Handbook is intended to guide State coordinators through the Electronic Campus
procedures, (i.e. data entry, course and program editing, and other administrative duties).
Courses and Programs should be reviewed and approved at the department, institution and state agency prior to
their entry on the EC web interface site. Courses and programs are then reviewed and activated by EC staff, and
will be searchable by students 24 hours after activation by EC staff.
An institutional transitional web page, which must be linked to EC, is required for any institution participating in the
EC. The transitional web page must contain information about the institution; the requirements and procedures for
admission, enrollment and registration; information on graduation requirements, tuition and fees; and other
pertinent information. Requirements for the transitional web page can be found in this handbook and online at
http://www.electroniccampus.info/ide/guidelines/adminguidelines.asp
Do not hesitate to contact EC staff if you have any questions or need further clarification about procedures. You
may send e-mail to [email protected].
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Questions and Answers for Students
Q. What is the Electronic Campus website?
SREB’s Electronic Campus website is an electronic “marketplace” of courses and programs that are available
through technology from regionally accredited institutions. You can shop for programs and courses in this
electronic marketplace and be confident that each college and university has pledged to follow standards from the
Principles of Good Practice (http://www.electroniccampus.info/publications/principles.asp)
Q. How do I use the Electronic Campus website?
You enter the Electronic Campus at http://www.electroniccampus.org/. You can search for programs and courses
by subject, level, and institution, and then move via a “hot link” to the college or university that is offering the
program or course.
Q. How are programs and courses selected to be included in Electronic Campus?
SREB invites all regionally accredited, not-for-profit colleges and universities in the 16 SREB states that choose to
participate, to list electronically delivered program and course offerings on the site. All proposed programs and
courses must adhere to the Principles of Good Practice and be on approved course and program inventories.
Q. Do I have to attend classes on the campus of the offering college or university?
Not always. All program and course attendance requirements are indicated clearly at the website. Many do not
require attendance on campus, so check the attendance requirements section.
Q. Will my credits earned from courses listed on Electronic Campus transfer?
Credits earned in courses listed on Electronic Campus are regionally accredited and carry full credit from the
offering institution. Although the credits are transferable, colleges and universities set their own requirements for
acceptance of credits (whether they are earned via face-to-face instruction or distance education) and their
application in specific programs. You should consult a specific college or university for policies relating to its
transfer credit acceptance. Visit the Transferring Academic Credit
(http://www.electroniccampus.org/AdultLearner/Attend/transferring_academic_credit.asp) page for more
information.
Q. How much will tuition and fees for courses and programs on Electronic Campus cost?
The institution that offers the course or program determines the tuition cost. The cost for each course or program
is listed on the course or program description page. Some institutions charge out-of-state tuition if you are not a
resident of the offering institution's state. SREB has promoted among participating colleges and universities the
establishment of a single tuition rate—electronic tuition rate—-Courses and programs available at the single rate
are designated with an "E" in the cost column. Total costs may differ by institution and even by course.
Q. What technology do I need to take a course or program listed on Electronic Campus?
This will depend on the course. Many courses are offered over the Internet. However, a number of technologies
are used, including videotape, satellite, e-mail and compressed video. The equipment requirements for each
course and programs are listed on the website.
Q. What kinds of programs and courses are available through Electronic Campus?
Courses and programs are available at both undergraduate and graduate levels in many areas. The numbers and
variety are expected to increase. As institutions develop new courses and programs, they will be added to the
site.
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Q. Who can visit this campus?
Anyone with Internet access can visit hundreds of the South's best colleges and universities in a single afternoon.
Anywhere in the world, people can visit the Electronic Campus at www.electroniccampus.org and enroll in
courses offered by colleges and universities in 16 states. The Electronic Campus gives students the freedom to
choose courses they want to take and the colleges or universities at which they would like to take them. Potential
students search the Electronic Campus for courses that will meet their needs. They then can move, with the click
of a computer mouse, to the websites of the colleges or universities that are offering the courses and can find
information about enrollment, credit transfer, scholarships and student services.
The Electronic Campus is beneficial to people who want to obtain a degree, gain new job skills or add to their job
skills, and its flexibility enables them to take courses wherever and whenever convenient for them. A student
enrolled in courses through the Electronic Campus never worries about finding a parking space on campus.
Q. Can I enroll if I live outside the SREB region?
Yes. Enrollment is open to students living anywhere in the world as long as you meet recognized general
requirements (e.g. have a high school diploma or GED to take an undergraduate level course and a bachelor's
degree to take a graduate level course) and meet any prerequisite requirements. You would not, for example, be
allowed to take an advanced course if you had no earlier coursework, say to take an advanced accounting course
if you have not taken introductory accounting. If you are trying to complete a degree program, you need to make
sure your home institution will accept the credit and that the course will meet whatever requirement you are
seeking to fulfill.
Q. Do I need any particular skills or background to participate in courses or programs listed on Electronic
Campus?
Yes, for some courses you need fundamental computer skills and some familiarity with a web “browser” to access
information on the Electronic Campus website and to interact with college or university representatives. As with
learning experiences on a campus and in a classroom, you will need a desire to learn and a commitment to
undertake the work because the courses and programs in Electronic Campus will challenge you.
Q. Will additional programs and courses be added to Electronic Campus?
Yes. Electronic Campus will continue to expand with additional courses, programs and services added
continually. Some courses are offered in the traditional semester format (fall: August to December, spring:
January to May, and summer: May to July). Others have non-traditional or variable term lengths. Students can
take “open enrollment” courses at any time. Course and program information is updated on a regular basis.
Q. Can a particular program or course needed by a student or employer be requested for inclusion on Electronic
Campus?
Yes. If you have any questions, comments or are interested in specific disciplines or courses or programs not
represented in the current listing, please forward your suggestions to [email protected]. This
information will help the Electronic Campus plan and select additional courses and programs. Staff will forward
requests to institutional coordinators and request that any college or university wishing to include a needed
program or course to submit it. The Electronic Campus is designed to connect learning needs and learning
providers across the States.
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Q. Can I get a degree from Electronic Campus?
You may earn degrees from participating colleges and universities. Electronic Campus does not confer degrees
or certificates but serves as a gateway to distance learning courses and programs from colleges and universities.
Q. How do I register for a course?
Electronic Campus provides direct links to campuses offering each course. Use the link to contact the institution
for more information.
Q. Will financial aid be available for me?
Student financial aid information is available from each institution. You need to check on your eligibility and the
availability of funds.
Q. Are there tips for succeeding in online courses?
Although online courses are often asynchronous (i.e. people are not online at the same time), there are deadlines.
You will need to e-mail individual assignments on time. You will need to add to discussions and reply to other
students' comments in a timely fashion as you would in a typical classroom setting.
For information about online learning, visit the Electronics Campus Adult Learner section,
http://www.electroniccampus.org/AdultLearner/attend/.
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Overview of the Electronic Campus
The EC will help students find high-quality courses and programs at higher education institutions in the SREB
region. Students will be able to complete much, if not all, of the coursework electronically and may not need to
leave their hometowns or campuses. By using the EC, students will be able to obtain information over the Internet
about courses and programs and will know the standards that the colleges and universities have pledged to meet
for distance learning. Students interested in enrolling in a program or course will be able to link easily with the
offering institution. Educators can find education related courses and programs from the EC and
TheTeacherCenter.org.
The goal of the EC is to provide students with a central point of reference, giving them easier access to quality
programs and courses.
The scope of EC will be limited to higher education academics. technical degree, certificates programs and credit
courses. These courses and programs will be offered electronically by public and independent general academic
colleges and universities in the SREB region. Education-related (pedagogy and content) courses and programs
are also searchable at SREB’s Teacher Center, TheTeacherCenter.org.
Noncredit professional-development programs and noncredit courses may be listed later.
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Account Creation
If you are an institutional coordinator for a college or university that is a first-time participant, and if you are not
replacing another institutional coordinator, please create an account at the EC IDE Web Interface,
www.electroniccampus.info/ide. All courses and programs entered by this account will be tied your login. Courses
and programs entered via the EC IDE Web interface www.electroniccampus.info/ide, will be searchable by
students at the EC website, www.electroniccampus.org 24 hours after activation by EC staff. Education-related
(pedagogy and content) courses and programs are also searchable at SREB’s Teacher Center,
TheTeacherCenter.org.
If you are replacing a prior coordinator for an institution, please e-mail your name and contact information, as
well as that of the person you are replacing, to [email protected]. If you simply login and register, you will be
unable to view the courses or programs previously entered for the college or university.
If you forget the login name or password, it can be retrieved online from the login page,
http://www.electroniccampus.info/ide/login.asp, or send an e-mail to [email protected] and it will be sent to you
via e-mail. If you register and login a second time, you will be unable to access any previously entered
course and/or program information.
Please let us know if the institution is a member of the Service Members Opportunity College,
www.soc.aascu.org, and if so, which branch.
If you have not already done so, please read the Guidelines section on the EC IDE Web interface,
www.electroniccampus.info/ide, and the Help pages associated with Course Data Entry (CDE) and Program Data
Entry (PDE).
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Electronic Campus Approval Process
After gaining institutional approval to list the courses and programs on the EC, the next step in the approval
process is to have the courses and programs (not previously entered on the EC) approved by the state
coordinator.
• Complete the course/program nomination form and obtain departmental and/or institutional approvals to
list courses and programs on the EC. This form also acknowledges institutional offerings meet Principles
of Good Practice.
• After obtaining the institutional approvals and signatures, forward the form to the state coordinator for
state approval.
• Should you need them, the Principles of Good Practice may be downloaded from the ECInitiatives web
page at www.ecinitiatives.org/publications/principles.asp
State coordinators are listed on the Guidelines section mentioned above. The specific state approval process
varies from state to state, therefore check with the EC Coordinator for specific state approval procedures.
However, in all cases, the state coordinator will verify the college or university is approved to offer the course or
degree program electronically, and that the Principles of Good Practice are being met. (See sample checklist at
the end of this section.)
After the state coordinator has approved the courses and programs EC staff and institutional coordinators will be
notified, college or university staff may then begin to enter data at the EC IDE Web Interface,
www.electroniccampus.info/ide. Please contact the EC office after entering the first course or program. If edits are
required, only one entry will need to be edited rather than several. In addition to entering courses and programs
on the Web interface, it is necessary to have a completed transitional page. Information on the transitional page
requirements, samples and logos are available on the Guidelines page.
Once the course or program entry and transitional page have been enabled by EC staff, the course or program
will be visible for student searching 24 hours later.
A listserv for institutional coordinators has been set up. EC staff will use this list, devoted to the discussion of the
EC and related topics, to communicate with institutional coordinators. Subscriptions are limited to EC institutional
coordinators, state coordinators and EC staff. Please contact the IT department of your institution to allow all mail
from [email protected] to pass your firewall and spaminator - all procedural updates, student inquires and
announcements are distributed via this listserv.
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Institutional Coordinator Responsibilities
An institutional coordinator is:
1. Someone who is knowledgeable of the growth and development of distance learning in all areas and
departments of the institution;
2. Someone who can apply the Principles of Good Practice and certify that the courses and programs submitted
meet those principles;
3. Someone who can participate in the ongoing operation and development of policies and procedures for the
Electronic Campus;
4. Someone who can participate in evaluating the Electronic Campus;
5. Someone who will oversee that the data courses/programs are entered into the EC Web interface ((CDE)
website or the Program Data Entry (PDE)), or submitted via file transfer, accurately and in a timely manner;
6. Someone who will serve as the central point-of-contact for all activities associated with managing the
Electronic Campus Website at the college or university
• to include promotion of Electronic Campus Website and dissemination of information;
• solicitation of courses and programs for inclusion in the Electronic Campus;
• facilitation of the internal process for review of course and program proposals in accordance with the
Principles of Good Practice;
• notification to state coordinator that the proposed courses and programs meet the Principles of Good
Practice;
• maintenance of the college or university transitional web page to ensure that information is current
and correct;
• collect data and periodically report to SREB regarding participation by the college or university; and
• respond to questions from students enrolled in courses and programs listed in the Electronic
Campus.
7. The EC Institutional Coordinator will review the following questions when submitting courses:
• Has the program been approved by the State Coordinator?
• Is the course accessible to students throughout the SREB region (all 16 states)?
• Can the institution provide support to students in all 16 states?
• Are there adequate seats to accommodate additional enrollments?
• Can additional sections be added if necessary and applicable?
• Has the course been taught for one or more terms?
• Is at least 51 percent of the proposed course available in an electronic format?
8. The EC Institutional Coordinator will review the following questions when submitting programs:
• Has the program been approved by the State Coordinator?
• Is the program accessible to students throughout the SREB region (all 16 states)?
• Can the institution provide support to students in all 16 states?
• Are there adequate seats to accommodate additional enrollments?
• Has the program been taught for one or more terms?
• Is at least 90 percent of the proposed program didactic material available in an electronic format?
i. If the program will be submitted for ACM/EC – 51% and the didactic material must be
available in an electronic format.
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Activation/Entry Calendar Dates
As a reminder, you may enter dates for three terms (one academic year) at the same time on the Course Data
Entry (CDE) form. Students start searching for course information at least one term in advance, therefore,
courses should be entered and activated the term prior to their being offered.
Activation/Entry Deadline Dates
Fall Term Deadline Date August 1
Spring Term Deadline Date December 15
Summer Term Deadline Date May 1
Activation/Entry Deadline Dates: These are the dates by which all courses should be activated for the term. In
other words by August 1, all Fall Term courses should be approved, entered, reviewed and activated. Remember
that course activation can take several days after entry of the information, longer if it is incomplete or if edits are
required. If the deadline is missed, courses will continue to be activated because students are able to search for
an entire academic year using search-by-date. The search-by-date feature allows students to know what may be
offered the upcoming year based on what was offered for the current year.
Term Default Dates
Fall Term Default Date:
June 1
Spring Term Default Date:
October 15
Summer Term Default Date: March 15
What does Term Default mean? If a student performs a search using the participating list of colleges and
universities or searches from a college virtual tour, on a date between June 1 and October 14, Fall courses will
automatically be the default display. The term default dates above are the ideal dates for having courses entered
and activated for the upcoming term. Remember, students start searching at least one term in advance.
The default dates are the target dates for courses submitted via the institutional bulk upload (feed process).
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Draft Version – Update in Process
Principles of Good Practice —The Foundation for Quality of Southern Regional
Education Board’s Electronic Campus
Southern Regional Education Board’s Electronic Campus (www.electroniccampus.org) has been designed as a
gateway to e-learning opportunities and online services designed to meet the unique needs of adult learners
wishing to start, continue or complete their education. Students are able to complete coursework electronically
and may not need to leave their hometowns or campuses. By using the Electronic Campus, students obtain
information over the Internet about each course and program and know the standards that the colleges and
universities have pledged to meet for these distance learning programs and courses. Students interested in
enrolling in a program or course will link easily with the college or university offering it.
The Principles of Good Practice, the cornerstone of this electronic marketplace, were developed to assure
students about the quality of courses and programs at the Electronic Campus. The principles draw upon the work
of the Western Interstate Commission for Higher Education and other organizations. All courses and programs to
be listed in the Electronic Campus have been reviewed against the Principles of Good Practice by the offering
colleges or universities and have been coordinated through the state higher education agency. These principles
serve as guidelines for colleges and universities participating in the Electronic Campus.
The goal of the Electronic Campus is to provide students with a central point of reference, giving them easier
access to quality programs and courses. A first step was to conduct a survey. The report, SREB State
Regulations as They Apply to Distance Learning, found that “… there appear to be no significant regulatory
considerations that would halt the development of such a regional approach.” Thus, in January 1998, the
Electronic Campus was launched. With the 2004 expanded Electronic Campus, the website became a
comprehensive source for information about higher education opportunities in the South whether traditional
campus study or e-learning. It provides a simpler, friendlier one-stop place for adults to learn about and
understand educational opportunities, to select campuses and/or e-learning opportunities that best match their
needs, and to apply online and enroll in courses or programs. In addition, the Electronic Campus is an online
resource for traditional-aged students with links to planning for, exploring, and applying online to hundreds of
colleges and universities.
Scope of the Electronic Campus
The scope of the Electronic Campus includes higher education academic degree and certificate programs and
credit courses offered electronically.
Use of the Principles of Good Practice
The purpose of the Principles of Good Practice is to identify the expectations and requirements for participation in
the Electronic Campus. Each institution that seeks to offer an electronically delivered program or course will be
asked to ensure that it complies with these principles. The offering institution and the state’s designated higher
education agency are responsible for quality control. The principles will be used to:
¾ guide the development of electronically delivered programs and courses to ensure that characteristics of good
teaching and learning are addressed;
¾ ensure at the institutional level the quality of the program or course that is seeking acceptance by the
Electronic Campus;
¾ review the quality of the program or course before it is sent by a state higher education agency for listing by
the Electronic Campus.
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Basic Assumptions
Several assumptions are central to these principles:
• The program or course offered electronically is provided by or through an institution that is accredited
by a regionally recognized accrediting body and is authorized to operate in the state where the
program or course originates.
• The institution’s programs and courses holding specialized accreditation meet the same requirements
when offered electronically.
• The institution may be a single institution or a consortium of institutions.
• These principles are generally applicable to degree or certificate programs and to courses offered for
academic credit.
• It is the institution’s responsibility to review educational programs and courses it provides
electronically and to ensure continued compliance with these principles.
• The appropriate state agencies or organizations in the state where courses or programs are offered
will coordinate participation in the Electronic Campus.
• Institutions offering programs or for-credit courses are responsible for satisfying all in-state approval
and accreditation requirements before students are enrolled.
• Participating states agree to accept the listing on the Electronic Campus as assurance that courses
and programs meet the Principles of Good Practice.
• Institutions should give priority for enrolling in Electronic Campus courses and programs to qualified
residents of the SREB region.
Curriculum and Instruction
• Each program or course of study results in learning appropriate to the rigor and breadth of the degree
or certificate awarded.
• A degree or certificate program or course offered electronically is coherent and complete.
• The course or program provides for appropriate interaction between faculty and students and among
students.
• Qualified faculty provide appropriate supervision of the program or course that is offered
electronically.
• Academic standards for all programs or courses offered electronically are the same as those for other
courses delivered at the institution where the programs originate.
• Student learning in programs or courses delivered electronically should be comparable to student
learning in programs or courses offered at the campus where the programs originate.
Institutional Context and Commitment
Role and Mission
• The program or course is consistent with the institution’s role and mission.
• Review and approval processes ensure the appropriateness of the technology being used to meet
program or course objectives.
Students and Student Services
• The program or course provides students with clear, complete and timely information on the
curriculum, course and degree requirements, nature of faculty/student interaction, prerequisite
technology competencies and skills, technical equipment requirements, availability of academic
support services, financial aid resources, and costs and payment policies.
• Enrolled students have reasonable and adequate access to student services and resources
appropriate to support their learning.
