As proposal progress through the workflow, they fall to different committees for review. Anyone can view a course or program proposal that is in queue for approval using one of the following links: https://nextcatalog.wku.edu/programadmin/ and
https://nextcatalog.wku.edu/courseadmin/.
However, Chairs must use the special approve link to approve proposals allowing them to advance to the next committee. The link is: https://nextcatalog.wku.edu/courseleaf/approve/. Then, follow these steps:
- Select "Your Role" from the dropdown list
- Select the course or program curriculum proposal (double click)
- According to the committee (dis)approval, choose Edit, Rollback, or Approve (Rollbacks require choice of prior workflow step to rollback and committee comments/explanation).
Prior to the Meeting
Proposals may continue to move into your approval “bucket” after the deadline. Therefore, it is important for the chair to monitor the courses that should be on the agenda, and let the committee know which courses will be approved. The committee can review all proposals prior to the meeting.
Request that committee members contact the proponent and copy you if any issues are found prior to the meeting. By the time of the meeting, all issues should be addressed.
Creating the Meeting Agenda
Login at https://nextcatalog.wku.edu/courseleaf/. Under Reports, select Course Admin Report or Program Admin Report. Be sure to run both to get both programs and course items for the agenda.
Choose “In Workflow,” select your committee level, then, “Run Report.” Scroll down to “Export” and choose preferred output type (Excel or Word). Then, merge information into one document, if you prefer.
During the Meeting
During the meeting, the committee can view each proposal live via a computer and projector. However, only the chair can approve the items. Hopefully, the items were reviewed prior to the meeting to save time. It is important to decide how you wish to approve the items. You can approve the items during the meeting, or you can take notes and approve after the meeting.
Editing Programs at the Meeting
If friendly amendments are made, the chair must make edits during the meeting to ensure the updates are correct.
Click on “Edit.” Then, make the friendly amendments on the proposal form.
Special Note for Colonnade Chair: Proponents had to upload the Colonnade Application and the Course Syllabus for review. If issues are found with the documents, the proponent must send the updated information to the chair. The Chair can upload the revised documents. After the revised documents are uploaded, the proposal can be approved.
If too made edits are suggested, it is recommended the proposal be “rolled back.”
Rolling Back a Proposal
When too many edits are suggested or the proposal is not approved, the chair should use the “Rollback” button. After the button is clicked, options appear for the chair to pick where the proposal will go. The chair must enter an explanation for the “rollback.” If the proposal is sent back to the proponent, it must enter the workflow again.
Approving a Proposal
When a committee approves a proposal, the chair clicks “Approve.” Then, the proposal advances to the next level in the workflow.