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Teaching Essentials

Phase 4 Timeline

Note: Due to current circumstances, dates are subject to change.

Below are the steps involved in converting an academic program to Course Based Registration.

To view the entire timeline along with support resources for each step, click here.

Step 1 – Become Familiar

Who: Project Lead

What: Become familiar with role of Project Lead. Attend training or view recording. Meet with Chair to establish roles and responsibilities.

Visit CBR Staff Forum website.

Become familiar with Program Design Guidelines, CBR Checklist and Submission Template, and post-SAC conversion tools/steps.

Completion Date: Start 6-18 months prior to launch of new program.

Resources:

Step 2 – Meet with Ed Developer

Who: Project Lead

Meet with CLPE to review roles of Project Lead and CLPE Ed Developer.

With Ed Developer, identify a preferred SAC presentation date from list (including revenue generating programs purchased from other institutions). Advise CBR Project Manager of preferred SAC date.

Completion Date: Start 6-18 months prior to launch of new program.

Resources:

  • SAC Schedule 2021

Step 3 – Develop Project Plan

Who: Project Lead

Taking into account SAC date, create a timeline and overall Project Plan to achieve CBR submission that incorporates the Renewal Process and Timeline, and feedback from Chair.

Create a Project Charter to set structure to your activity and roles. Get the Charter signed off.

Completion Date: Start 6-12 months prior SAC date.

Resources:

Step 4 – Develop Program Framework

Who: Project Lead

Develop the program framework: courses, terms, course descriptions, course credit hours and units, electives, etc with support from Ed Developer. Also see Steps 5 and 6.

Completion Date: Start 6-12 months prior SAC date.

Resources:

  • Ed Developer

Step 5 – Consult with C Skills

Who: Project Lead

Consult with C-Skills team and Thinking Mathematically team (Human Skills Project) to ensure common communications and math are built into program.

Completion Date: At start of planning and throughout development of program.

Resources:

Step 6 – Consult with Assessment Services

Who: Project Lead

Consult with Assessment Services for guidance on language admission requirements during program framework development.

Completion Date: As draft framework is created.

Resources:

  • TBD – this unit is moving within RRC Polytech. Reach out to Project Manager for details.

Step 7 – Consider Significant Modification Form

Who: Project Lead, Chair and Dean

Determine if program changes will require submission of the Significant Modifications Government Application forms for funded program.

(For Example: Program name change, adminissions changes, significant change in program content, length etc.)

Contact VPAR office to access the govt mod. application and begin to complete this. Project Lead will coordinate.

Review government modification form training video to prepare.

Completion Date: Parallel to program framework development.

Resources:

Step 8 – Dean to Consult with CE and Regionals

Who: Dean

Dean to contact CE, Regionals and Timetabling re: SAC approvals and discuss any intersectional impacts including registration/Student Planning Decisions for each site.

Completion Date: Parallel to program framework development.

Resources:

Step 9 – Develop Draft Submission

Who: Project Lead

Project Lead develops a draft CBR submission.

Send to Chair and Dean for review and feedback – and other stakeholders as needed.

Completion Date: Variable. Plan reviews with enough time to meet #14 Deadline.

Resources:

  • See resources above

Step 10 – Chair and Dean Review Draft Submission

Who: Chair and Dean

Chair and Dean review CBR submission. Provide feedback and changes to Project Lead.

Completion Date: Variable. Plan reviews with enough time to meet #14 Deadline.

Resources:

  • See resources above

Step 11 – Revise Submission

Who: Project Lead

Project Lead revises the CBR submission. Sends updates to Chair and Dean.

Completion Date: Variable. Plan reviews with enough time to meet #14 Deadline.

Resources:

  • See resources above

Step 12 – Dean Send Submission to ED Academic

Who: Dean

Dean submits revised CBR submission to Executive Director, Academic.

Completion Date: Variable. Plan reviews with enough time to meet #14 Deadline.

Resources:

  • See resources above

Step 13 – ED Academic Reviews Submission

Who: Executive Director, Academic

ED provides CBR submission feedback to Dean.

Completion Date: Variable. Plan reviews with enough time to meet #14 Deadline.

Resources:

  • See resources above

Step 14 – Revise Submission and Submit Final

Who: Dean

Dean submits final version to Executive Director, Academic.