• The institution has admission/acceptance criteria to assess whether the student has the background,
knowledge and technical skills required for undertaking the course or program.
• Advertising, recruiting and admissions materials clearly and accurately represent the program and the
services available.
Faculty Support
• The program or course provides faculty support services specifically related to teaching via an
electronic system.
• The institution ensures appropriate training for faculty who teach using technology.
• The program or course provides faculty with adequate equipment, software and communications for
interaction with students, institutions and other faculty.
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Resources for Learning
• The program or course ensures that appropriate learning resources are available to students.
• The program or course evaluates the adequacy of access to learning resources and the cost to
students for access to those resources. It also documents the use of electronic resources.
Commitment to Support
• Policies for faculty evaluation include appropriate recognition of teaching and scholarly activities
related to programs or courses offered electronically.
• The institution demonstrates a commitment to ongoing support, both financial and technical, and to
continuation of the program or course for a period sufficient for students to complete a degree or
certificate.
Evaluation and Assessment
• The institution evaluates program and course effectiveness, including assessments of student
learning, student retention and student and faculty satisfaction.
• At the completion of the program or course, the institution provides for assessment and
documentation of student achievement in each course.
• Program or course announcements and electronic catalog entries provide appropriate information.
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(SAMPLE)
Principles of Good Practice Checklist for Electronic Campus Review
Program/Course:
___________________________________________________
Institution:
___________________________________________________
Reviewer:
___________________________________________________
Date:
____________________
A.
Curriculum And Instruction:
1. Each program or course of study results in learning appropriate to the rigor and breadth of the degree or
certificate awarded.
_____ Meets criteria
_____ Appears to barely meet criteria
_____ Does not meet criteria
_____ Inadequate information provided to make a determination.
Comments:
2. A degree or certificate program or course offered electronically is coherent and complete.
Comments:
3. The course provides for appropriate interaction between faculty and students and among students.
(Describe the nature of the interaction for the course. In the case of a degree program describe the
general nature of the student interactions across all of the courses while noting specific exceptions when
necessary.)
Comments:
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4. Qualified faculty provide appropriate supervision of the program/course that is offered electronically.
(Describe how faculty provide supervision to remote learners enrolled for this course of program.)
Comments:
5. Academic standards for all programs or courses offered electronically are the same as those for other
courses delivered at the institution where the programs originate.
Comments:
6. Student learning in programs or courses delivered electronically should be comparable to student
learning in programs offered at the campus where the programs originate. (If any research data are
available to support the nature of the student outcomes, please provide a summary or copies if available.)
Comments:
B.
Institutional Context And Commitment:
Roles and Mission
1. The program or course is consistent with the college's role and mission.
Comments:
2. Review and approval processes ensure the appropriateness of the technology being used to meet
program or course objectives. (Please discuss why particular technologies or modes of delivery were
chosen.)
Comments:
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Student Support Services (to be completed if originating college is providing.)
3.
The program or course provides students with clear, complete, and timely information on the
curriculum, course and degree requirements, nature of faculty/student interaction, prerequisite
technology competencies and skills, technical equipment requirements, availability of academic
support service, financial aid resources and costs and payment policies.
_____
Meets criteria
_____
Appears to barely meet criteria
_____
Does not meet criteria
_____
Inadequate information provided to make a determination.
Comments:
4.
Enrolled students have reasonable and adequate access to the range of student services and
resources appropriate to support their learning. (How is the access provided? If through a website,
please provide the URL.)
_____
Meets criteria
_____
_____
_____
Comments:
5.
The institution has admission/acceptance criteria in place to assess whether the student has the
background, knowledge and technical skills required for undertaking the course/program. (If a form of
student assessment is used, please provide a copy or reference its location (URL) on the Internet.)
_____
Meets criteria
_____
_____
_____
Comments:
6.
Advertising, recruiting, and admissions materials clearly and accurately represent the program and
the services available. (Please provide copies of any materials used in promotion of the course or
program.)
_____
Meets criteria
_____
_____
_____
Comments:
Faculty Support
7.
The program or course provides faculty support services specifically related to teaching via an
electronic system. (Describe the nature of the support services offered to faculty.)
_____
Meets criteria
_____
_____
_____
Comments:
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8.
The institution assures appropriate training for faculty who teach using technology. (What types of
training is offered to those involved in EC listed courses and programs?)
_____
Meets criteria
_____
_____
_____
Comments:
9.
The program or course provides adequate equipment, software, and communications to faculty for
interaction with students, institutions, and other faculty. (Describe any specific equipment, software
and communications methods to enhance student faculty interaction.)
_____
Meets criteria
_____
_____
_____
Comments:
Resources for Learning
10.
The program or course ensures that appropriate learning resources are available to students.
(Describe the range of resources such as textbooks, readers, tapes, CDs, access to digital databases
and other library resources and how the student acquires them.)
_____
Meets criteria
_____
_____
_____
Comments:
11.
The program or course evaluates the adequacy of, and the cost to students, for access to learning
resources. It also documents the use of electronic resources. (Describe any processes used for
evaluation and attach any additional costs to the student for such access not covered in tuition and
regular fees.)
_____
Meets criteria
_____
_____
_____
Comments:
Commitment to Support
12.
Policies for faculty evaluation include appropriate recognition of teaching and scholarly activities
related to programs or courses offered electronically.
_____
Meets criteria
_____
_____
_____
Comments:
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13. The institution demonstrates a commitment to ongoing support, both financial and technical, and to
continuation of the program or course for a period sufficient for students to complete a degree or
certificate. (If a required course is not offered or the program is discontinued, how will students be
accommodated?)
_____
Meets criteria
_____
_____
_____
Comments:
C.
Evaluation and Assessment
1. The institution evaluates program and course effectiveness, including assessments of student
learning, student retention and student and faculty satisfaction.
_____
Meets criteria
_____
_____
_____
Comments:
2. At the completion of the program or course, the institution provides for assessment and
documentation of student achievement in each course.
_____
Meets criteria
_____
_____
_____
Comments:
3. Program or course announcements and electronic catalog entries provide appropriate information.
(Provide copies.)
_____
Meets criteria
_____
_____
_____
Comments:
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Evaluation Form
Program/Course:
Institution:
Reviewer:
Date:
_____ Request should be approved and forwarded to the Electronic Campus.
_____ Request should be discussed by the review committee.
_____ Request should be held until the institution can provide more information concerning specific criteria
circled below:
A1
A2
A3
A4
A5
A6
B1
B2
B3
B4
B5
B6
B11
B12
B13
C1
C2
C3
B7
B8
B9
B10
Additional Comments:
Developed by the Florida Private/Independent Colleges and Universities Electronic Campus Review Committee
and Association of Private Colleges and Universities in Georgia.
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Course Submission Guidelines
Regionally accredited colleges and universities in the SREB region are encouraged to submit courses for
inclusion on the Electronic Campus (EC) and TheTeacherCenter.org (TC) websites. A college or university may
propose courses in accordance with the following criteria and review procedures defined by the state’s higher
education entity that coordinates participation in the Electronic Campus and the TheTeacherCenter.org websites
1. A college or university coordinator is appointed to serve as the central point-of-contact for all activities
associated with managing the EC websites at the college or university.
2. A college or university representative reviews the Principles of Good Practice and certifies that the proposed
course complies with these principles and has the following characteristics:
•
•
•
•
The course is accessible throughout the SREB region.
At least 51 percent of the proposed course is available in an electronic format.
The course carries academic credit. At this time, non-credit courses, with the exception of a
remedial/developmental course.
The college or university commits to providing prospective students full information on several key topics
through the institutional transitional page.
3. The college or university institutional coordinator submits a signed Course Nomination and Certification form
along with appropriate descriptive information (as determined by the state) to the EC state coordinator. Check
with the State Coordinator to determine any state specific required information or to obtain a state specific
form.
4. The EC state coordinator verifies that the proposed course meets the quality standards of the Principles of
Good Practice. Each state determines and defines the procedure for such a review. Upon verification, the EC
state coordinator notifies EC staff and the college or university coordinator that the course has been approved
for inclusion in the EC and to proceed with data entry.
5. Upon receiving notification of the course approval, the institutional coordinator accesses the web interface
and proceeds to enter the course information onto the EC IDE Web Interface. Guidelines for entering this
information can be accessed from the Guidelines section of the EC IDE web Interface,
www.electroniccampus.info/ide. Course information may also be submitted via the EC Bulk Upload Process.
Details for the Bulk Upload process can also be found on the Guidelines section.
6. The course information submitted is placed in a database file not available to the public and is reviewed by
EC staff. EC staff verifies the course has been approved by the state coordinator, the accuracy of the entry and
that it has no visible errors, abbreviations or misspellings. If the course meets EC requirements, the status is
changed by EC staff to Enabled (Active). If edits are needed to the entry, EC staff will contact the institutional
coordinator.
7. The college or university transitional page is reviewed by EC staff. The transitional page requirements are
outlined on the Guidelines page. This transitional page must be complete before any course will be made
available to the public.
8. After EC staff have verified the course entry information and transitional page meet EC requirements the
course is activated and becomes publicly viewable 24 hours later and available to student searches on the EC
(ElectronicCampus.org) and TC (TheTeacherCenter.org) websites.
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Electronic Campus Course Nomination and Certification Form
Each course listed below is nominated for inclusion in the Electronic Campus. The following courses have been
reviewed by the sponsoring college or university and the authorized state agency representative and, by inclusion
as part of this nomination, is certifying that the courses meet or exceed the quality standards of the Principles of
Good Practice (http://www.ecinitiatives.org/publications/principles.asp).
Courses are forwarded for inclusion in the Electronic Campus website upon a determination that the university
can logistically support out of area enrollments, and that there are no potential conflicts with applicable state
policies. The institutional coordinator forwards this form to the EC State Coordinator prior to courses being
entered on the EC website. This form is sent to EC staff by the state coordinator. Check with your State
Coordinator to determine any state-specific required information or to obtain a state specific form.
Institution
Course
Dept.
Date
Course
No.
Course
Section
CIP
Code
Course Title/Delivery Format
Include Course Management System
If Applicable
Level
Credits
College/University Representative Signature Certifying Compliance
Print or Type Representative’s Name, Title and E-mail address
Address
Voice and Fax Numbers
Name and E-mail address of Institutional Coordinator
Institutional Coordinator Signature
Date
Electronic Campus State Coordinator Signature
Date
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Process for Adding a Course
From the EC Institutional Data Entry (IDE) Web Interface, at www.electroniccampus.info/ide, review the Overview,
First-Time Users and Guidelines sections. Proceed to the Course Data Entry form by clicking the “CDE” button at
the top of the page. Click on the “Add” button on the left side of the screen. This button will take you to the “Add a
Course” screen.
The process of adding a course is a 3-step process.
Step One: Enter general course information.
Step Two: Enter term and tuition information.
Step Three: Review entered course information and submit course.
If you wish to use text from a website, copy the information, paste it into word processing software to remove all
HTML formatting, then copy and paste the reformatted information into CDE or PDE. This will eliminate any
possible HTML errors. Remember to remove all HTML codes from the text fields. If HTML codes are not
removed, course information will display incorrectly, or not at all.
The student will see a “choppy” display
Principles of sales
planning and control; organizing sales planning
and control; organizing sales departments,
developing territories, motivating sales persons,
and controlling sales operations.
Rather than a “flowing” display
Principles of sales planning and control; organizing sales planning and control; organizing sales
departments, developing territories, motivating sales persons, and controlling sales operations.
In addition, the HTML code may cause your course or program to be invisible to EC staff and therefore it will not
be activated or visible to student searches.
On the left side of the page is a mouse wizard. This is Wally. He links
to the Help page. Click on Wally to print the Help screen for details
about field requirements.
Some additional pointers:
•
•
•
•
•
•
•
There must be information entered for all fields. When a field is not applicable to a specific course, enter N/A
(not applicable) or None. Do not list URLs other than the transitional page URL for your institution. All entries
must be entered in complete sentences, without abbreviations or misspellings.
The student needs to be able to review the information on the screen; therefore, it is necessary to have text
explanations.
Do not include URLs or individual e-mail addresses. In addition to text information, you may list a department email address.
After entering the first course or program, send an e-mail to [email protected]. Your entry and the EC
transitional page will be reviewed.
The Guidelines section list requirements for the transitional page and samples. The URL requested in the
second field on the CDE form is for the institution’s EC transitional page URL, not the college or university
home page.
Under Course Description, keep in mind the greater the detailed description, the better the student can judge
if the course meets his or her needs. A written course description is required and the course description must
be at least two sentences in length. This course description determines student search results. Listings with
incorrect spellings or abbreviations will NOT be generated in student searches and therefore will not be
activated.
List course titles, not just course numbers, under Course Prerequisites. Students may not be familiar with an
institutions catalog abbreviations.
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•
•
•
List telephone numbers for the library and bookstore under Access to Learning Resources. In addition,
describe the institution's strategy for providing learning resources and other support services to students.
What kind of library and bookstore access does the student have?
Under Attendance Requirements, list any attendance requirements, particularly if the course has an oncampus requirement or other student-gathering component. Any requirement to attend a professional
meeting, to visit a work location, etc., should be noted in this block.
Under Enrollment Procedures, include whether a student needs to complete an institutional application or a
generic state application and how much money is involved. Include a contact telephone number. If an
application is required, how can a student obtain one? It is imperative that a phone number be included for
the office that handles the enrollment of students for this course. It is suggested that details be provided for
transient and guest student procedures.
If you will be adding several courses with duplicated text in one or more fields, use the “Save as New” button.
However, always be sure to adjust the course titles and course descriptions to ensure duplicate records are not
added to the system.
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Step One: Enter general course information. Fields requirements can be found on the help page
(http://www.electroniccampus.info/ide/cde/Help/cdehelp.html), or by clicking individual field names. All fields must
be completed without abbreviations or misspellings. Remember to remove all HTML tags from the text fields.
If HTML codes are not removed the course (and program) information will displayed incorrectly. In addition, HTML
code may cause your course or program to be invisible to EC staff and therefore it will not be activated or visible
to student searches.
Step One:
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Step Two: Enter term and tuition information
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Step Three: Review entered course information.
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Step Three: Review entered course information. (Cont.)
Remember to click “Submit” after reviewing the course information.
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Instructions for Completing Course Data Entry (CDE) Form
The following instructions provide details on each field in the Course Data Entry (CDE) form. There must be
information entered for all fields. When a field is not applicable to a specific course, enter N/A (not applicable) or
None. Do not list URLs other than the transitional page URL for your institution. All entries must be entered in
complete sentences, without abbreviations or misspellings.
Step 1 - General Course Information
Status: A newly added course has the status of Disabled. Electronic Campus (EC) staff will review the
entry to:
• verify the course has been approved by the State Coordinator;
• verify the entry is accurate and agrees with the institution’s website, and
• verify the entry has no abbreviations or misspellings.
If the course meets the Electronic Campus requirements, EC staff will change the status to
Enabled. The course becomes available to student searches on the Electronic Campus and
TheTeacherCenter.org websites.
Archive: One way to remove a course from student searches is to select to archive it. This will NOT
remove the course from the database, but will remove the course from search activity.
State Please indicate if the course has received approval by the Electronic Campus State
Electronic Coordinator.
Campus
Approval:
Publicly Viewable If the course will be generated in student searches on the Electronic Campus or
on Electronic TheTeacherCenter.org websites, click “Yes”. If the course is to be viewable only to residents of
Campus: a specific state – and not to the larger EC, the field should be set to “No”. If the institution is
submitting course information only for tracking census data – and the course will NOT be
viewable to students in any state, the field should be set to “No”.
Publicly Viewable
on
State EC site
(if appropriate)
This field is for states with state specific EC search pages for in-state students. If a course
should be listed on the state site, click “Yes”. If an institution is submitting course information
only for the tracking of census data - and the course will NOT be viewable to students in any
state, the field should be set to “No”.
Full Institution Please verify the name of the institution and campus or branch as appropriate for the location
Name: of the activity.
URL: List the URL of the Electronic Campus transitional web page. If you have questions about
transitional page requirements, please review the information provided on the Guidelines
page.
Full Course Title: Provide the full course title without abbreviations. Course titles with abbreviations or
misspellings will not be activated, as these courses will not be generated in student searches.
Course ID: Provide the course prefix, course number and section (if used) as listed in your institutional
catalog or course inventory (e.g., ENGL 102 S101, MGT 5012). It is not necessary to fill in all
three boxes, but many institutions use section numbers to help track enrollment. If you are
offering courses in multiple primary delivery formats (i.e. by the Internet and by satellite) then
you need to enter in the course for each format. If a course is cross-listed with more than one
department or course number, list the course under multiple departments, course number and
section number.
Credits: List the number of credits for the specific course and select the appropriate school term the
course is offered, e.g. on a semester basis or quarter basis.
CIP: This field equates to the search by subject area on the student side. Select the course subject
from the drop down box. The drop down box is equivalent to the 4-digit Classification of
Instruction Programs (CIP) code for the course. Therefore, it is important to provide an
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accurate subject to selection. Additional information on CIP codes is at
http://nces.ed.gov/pubs2002/cip2000/index.asp.
Course Level: Mark the appropriate button to indicate the level of the course. If the course can be taken for
undergraduate or graduate credit, please complete two course data entry forms (one for each
level).
Primary Course Indicate the primary mode of delivery for the course. Select the method that best describes
Delivery Format: the mode of delivery even if the course is available in multiple modes. The modes are defined
as follows:
•
Internet: courses offered over the Internet
•
Audio: courses offered via audiotape
•
CAI: computer-assisted instruction, in which courses are made available via computer
at a local machine or by specialized network/system
•
CD-ROM: courses offered via CD-ROM
•
Compressed video: courses offered over specialized compressed-video networks
•
E-mail: courses offered via electronic mail
•
Open broadcast: courses offered via cable or microwave in which the program
broadcast is "open" or available to students in a particular region or locality
•
Satellite (A): courses offered via analog satellite, which can be downlinked by
standard "home" receiving dishes
•
Satellite (D): courses offered via digital satellite, which can be downlinked with
specialized digital receiving dishes
•
Videotape: courses offered via videotape mailed or otherwise made available to
students
Supplemental List any supplemental delivery modes that are used to support the primary delivery format
Formats: listed. Supplemental format(s) should not be the same as the primary format. Examples
of supplemental formats include:
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Audio
•
Internet
•
Cable TV
•
Open broadcast
•
CD-ROM
•
Satellite (Analog)
•
Compressed video
•
Satellite (Digital)
•
Computer-aided instruction
•
Videotape
•
E-mail
•
Voice mail
31
Course Select the course management system used for this course. The choices are:
Management
• Angel
System:
•
Blackboard
•
Desire2Learn
•
eCollege
•
Educator
•
EduSystem
•
Jenzabar
•
Learnwise
•
WebCT
•
Whiteboard
•
Other (Text field)
o
A text box will appear if “Other” is selected. List the name of the course
management system
Modes of Indicate the modes of interaction in the course for student/faculty and student/student
Interaction: communications. Check all that apply. Note: Modes of interaction may include one of the
supplemental formats. Select from the following:
•
Chat Room
•
Discussion Board
•
Electronic Conferencing
•
E-Mail
•
Online Assignment Submission
•
Postal
•
Video
•
Voice
•
Other (Text - 30 spaces)
o
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A text box will appear if Other is selected. List the additional Modes of
Interaction.
