How does an “originator” delete an ACRES record?
If the form is not yet submitted, the Originator (or Department Admin) can delete the form by clicking on the Delete Form link in the upper left-hand portion of the screen. Once the form is submitted, the Originator would have to contact the ACRES Admin.
Is there any way to have more than one originator per ACRES form?
Unfortunately, no. Only the Originator or Department Admin or ACRES Admin can edit the form once it’s submitted. If the changes are a result of feedback during department reviews (at the Origination Group level), I recommend saving but not submitting the form. You would then need to notify whoever you want to review the form because they won't be sent a system announcement. After the feedback is collected, as originator, you could then easily edit the form to incorporate the feedback.
How do you edit AFTER you have submitted? Example: You need to add a missing attachment or change a field as per reviewer comment?
The Department Admin can make edits to the form at any stage in the process. Or, a Reviewer Leader marks the form as “Needs Revisions,” which makes the form editable, and either sends the form back to the Origination Group or lets the Originator know to make the necessary revisions.
The ACRES Admin can also change the status of the form, making it editable at any stage in the process for the Originator. To ensure proper review of any changes, this option should only be used if the Reviewer Leader in the routing chain or the Department Admin is unavailable.
Does a form have to be submitted before I can clone it?
No, it doesn’t have to be submitted. If the form has not yet been submitted, you must click on the “Save” button first to get out of the edit screen of the form. All mandatory fields must be completed before being able to clone the form. To view instructions for cloning forms, see “Cloning ACRES Forms.”
I still get confused on the Effective Semester and Effective Year that should be entered when I am modifying a course. If we have a spring course and want to make changes right now in September 2006, would the Effective Semester be Fall and the Effective Year be 2008 since I am just now entering them into the ACRES system?
Effective dates can be tricky. In the future, with OASIS, I won’t be keeping semester offered information with the courses, so that may eliminate some confusion. For now, the first consideration is in choosing the effective date. In general, the earlier, the better, for when a requested change or new course should become effective. That is because it may be referenced as a prerequisite in other courses. However, there are deadlines that are followed. So, the deadline for a spring 2007 effective date has come and gone; it was August 15. So, I am changing all effective dates I now see to fall 2007. If not approved by February 1, 2007 (the deadline for a fall 2007 effective date), I will change those dates to spring 2008. So, the key deadlines are February 1 (for fall) and August 15 (for spring). Also, if a course is offered in the spring, and you missed the deadline for a spring effective date, it’s still better to request the (now) earliest effective date of fall. Students can’t take the course (with the new changes) until the following spring anyway, but they will get a “heads up” of the changes when viewing information on the Web.
Can you please elaborate on what is required in the three impact statements?
On the new course form, you'll find a link to the impact form. You need to think of which departments outside of your own (on any campus) who might want to provide feedback on your proposed new course because it may have an impact on their department, either because it overlaps with an existing course they offer, or because they might want to use it in one of their programs. If the proposed new course has prerequisites, impact statements can be obtained from the departments offering those prerequisite courses.
There is a field, New course impact:, where you can list the units you will be contacting (at least three). The more units, the better, if others might have a comment. For example, if it is a statistics course, Mathematics and Statistics is a logical department. What you want to avoid is the form reaching the University Group two-week review level and then being sent back because of missing or incomplete impact statements. As you know, CAPC and TCCS have scheduled meetings, and this could delay the process.
You can find calendars from the Catalog Seminar site at http://www.asu.edu/aad/catalog-seminar/.
One option, instead of attaching scanned copies of the completed and signed impact forms, is to have the chairs from the impacted departments log in to ACRES, view your proposed course,Êand e-mail their feedback. You can download and attach the e-mail exchange. You will want the e-mail to be explicit as far as the course being reviewed (e.g., "AME 542 impact" in the subject line) and their comments. If they respond with, "No objections," but the e-mail is vague as to which course they are commenting on, you can forward it back and clarify with the subject line or in the body which course is being reviewed. If there are objections, you can still edit your request while it is saved but not yet submitted. The goal would be to get your form as "clean" as possible from the start.
If your form has already been submitted, you can contact your Department Admin to help attach new forms.
I have gone onto ACRES to the courses that need my review and made comments, some course have left and others state they are still there for my review. Please advise.
There are two types of review, one where you submit comments (the form stays at the review level) and one where you submit a review (the form moves out of the review level). Only the Reviewer Leader(s) for the group(s) you are in can move the forms out of the review level where you submitted comments.
Let's say you're in both the Origination Group and College Group (1st Review) levels. When a course is approved out of the Origination Group, and then approved out of the College Group (1st Review) levels, they will no longer remain in your list. If you're like me and forget whether or not you already commented on a course, you can click on the View Comments link in the upper left portion of your screen to view all comments for each course.
I received an e-mail announcement saying a course was ready for my comments or review. When I signed on, there were no courses for me to review. Is there a delay between notification and the course appearing in ACRES?
As originator, with e-mail notification turned on, you will be notified by the system whenever any course you originate reaches any review level. It's ACRES way of letting you know the request is cruising through the system.
What might happen more frequently is you are a reviewer in a group, and before you have a chance to submit your comments, the Reviewer Leader has moved the form out of that review group and on to the next level. If you have Commenter status attached to your account, you can still query the form and submit your comments, even if the form has left your review level.
I’m changing some omnibus courses with fees. Do I need to submit new fee forms?
First, if a course “changes” from an omnibus number to a permanent number, it is in fact a new course request. As with needing a new course request, you need a new course fee form, which you can attach to the new course request if you want. Also, although I “automatically” transfer fees (and General Studies designations) when a course changes in prefix and/or number, the real folks who track the fee information need a new form. With OASIS, they will be the only folks managing fee information; if it is displayed with the course, it will be pulled from the information they manage.
What's the difference in a cross-listed course and concurrent enrollment?
Cross-listed courses must match in every way except for prefix (and possibly number). The rules for cross-listed courses can be found from the Catalog Seminar site: http://www.asu.edu/aad/catalog-seminar/revising-catalog-courses.html#helpful-rules-cross-listed-courses. Cross-listings occur at the course level, not section or class level (cross-listings are different than concurrent enrollment).
An official ACRES request does need to be submitted, with the cross-listed department(s) contacted. Any change to one cross-listed course is editorially reflected in all cross-listed courses. If the other course does not yet exist, the approval of the submitted ACRES request will create the cross-listed course.
Courses that have concurrent enrollment also meet at the same time and place, but they are not identical. They can be within the same prefix (e.g., an undergraduate- and graduate-level course, with the graduate course having an additional requirement), as well as with an omnibus subtopic (e.g., POS 316 could have concurrent enrollment with BIS 394).
An official ACRES request also needs to be submitted (as a new course request, if the course does not yet exist). The syllabus should reflect some type of distinction (usually in the assignments section) for the work required at, for example, the undergraduate and graduate levels.
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May 22, 2007 | Visits to this page: |