Completion Date: Two weeks prior to SAC date (hard deadline)

Step 15 – Submission Goes to SAC

Who: Executive Director, Academic

Puts CBR Submissions onto next SAC agenda.

Completion Date: Two weeks prior to SAC date (hard deadline)

Step 16 – Develop SAC Presentation

Who: Project Lead

Project Lead develops SAC presentation. Collect feedback from Chair and Dean, revised as needed. (Presentation slide deck does not have to be submitted to SAC in advance).

Completion Date: Prior to SAC deadline.

Resources:

Step 17 – Present “The Pitch” to SAC

Who: Chair and Project Lead

Present “THE PITCH” to SAC along with any further supporting documentation for approval.

Completion Date:

Fall 2022 Launch: Sept 17, Oct 15, or Nov 19 for grant-funded programs. Revenue generating programs also have the option to present on Dec 17, 2021.

Winter 2023 Launch: Jan 21, Feb 18, March 18, or April 15, 2022.

Step 18 – Formal Response from VPAR Office

Who: VPAR Office

Informs program of approval and any required changes. Includes key operational areas in distribution.

Completion Date: 1 week after SAC Review.

Step 19 – Develop Draft Significant Modification Form

Who: Project Lead (of grant-funded programs only)

Project Lead drafts the Significant Modification form and sends to Chair, Dean and Finance department for input and changes.

Completion Date: Immediately after SAC approval.

Step 20 – Modification Form to ED Academic

Who: Dean

Sends Significant Modification form to Executive Director, Academic.

Completion Date: 2 weeks after SAC presentation (hard deadline)

Step 21 – ED Academic Reviews Modification Form

Who: Executive Director, Academic

Reviews Significant Modification form and provides any changes to Dean.

Completion Date:

Fall 2022 Launch: 3 weeks after SAC, no later than Dec 3

Winter 2023 Launch: 3 weeks after SAC, no later than April 29

Step 22 – Modification Form to ED Academic

Who: Dean

Sends revised Significant Modification form if needed back to Executive Director, Academic.

Completion Date:

Fall 2022 Launch: 4 weeks after SAC, no later than Dec 10

Winter 2023 Launch: 4 weeks after SAC, no later than May 6

Step 23 – ED Academic Submits Modification Form to Government

Who: Executive Director, Academic

Submits Significant Modification form(s) to province, as they are received and reviewed. (does not bundle all and send at once)

Completion Date:

Fall 2022 Launch: No later than week of Dec 13 (hard deadline)

Winter 2023 Launch: No later than week of May 9 (hard deadline)

Step 24 – Take Training on Post-SAC Conversion Template

Who: Project Lead

Take training from Student Records to create your post-SAC Program Conversion Template.

Completion Date: Dates in June, Sept, Oct and Nov

Resources: Post-SAC Conversion Template Training for Project Leads – Part 1 and Part 2 plus the PowerPoint Presentation

Step 25 – Submit Post-SAC Conversion Template

Who: Project Lead

Submit the post-SAC Program Conversion Template to srso@rrc.ca with Chair and Dean signature

Completion Date:

Fall 2022 Launch: As soon as possible after SAC approval, latest deadline Dec 23, 2021 (hard deadline)

Winter 2023 Launch: As soon as possible after SAC approval, latest deadline April 29, 2022 (hard deadline)

Resources:

Step 26 – Student Records Provides Response

Who: Student Records

Student Records provides a response to academic area re: the Post SAC-Conversion Template – either to endorse, clarify items or recommend changes.

Completion Date: Within approx. 2 weeks of submitting to Student Records (see step 25)

Step 27 – Academic Coordinator Consults with Timetabling

Who: Academic Coordinator

Academic Coordinator consults with the Scheduling Team to discuss delivery methods related to courses and scheduling.

Completion Date:

Fall 2022 Launch: Book an appointment no later than January 31, 2022.

Winter 2023 Launch: Book an appointment no later than June 30, 2022

Resources:

Step 28 – SROs Build Course Codes

Who: Student Records

Student Records builds Colleague program structure using post-SAC Program Conversion Template course codes and SAC-approved documents.

Completion Date:

Fall 2022 Launch: December – January

Winter 2023 Launch: April – May

Step 29 – SROs Send Response Email

Who: Student Records

Student Records sends email to Chair, Project Lead and Dean indicating CBR Colleague program structure has been built.