32
Course Provide the catalog or other approved description for the course. The greater the detailed
Description: description, the greater the chance the student will be able to tell if it is the course for which
they are searching. A written course description is required and the course description must
be at least two sentences in length. This course description determines student search
results. Listings with incorrect spelling or abbreviations will NOT be generated in student
searches and therefore will not be activated. Do not list a URL or a specific individual’s e-mail
address, you may list a department e-mail address.
Enrollment Complete the maximum number of seats available for students.
Capacity:
Prerequisites: Indicate the background or experiences that a prospective student should possess to enroll in
the course. List specific course(s) by title, or provide a brief description of the required
background. For example, a cost accounting course may have as a prerequisite statement
"background in the fundamentals of accounting, accounting experience”. A Spanish literature
course might state "reading and writing proficiency in Spanish (coursework at the intermediate
level or above)”. Do not list only the course abbreviation; be sure to include the course titles
as students outside your institution will not know what courses the abbreviations represent
(e.g., ENGL 102 S101, MGT 5012).
Enrollment Briefly describe the enrollment procedures for the course, particularly what a student must do
Procedures: prior to registration. For example, say whether a student must complete an application and be
admitted prior to enrollment, seek a special status or classification through a college of
continuing studies or other unit at the institution, etc. It is imperative that a phone number be
included for the office that handles the enrollment of students for this course. It is suggested
that details be provided for transient and guest student procedures. Do not list a URL or a
specific individual’s e-mail address. In addition to text information, a department e-mail
address may be listed.
Special List any special enrollment issues that a student should know before registration. These would
Enrollment Issues: include the need for specialized software or equipment, access to a particular network,
licensure status or requirements. For example, if a course requires the student to purchase
special software that requires a high-end machine and high-speed modem, include this
information. Do not list a URL or a specific individual’s e-mail address. In addition to text
information, you may list a department e-mail address.
Attendance List any attendance requirements, particularly if the course has an on-campus requirement or
Requirements: other student-gathering component. Any requirement to attend a professional meeting, to visit
a work location, etc., should be noted in this block. The information in this field is course
specific, not a general statement related to distance learning. It is important that students be
provided with accurate information to make decisions about course participation. Do not list a
URL or a specific individual’s e-mail address. A department e-mail address may be listed.
Access to The institution’s bookstore and library phone numbers are required. Describe the institution's
Learning strategy for providing learning resources and other support services to students. What kind of
Resources: library and bookstore access does the student have? Be sure to list any mentoring or advising
services provided to the student. If there are specific provisions made for adult students, the
information should be included in this field. Do not list a URL or a specific individual’s e-mail
address. In addition to text information, a department e-mail address may be listed.
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Other Please use this block to list any other considerations that would be instructive or helpful to a
Considerations: student in determining whether to enroll in this course. If an exam proctor is necessary, list the
requirements. If your institution offers credit by examination, please note this information here.
Do not list a URL or a specific individual’s e-mail address. A department e-mail address may be
listed.
Online Answer all the questions based upon the specific course.
Registration:
Open Terms: If a student may start a course at any time during the year (it is not tied to a specific term), then
check this box. If the course has specific start and end dates leave this box blank.
Continue to Step Proceed to Step 2 and enter in term and tuition information.
2:
Reset: Use this button to clear all the data in the fields on the CDE form (new empty fresh form).
Cancel: When editing, use Cancel to drop the data (not save) and proceed to step 3 (i.e., Oops I did not
mean to add a term).
Step 2 - Add Term and Tuition Information
Term: Select the term from the drop down for which this course should be listed. Choose the Term
and Year. Enter the course start and completion dates and the registration deadline date.
Students are able to search for courses by both Term selections, but also by dates. It is
important that students be provided with accurate information to make decisions about course
participation. Please use month/day/year format. (For example, 09/09/2006).
If your institution is tracking course enrollment data, indicate how many days into the course the
census will be taken. You will be able to use the Edit function to enter the census data,
additional information can be found on the Census Information Page.
Course Cost: Please list the in-state and out-of-state tuition and fee charges that will apply to a student
enrolling in this course, be sure to use total course amounts and not a per-credit-hour charge.
For example, if tuition is $150 per credit hour and it is a three-hour course, please show tuition
as $450.
Courses must have either in-state AND out-of-state tuition and fees, OR electronic rate tuition
and fees. Costs will be in-state AND out-of-state or Electronic rate but not both. If the in-state
and out-of-state charges are the same, use the electronic rate (e-rate) column.
If your institution uses Out-of-District tuition this information is entered in addition to in-state and
out-of-state information. Ignore this column if your system does not use Out-of-District costs.
Average course tuition:
In-state: ________
Out-of-state: ________
E-rate: ________
Out-of-district ________
Average fees per course:
In-state: ________
E-rate: ________
Community colleges in Texas have authority to tax area residents. This provides local funding
for the colleges. Only students who reside within the taxing district assigned to the community
college qualify for in-district tuition. Other residents of Texas are considered out-of-district for
tuition purposes. Students are sometimes surprised to discover that they must pay out-ofdistrict tuition rates, instead of lower in-district tuition rates. Be sure to check with the
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community college finance office before registering for courses if you have a question. Texas
Coordinators, see page TexasDistanceEducation Section in the Institutional Coordinator’s
Handbook for detailed explanation of tuition and fee classifications.
Materials: Please provide an estimate of the required course materials to include textbooks and required
software, etc., for a student enrolling in the course.
Add More Terms Use this button to add additional terms to the course record. After a term has been added, the
term name will appear at the bottom of the screen.
Continue to If you have completed adding terms, use this button save the term information and review
Step 3 entire course entry.
Reset: Use this button to clear all the data in the fields on the CDE form (generates a new empty
form).
Do Not Save: When editing, use Do Not Save to drop the data (not save) and proceed to step 3 (i.e., Oops I
did not mean to add a term).
Step 3 – Review Course Information
General Review your course's information. If the information is correct, “Submit” and the course will be
Instructions: reviewed by the EC staff. If you need to change any information, click “Edit this information” or
click “Add Terms” to add terms to this course record. Once submitted, course and term
information can be adjusted at any time by using the “Edit” function.
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Course Activation Status
After a course has been entered by the institutional coordinator, EC staff reviews the course for the following
items:
1.
2.
3.
4.
the data entered in the fields meets EC requirements;
the college or university transitional page meets EC requirements;
the course has been approved by the State EC Coordinator; and
the information entered accurately reflects the information found on the college or university
website.
If the above items have been met, the course is activated by EC staff and it will be visible and available for
student searches 24 hours later on the Electronic Campus and TheTeacherCenter.org (education related
courses) websites.
If the course entry needs to be edited, the institutional coordinator of record will receive an e-mail from EC staff
detailing the changes that need to be made.
In addition, the required changes will also be visible on the course record display including the date EC staff
reviewed the record.
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Using Course Filters
The first step in editing courses or programs is to select the courses that you will work with. This process is
referred to as “Setting Your Filter” - it narrows down the number of course or program records displayed.
Each EC institutional coordinator is able to view all courses entered in the EC database for his or her institution.
College or university staff, who are not institutional coordinators, will have access only to course and program
information entered with their specific login information.
The primary purpose of the filter is sort courses or programs displayed to provide the user with only the courses
or programs needed for a given task.
If there has been a database update or if you have not logged in within 90 days, it may be necessary to re-set
your filter to view courses and programs.
After registering and logging on at the www.electroniccampus.info/ide site, select the CDE (for courses) or PDE
(for programs) from the top menu. This will bring you to the appropriate landing page, and then select the “Filter”
button.
The filter process is similar to the student search procedure.
To Filter Courses
Proceed to the Course Data Entry (CDE button at the top of the page. Click on the “Filter” button. Select the filter
criteria to list the courses to be reviewed. In this case, West Texas A&M University will be used as an example.
There are several combinations of items, which may be used to filter courses. The filter criteria used for this
example include:
Course Subject: All
Institution West Texas A&M University – default based upon login information
State: Texas - default based upon login information
Term: All
Level: All
Primary Delivery Format: All
Department: Enter Course Department Designation (i.e. MAT)
Course Activation Status: Both
State Approved: Both
Show Only Courses Entered By Me: No
Include Archived Courses: Yes
Sort By: Course Title
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Be sure to select how courses should be viewed. Courses may be sorted as noted below
Use Term only if more than one term has been selected from the Term section above.
Then click the “Submit” button at the bottom of the page.
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Confirmation
The next screen will be a confirmation screen that reads, “The filter has been applied. All lists will be displayed
using the selected criteria. The new filter will remain active until changed.” Click on the “List” button.
A list of courses generated by your filter criteria will now be displayed.
Your filter will stay active until you change it.
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Process for Editing a Course
Once a course has been added, you never need to add it again. If changes need to be made, for example: new
offering dates, different course requirements or tuition changes, simply edit the course. There are two ways to edit
a course. The first method should be used if there is updated course data information – the information found on
screen one. The second method is used to update or add tuition and/or term information.
If you want to edit only term/tuition information on a course record and want to keep the course available for
student searching, use the “Term and Tuition” edit method. This second method is streamlined and will keep the
course activated.
To update the entire course record
Filter the courses to display as required. (See Using Course Filters.))
From the IDE Course Data Entry (CDE) screen, click on “Edit”, and the course list will be visible based upon the
filter criteria previously selected. From the list of courses displayed, select the course title of the course record to
be adjusted. You will be able to edit the general course information and/or update term and tuition information.
(See Updating Only Term and/or Tuition Information below.) You can always return and use the edit function to
add additional term offerings for the course.
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Update the course fields as needed.
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After making changes, be sure to “Save Changes” to update the course record. “Save As New” will duplicate the
course record. You may also Add Terms, Edit Term/Tuition Information or add Census Information from this
screen. A course with changes made to the Course Data Entry (CDE) form (screen 1), will become inactive and
will not appear in student searches until the EC staff reviews and re-activates it.
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Updating Only Term and/or Tuition Information
Set your filter to display the courses to be modified and then click “Edit”.
Select the activity to be performed (Add a New Term, Enter Census Information, Edit Existing Terms).
Add a New Term For This Course.
This will generate the following screen. Enter new data and select Continue to Step 3.
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Edit Existing Term Information.
Select the term to edit.
Enter updated information (tuition, fees, materials or dates) for this term and Save Changes. This will update the
course record.
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Review current term and tuition information.
The course below shows Fall 2006 term and tuition information has been entered.
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Enter new term and tuition data.
Spring 2007 term and tuition information is shown below for the same course.
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New term information is linked to the course record as the information is saved.
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Process for Duplicating a Course
Some courses will be offered with several sections, it is up to each institution to decide to list individual course
sections. Instead of typing in essentially the same information repeatedly, simply duplicate the general course
information section, using the “Save As New” button.
First, set the filter to make it easiest to retrieve the necessary course, then, click the “Edit” button at the top of the
screen. Choose the course from list displayed. The course will come up in edit mode. Make any necessary
changes to the course title, number, course description, etc., and scroll to the bottom of the screen. Click the
“Save as New” button to create a new instance of that course. You will then be taken to the second screen to
enter in term and tuition information for this new course. If you use the “Save Changes” button rather than the
“Save as New” button, the prior course record – and its information - will be replaced with the new course
information. Use the “Save Changes” button to edit dates, tuition amounts, etc. for a course.
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Process for Removing or Archiving a Course
There are two methods of removing a course from the course listing.
If the course needs to be removed from the course listing for students for several terms but will be offered in the
future, archive the course. (See information below.)
To delete a course record due to it being a duplicate or if it is being removed from the college or university
catalog, send an e-mail to [email protected], with your name, the name of your institution, course title, and
course record to be deleted.
Archiving a Course
In order to use the Archive function, you must set a current filter. Avoid using the Back button on your browser —
(e.g. Firefox, and Internet Explorer), when in the Archive function. Proceed to the Course Data Entry (CDE) button
at the top of the page. Click on the “Filter” button. Note: EC Institutional Coordinators do not have access to
delete courses. If a course needs to be removed from the course listing because it is either a duplicate or it will
never be offered again, please send an e-mail to [email protected].
Select the filter criteria to list the courses to be reviewed. (See Using Course Filters.) In this case, West Texas
A&M University will be used as an example. There are several methods of filtering courses. The filter criteria used
for this example include:
Course Subject: All,
Institution West Texas A&M University – default based upon login information,
State: Texas - default based upon login information,
Term: All,
Level: All
Primary Delivery Format: All
Course Activation Status: Both
State Approved: Both
Show Only Courses Entered By Me: No
Include Archived Courses: Yes
Sort By: Course Title.
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Proceed by clicking on the “Archive” button at the top of the page. This button will bring you to a list of courses
that were generated by the filter criteria.
From the list of Courses that were generated by the filter criteria. Select the Course Title, you would like to
archive.
The next screen will ask “Are you sure you wish to deactivate and archive the selected Course?”
If “Yes”, the course will be removed from the list of activated courses and archived. When you return this course
to the course listing, be sure to “Edit” the course and remove the “Archive” designation.
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You may display archived courses when filtering on an institution by selecting “Yes” include archived courses
when setting the search filter.
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Program Submission Guidelines
Regionally accredited colleges and universities in the SREB region are asked to submit programs for inclusion on the
EC website. A college or university may propose programs in accordance with the following criteria and in accordance
with review procedures defined by the state’s higher education entity that coordinates participation in the Electronic
Campus website. The EC will accept degree programs at the certificate/diploma, associate’s, bachelor’s, master’s,
and doctoral levels.
1. A college or university coordinator is appointed to serve as the central point-of-contact for all activities associated
with managing the EC website at the college or university.
program complies with these principles and has the following characteristics:
•
•
•
•
•
The proposed degree program has been approved previously by the appropriate state agency and is
listed in the college or university inventory of degree programs.
At least 90 % of all didactic course work required to complete the proposed degree program is made
available to prospective students in an electronic format (ACM/EC programs require 51% of all
didactic course work to be available in an electronic format).
The college or university commits to providing full information for prospective students, who will
participate remotely, on a number of essential information items online.
The proposed degree program complies with appropriate accreditation standards.
The college or university can assure students who are admitted, begin and are making progress
toward the degree program that they will have the opportunity to complete the degree program. (This
assurance should include a strategy for “teaching out” the program if a college or university discontinues
a program and should include, for example, how the student would complete the program, the form of
delivery or any arrangements with other colleges or universities.)
3. The college or university institutional coordinator submits a signed Program Nomination and Certification form
along with appropriate descriptive information (as determined by the state) to the EC state coordinator. Check
with the State Coordinator to determine any state-specific required information or to obtain a state specific form
4. The EC state coordinator verifies that the proposed program meets the quality standards of the Principles of
Good Practice. Each state determines and defines the procedure for such a review. Upon verification, the EC state
coordinator notifies EC staff and the college or university coordinator that the program has been approved for
inclusion on the EC and to proceed with data entry.
5. Upon receiving notification of program approval, the institutional coordinator accesses the Web interface and
proceeds to enter the program information onto the EC IDE Web interface.Guidelines for entering this information
can be accessed after the coordinator has created an account at the EC IDE Web interface,
www.electroniccampus.info/ide.
6. The program information submitted is placed in a database file not available to the public and is reviewed by
EC staff for completeness and accuracy. If changes are needed to the entry, staff will contact the institutional
coordinator.
7. The college or university transitional page is reviewed by staff. The transitional page requirements are outlined
on the Guidelines page. This transitional page must be complete before the program will be available to the public.
8. After EC staff have verified that the program entry information and transitional page meet EC requirements the
program is activated. The program becomes publicly viewable 24 hours later and available to student searches on
the EC (ElectronicCampus.org) and TheTeacherCenter.org websites.
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Electronic Campus Program Nomination and Certification Form
Each program listed below is nominated for inclusion in the Electronic Campus website. The following programs
have been reviewed by the sponsoring college or university and the authorized state agency representative and,
by inclusion as part of this nomination, is certifying that the programs meet or exceed the quality standards of the
Principles of Good Practice at www.ecinitiatives.org/publications/principles.asp
Programs are forwarded for inclusion in the Electronic Campus website upon a determination that the university
can logistically support out of area enrollments, and that there are no potential conflicts with applicable state
policies. The institutional coordinator forwards this form to the EC State Coordinator prior to programs being
entered on the EC website. This form is then sent to EC staff by the state coordinator. Check with your State
Coordinator to determine any state-specific required information or to obtain a state specific form
College or University
CIP Code
Degree
Type
Complete Program Title
Delivery
Method
Date
Program
Accreditation
College/University Representative Signature Certifying Compliance
Print or Type Representative’s Name, Title and E-mail address
Address
Voice and Fax Numbers
Name and e-mail address of Institutional Coordinator
Institutional Coordinator Signature
Date
Electronic Campus State Coordinator Signature
Date
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Process for Adding a Program
From the EC Institutional Data Entry (IDE) Web Interface, at www.electroniccampus.info/ide, review the Overview,
First Time-Users and Guidelines sections. Proceed to the Program Data Entry (PDE) forms by clicking on the
PDE button at the top of the page. Click on the “Add” button on the top left side of the screen. This button will
bring you to the “Add a Program” screen.
If you wish to use text from the online catalog, copy the information, paste it into word processing software to
remove all HTML formatting, then copy and paste the reformatted information into PDE. This will eliminate any
possible HTML errors. Remember to remove all HTML tags from the text fields. If HTML codes are not
removed program information will displayed incorrectly or not at all.
The student will see a “choppy” display
Principles of sales
planning and control; organizing sales planning
and control; organizing sales departments,
developing territories, motivating sales persons,
and controlling sales operations.
Rather than a “flowing” display
Principles of sales planning and control; organizing sales planning and control; organizing sales
departments, developing territories, motivating sales persons, and controlling sales operations.
In addition, HTML code may cause your course or program to be invisible to EC staff and therefore it will not be
activated or visible to student searches.
On the left side of the page is a mouse wizard. This is Wally; he links to
the Help screen. Please click on Wally and print the Help screen which
details what information should be in each field
Some additional pointers:
• All entries should be in complete sentences.
• The student needs to be able to review the information on the screen.
• Do not include URLs. All URL information should be on the EC transitional page.
• After entering the first program, please send an e-mail to [email protected]. Your entry and the EC
transitional page will be reviewed, and you will be told to proceed.
• The EC guidelines list requirements for the transitional page and samples. The URL requested on the PDE
form should be the EC transitional page URL, not the college or university home page.
• Because students’ choices are based on it, the Program Description needs to be longer than one sentence.
Also, remember that what you enter in this field is what determines how and when the program will be
generated when a student conducts a search, therefore avoid abbreviations, typos and misspellings.
• List telephone numbers for the library and bookstore under Access to Learning Resources, in addition to any
special services provided to distance learning students.
• Under Enrollment Procedures, you must include whether a student needs to complete an institutional
application or a generic state application and how much money is involved. Please include a contact
telephone number. If an application is required, how can a student obtain one?
• PDE is set up with tabs. Each tab must be completed before a program can be activated. You may complete
them in any order, but the Program Title field on the General tab needs to be completed for the work to be
saved.
• If you are not sure of the exact term for specific programs, please use the best guess. If the program is
offered only once every two years, the student needs to know when it will be offered next.
• You can view this work by clicking on the “Preview” tab.
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To save the entry, click on the “Save” button. When you click on a tab, the page is saved automatically. In order to
review the entry, you must have entered a program title. If you will be adding several programs with a duplication
of text in one or more fields, please contact the office and we will help you with some of the fields. If you have any
questions or comments, please e-mail us at [email protected] or call 404-875-9211.
Once a program has been added, you never need to add it again. If changes need to be made ⎯ new offering
dates, different requirements or tuition changes simply “Edit” the program. If the program needs to be deleted,
contact EC staff ([email protected]).
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General Tab.
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Specifics Tab.
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Admission and Schedule Tab.
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Credit & Cost Tab.
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Instructions for Completing Program Data Entry (PDE) Form
The following instructions provide details on each field in the Program Data Entry (PDE) site. There must be
information entered into all fields. When a field is not applicable to a specific program, enter N/A or none. Do not
list URL’s other than the transitional page URL for your institution. All entries should be done in complete
sentences, without abbreviations or misspellings.
General
Status: A newly added program has the status of Disabled. Electronic Campus staff will review the
entry to:
• verify the program has been approved by the State Coordinator;
• verify the entry is accurate and agrees with the transitional page, and
• verify the entry has no abbreviations or misspellings.
If the program meets the Electronic Campus requirements, Electronic Campus staff change
the status to Enabled and the program becomes available to students searches on the
Electronic Campus and TheTeacherCenter.org websites.
Electronic Campus Please indicate if the program has received approval by the Electronic Campus State
Approval: Coordinator.
Non-Credit: At this time, the only non-credit programs to be listed on the Electronic Campus or
TheTeacherCenter.org are remedial in nature.
Publicly Visible: If the program is not to be generated in student searches on the Electronic Campus or
TheTeacherCenter.org websites click “No”.
Archive To remove a program from student searches select archive. This will NOT remove the
program from the database, but will remove the program from search activity.
SOC Status: If the program is a certified SOCAD, SOCNAV, SOCMAR, SOCCOAST, SOCGUARD program, click on the drop down box. Additional information is at
http://www.soc.aascu.org/.
Institutional: Verify the full name of the institution and campus or branch as appropriate for the location
of the activity.
Program Title: Provide the full program title without abbreviations. Include level and specific degree
designation as listed in the college or university catalog (e.g., Associate in Science in
Mathematics, Master of Arts in Literature). Program titles with abbreviations and
misspellings will not be activated, as these programs are not generated in student
searches.
URL: Provide the URL for the Electronic Campus transitional web page, not the institution or
department home page.
Degree Type: Enter the type of degree (i.e., Associate in Science).
Program Level: Choose the level of the program from the drop down list. Select from:
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Undergraduate
•
Graduate
•
Non-credit
61
Primary Delivery Indicate the primary mode of delivery for the program. Click on only one button that best
Format: describes the mode of program delivery. The modes are defined as follows:
•
Audio: programs offered via audiotape
•
Cable: programs utilizing cable television for delivery
•
CD-ROM: programs offered via CD-ROM
•
Compressed video: programs offered over specialized compressed-video
networks
•
Computer Aided Instruction: computer-assisted instruction, in which programs
are made available via computer at a local machine or by specialized
network/system
•
Open broadcast: programs offered via cable or microwave in which the program
broadcast is "open" or available to students in a particular region or locality
•
Satellite (Analog): programs offered via analog satellite, which can be downlinked
by standard "home" receiving dishes
•
Satellite (Digital): programs offered via digital satellite, which can be downlinked
with specialized digital receiving dishes
•
Video tape: programs offered via video-tape mailed or otherwise made available
to students
•
Voice mail: programs delivered primarily via voice mail
Supplemental List any delivery formats utilized in this program other than the format chosen as the
Delivery Format: Primary Delivery Format.
Program Select the subject from the drop down box. The drop down box is equivalent to the 4-digit
Discipline/Subject: CIP code for the program or program. CIP codes are used when a student searches by
subject, therefore, it is important to include an accurate subject is selected. Additional
information is available at http://nces.ed.gov/pubs2002/cip2000/index.asp The CIP listing
can be found on this PDF file .
Program
List any programmatic or specialized accreditation for this program.
Accreditation:
Program Provide a detailed description of the program. Describe its overall objectives, delivery
Description: format, history or past activities in a distance learning format, size (number of students in
the program) and related information. The more detailed the description the more
information the student will have from which to select. This description determines student
search results. Do not list the program or department URL.
Special Issues: List any special program issues or considerations. This would include the need for
specialized software or equipment, access to a particular network, licensure status, or
requirements. Do not list a URL.
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Modes of Interaction: Indicate the modes of interaction in the program for student/faculty and student/student
communications. Check all that apply:
•
Chat Room
•
Discussion Board
•
•
E-Mail
•
•
Postal
•
Video
•
Voice
•
Program Please indicate the program management system used for the majority of programs in
Management this program. The choices are:
System:
• Angel
•
Blackboard
•
Desire2Learn
•
eCollege
•
Educator
•
EduSystem
•
Jenzabar
•
Learnwise
•
WebCT
•
Whiteboard
•
Other (Text field)
Program Enrollment Please enter the number of students allowed into this program for any current year. A
Capacity: numerical value must be entered.
Application Deadline: Indicate the date the application must be received for acceptance into the program. If the
application date is open, click the "Open" box next to the date.
Technical List any special issues that a student should be aware of prior to submission of an
Requirements: application (e.g., software and hardware needs, access to networks or satellite receiving
equipment, etc.)
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Access to Learning Describe the college or university's arrangements for providing learning resources and
Resources: other support services to students, specifically, what kind of library and bookstore
access does the student have? List any current or proposed arrangements for providing
learning resources (library, computer services, etc.) and support to students at remote
locations. A phone number for the library and bookstore must be entered. If there are
specific provisions made for adult students, the information should be included in this
field. Do not list a URL.
Access to Financial Aid Briefly describe available financial aid, qualifications and procedures for application for
Resources: financial assistance available to students in the program. A phone number for the
financial aid office must be entered. Do not list a URL.
Specifics
Special Program List any requirements beyond program work, such as completion of a thesis,
Requirements: dissertation, project, report or other academic activities that are required of students in
this program. Do not list a URL.
Special Graduation List any special requirements for graduation that are required prior to the awarding of
Requirements: the degree (e.g., some kind of community service activity, taking a final exam, taking
programs during the summer, etc.) that is tied to any specific program. Do not list a
URL.
Access to Describe how students will receive or can obtain advising and mentoring services from
Advising/Mentoring qualified faculty and college or university staff. Do not list a URL.
Services:
Program Transfer List any special credit transfer policies that are related to this program, including
Policies: Servicemembers Opportunity College. Do not list a URL.
Special Enrollment List any special enrollment issues that are related to this program. What is the projected
Issues: number of new students for the program start date or for any term? Are the programs in
the proposed program open to students not pursuing a degree? Will the college or
university hold a certain number of program openings for Electronic Campus
students? If so, how many?
Special Attendance List any special attendance requirements that a student entering the program would be
Requirements: expected to meet (e.g., on-campus attendance for programs or orientation; internships;
field, clinical or lab work). Do not list a URL.
Special Program List any prerequisites associated with entry into this program. Do not list a URL.
Prerequisites:
Other Program- List and describe any other program considerations that may be of interest or
Specific information that is important for a student considering application to the program. This
Considerations: would include any special arrangements the college or university has or may make for
remote students, services available to learners with special needs, or other aspects of
the college or university program-level efforts. Do not list a URL.
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Admission and Schedule
General Admissions List the general requirements for program admission (e.g., academic background,
Requirements: preparation, degrees, experience, GPA). Also, include other institution admission
information for students (e.g., availability of on-line application, competition for slots in
program). It is necessary to list the Admissions Office phone number. Do not list a
URL.
Application Indicate all the program and institution application requirements (e.g., application
Requirements: forms, application fees, transcripts, standardized test scores, letters of
recommendation). Do not list a URL.
Are Courses If courses in the program are offered in a required sequence, what is the required
Offered in a Required course load per academic term? How long does a student have to complete the
Sequence: program? What is the normal time it takes students to complete the program? Is the
student expected to be a full time or part time student? Do not list a URL.
Enrollment Procedures: Answer all three questions based upon the specific program.
Do students need to be admitted to the institution prior to program registration?
Can students apply for admission via the Internet?
Can students register for this program via the Internet?
Projected Schedule: Provide the projected schedule of required core courses expected to be offered for the
next two terms, or note if the courses are offered on a rotating basis. Do not list a URL.
Additional Schedule Include any information related to scheduling that may benefit the student. Indicate any
Information: other considerations that would be instructive or helpful to a student in determining
whether to enroll in this program (e.g., scheduled exam attendance on campus or at a
designated location, requirements for exam proctor). Do not list a URL.
Program Credit and Cost Information
Total Number of Credit Indicate the total number of credits required to earn a degree in this program. Include,
Hours to Earn a as appropriate, the degree level, the number of upper-division credits required, number
Degree: of core credit hours required, program elective credit hours required, and number of
college or university requirements and electives. Do not list a URL.
Describe Transfer Describe general college or university transfer policies for the degree level. Be sure to
Credit Policies for indicate if the institution has an articulation agreement with any other institution or
College or University: system or if the program is designed as a 2+2 for a specific institution. Do not list a
URL.
Maximum Number of Indicate the maximum number of credits that the average student may transfer into this
Credits Transferable program. Do not list a URL.
into the Program:
Special Credit Please indicate any special credit arrangements the institution or program might have
Arrangements for the with other institutions, agencies or employers (e.g., special partnerships, credit
Program: arrangements with other institutions, experiential credit, (and/or) CLEP acceptance).
Do not list a URL.
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Average Course All fields in the cost section must be completed with numbers (i.e., 0.00).
Cost: List the in-state and out-of-state tuition and fee charges for an average course that will
apply to a student enrolling in this program be sure to use course amounts and not a percredit-hour charge. For example, if tuition is $150 per credit hour and the average course is
three-credit, show tuition as $450.
Programs must have either in-state AND out-of-state tuition, OR electronic rate (e-rate)
tuition Costs will be in-state AND out-of-state or electronic rate (e-rate) but not both. If the
in-state and out-of-state charges are the same, use the electronic rate (e-rate) column.
If your institution uses Out-of-District tuition this information is entered in addition to in-state
and out-of-state information. Ignore this column if your system does not use Out-of-District
costs.
In-state: ________
E-rate: ________
In-state: ________
E-rate: ________
Do you want the program to be considered for the Academic Common Market/Electronic
Campus ?
Tuition Describe the college or university procedure for determining in-state and out-of-state
Classification classification for tuition purposes. Do not list a URL.
Information:
Other Cost Include any other information related to program costs that may be relevant to the student.
Considerations: Provide an estimate of required program materials per term (textbook, software, etc.) for a
student enrolling in the program including information on waivers. Do not list a URL.
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Program Activation Status
After the institutional coordinator has entered a program, EC staff will review the program entry for the following
items:
1.
2.
3.
4.
the data entered in the fields meets EC requirements;
the college or university transitional page meets EC requirements;
the program has been approved by the State EC Coordinator; and
the information entered accurately reflects the information found on the college or university website.
If the above items have been met, EC staff activates the program and it will be visible and available for student
searches 24 hours later on the Electronic Campus and TheTeacherCenter.org (education related programs)
websites.
If the program entry needs to be adjusted, the institutional coordinator of record will receive an e-mail from EC
staff detailing the changes required.
In addition, the required changes will also be visible on the program display page including the date EC staff
reviewed the record and will be visible to state and institutional EC coordinators. Be sure to e-mail
[email protected], when the requested changes have been completed.
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Using Program Filters
The first step in editing courses or programs is to select the courses or programs that you will work with. This
process is referred to as “Setting Your Filter” - it narrows down the number of course or program records
displayed.
Each EC institutional coordinator is able to view all courses entered in the EC database for his or her institution.
College or university staff, who are not institutional coordinators, will have access only to course and program
information entered with their specific login information.
The primary purpose of the filter is sort courses or programs displayed to provide the user with only the courses
or programs needed for a given task.
If there has been a database update or if you have not logged in within 90 days, it may be necessary to re-set
your filter to view courses and programs.
After registering and logging on at the www.electroniccampus.info/ide site, select the CDE (for courses) or PDE
(for programs) from the top menu. This will bring you to the appropriate landing page, and then select the “Filter”
button.
The filter process is similar to the student search procedure.
To Filter Programs
Proceed to the Program Data Entry (PDE button at the top of the page. Click on the “Filter” button. Select the filter
criteria to list the programs to be reviewed. In this case, University of South Florida will be used as an example.
There are several combinations of items, which may be used to filter programs. The filter criteria used for this
example include:
Program Subject: All
Program Level: choose from the following
Institution: University of South Florida – default based upon login information,
State: Florida - default based upon login information,
Primary Delivery Format: All (The majority of all programs are internet based)
Include Archived Programs: Yes
Status: Both
Sort By: Programs may be sorted by
The screen would look like this:
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Confirmation
The next screen will be a confirmation screen that reads, “The filter has been applied. All lists will be displayed
using the selected criteria. The new filter will remain active until changed.” Click on the List button.
A list of programs generated by the filter criteria will now be displayed. Your filter will stay active until you change
it.
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Process for Editing a Program
Once a program has been added, you never have to add it again. If updates need to be made to the record, (e.g.,
different requirements, or tuition) simply, “Edit” the program.
If the program needs to be removed from the course listing for students, “Edit” the program, include “HOLD” in the
program title and notify EC staff at [email protected]. Only duplicate entries of the same program should be
deleted. To delete a program contact EC staff with the name of your institution, course title, and course number to
be deleted.
From the IDE Program Data Entry (PDE) screen, click on “Edit”, and your program list will be visible. Select the
program you wish to modify. You will be taken to the program entry form. After adjusting the record, be sure to
“Save Changes”. If you are re-activating a program that has been archived, be sure to change the archive field
from “Yes” to “No”.
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Process for Removing or Archiving a Program
In order to use the Archive function, you must set a current filter. Avoid using the Back button on your browser —
(e.g. Firefox, and Internet Explorer), when in the Archive function. Proceed to the Program Data Entry (PDE)
button at the top of the page. Click on the Filter button. Note: EC Institutional Coordinators do not have
access to delete programs. If the program needs to be removed from the program listing because it is either a
duplicate or if it will never be offered again, please send an e-mail to [email protected].
Select the filter criteria list programs to be reviewed. (See Using Program Filters.) In this case, West Texas A&M
University will be used as an example. There are several methods of filtering programs and courses. The filter
criteria used for this example include:
Program Level (All),
Institution (West Texas A&M University - default based upon login information),
State (Texas - default based upon login information), and
Status (disabled).
Then click on Filter button at the bottom of the page. This button will bring you to the Confirmation screen. (See
information below.) The “Confirmation screen” reads, “Your filter has been successfully applied.”
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Proceed by clicking on the Archive button at the top of the page. This button will bring you to a list of programs
that generated by the filter criteria.
From the list of programs that were generated by the filter criteria. Select the Program Title, you would like to
archive. The next screen will ask “Are you sure you wish to deactivate and archive the selected program?”
If “Yes”, the program will be remove from the list of visible programs and archived. If “No”, the list will be displayed
based upon the selected filter. You may include archived programs when filtering on an institution by clicking
“Yes”; include archived programs when setting the search filter.
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Program Submission Guidelines for Departmental Personnel
A college or university may propose programs in accordance with the following criteria and in accordance with review
procedures defined by the state’s higher education entity that coordinates participation in EC related websites. The
EC will accept degree programs at the certificate/diploma, associate’s, bachelor’s, master’s, specialist and doctoral
levels.
1. A college or university coordinator is appointed to serve as the central point-of-contact for all activities associated
with managing the EC website at the college or university.
program complies with these principles and has the following characteristics:
•
•
•
•
•
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The proposed degree program has been approved previously by the appropriate state agency and is
listed in the college or university inventory of degree programs.
At least 90 % of all didactic course work required to complete the proposed degree program is made
available to prospective students in an electronic format (ACM/EC programs require 51% of all
didactic course work to be available in an electronic format).
The college or university commits to providing full information for prospective students, who will
participate remotely, on a number of essential information items online.
The proposed degree program complies with appropriate accreditation standards.
The college or university can assure students who are admitted, begin and are making progress
toward the degree program that they will have the opportunity to complete the degree program. (This
assurance should include a strategy for “teaching out” the program if a college or university discontinues
a program and should include, for example, how the student would complete the program, the form of
delivery, or any arrangements with other colleges or universities.)
74
Department Information for Electronic Campus Program Data Entry Form
This form may be given to the department to provide the EC Institutional Coordinator with information to enter a
program via the EC web interface.
The following information should be submitted to your EC Institutional Coordinator to expedite the process of
entering the program information on the EC web interface for listing on the Electronic Campus and
TheTeacherCenter.org websites. There must be information entered into all fields. If a field is not applicable to a
specific program, enter N/A or None. Do not list URL’s. All entries should be done in complete sentences, without
abbreviations or misspellings. Please return the completed form to the EC Institutional Coordinator of your
institution.
General
Institution Name
Program Title: Provide the full program title without abbreviations. Include level and specific degree designation as listed in college
or university catalog (e.g., Associate in Science in Mathematics, Master of Arts in Literature). Program titles with
abbreviations will not be activated, as these programs are not generated in student searches.
SOC Status: Is the program is a certified SOCAD, SOCNAV, SOCMAR, SOCCOAST, SOCGUARD – program? Additional
information is at http://www.soc.aascu.org/.
Degree Type: Enter the type of degree (i.e., Associate in Science).
Program Level: Undergraduate or Graduate?
Primary Delivery Indicate the primary mode of delivery for the program.