Completion Date:

Fall 2022 Launch: February 1, 2022

Winter 2023 Launch: May 16, 2022

Step 30 – SROs Send Post-SAC Template

Who: Student Records

Student Records sends post-SAC Program Conversion Template with new course codes and program information to Scheduling team and Manager of Financial Planning.

Completion Date:

Fall 2022 Launch: February 11, 2022

Winter 2023 Launch: May 23, 2022

Step 31 – Finance Calculates Credit Unit Fees

Who: Financial Analysts

Calculate Credit Unit fees and other fees for CBR Phase 4 Programs.

Completion Date:

Fall 2022 Launch: February – March 2022

Winter 2023 Launch: September 2022

Step 32 – Chair Submits Maestro Request

Who: Chair or Project Lead

Once Chair receives email “”Program Structure built””, Chair submits Maestro request to access Course Catalogue for the academic department designate to update course information.

Chair receives final version of Program Structure for one last look.

Identify “”academic department designate”” (see next step).

Completion Date:

Fall 2022 Launch: February 2022

Winter 2023 Launch: May – June 2022

Step 33 – Train Designate (as needed) on Catalogue

Who: Enrolment Services

Train academic department designate (if not already trained) on how to update courses in Catalogue Maintenance.

Completion Date:

Fall 2022 Launch: February 2022

Winter 2023 Launch: June – July 2022

Step 34 – Update Course Descriptions

Who: Academic Department Designate

Update course descriptions in Catalogue Maintenance.

Once complete, inform Enrollment Services, who will then publish to the web.

Completion Date:

Fall 2022 Launch: February 2022

Winter 2023 Launch: June – July 2022

Step 35 – Enrolment Publishes to Web

Who: Enrolment Services

Enrolment Services publishes to the web.

Completion Date:

Fall 2022 Launch: February 2022

Winter 2023 Launch: July 2022

Step 36 – DCU Opens

Who: Academic Coordinators

DCU opens for Academic Coordinators to commence entering scheduling requests.

Completion Date:

Fall 2022 Launch: February 25, 2022 – Approx. final dates TBD

Winter 2023 Launch: September 17, 2022 – Approx. final dates TBD

Step 37 – DCU Closes

Who: Academic Coordinators

DCU closes. All scheduling information (including instructor loads) must be entered by the Academic Coordinators by 4:00 pm.

Completion Date:

Fall 2022 Launch: March 8, 2022 – Approx. final dates TBD

Winter 2023 Launch: October 1, 2022 – Approx. final dates TBD

Step 38 – End of 120 Day Government Review

Who: All

End of 120 day review for Government Approval for programs submitted to government.

Note: Registrar will prepare all CBR Phase 4 programs under the assumption there will be government approval.

Completion Date:

Fall 2022 Launch: Week of April 11, 2022

Winter 2023 Launch: TBD

Step 39 – Student Aid Program-Level Application

Who: TBD

For programs that have received Government Approval for modifications, complete and submit Manitoba Student Aid application to secure program-level student aid eligibility.

Completion Date: TBD

Step 40 – Present to Fees Committee

Who: Financial Services

Present Tuition and Fee Structure for CBR Phase 4 Programs to Fee Committee.

Completion Date:

Fall 2022 Launch: April 6 – 10 – Approx. final dates TBD

Winter 2023 Launch: June 13 – 17

Step 41 – Share Fees Information

Who: Financial Services

Once Tuition and Fee structure approved by Fee Committee – share final approved information with Steering Committee, Working Group and Registrar Office.

Completion Date:

Fall 2022 Launch: April 11 – 15 – Approximate, final dates TBD

Winter 2023 Launch: TBD

Step 42 – All Schedules Finalized

Who: Enrolment Services

All schedules to be finalized. No further changes to slot times can be accommodated.

Completion Date:

Fall 2022 Launch: April 30, 2022

Winter 2023 Launch: TBD

Step 43 – Students View Schedules on Student Planning

Who: Students

Able to view schedules on “Student Planning” (new software)

Completion Date:

Fall 2022 Launch: May – June, 2022

Winter 2023 Launch: TBD

Step 44 – Student Self-Registration Period

Who: Students

Self-Registration Period.

Completion Date:

Fall 2022 Launch: May – June, 2022

Winter 2023 Launch: TBD