Format:
• Internet
• Audio
• Cable
• CD-ROM
• Cable
• Compressed video
• Computer Aided Instruction
•
•
•
•
•
•
Open broadcast
Satellite (Analog)
Satellite (Digital)
Video tape
Voice mail
Other
Supplemental List any delivery formats utilized in this program other than the format chosen as the Primary Delivery Format.
Delivery Format:
Program List the program CIP code (subject/discipline area): This information is used when a student searches by subject
Discipline/Subject
:
Program List any programmatic or specialized accreditation for this program. Do not list a URL
Accreditation:
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Program Provide a detailed description of the program. Describe its overall objectives and related information. The more
Description: detailed the description the more information the student will have from which to select. This text of the program
description determines student search results. Do not list the program or department URL. In addition to the text
information, you may list a departmental e-mail address.
Special Issues: List any special program issues or considerations these would include the need for specialized software or
equipment, access to a particular network, licensure status, or requirements. Do not list a URL. In addition to the text
information, you may list a departmental e-mail address.
Modes of Indicate the modes of interaction in the program for student/faculty and student/student communications:
Interaction:
• Chat Room
• Postal
•
Discussion Board
•
Video
•
•
Voice
•
E-Mail
•
•
Program Please indicate the program management system used for the majority of programs in this program. The choices
Management are: Angel, Blackboard, Desire2Learn, eCollege, Educator, EduSystem, Jenzabar, Learnwise, WebCT, Whiteboard,
System: Other.
Program Please enter the number of students allowed into this program for any current year.
Enrollment
Capacity:
Application Indicate the date the application must be received for acceptance into the program. If the application date is open,
Deadline: note “Open".
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Technical List any special issues that a student should be aware of prior to submission of an application (e.g., software and
Requirements: hardware needs, access to networks or satellite receiving equipment, etc.). In addition to the text information, you
may list a departmental e-mail address. Do not list a URL.
Access to Describe the college or university's arrangements for providing learning resources and other support services to
Learning students, specifically, related to this program? If there are specific provisions made for adult students, the information
Resources: should be included in this field. In addition to the text information, you may list a departmental e-mail address. Do not
list a URL.
Access to Briefly describe available financial aid, qualifications and procedures for application for financial assistance available
Financial Aid to students in the program. In addition to the text information, you may list a departmental e-mail address. Do not list
Resources: a URL.
Specifics
Special Program List any requirements beyond program work, such as completion of a thesis, dissertation, project, report or other
Requirements: academic activities that are required of students in this program. In addition to the text information, you may list a
departmental e-mail address. Do not list a URL.
Special List any special requirements for graduation that are required prior to the awarding of this degree (e.g., some kind of
Graduation community service activity, taking a final exam, taking programs during the summer, etc.) that is tied to this program.
Requirements: In addition to the text information, you may list a departmental e-mail address. Do not list a URL.
Access to Describe how students will receive or can obtain advising and mentoring services from qualified faculty and college or
Advising/ university staff. In addition to the text information, you may list a departmental e-mail address. Do not list a URL.
Mentoring
Services:
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Program Transfer List any special credit transfer policies that are related to this program, including Servicemembers Opportunity
Policies: College. In addition to the text information, you may list a departmental e-mail address. Do not list a URL.
Special List any special enrollment issues that are related to this program.
Enrollment
Issues:
Special List any special attendance requirements that a student entering the program would be expected to meet (e.g., onAttendance campus attendance for programs or orientation; internships; field, clinical or lab work). Do not list a URL.
Requirements:
Special Program List any prerequisites associated with entry into this program. Do not list a URL.
Prerequisites:
Other Program- List and describe any other program considerations that may be of interest or information that is important for a
Specific student considering application to the program. This would include any special arrangements the college or university
Considerations: has or may make for remote students, services available to learners with special needs, or other aspects of the
college or university program-level efforts. Do not list a URL.
Admission and Schedule
General List the general requirements for program admission (e.g., academic background, preparation, degrees, experience,
Admissions GPA). In addition to the text information, you may list a departmental e-mail address. Do not list a URL.
Requirements:
Application Indicate all the program and institution application requirements (e.g., application forms, application fees, transcripts,
Requirements: standardized test scores, letters of recommendation). Do not list a URL.
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Are Courses If courses in the program are offered in a required sequence, what is the required course load per academic term?
Offered in a How long does a student have to complete the program? What is the normal time it takes students to complete the
Required program? Is the student expected to be a full time or part time student? Do not list a URL.
Sequence:
Enrollment Answer three questions based upon the specific program.
Procedures:
Do students need to be admitted to the institution prior to program registration?
Can students apply for admission via the Internet?
Can students register for this program via the Internet?
Projected Provide the projected schedule of required core courses expected to be offered for the next two terms, or note if the
Schedule: courses are offered on a rotating basis. Do not list a URL.
Additional Include any information related to scheduling that may benefit the student. Indicate any other considerations that
Schedule would be instructive or helpful to a student in determining whether to enroll in this program (e.g., scheduled exam
Information: attendance on campus or at a designated location, requirements for exam proctor). Do not list a URL.
Program Credit and Cost Information
Total Number of Indicate the total number of credits required to earn a degree in this program. Include, as appropriate, the degree
Credit Hours to level, the number of upper-division credits required, number of core credit hours required, program elective credit
Earn a Degree: hours required, and number of college or university requirements and electives. Do not list a URL.
Describe Transfer Describe any transfer policies for the degree. Be sure to indicate if the institution has an articulation agreement with
Credit Policies for any other institution or system or if the program is designed as a 2+2 for a specific institution(s). Do not list a URL.
College or
University:
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Maximum Number Indicate the maximum number of credits that the average student may transfer into this program. Do not list a URL.
of Credits
Transferable into
the Program:
Special Credit Please indicate any special credit arrangements the institution or program might have with other institutions, agencies
Arrangements for or employers (e.g., special partnerships, credit arrangements with other institutions, experiential credit, (and/or) CLEP
the Program: acceptance). Do not list a URL.
Average Course All fields in the cost section must be completed with numbers (i.e., 0.00).
Cost: List the in-state and out-of-state tuition and fee charges for an average course that will apply to a student enrolling in
this program. For example, if tuition is $150 per credit hour and the average course is three-credit, show tuition as
$450. If the program is offered at an e-rate, please note that tuition and fees are the same for all students regardless
of state of residence. If your institution uses Out-of-District tuition this information is entered in addition to in-state and
out-of-state information.
In-state: ________
E-rate: ________
In-state: ________
E-rate: ________
Do you want the program to be considered for the Academic Common Market/Electronic Campus program?
Tuition Describe the college or university procedure for determining in-state and out-of-state classification for tuition
Classification purposes. Include any information specifically related to students in the military, special rates for neighboring
Information: counties, etc. Do not list a URL.
Other Cost Include any other information related to program costs that may be relevant to the student. Provide an estimate of
Considerations: required program materials per term (textbook, software, etc.) for a student enrolling in the program including
information on waivers. Do not list a URL.
Average cost of course materials: ________
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Transitional Page Guidelines
The Electronic Campus transitional page links the student to the website of the institution from the course or
program description page on the EC. Prospective students search course and program information on the EC and
move via the transitional page, to additional links on the college or university website. The transitional page is
designed to greet the student and provide a transition to institutional web environment. Each participating college
and university is required to establish and maintain a transitional web page that describes its participation in the
EC (at least a sentence regarding participating in the EC and/or the EC logo).*
In order to effectively brand and promote the Electronic Campus site, all wording should refer to either the
Electronic Campus or Southern Regional Education Board’s Electronic Campus or SREB's Electronic
Campus. Please remove all references to SREC, Electronic Campus of the SREB, WaysInMentor, WIM or simply
Southern Regional Education Board or SREB on transitional pages. All links should be to
www.ElectronicCampus.org (not www.sreb.org, www.waysinmentor.org or www.srec.sreb.org).
The EC logo may be downloaded from the Guidelines page,
www.electroniccampus.info/ide/guidelines/adminguidelines.asp page. The current logo
should replace any previous logos.
The format, order and descriptive titles or headings of information can be customized by
the institution to match its practices, objectives and web page design. Students should have easy access to more
in-depth information on the following topics from the college or university transitional web page:
•
•
•
•
•
•
•
•
•
•
•
administration ⎯ information about general administrative procedures governing the distance learner,
requirements for on-campus classes or activities and technical requirements;
admission and registration ⎯ information about admission and registration requirements and procedures,
online services, course cancellation policies, and program and course orientation opportunities;
advising ⎯ information about academic advising regarding the course or program, and the college and
university policies, especially those services for distance learners;
bookstore ⎯ information about where to purchase textbooks and how to access bookstore functions,
especially if there are special services for distance learners;
course and program descriptions ⎯ detailed information regarding the courses and programs listed on the EC
website; course or program descriptions, syllabi and related information (a link to the institution’s current
catalog is acceptable.);
examination arrangements (exam proctors, on-campus requirements), and procedures for grievances and
complaints about courses and programs;
financial aid ⎯ information about sources of financial aid and application procedures;
help ⎯ an e-mail address or telephone number for assistance with other questions and concerns;
library ⎯ information about access to library support and services for distance learners;
other student services ⎯ such as counseling, orientation, remedial services; and
tuition and fees ⎯ information about tuition and fees for distance learning courses and programs, policies for
determining in-state/out-of-state fees, and refund policies;
If the institution’s distance education home page has links to all these topics, simply add the EC logo. It is not
necessary to create a separate page. If you have questions about these guidelines, need help formatting
information or wish to have the transitional web page reviewed, send an e-mail to [email protected].
In addition, Texas colleges and universities will need to provide the TexasDistanceEducation logo on the
transitional page and link to Americans with Disabilities Act compliance procedures.
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Sample Transitional Pages
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Sample Transitional Pages (Cont.)
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Welcome to the Electronic Campus Quick Start Center
This document is designed to give you a quick overview of the Electronic Campus Institutional Data Entry (IDE)
(should a link to the IDE site be listed here?) system and help get you started. For more in-depth information
please make sure you take the time to read the IDE Guidelines documents.
In order to effectively brand and promote the site, we ask that all wording now refer to the Electronic Campus,
Southern Regional Education Boards Electronic Campus, or SREB's Electronic Campus. Please replace all
references to SREC, Electronic Campus of the SREB, WaysInMentor, WIM or simply Southern Regional
Education Board or SREB, on transitional page sites with one of these two names.
All links should be to www.electroniccampus.org, not www.sreb.org, www.waysinmentor.org, or
www.srec.sreb.org.
In addition to the name change, a new logo has been designed and is available for your use.
The logo may be downloaded from the Administrative Guidelines Page at
http://www.electroniccampus.info/ide/guidelines/adminguidelines.asp
The new logo should replace any previous logos as well as references or links to WaysInMentor, SREC, etc.
A word about browsers: IDE systems are developed and tested to be compatible with Microsoft's Internet Explorer
and Mozilla's Firefox browsers. In the past we have had display and functionality problems with Netscape's
browser therefore, if you use this, you may encounter unexpected displays or delays in processing. You should
use the current versions of either IE or Firefox for best results.
The IDE area is broken into three basic areas:
•
IDE (Institutional Data Entry) pages are Green. These pages include all the information on operations and
guidelines for the Electronic Campus and are your "home base”. Jump to IDE Information
•
CDE (Course Data Entry) pages are Blue. These pages are for adding, editing, and archiving courses
being offered on the Electronic Campus. It is also, where census information is entered if your institution
records course census data. Jump to CDE Information
•
PDE (Program Data Entry) pages are Red. These pages are for adding, editing, and archiving programs
being offered on the Electronic Campus. Jump to PDE Information
This document will help to guide you through the IDE site to the area you will be using (i.e. CDE or PDE). Please
feel free to follow the Guideline links on IDE to learn more about the Electronic Campus.
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IDE
AT the welcome screen. Click “Log In” (at the top), or “Register” (second bullet point) to create a new account.
After creating an account, enter the User Name and Password. You may click the check box next to Remember
password to have the system automatically fill your password in the future.
After logging in, you will be directed to the Welcome page. Across the top of the screen should appear two rows
of navigation buttons. The top row allows navigation between the various areas of the Institutional Data Entry
(IDE) site – (Course Data Entry (CDE), Program Data Entry (PDE) as well as a Log Out button. These buttons will
always appear across the site to help aid in navigation.
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The second row of smaller buttons will be for tasks and areas in that specific part of IDE. In the Green IDE pages,
there are buttons to reach the General Overview, the Electronic Campus Guidelines and Information for First
Time users.
Click on the CDE button at the top of the screen to reach Course Data Entry section.
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CDE
Once you are on the CDE page, the first step is to set your filter. By clicking on the “Filter” button, you will be
taken systematically through the filter process. Filtering allows you to specify parameters for the courses you will
be able to see. Initially you will have no courses, so you should simply open the filter form and click the “Submit”
button to set the defaults. As soon as you have your first course entered, the filter function will allow you to use
the List, Edit or Archive functions. You can use the filter to narrow the list of courses displayed, showing only
those courses that match your requirements based upon delivery method, subject, level and other criteria. Your
filter is stored as part of your profile on the system and will be set and unchanged each time you login, unless you
change it. (See Using Course Filters.)
Throughout CDE, you will see Wally, the helper on the right hand of the screen. Click him to go to the Help pages.
(See next page.)
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If you receive an error message when you click to Add, Remove, or List, it simply means your filter needs to be
reset. (See Using Course Filters.) After you hit “Submit”, you should get a message telling you are successful:
Success!
After setting your filter, use the buttons across the top to List, Add, Edit, or Archive courses in the Electronic
Campus system.
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The process of adding your course is simply one of completing the fields. The field requirements can be found by
clicking on the field name or Wally. The more information you can provide for the prospective students, the better.
All fields must be completed to for a course to be viewable by students.
There are common errors in course entry or editing that will delay the activation of a course. A few of the
problems that can cause such a delay include:
• incorrect spelling;
• course descriptions not in complete sentences;
• use of abbreviations;
• Remember to remove all HTML codes from the text fields. If HTML codes are not removed, course
information will display incorrectly, or not at all;
• not including a course title when listing a course prerequisite; and
• entering the institution’s home page URL rather than EC transitional page URL.
When a student searches by course description or course title, the system does not recognize misspellings or
abbreviations to the student's inquiry. Please remember to verify spelling, double check for typos and avoid all
abbreviations.
View the Course Add Process instructions for detailed information on adding a course.
List, Edit and Archive will all display a list of courses (based upon your filter) for you to use.
•
Clicking on a course in List will bring up the course in review mode.
•
Clicking on a course in “Edit” will bring up the course for editing, starting with the general information
screen.
•
o
To modify the course data information, select the course title. Editing the course data information
will deactivate the course.
o
To update only course term and tuition information, select “Add a New Term for This Course” or
“Edit Existing Term Information”.
Clicking on the “Archive” button will remove the selected course from display and it will no longer be
active. You will be asked to reconfirm your decision to archive this course.
o
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93
remove the “archive” status of the course.
If you have a course that should not be in the database (cancelled entirely, an entry error was made, etc.) send
an e-mail to [email protected] and ask to have the course deleted from the database.
PDE
As with CDE, once you are on the PDE page, the first step is to set your filter. By clicking on the “Filter” button,
you will be taken systematically through the filter process. The filter process allows you to specify parameters for
the courses you will be able to see. Initially you will have no programs, so you should simply open the filter form
and click the “Submit” button to set the defaults. As soon as you have your first program entered, the filter function
will allow you to use the List, Edit or Archive functions. You can use the filter to narrow the list of programs
displayed further, showing only those programs which match your criteria. Your filter is stored as part of your
profile on the system and will be set and unchanged each time you login, unless you change it. (See Using
Program Filters.)
Throughout PDE, you will see Wally, the helper on the right hand of the screen. Click him to be taken to relevant
help pages. (See next page)
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After setting your filter, use the buttons across the top to List, Add, Edit, or Archive programs in the Electronic
Campus system. (See Using Program Filters.)
The process of adding your program is simply one of filling in the fields. The field requirements are listed here.
The more information you can provide for the prospective students, the better and most fields are required to
activate a program. Program information is divided among several "Tabs" of information:
•
General - basic information on the program, including title, level, degree, deadlines, and methods of
interaction.
•
Specific - more detailed information on program, graduation and attendance requirements, as well as
transfer policies.
•
Admission/Schedule - information on admission requirements and procedures, as well as any special
schedule information relevant to the program.
•
Credit/Cost - information on the credit hours required for the degree, credit transfer, and tuition and fees
for courses in the program.
There are common errors in program entry or editing that will delay the activation of a program. A few of the
problems that can cause such a delay include:
•
•
•
•
•
incorrect spelling;
course descriptions not in complete sentences;
use of abbreviations;
Remember to remove all HTML codes from the text fields. If HTML codes are not removed, course
information will displayed incorrectly, or not at all.; and
entering the institution’s home page URL rather than EC transitional page URL.
When a student searches by programs description or course title, the system does not recognize misspellings or
abbreviations to the student's inquiry. Please remember to verify spelling, double check for typos and avoid all
abbreviations.
View the Program Add Process instructions for detailed information on adding a program.
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Save your work with Save Changes before moving to the next tab.
Once again, thanks for your willingness to participate in the Electronic Campus and TheTeacherCenter.org.
If you need help or if you have any questions, contact [email protected] for assistance (be sure to include your
name and the name of your institution).
When you modify a program that has been archived, you must remove the “archive” status of the program for it to
be viewable to students.
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Common Error Messages
Error Message: No Current Terms
Resolution: Use the “Edit” function to add a term
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Error Message includes ODBC Code
Resolution: Reset your filters (See Using Course Filters or Using Program Filters)
Error Message: ODBC Code Language
Resolution: Use the “Edit” function to add a term
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Microsoft OLE DB Provider for ODBC Drivers error '80040e14'
[Microsoft][ODBC SQL Server Driver][SQL Server]The column prefix 'vCourseTerms' does not match with a
table name or alias name used in the query.
/ide/cde/scripts/cdecourselist.asp, line 63
Resolution: Reset your filter. (See Using Course Filters or Using Program Filters.)
Cannot insert the value NULL into column 'StateID', table 'EC2005Dev.dbo.PDEGeneral'; column does not
allow nulls. INSERT fails. Violation of PRIMARY KEY constraint 'PK_PDESpecifics'. Cannot insert duplicate
key in object 'PDESpecifics'. Violation of PRIMARY KEY constraint 'PK_PDECredits'. Cannot insert duplicate
key in object 'PDECredits'. Violation of PRIMARY KEY constraint 'PK_PDEAdmissions'. Cannot insert
duplicate key in object 'PDEAdmissions'. Violation of PRIMARY KEY constraint 'PK_PDESchedule'. Cannot
insert duplicate key in object 'PDESchedule'. Violation of PRIMARY KEY constraint 'PK_PDECost'. Cannot
insert duplicate key in object 'PDECost'. The statement has been terminated. The statement has been
terminated. The statement has been terminated. The statement has been terminated. The statement has been
terminated. The statement has been terminated.
Description: An unhandled exception occurred during the execution of the current web request. Please review
the stack trace for more information about the error and where it originated in the code.
Exception Details: System.Data.SqlClient.SqlException: Cannot insert the value NULL into column 'StateID',
table 'EC2005Dev.dbo.PDEGeneral'; column does not allow nulls. INSERT fails. Violation of PRIMARY KEY
constraint 'PK_PDESpecifics'. Cannot insert duplicate key in object 'PDESpecifics'. Violation of PRIMARY KEY
constraint 'PK_PDECredits'. Cannot insert duplicate key in object 'PDECredits'. Violation of PRIMARY KEY
constraint 'PK_PDEAdmissions'. Cannot insert duplicate key in object 'PDEAdmissions'. Violation of PRIMARY
KEY constraint 'PK_PDESchedule'. Cannot insert duplicate key in object 'PDESchedule'. Violation of
PRIMARY KEY constraint 'PK_PDECost'. Cannot insert duplicate key in object 'PDECost'. The statement has
been terminated. The statement has been terminated. The statement has been terminated. The statement has
been terminated. The statement has been terminated. The statement has been terminated.
Resolution: Course does not have a term associated with it. Use the “Edit” function to add a term for the course
record.
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Academic Common Market/Electronic Campus (ACM/EC)
Guidelines for Participation
The guidelines for this project generally will follow established procedures for the Academic Common Market
(ACM) and Electronic Campus (EC). Each state will determine its level of participation and the rules governing the
programs it wishes to make available to its residents.
1. SREB member states will determine the availability (for purposes of the ACM and in-state tuition benefit) for
its residents to any degree program listed in the ACM/EC as they would for a traditional ACM program.
2. Students who wish to pursue study in a selected degree program in the ACM/EC must be certified in
accordance with existing state guidelines. Transmittal of certification to the SREB and subsequently to the
offering institution will follow current ACM procedures.
3. Each state will determine which programs it wishes to make available by its institutions and which programs it
will permit its residents to have access to through the ACM/EC.
4. All proposed programs must be available via distance learning (technology-based). The EC requirement that
90 percent of the didactic hours leading to the degree be available to students via these strategies will be
suspended to permit programs that offer at least 51 percent of the degree program in a distance mode.
5. Proposed programs must be reviewed and certified against the Principles of Good Practice
(http://www.ecinitiatives.org/publications/principles.asp) by the offering institution and state EC coordinator.
6. Programs must be listed on the EC and meet all requirements prior to being considered for ACM/EC
participation.
7. Existing degree programs in the EC may be recommended by a state for inclusion in the ACM/EC.
8. Institutions making available a program in the ACM/EC will commit to continuing the in-state benefit for the
duration of the student’s pursuit of the degree, regardless of whether a state or institution decides to withdraw
access later.
9. Technology and other fees imposed by an institution for a degree program must apply to all students in the
program, regardless of where they live.
10. Degree programs selected by at least one state in the ACM/EC will be highlighted in some fashion on both
the ACM and EC websites and promoted through both initiatives.
11. States may promulgate rules for participation in the ACM/EC as needed to manage the initiative effectively.
12. ACM and EC staff will work with state coordinators in both initiatives and with institutions to collect and share
data about the number of certifications, enrollments, etc.
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Program Nomination and Description Form
Academic Common Market/Electronic Campus Program
State submitting program: _________________________________________________________________
Title of program: ________________________________________________________________________
CIP Code: _____________ Degree offered: ___________________________________________________
Institution offering program: _______________________________________________________________
Title, address, phone and e-mail address for program contact person:
Program description (including admission prerequisites and program requirements)
Approved specialization/concentrations/tracks:
__________________________________________________________________________________________
____________________________________________________________________
Length of degree: ___________________________________
Total credits taken on campus: ___________________
Total credits taken through distance learning: ____________
Total credits taken through correspondence: _____________
When completed and signed, this document is to be submitted to the Electronic Campus state coordinator directly
by the ACM state coordinator, and a copy is sent to SREB.
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The Academic Common Market/Electronic Campus
Electronically Delivered Degree Programs at In-State Rates!
The Academic Common Market/Electronic Campus (ACM/EC) program combines the benefits of the Academic
Common Market with the flexibility and convenience of the Electronic Campus to provide citizens in SREB states with
new learning opportunities. The ACM/EC enables students to pursue eligible degree programs via distance or e-learning
without leaving their home state, work and other commitments. Furthermore, participating students pay in-state tuition.
The program is ideal for students whose career activities or home responsibilities prevent them from relocating to a
campus outside their home state to earn a degree.
The ACM/EC:
•
builds on SREB’s traditional Academic Common Market and the regional Electronic Campus;
•
combines the tuition benefits of the Academic Common Market with the distance learning capacity of the
Electronic Campus;
•
expands learning opportunities for working professionals, homemakers and others whose work or family
commitments prevent them from studying at traditional campuses;
•
eliminates the barrier of out-of-state tuition through reciprocal arrangements among SREB states; and
•
ensures the quality and integrity of degree programs through SREB’s Principles of Good Practice. All
participating colleges and universities are regionally accredited.
For a complete listing of available programs, visit www.ElectronicCampus.org/ACM/EC.
“It was too far for me to drive to the nearest in-state college offering the program I needed to advance in my
career. The ACM/EC allowed me to complete my career goals. After seeing me reach my career goal, two coworkers have applied for the same program.”
— Georgia Student
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Process for Entering Course Enrollment Census Information
Using Microsoft Internet Explorer or Mozilla Firefox, log into the Electronic Campus IDE (Institutional Data Entry) area
of the website at http://www.electroniccampus.info/ide/.
Log In using the name and password previously established. If you do not have a login name or do not remember
it, send an e-mail to [email protected]. Passwords can be retrieved at
www.electroniccampus.info/ide/forgotpass.asp.
.
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To add your Census information, choose the CDE button at the top of the screen.
If you do not have a filter for your courses set yet, click the Filter button, set your filter for courses, (see previous
section), and then click the Census button.
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Click on the Census link or you can also click on the Edit button on top to get to the entry function. A list of
courses will be displayed based upon your Filter selection.
Click on the Census Information link for the course you want to update.
The terms associated with the course record will be listed. For example, click the link to “Enter data for the Spring
2007”.
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Enter in the data in the appropriate box. Click “Save Changes” to save your data.
You will be taken to the review page for the course’s information. Click the “Edit” button again to go back to the list
of courses and choose another course to be updated.
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For Louisiana Colleges and Universities
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Louisiana Board of Regents Electronic Campus Questions and Answers for Students
Q. What is the Louisiana Board of Regents Electronic Campus website?
The Louisiana Board of Regents Electronic Campus website of the Louisiana Board of Regents is an electronic
“marketplace” of courses and programs that are available through technology from Louisiana institutions. You can
shop for programs and courses in this electronic marketplace and be confident that each college and university
has pledged to follow standards from the Principles of Good Practice.
Q. How do I use the Louisiana Board of Regents Electronic Campus website?
You enter Louisiana Board of Regents Electronic Campus at http://www.laelectroniccampus.org/
You can search for programs and courses by subject, level, and institution, and then move via a “hot link” to the
college, university, or health-related institution that is offering the program or course.
Q. How are programs and courses selected to be included in Louisiana Board of Regents Electronic Campus?
The Louisiana Board of Regents requests that all Louisiana public postsecondary institutions, and those
Louisiana independent general academic institutions that choose to participate, list electronically delivered
program and course offerings on the site. All proposed programs and courses must adhere to the Principles of
Good Practice and be on approved course and program inventories.
Q. Will my credits earned from courses listed on Louisiana Board of Regents Electronic Campus transfer?
Credits earned in courses listed on Louisiana Board of Regents Electronic Campus are certified and carry full
credit from the offering institution. Although the credits are transferable, colleges and universities set their own
requirements for acceptance of credits (whether they are earned via face-to-face instruction or distance
education) and their application in specific programs. You should consult a specific college or university for
policies relating to its transfer credit acceptance.
Q. How much will tuition and fees for courses on Louisiana Board of Regents Electronic Campus cost?
Information on tuition, fees and related costs is available on the website for comparison, but make sure to select
the correct cost for location and semester. Total costs may differ by institution and even by course.
Q. What technology do I need to take a course or program listed on Louisiana Board of Regents Electronic
Campus?
course are listed on the website.
Q. What kinds of programs and courses are available through Louisiana Board of Regents Electronic Campus?
site.
Q. Can I enroll if I live outside Louisiana?
Yes. Enrollment is open to students living outside Louisiana. However, only programs and courses from
institutions in Louisiana will be included in Louisiana Board of Regents Electronic Campus.
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Q. Do I need any particular skills or background to participate in courses or programs listed on Louisiana Board of
Regents Electronic Campus?
information on the Louisiana Board of Regents Electronic Campus website and to interact with college or
university representatives. As with learning experiences on a campus and in a classroom, you will need a desire
to learn and a commitment to undertake the work because the courses and programs in Louisiana Board of
Regents Electronic Campus will challenge you.
Q. Will additional programs and courses be added to Louisiana Board of Regents Electronic Campus?
Yes. Louisiana Board of Regents Electronic Campus will continue to expand with additional courses, programs
and services added continually. Some courses are offered in the traditional semester format (fall: August to
December, spring: January to May, and summer: May to July). Others have non-traditional or variable term
lengths. Students can take “open enrollment” courses at any time. Course and program information is updated
continually.
Q. Can a particular program or course needed by a student or employer be requested for inclusion on Louisiana
Board of Regents Electronic Campus?
Yes. In fact, anyone who has a request is encouraged to send an e-mail message to Louisiana Board of Regents
Electronic Campus. Staff will forward requests to institutional coordinators and request that any college or
university wishing to include a needed program or course to submit it. Louisiana Board of Regents Electronic
Campus is designed to connect learning needs and learning providers across the State.
Q. If a course is not available on Louisiana Board of Regents Electronic Campus, where else might I look for it?
The Electronic Campus (www.electroniccampus.org) of the Southern Regional Education Board lists courses and
programs offered by institutions throughout 16 southern regional states. If you cannot locate a particular course or
program in Louisiana, search through the listings of the Electronic Campus.
Q. Can I get a degree from Louisiana Board of Regents Electronic Campus?
You may earn degrees from participating colleges and universities. Louisiana Board of Regents Electronic
Campus does not confer degrees or certificates but serves as a gateway to distance learning courses and
programs from Louisiana colleges, universities, and health related institutions
Louisiana Board of Regents Electronic Campus provides direct links to campuses offering each course. Use the
link to contact the institution for more information.
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For Texas Colleges and Universities
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TexasDistanceEducation Questions and Answers for Students
Q. What is the TexasDistanceEducation website?
The TexasDistanceEducation website of the Texas Higher Education Coordinating Board (THECB or CB) is an
electronic “marketplace” of courses and programs that are available through technology from Texas institutions.
You can shop for programs and courses in this electronic marketplace and be confident that each college and
university has pledged to follow standards from the Principles of Good Practice. This set of quality standards,
originally developed by the Western Cooperative for Educational Telecommunications, is available on the THECB
website at: http://www.thecb.state.tx.us/cfbin/ArchFetch.cfm?DocID=0206&Format=HTML .
Q. How do I use the TexasDistanceEducation website?
You enter TexasDistanceEducation at www.TexasDistanceEducation.com. You can search for programs and
courses by subject, level, and institution, and then move via a “hot link” to the college, university, or health-related
institution that is offering the program or course.
Q. How are programs and courses selected to be included in TexasDistanceEducation?
The Coordinating Board requests that all Texas public colleges, universities and health related institutions, and
those Texas independent general academic institutions that choose to participate, list electronically delivered
program and course offerings on the site. All proposed programs and courses must adhere to the Principles of
Good Practice and be on approved course and program inventories.
Q. Will my credits earned from courses listed on TexasDistanceEducation transfer?
Credits earned in courses listed on TexasDistanceEducation are certified and carry full credit from the offering
institution. Although the credits are transferable, colleges and universities set their own requirements for
transfer credit acceptance.
Q. How much will tuition and fees for courses on TexasDistanceEducation cost?
Information on tuition, fees and related costs is available on the website for comparison, but make sure to select
the correct cost for location and semester. At state institutions, Texas residents are charged the legislatively set
tuition rate and selected fees. Total costs may differ by institution and even by course. Community colleges’
tuitions and fees are set by their local governing boards.
Q. What technology do I need to take a course or program listed on TexasDistanceEducation?
course are listed on the website.
Q. What kinds of programs and courses are available through TexasDistanceEducation?
site.
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Q. Can I enroll if I live outside Texas?
Yes. Enrollment is open to students living outside Texas. However, only programs and courses from institutions in
Texas will be included in TexasDistanceEducation.
Q. Do I need any particular skills or background to participate in courses or programs listed on
TexasDistanceEducation?
information on the TexasDistanceEducation website and to interact with college or university representatives. As
with learning experiences on a campus and in a classroom, you will need a desire to learn and a commitment to
undertake the work because the courses and programs in TexasDistanceEducation will challenge you.
Q. Will additional programs and courses be added to TexasDistanceEducation?
Yes. TexasDistanceEducation will continue to expand with additional courses, programs and services added
continually. Some courses are offered in the traditional semester format (fall: August to December, spring:
take “open enrollment” courses at any time. Course and program information is updated continually.
Q. Can a particular program or course needed by a student or employer be requested for inclusion on
TexasDistanceEducation?
Yes. In fact, anyone who has a request is encouraged to send an e-mail message to TexasDistanceEducation.
THECB staff will forward requests to institutional coordinators and request that any college or university wishing to
include a needed program or course to submit it. TexasDistanceEducation is designed to connect learning needs
and learning providers across the State.
Q. If a course is not available on TexasDistanceEducation, where else might I look for it?
The Electronic Campus (www.electroniccampus.org) of the Southern Regional Education Board lists courses and
programs offered by institutions throughout 16 southern regional states. If you cannot locate a particular course or
program in Texas, search through the listings on the Electronic Campus.
Q. Can I get a degree from TexasDistanceEducation?
You may earn degrees from participating colleges and universities. TexasDistanceEducation does not confer
degrees or certificates but serves as a gateway to distance learning courses and programs from Texas colleges,
universities, and health related institutions
TexasDistanceEducation provides direct links to campuses offering each course. Use the link to contact the
institution for more information.
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Overview of TexasDistanceEducation
TexasDistanceEducation will help students find high-quality courses and programs at higher education institutions
in Texas. Students will be able to complete much, if not all, of the coursework electronically and may not need to
leave their hometowns or campuses. By using TexasDistanceEducation, students will be able to obtain
information over the Internet about courses and programs and will know the standards that the colleges,
universities, and health-related institutions have pledged to meet for distance learning. Students interested in
enrolling in a program or course will be able to link easily with the offering institution.
The goal of TexasDistanceEducation is to provide students with a central point of reference, giving them easier
access to quality programs and courses. TexasDistanceEducation was launched with the assistance of the
Southern Regional Education Board, which provided the software used to operate its Electronic Campus
(www.electroniccampus.org). Links to the Electronic Campus are available on TexasDistanceEducation. Students
who cannot locate a particular course or program in Texas should search through the offerings of southern
regional states on the Electronic Campus.
SCOPE OF TexasDistanceEducation
The scope of TexasDistanceEducation will be limited to higher education academic and technical degree and
certificates programs and credit courses offered electronically by public and independent general academic
colleges, universities and health-related institutions in Texas.
Noncredit professional-development programs and noncredit courses may be listed later as
TexasDistanceEducation expands.
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Institutional Plans for TexasDistanceEducation
Public institutions listing courses and programs on TexasDistanceEducation are expected to have approval from
the Coordinating Board to offer distance learning and to submit an updated Institutional Plan for Distance
Education and Off-Campus Instruction on the schedule listed on the CB site at:
http://www.thecb.state.tx.us/DistanceEd/instplan.htm.
Institutional Plans are intended to provide for quality distance education across the state of Texas and beyond.
The Plans are reviewed and evaluated by the Distance Education Advisory Committee, composed of institutional
representatives from Texas public and private institutions.
The goal of a Plan is to assist an institution in its efforts to deliver quality distance education courses and
programs. The Plan is intended to be the basis of an institution's distance delivery submission to other state or
federal accrediting or credentialing agencies.
Institutional academic and administrative policies should reflect a commitment by the institution or district to
maintain the quality of the distance education programs in accordance with provisions of Chapter 5, Subchapter H
of the Coordinating Board Rules and Regulations, and with standards adopted by accreditation agencies, and
with the Principles of Good Practice for Electronically Offered Academic Degree and Certificate Programs as
adopted by the Coordinating Board.
Independent institutions wanting to participate should contact Independent Colleges and Universities of Texas
(ICUT) at 512-472-9522 to affirm compliance with the Principles of Good Practice.
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TexasDistanceEducation Participation Guidelines
Texas public institutions and independent general academic institutions and health science centers are asked to
submit courses for TexasDistanceEducation.com. To participate, public institutions should have approved
Institutional Plans for Distance Education. Independent general academic institutions should notify Independent
Colleges and Universities of Texas (ICUT) of their adherence to the Principles of Good Practice.
An institution reviews the Principles of Good Practice to determine which of its electronically delivered courses
and programs qualify for inclusion in TexasDistanceEducation.
The institution notifies the Coordinating Board of the institutional coordinator’s name, and the CB provides the
coordinator with a password.
Here are some general pointers regarding course and program entries and procedures:
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All narrative entries should be in complete sentences.
Include information that is helpful to students and users. Searchers need to be able to review the
information on the screen, rather than be referred to another website.
Do not include URLs within course or program entries. All URL information should be on your
TexasDistanceEducation transitional page.
An institution must have a transitional page with links to required information. The transitional page
guidelines specify what information must appear on the website. This information must be completed and
the website activated before the institution’s first course or program is listed on
TexasDistanceEducation.com.
Religious studies courses which seek to describe human religious tradition from various social science
and humanities perspectives may be included on the site. Courses which provide students with
professional or pre-professional vocational training related to a specific religion or religions (such as
pastoral counseling) may not be included.
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Course and Program Costs for TexasDistanceEducation
There are three categories of students for whom state institutions need to provide course costs: Texas residents,
Non-Texas residents who are located in Texas, and out-of-state students
Texas Resident
Definition
A student who meets the
state’s and institution’s
criteria for Texas.
Tuition
Texas resident tuition as
set in statute.
Fees
Fees determined by the
institution to be appropriate
for distance education
students. They may include
special charges such as for
distance delivery. They may
exclude other fees, such as
health fees.
Non Texas Resident Located in
Texas
A student who lives in Texas, but is
not a Texas resident. These students
may be submitted for formula
funding. (If the Institution does not
intend to report these students for
formula funding, they may be treated
as out-of-state residents.
Texas non-resident tuition as set in
statute.
Fees determined by the institution to
be appropriate for distance education
students. They may include special
charges such as for distance delivery.
They may exclude other fees, such
as health fees.
Out-of-State Resident
Out-of-state students who
are not Texas residents or
who are not living in
Texas are considered
extension students.
Do not show tuition. All
costs for out-of-state
students are called fees
under Texas Education
Code 54.545.
These fees must be equal
to or greater than Texas
resident tuition and fees
must cover the cost of
instruction.
A memo concerning distance education tuition and fees is on the Coordinating Board’s website at:
http://www.thecb.state.tx.us/cfbin/ArchFetch.cfm?DocID=0197&Format=HTML. A more detailed version of the
above table categorizing students and costs is located at http://www.thecb.state.tx.us/reports/pdf/0197.pdf.
+
Community colleges in Texas have authority to tax area residents. This provides local funding for the colleges.
Only students who reside within the taxing district assigned to the community college qualify for in-district tuition.
Other residents of Texas are considered out-of-district for tuition purposes. Students are sometimes surprised to
discover that they must pay out-of-district tuition rates, instead of lower in-district tuition rates. Be sure to check
with the community college finance office before registering for courses if you have a question.
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For Oklahoma Colleges and Universities
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About Online College of Oklahoma (OCO)
Responding to increase demand for anytime, anywhere learning, the Oklahoma State Regents for Higher
Education established the Online College of Oklahoma (OCO). OCO is a database with online courses offered by
individual institutions in the Oklahoma State System of Higher Education.
OCO does not award academic credit or degrees. If you find a degree program offered through the OCO and
complete it successfully, your degree will bear the name of the college or university at which you have enrolled.
Individuals can search the OCO database for courses and/or programs. Once a course is selected, the individual
must enroll with the institution offering the course.
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Online College of Oklahoma Questions and Answers for Students
Q. What is the Online College of Oklahoma web site?
The Online College of Oklahoma web site of the Oklahoma State Regents for Higher Education (OSRHE) is an
electronic “marketplace” of courses and programs that are available through technology from Oklahoma
institutions. You can shop for programs and courses in this electronic marketplace and be confident that each
college and university has pledged to follow standards from the Principles of Good Practice. This set of quality
standards, originally developed by the Western Cooperative for Educational Telecommunications, is available on
the Southern Regional Education Board (SREB) web site at:
http://www.ecinitiatives.org/publications/principles.asp.
Q. How do I use the Online College of Oklahoma web site?
You enter Online College of Oklahoma at http://www.okcollegeonline.org or http://www.electroniccampus.org.
Once on the web site you can search for programs and courses by subject, level, and institution, and then move
via a “hot link” to the college, university, or health-related institution that is offering the program or course.
Q. How are programs and courses selected to be included in the Online College of Oklahoma?
Oklahoma public colleges and universities choose to participate and list electronically delivered program and
course offerings on the site. All proposed programs and courses must adhere to the Principles of Good Practice
and be on approved course and program inventories.
Not always. All program and course attendance requirements are indicated clearly on the web page for the
course. Many do not require attendance on campus, so check the attendance requirements section.
Q. Will my credits earned from courses listed on the Online College of Oklahoma transfer?
Credits earned in courses listed on Online College of Oklahoma are certified and carry full credit from the offering
institution. Although the credits are transferable, colleges and universities set their own requirements for
transfer credit acceptance.
Q. How much will tuition and fees for courses on the Online College of Oklahoma cost?
Information on tuition, fees and related costs is available on the web site for comparison. Total costs may differ by
institution and even by course. Tuition at Oklahoma state colleges and universities is considerably lower than
average tuition at similar institutions in other states.
Q. What technology do I need to take a course or program listed on the Online College of Oklahoma?
course are listed on the web page of the course.
Q. What kinds of programs and courses are available through the Online College of Oklahoma?
site.
Q. Can I enroll if I live outside Oklahoma?
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Yes. In most cases enrollment is open to students living outside of Oklahoma, again check the course information
or contact the institution when in doubt. However, only programs and courses from institutions in Oklahoma will
be included in the Online College of Oklahoma.
Q. Do I need any particular skills or background to participate in courses or programs listed on the Online College
of Oklahoma?
information on the Online College of Oklahoma web site and to interact with college or university representatives.
As with learning experiences on a campus and in a classroom, you will need a desire to learn and a commitment
to work because the courses and programs in Online College of Oklahoma will challenge you.
Q. Will additional programs and courses be added to the Online College of Oklahoma?
Yes. The Online College of Oklahoma will continue to expand with additional courses, programs and services
added continually. Some courses are offered in the traditional semester format (fall: August to December, spring:
take “open enrollment” courses at any time. Course and program information is updated continually.
Q. Can a particular program or course needed by a student or employer be requested for inclusion on the Online
College of Oklahoma?
Yes. In fact, anyone who has a request is encouraged to send an e-mail message to the Online College of
Oklahoma. OSRHE staff will forward requests to institutional coordinators and request that any college or
university wishing to include a needed program or course to submit it. Online College of Oklahoma is designed to
connect learning needs and learning providers across the State.
Q. If a course is not available on the Online College of Oklahoma, where else might I look for it?
The Electronic Campus (http://www.electroniccampus.org) of the Southern Regional Education Board lists
courses and programs offered by institutions throughout 16 southern regional states. If you cannot locate a
particular course or program in Oklahoma, search through the listings of the Electronic Campus.
Q. Can I get a degree from the Online College of Oklahoma?
You may earn degrees from participating colleges and universities. Online College of Oklahoma does not confer
degrees or certificates but serves as a gateway to distance learning courses and programs from Oklahoma
colleges, universities, and health related institutions.
Course information is listed on the web page and provides direct links to campuses offering each course. Use the
link to contact the institution for more information.
availability of funds through the institution’s financial aid office.
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Technical Overview
The Electronic Campus is a SQL server database accessed via a Web based interface. The Website interface is
written in a combination of HTML and ASP (Active Server Page), and ASPX (.NET) code for server-side database
interface and return of queries. These pages utilize cookies to track users, information for the visit, and some
basic JavaScript for checking and authenticating fields. The pages are designed to load quickly with a minimum of
graphics to slow transfer and are designed to work in all major browsers.
Student users access the system by going directly to the Electronic Campus Web interface site
www.electroniccampus.org. Colleges and universities access the database to enter data and edit their listings
through a separate login control directory, the Information Data Entry system (www.electroniccampus.org/ide).
It is possible to provide Electronic Campus staff, courses in an electronic format for bulk uploading instead of
using the EC web interface. Files may be sent from individual colleges and universities, an organization, or from a
state agency.
Meeting the following conditions (policy and formatting) will speed up the processing of the upload.
•
•
•
•
•
Approval forms from the State Coordinator need to be on file with EC staff- prior to the course being
included as part of a bulk upload.
Each college or university submitting courses must have an Electronic Campus coordinator with an active
EC account.
Colleges and universities must have an approved EC transitional page residing on their server.
College and university EC coordinators agree to make any necessary adjustments (if required) via the EC
web interface. SREB will not accept courses from colleges and universities who do not make required
changes for two consecutive feeds.
Two levels of data are required for each approved course. Data can be transmitted electronically in
separate Excel spreadsheets (in the same workbook is acceptable): one for the course data and one for
the each semester’s course offering data. All required field information must be provided for feed to be
accepted.
Note: Be sure to spell check all text fields and remove all abbreviations (except for course department), HTML
code and misspellings prior to upload.
Maintenance and administration of the database are accomplished through two interfaces. Most operations and
report generation are done through an Access 97 database that is linked to the tables in the database. Direct
maintenance of the database is done via the SQL Manager on the web server itself. The database is backed up
daily as part of our regular server backup. A desktop machine is maintained as a test and backup server to allow
rapid redeployment of the Website should trouble take down the main web server.
The complete EC Data Dictionary is available by sending an e-mail to [email protected].
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Electronic Campus Bulk Upload Instructions
It is possible to provide Electronic Campus staff, courses in an electronic format for bulk uploading instead of using the
EC web interface. Files may be sent from individual colleges and universities, an organization of institutions, or from a
state agency. Samples of the files and proper formatting may be downloaded from the Guidelines section
(http://www.electroniccampus.info/ide/guidelines/adminguidelines.asp) of the website. The complete EC Data
Dictionary is available by sending an e-mail to [email protected].
Meeting the following conditions (policy and formatting) will speed up the processing of the upload.
•
•
•
Approval forms from the State Coordinator need to be on file with EC staff– prior to the course being included
as part of a bulk upload.
Each college or university submitting courses must have an Electronic Campus coordinator with an active EC
account.
Colleges and universities must have an approved EC transitional page residing on their server.
Two levels of data are required for each approved course. Data can be transmitted electronically in separate Excel
spreadsheets (in the same workbook is acceptable): one for the course data and one for the each semester’s course
offering data. All required field information must be provided for feed to be accepted.
Note: Be sure to spell check all text fields in order to remove all abbreviations (except for course department),
HTML code and misspellings prior to upload.
Courses
Course information must be provided in the format and order as specified by the course table information provided. Prior to
data submission, EC staff will provide the corresponding ID’s for Institutions, Institution Contacts and other determined
data sets upon request.
Either in the ID column, or in an additional column, these courses must have a sequential unique identifier ID
number. This is necessary to enable us to link up the course offerings to the respective courses. Any provided IDs will
be replaced by Electronic Campus IDs when uploaded.
The “Approved” field is defaulted to TRUE. This indicates courses have approval by the state coordinator for listing on
the EC. Do not submit courses that have not been previously approved.
The “Status” field is defaulted to FALSE.
The “Publicly” field is defaulted to TRUE. If a course is not to be publicly available, set field to FALSE. If the course is
to be viewable only to residents of a specific state, the field should be set to TRUE. If the institution is submitting
course information only for tracking census data – and the course will NOT be viewable to students in any state, the
field should be set to FALSE.
Course Offering
This table contains the specifics for when a course is being offered. It is a many to one table, where many course offerings
can be related to a single course. In order to match these up when uploaded, we require the sequential identifiers in the
Courses table. Each of these records in the courseoffering table must have this same sequential identifier tying it back
to the course.
If data for more than one term is provided, it is necessary to separate the data being offered by term (Fall 200x, Spring
200x, Summer 200x) on separate courseoffering spreadsheets for the data feed. Otherwise, this information cannot be
uploaded. Most of the information is self-explanatory and the table is laid out in this document.
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There are columns for the opening of registration that have been discontinued, but exist for older records in the
database. Just leave these columns blank.
Mistakes
The most common mistakes that can delay data uploads include:
•
•
•
•
•
•
Missing data: If you do not have an InstitutionID, Coordinator or StateID code etc, you must get this from EC
Staff before submitting the spreadsheet. Send an e-mail to [email protected] for this information.
Missing or incorrect Transitional page URLs: URLs must point to the EC Transition page on the institution’s
Website. Do input the institution’s homepage URL or Distance Learning homepage URL unless it meets the
transitional page requirements. URLs MUST begin with ‘http://’.
Incomplete data fields. Complete sentences are required. If the field does not apply to a specific institution
or course, complete the field using N/A (not applicable) or None. The field requirements for bulk uploads
are the same as the web interface requirements. Field requirement details can be found on the Guidelines
page at http://www.electroniccampus.info/ide/guidelines/adminguidelines.asp.
Incomplete CourseOffering data: there must be either a date, or a noting that the date is open for the
course beginning, ending, and enrollment ending.
Random or useless IDs: Unless there is a 1:1 relationship between Courses and CourseOffering, some form
of sequential numbering needs to be provided to link the two data sets together. If it is a 1:1 relationship for
records, then make sure the linking ID is there, though it is not required that they be sequential.
Incorrect Classification of Instruction Programs (CIP) Codes: CIP codes take the form of ##.##.## and the
first two sets of double digits are used. This data MUST be in text format if you use an excel
spreadsheet, otherwise if you state a course is under a top level CIP without the second double number set,
Excel will convert it to a whole number, (13. becomes 13) which will prevent your course from displaying
even after being approved. The full list of CIP codes is available on the Guidelines page at
http://www.electroniccampus.info/ide/guidelines/adminguidelines.asp.
Data Fields Information
Further explanation about the kind of data sought for the data fields is listed below. The complete field requirements
are detailed on the Guidelines page, but the items below provide a sample of the information required
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Course Dept, Course No, Section No: text boxes under Course Identification on the Web. Provide the
course prefix, course number and section (if used) as listed in your institutional catalog or course inventory
(e.g., ENGL 102 S101, MGT 5012). It is not necessary to fill in all three boxes, but many institutions use
section numbers to help track enrollment. If you are offering courses in multiple primary delivery formats
(i.e. by the Internet and satellite), you need to enter the course for each format. If a course is cross-listed
with more than one department or course number, list the course for each department, course number and/or
section number.
Course Title: Provide the full course title without abbreviations and with correct spellings. Listings with incorrect
spelling or abbreviations will NOT be generated in student searches and therefore will not be activated.
Course Description: Provide the catalog or other approved description for the course. The greater the
detailed description, the greater the chance the student will be able to tell if it is the course for which they
are searching. A written course description is required and the course description must be at least two
sentences in length. This course description determines student search results. Listings with incorrect
spelling or abbreviations will NOT be generated in student searches and therefore will not be activated. Do
not list a URL or a specific individual’s e-mail address. In addition to text information, you may list a department email address.
124
•
•
•
•
•
•
•
•
Credits: The number of credits provided by the course’s completion. If not for credit, enter 0 (zero) – Remedial
Courses only as of 2.2007. Enter whole numbers only, i.e. 170000 - do not enter commas, decimals, or other
characters).
Credit Type: Type of Credit – S for Semester or Q for Quarter.
Enroll Access: Access to Learning Resources on the Web — Describe the institution's strategy for providing
learning resources and other support services to students. What kind of library and bookstore access does the
student have? The institution’s bookstore and library contact phone numbers are required information. Be
sure to list any mentoring or advising services provided to the student. If there are specific provisions made for
adult students, the information should be included in this field. Do not list a URL or a specific individual’s e-mail
address. In addition to text information, a department e-mail address may be listed.
Course Prereqs: Prerequisites on the Web — Indicate the background or experiences that a prospective
student should possess to enroll in the course. List specific course(s) by title, or provide a brief description of the
required background. For example, a cost accounting course may have as a prerequisite statement
"background in the fundamentals of accounting, accounting experience”. A Spanish literature course might
state "reading and writing proficiency in Spanish (coursework at the intermediate level or above)”. Do not list
only the course abbreviation; be sure to include the course titles as students outside your institution will not
know what courses the abbreviations represent (e.g., ENGL 102 S101, MGT 5012).
Enroll Proc: Enrollment Procedures on the Web — Briefly describe enrollment procedures for this course,
particularly what a student must do prior to registration. For example, say whether a student must complete an
application and be admitted prior to enrollment, seek a special status or classification through a college of
continuing studies or other unit at the institution, etc. It is imperative that a phone number be included for the
office that handles the enrollment of students for this course. It is suggested that details be provided for
transient and guest student procedures. Do not list a URL or a specific individual’s e-mail address. In addition to
text information, you may list a department e-mail address.
Enroll Special: Special Enrollment Issues on the Web — List any special enrollment issues that a student should
know before registration. These would include special requirements specific to this course to include the need for
specialized software or equipment, access to a particular network, or similar requirements. For example, if a course
requires the student to purchase special software that requires a high-end machine and high-speed modem, this
should be stated in this block. Note any proctored test requirements. Do not list a URL or a specific individual’s
e-mail address. In addition to text information, you may list a department e-mail address.
Enroll Attend: Special Attendance Requirements on the Web — List any attendance requirements,
particularly if the course has an on-campus requirement or other student-gathering component. Any requirement to
attend a professional meeting, to visit a work location, etc., should be noted in this block. The information in this
field is course specific, not a general statement related to distance learning. Do not list a URL or a specific
individual’s e-mail address. In addition to text information, you may list a department e-mail address.
Enroll Other: Other Considerations on the Web — Please use this block to list any other considerations that
would be instructive or helpful to a student in determining whether to enroll in this course. If an exam proctor is
necessary, list the requirements. If your institution offers credit by examination, please note this information
here. Do not list a URL or a specific individual’s email address. In addition to text information, you may list a
department e-mail address.
Tuition Information
There is space to include four different types of tuition charges based upon the institution’s practices. The institution may
charge different tuition and fee amounts for courses within an institution. The tuition and fees columns are coded as follows:
In-state tuition/fees:
Tuition1, GSF1
Out-of-state tuition/fees
Tuition2, GSF2
Electronic rate tuition/fees
Tuition3e, GSF3e
Out-of-district tuition/fees
TuitionD, GSFD
•
•
•
•
•
3.2007
If in-state and out-of-state rates are used: DO NOT use the electronic rate.
If in-state and out-of-state rates are used: Make sure both rates are filled in.
If in-state and out-of-state rates are the same: use electronic rate.
If the electronic rate field is used: DO NOT use in-state and out-of-state fields.
If out-of-district rates are used: Be sure your in-state and out-of-state rates are completed.
125
Tables for Spreadsheets
Courses Table
Key
PK
FK
FK
FK
FK
FK
FK
FK
3.2007
Field
ID
ContactID
Approved
Status
Publicly
StatePublicly
InstitutionID
StateID
DegreeLvlID
CIPChoiceID
CourseDept
CourseNo
SectionNo
CourseTitle
CourseDescription
Credits
CreditType
PDFID
SDF
URL
Email
Voice
Postal
Video
DiscussionBoard
ChatRoom
EConferencing
OnlineAssignment
Other
OtherMode
CourseMgmtID
CourseMgmtOther
EnrollCapacity
EnrollAccess
CoursePrereqs
EnrollProc
EnrollSpecial
EnrollAttend
EnrollOther
Admitted
AdmissInternet
RegInternet
InputDate
IP
OnlineEntry
Data Type
int
int
bit
bit
bit
bit
int
int
int
varchar
varchar
varchar
varchar
varchar
text
real
bit
int
varchar
varchar
bit
bit
bit
bit
bit
bit
bit
bit
bit
varchar
int
varchar
smallint
text
text
text
text
text
text
bit
bit
bit
datetime
varchar
bit
Size
4
4
1
1
1
1
4
4
4
8
10
30
10
100
16
4
1
4
100
150
1
1
1
1
1
1
1
1
1
30
4
150
2
16
16
16
16
16
16
1
1
1
8
16
1
Notes
Will be filled in by EC system. Leave Blank
Get from EC Staff
Default to TRUE
Default to FALSE
Default to TRUE
Default to TRUE
Get from EC Staff
Get from EC Staff
See table below
See CIP Codes.pdf
Department identifier – i.e. HIST
Course number (after department)
If applicable
Number of credits
S=Semester, Q=Quarter
Primary Delivery Format (formats ID)
List Supplemental delivery formats
Full including “http://”
True/False – Default FALSE
Required. Use ‘3’ if None
Number of Seats Available
True/False
True/False
True/False
Ignore
Ignore
126
NonCredit
ActivationDate
ActivationBy
ActivationComment
CourseComment
BulkUpload
Archive
SpecialType
DateEdited
StatusComment
StatusInitials
StatusDate
CourseOffering Table
Key
Field
PK
FK
bit
datetime
varchar
text
text
bit
bit
varchar
datetime
varchar
varchar
varchar
Data Type
1
8
20
16
16
1
1
10
8
50
5
10
Size
COID
CourseID_programID
EnrollStart
EnrollStartOpen
EnrollEnd
int
int
DateTime
bit
datetime
4
4
8
1
8
it
EnrollEndOpen
CourseStart
bit
datetime
1
8
it
CSOpen
CourseEnd
bit
datetime
1
8
it
CEOpen
Offered
SchoolTerm
TermYear
TermChoiceID
Tuition1
GSF1
Tuition2
GSF2
Tuition3e
GSF3e
TuitionD
GSFD
Materials
DTS
Type
CensusDate
CensusEnroll
CensusEnd
bit
bit
varchar
varchar
Int
money
money
money
money
money
money
money
money
money
datetime
bit
smallint
smallint
smallint
1
1
15
4
4
8
8
8
8
8
8
8
8
8
8
1
2
2
2
Blank
Blank
Blank
Blank
TRUE
FALSE
Blank
Blank
Blank
Blank
Blank
FK Table
Assigned by the system
Must link to CourseID in courses sheet
Ignore
Ignore
MUST HAVE DATE if Open is False. Make sure
does not say ‘// ‘ with no data.
Cannot be True if date is in the EnrollEnd field.
True/False – Default TRUE
Fall, Spring, Summer
4 digit year
See Appendix
Requires either a dollar value or a Zero
date of upload
“C”
Leave blank if not used
Notes:
Information on when the course is being offered, providing dates or noting that a parameter is open.
SchoolTerm notes term when course is offered and is used mostly for uploads. Use “Spring”, “Summer”
3.2007
127
or “Fall.”
Type indicates Course or Program. (C or P – required).
EnrollStart and EnrollStartOpen are no longer being used. Any data in these fields is ignored. Census
fields are for taking enrollment census for the specific term a course is offered.
3.2007
128
Linked Tables Values
Use these values to populate fields, which take in a Foreign Key of another table’s ID. For tables not listed below, please
contact the EC staff
.
• Contact ID – Contact EC staff for current ID numbers prior to sending the bulk upload.
•
CIPID – The first four digits of the CIP code for the course (format: xx.xx). The CIP code can be
downloaded at http://www.electroniccampus.info/ide/CIP%20Index%209.12.03.pdf
NOTE: CIPID MUST BE SET AS A TEXT FIELD IN A SPREADSHEET
•
•
3.2007
CourseMgmtID
Institution ID - Contact EC staff for current ID numbers prior to sending the bulk upload.
129
•
PDFID
3.2007
130
•
3.2007
Term Choice ID
131
Field Information for Bulk Uploads
Within the Electronic Campus web interface, there are a myriad of fields that are used and require data in order to
have a course activated. Some of the fields will be used only during a bulk upload, but most are part of the
Electronic Campus IDE Course Data Entry web interface form (http://www.electroniccampus.info/ide). Please note,
these fields are in the order they are used for bulk uploads rather than the order found on the Course Data Entry (CDE)
form. The complete EC Data Dictionary is available by sending an e-mail to [email protected].
Courses Table
ID: Bulk Upload Only
This is the field where a unique ID is assigned when a course is added to the Electronic Campus. In bulk upload, it can
be used to provide a placeholder ID that connects the course to offering dates and terms. See the Electronic Campus
Bulk Upload Instructions for further information.
Contact ID: Bulk Upload Only
The field where the institutional coordinator’s ID is attached to the record. Contact EC staff for current ID numbers prior
to sending the bulk upload.
Approved: NOTE: Labeled ‘Status’ on the Web
When a course is entered, the Electronic Campus Approval is set to Disabled. EC staff will verify the course has
been approved by the State Coordinator and then status is changed by EC staff. In Bulk Uploads, the course should
already have been approved by the state coordinator prior to upload, and therefore this field should be set to
TRUE.
Status: Bulk Upload Only
When a course is added, its status is set to Disabled. EC staff verifies that the course has been approved by the state
coordinator, the accuracy of the entry and that it has no visible errors, abbreviations or misspellings. If the course meets EC
requirements, the status is changed by EC staff to Enabled. Once enabled by the EC Staff, the course will be publicly
viewable and available to student searches. In Bulk Uploads, this should be set to FALSE.
Publicly:
The field relates to whether a course should appear in student searches. If a course is not to be publicly available, set
this to FALSE. If the course is to be viewable only to residents of a specific state, the field should be set to True. If the
institution is submitting course information only for tracking census data – and the course will NOT be viewable to
students in any state, the field should be set to FALSE. The “Publicly” field is defaulted to TRUE.
State Publicly:
Some states work with the Electronic Campus to have state specific specialized EC search pages for instate students.
If a course is not to be publicly available on these state sites, set this to FALSE. If the course is to be viewable only to
residents of a specific state, the field should be set to TRUE. If the institution is submitting course information only for
tracking census data – and the course will NOT be viewable to students in any state, the field should be set to FALSE.
The “StatePublicly” field is defaulted to TRUE.
InstitutionID: Bulk Upload Only
The unique identifier for the institution that is providing the course. On the web, this is usually automatically filled in to
reflect your institution. Please verify the name of the institution and campus or branch as appropriate for the location
of the activity. For Bulk Uploads contact EC staff for current ID numbers prior to sending the bulk upload. Courses
without an accurate InstitutionID cannot be loaded.
Inst. Accredit ID: Below Institution Name on the Web
The ID for the Accrediting Body that accredits the institution provident the course. See the Electronic Campus Bulk
Upload Instructions for a list of codes.
3.2007
132
State ID: Bulk Upload Only
Select the State where the offering institution is located. See the Electronic Campus Bulk Upload Instructions for a
list of states and the appropriate ID numbers.
Degree Lvl ID: Course Level on the Web
Every course must have a level: Graduate, Undergraduate or Non-Credit. If the course can be taken for undergraduate
or graduate credit, two separate course entries must be made. See the Electronic Campus Bulk Upload Instructions for
the appropriate of codes. Non-credit courses are limited to remedial courses.
CIP Choice ID: CIP on the Web
Every course must have a CIP Code indicating the subject of study. CIP codes are used when a student searches
topic. Therefore, it is important an accurate subject is selected. We use the first four characters of the six character CIP
codes (Additional information is available at
http://nces.ed.gov/pubs2002/cip2000/index.asp). Courses without valid CIP codes are not recognized by the database.
In Bulk Uploads, it is imperative that this code be correct. If you are exporting via an Excel spreadsheet, MAKE SURE
that the field is imported as TEXT and not a number. If it is a number, any leading zeros (for example 05.23) or
trailing zeros (for example 14.77) will be dropped and thus the code will not be valid. A full list of the four digit CIP Codes
used is available in the Guidelines (http://www.electroniccampus.info/ide/guidelines/adminguidelines.asp) area of IDE
and with this packet of information.
Course Dept: Course No, Section No: Three text boxes under Course Identification on the Web.
Provide the course prefix, course number and section (if used) as listed in your institutional catalog or course inventory
(e.g., ENGL 102 S101, MGT 5012). It is not necessary to fill in all three boxes, but many institutions use section
numbers to help track enrollment. If you are offering courses in multiple primary delivery formats (i.e. by the Internet
and by satellite) then you need to enter in the course for each format. If a course is cross-listed with more than one
department or course number, list the course under multiple departments, course number, and section number.
Course Title:
Provide the full course title without abbreviations and with correct spellings. Listings with incorrect spelling or abbreviations
will NOT be generated in student searches and therefore will not be activated. Do not list a URL or a specific individual’s
e-mail address. In addition to text information, you may list a department e-mail address.
Course Description:
Provide the catalog or other approved description for the course. The greater the detailed description, the greater the
chance the student will be able to tell if it is the course for which they are searching. A written course description is
required and the course description must be at least two sentences in length. This course description determines
student search results. Listings with incorrect spelling or abbreviations will NOT be generated in student searches and
therefore will not be activated. Do not list a URL or a specific individual’s e-mail address. In addition to text information, you may list a
department e-mail address.
Credits:
The number of credits provided by the course’s completion. If not for credit, enter 0 (zero). Enter whole numbers
only, i.e. 170000 - do not enter commas, decimals, or other characters).
Credit Type:
Type of Credit – S for Semester or Q for Quarter.
3.2007
133
PDF ID: Primary Delivery Format on the Web
What is the primary mode of delivery for the course? Choose the one that best describes the mode of
course delivery even if the course is available in multiple modes. The modes are defined as follows:
•
•
•
•
•
•
•
•
•
•
•
•
•
Internet: courses offered over the Internet
Audio: courses offered via audiotape
Cable TV:
CD-ROM: courses offered via CD-ROM
Compressed video: courses offered over specialized compressed-video networks
Computer-assisted instruction: in which programs are made available via computer at a local
machine or by specialized network/system
E-mail: courses offered via electronic mail
Open broadcast: courses offered via cable or microwave in which the program broadcast is
"open" or available to students in a particular region or locality
Satellite (analog): courses offered via analog satellite, which can be downlinked by standard
"home" receiving dishes
Satellite (digital): courses offered via digital satellite, which can be downlinked with specialized
digital receiving dishes
Videotape: programs offered via videotape mailed or otherwise made available to students
Voice mail: programs offered via voice mail mailed or otherwise made available to students over
the phone.
Other:
Please See the Electronic Campus Bulk Upload Instructions for the appropriate codes for these choices.
URL:
Please provide the URL to the institution’s Electronic Campus transitional Web page.
Supplemental Formats: on the Web. Individual formats in Bulk Upload
List any supplemental delivery modes that are used to support the primary delivery format listed.
Supplemental format(s) may be similar to the formats listed below.
Email
• ChatRoom
•
Voice
• EConferencing
•
Postal
• OnlineAssignment
•
Video
• Other
•
DiscussionBoard
• OtherMode
•
Course MgmtID: Course Management System on the Web
Please indicate the course management system used for the course. The systems are in a drop down box on the Web. If
you are using a system that is not listed, choose Other and then give the name in the Other text box. See the Electronic
Campus Bulk Upload Instructions for the appropriate choices and codes.
For Bulk Uploads this is a required field. If no system is being used, then choose the default of 3 for None.
Course Mgmt Other: Bulk Upload
Text field for other management systems if Other is chosen as the system.
Enroll Capacity:
Please indicate the maximum number of students who may enroll in the course. This is a required number.
3.2007
134
Enroll Access: Access to Learning Resources on the Web
Describe the institution's strategy for providing learning resources and other support services to students. What kind of
library and bookstore access does the student have? The institution’s bookstore and library contact phone
numbers are required information. Be sure to list any mentoring or advising services provided to the student. If
there are specific provisions made for adult students, the information should be included in this field. Do not list a
URL or a specific individual’s e-mail address. In addition to text information, a department e-mail address may be
listed.
Course Prereqs: Prerequisites on the Web
Indicate the background or experiences that a prospective student should possess to enroll in the course. List specific
course(s) by title, or provide a brief description of the required background. For example, a cost accounting course
may have as a prerequisite statement "background in the fundamentals of accounting, accounting experience”. A
Spanish literature course might state "reading and writing proficiency in Spanish (coursework at the intermediate level
or above)”. Do not list only the course abbreviation; be sure to include the course titles as students outside your institution
will not know what courses the abbreviations represent (e.g., ENGL 102 S101, MGT 5012)..
Enroll Proc: Enrollment Procedures on the Web
Briefly describe enrollment procedures for this course, particularly what a student must do prior to registration. For
example, say whether a student must complete an application and be admitted prior to enrollment, seek a special status or
classification through a college of continuing studies or other unit at the institution, etc. It is imperative that a phone
number be included for the office that handles the enrollment of students for this course. It is suggested that details be
provided for transient and guest student procedures. Do not list a URL or a specific individual’s e-mail address. In addition
to text information, you may list a department e-mail address.
Enroll Special: Special Enrollment Issues on the Web
List any special enrollment issues that a student should know before registration. These would include the need for specialized
software or equipment, access to a particular network, or similar requirements. For example, if a course requires the student to
purchase special software that requires a high-end machine and high-speed modem, this should be stated in this block. Not any
proctored test requirements. Do not list a URL or a specific individual’s e-mail address. In addition to text information,
you may list a department e-mail address.
Enroll Attend: Special Attendance Requirements on the Web
List any special attendance requirements, particularly if the course has an on-campus requirement or other student-gathering
component. Any requirement to attend a professional meeting, to visit a work location, etc., should be noted in this block. The
information in this field is course specific, not a general statement related to distance learning. . Do not list a URL or a
specific individual’s e-mail address. In addition to text information, you may list a department email address.
Enroll Other: Other Considerations on the Web
Please use this block to list any other considerations that would be instructive or helpful to a student in determining
whether to enroll in this course. If an exam proctor is necessary, list the requirements. If your institution offers
credit by examination, please note this information here. Do not list a URL or a specific individual’s e-mail
address. In addition to text information, you may list a department e-mail address.
Costs: Cost on the Web – Individual fields in Bulk Upload
All fields in the cost section must be completed with numbers (i.e., 0.00). Please list the in-state and out-of-state
tuition charges that will apply to a student enrolling in this course. Use total course amounts and not a per-credit-hour charge.
For example, if tuition is $150 per credit hour and it is a three-hour course, please show tuition as $450. List any fees that
might apply to the enrollment in the field provided. If the in-state and out-of-state charges are the same, use the
electronic rate (e-rate) column. Courses with a tuition amount of null or zero will not be activated.
•
•
•
•
•
3.2007
If in-state and out-of-state rates are used: DO NOT use the electronic rate.
If in-state and out-of-state rates are used: Make sure both rates are filled in.
If in-state and out-of-state rates are the same: use electronic rate.
If the electronic rate field is used: DO NOT use in-state and out-of-state fields.
If out-of-district rates are used: Be sure your in-state and out-of-state rates are completed.
135
For bulk uploads, 1 corresponds to in-state, 2 corresponds to out-of-state, 3e corresponds to electronic rate and D
correspondences to out-of-district. The fields to be provided are:
Tuition1:
GSF1:
Tuition2:
GSF2:
Tuition3e:
GSF3e:
TuitionD:
GSFD:
In-state Tuition
General Student Fees in-state
Out-of-state Tuition
General Student Fees out-of-state
Electronic rate Tuition
General Student Fees electronic rate
Out-of-district Tuition
General Student Fees out-of-district
Make sure that if either 1 or 2 are filled in, then 3e has zeros in the fields. Conversely, if 3e is filled in, then make sure
1 and 2 has zeros in the fields. If D is not filled in, it should have zeros in the field. All fields must be completed.
Materials:
Please provide an estimate of the required course materials (textbook, software, etc.) for a student enrolling in the
course. If no information is provided then use a guesstimate.
Admitted:
Does the student need to be admitted to the institution prior to course registration? TRUE or FALSE
Admiss. Internet:
Can the student apply for admission via the Internet? TRUE or FALSE
Reg. Internet:
Can the student register for this course via the Internet? TRUE or FALSE
Input Date: Bulk Upload Only
Either the date of the upload or the date the course information is pulled from your database. mm/dd/yyyy.
Credit: Bulk Upload Only
Is the course a Non-Credit course? If so, then TRUE. If course is for Credit, then FALSE.
Activation Date, Activation Comment, Course Comment: Bulk Upload Only
Internal use only. Leave these fields blank.
3.2007
136
Course Offering Table
This table allows up to three terms of offerings for your course. The course must have at least one term or be offered
on an open schedule. When doing a bulk upload, this table must have an ID that connects back to the ID’s of the
courses in the Courses table, preferably sequentially numbered. Without proper offerings, the course cannot be activated.
There must be one record for each term being offered (Spring, Summer or Fall). You can upload for only one year
(three academic terms) at a time using bulk upload.
On the web, this is part of the course entry process. To make a course available for another year, edit the course and use
the “Save As New” button to save the course.
The fields involved are:
COID: Bulk Upload Only
Internal ID. Do not use.
Course ID_Program ID: Bulk Upload Only
Links the offering records back to the ID of the course in the courses table.
Enroll Start: Bulk Upload Only
Unused field, leave blank.
Enroll Start Open: Bulk Upload Only
Unused field, leave blank.
Enroll End:
Ending date for course enrollment (mm/dd/yyyy).
Enroll End Open:
If the course has an open start/end offering this is set to TRUE, otherwise FALSE. Open means the course is not tied
to any term and the student can start the course at any time of the calendar year. Open does not mean there are seats
available in the course.
Course Start:
Starting date for course (mm/dd/yyyy). Student searches find courses to display based upon the starting date.
Course Start Open:
If the course has an open start/end offering this is set to TRUE, otherwise FALSE.
Course End:
Ending date for course (mm/dd/yyyy).
Course End Open:
If the course has an open start/end offering this is set to TRUE, otherwise FALSE.
Offered: Bulk Upload Only
Is the course offered this term? Set to TRUE, otherwise FALSE.
School Term:
Term that the course is being offered. Fall, Spring, Summer or Open if open start/end dates.
Term Year:
Year of the term when the course is offered. (yyyy) Example: 2006 for Spring 2006.
3.2007
137
DTS: Bulk Upload Only
Date of upload (mm/dd/yyyy).
Type: Bulk Upload Only
Used to denote that the offering is a course. Enter in C in the field.
Census Date:
If your state or institution takes enrollment census numbers partway through the term, enter the number of days into the
term this census takes place. For example, in Louisiana, this is 14. If census data is not being tracked, leave blank.
Census Enroll, Census End: Bulk Upload Only
Leave blank. For use later on in the course if census is taken.
Terms Table
The Terms table is really used internally, now that searches are based off the start date for the course, but this is used
on the IDE side when editing courses. It is very similar to the CourseOffering table and should be easy to produce from
the data in that table.
On the Web, there are a series of check boxes at the end of the form, indicating upcoming and recent terms that the
course is/was offered. There is also an archived section to allow you to add a term for courses that were offered in past
years, should you need to do this.
For the purpose of Bulk Upload, the fields are:
ID Term Offering: Internal
ID for the record
Term Choice ID:
The term to be offered. See the Electronic Campus Bulk Upload Instructions for the appropriate of codes.
For upcoming terms these codes are:
26 Spring 2006
27 Summer 2006
28 Fall 2006
29 Spring 2007
Course ID_Program ID:
The ID linking to the course in the courses table.
Type:
Type of offering – course or program. Enter in a C.
3.2007
138

Your college or university is welcome to participate in the Electronic

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