GOML PDA User Guide - University System of Georgia · Georgia ONmyLINE Program Database Application...

USER GUIDE Program Data Application (PDA)

Volume 1.7 Updated June 2019

Georgia ONmyLINE Program Database Application (PDA) User Guide 2

TABLE OF CONTENTS

General Information ..................................................................................................... 3 Overview ................................................................................................................. 3 Obtaining Access .................................................................................................... 3 Role-Based Access Accounts ................................................................................. 4 Helpful Planning Tips ............................................................................................... 5 Getting Help ............................................................................................................ 5 Logging In ............................................................................................................... 6

Adding a New Online Program ................................................................................... 7 Adding General Information ..................................................................................... 8 Adding Admissions, Application, & Schedule Information ....................................... 12 Adding Credit, Cost, & Financial Aid Information .................................................... 15

Status Change Requests .......................................................................................... 18 Status Change Request Form ................................................................................ 18 (Institution and Collaborative Program Coordinators Only) Approval Request Form ......................................................................................... 21 (Content Editors Only) Send Message to Content Editor ........................................................................... 22 (Institution and Collaborative Program Coordinators Only)

Modifying an Existing Program ................................................................................ 24

Additional Application Features ............................................................................... 25 Assigning Content Editors to Programs ................................................................. 25 Print Program Information from PDA ...................................................................... 27 Downloading a Text File of a Program .................................................................... 28 Managing Your Accounts ....................................................................................... 28


GENERAL INFORMATION The Georgia ONmyLINE (GOML) Program Data Administration (PDA) application is designed for University System of Georgia (USG) institutional representatives to enter data for distance education degree and certificate programs. Programs entered into the GOML PDA appear in the Georgia ONmyLINE searchable program catalog available at www.georgiaonmyline.org. Version 1.7 of the GOML PDA includes:

• Revisions to program form fields • Simplified navigation • New look

OVERVIEW

This document is for USG institution staff responsible for entering and maintaining information about approved distance education degree programs that are listed in the Georgia ONmyLINE searchable program catalog. The examples and illustrations included in the document represent test data and user accounts.

OBTAINING ACCESS

Access to the GOML PDA is available to individuals who are responsible for submitting distance education program information for listing on the Georgia ONmyLINE website. Contact the USG eCampus Web Team at [email protected] to request a username and password to access the GOML PDA. The eCampus Web Team will ask you to indicate the desired access role: Institutional Coordinator, Collaborative Program Coordinator, or Content Editor. If you are unsure as to which access role is appropriate for you, the USG eCampus team will contact you for further assistance.

Note: If you are an institutional or collaborative program director and want to assign someone as a

content editor for a particular distance education program, please have that individual email the USG eCampus Web Team to request a GOML PDA account. After we have created his or her account, you can log in to the GOML PDA and assign him or her as content editor to your program (see section Assigning Content Editors to Programs on page 25).


ROLE-BASED ACCESS ACCOUNTS The functions and forms available to users in the GOML PDA depend on their user roles. Figure 1. Overview of GOML PDA User Role Levels. The GOML Administrator role is restricted to USG ITS and USG eCampus staff.

GOML ADMINISTRATOR

INSTITUTIONAL COORDINATORS

COLLABORATIVE PROGRAM COORDINATORS

CONTENT EDITORS

The following information describes the various role-based access accounts:

Institutional Coordinators • May enter new programs, modify existing program information, and request activation/

deactivation of programs. The Institutional Coordinators cannot modify a program or assign Content Editors for a program they did not add, unless it is assigned to them by the GOML Admin.

• May assign Content Editor rights to specific individuals on their campuses or at other institutions who participate in online collaborative programs.

• May view all programs for their institutions. • May send an email to the Content Editor for one of their assigned programs from within the

PDA. • May print and download all program data for their institution.

Collaborative Program Coordinators

• May add programs for any institution in the collaborative. • May modify programs they have added or that the GOML Admin has assigned to them. The

Collaborative Program Coordinators cannot modify a program or assign Content Editors to a program they did not add, unless it is assigned to them by the GOML Admin.

• May assign Content Editors to the program. • May send activation requests for the program to the GOML Admin. • May send an email to the Content Editor for one of their assigned programs from within the

PDA. • May view all programs for their collaborative. • May print and download program data they have been assigned.

Content Editors

• May enter new programs for their institution. • May modify existing information for programs they have added or been assigned to by an

Institutional Coordinator or Collaborative Program Coordinator. • May submit an internal Submit Approval Request form to the Institutional Coordinator or

Collaborative Coordinator to approve information that has been entered for a particular program.


HELPFUL PLANNING TIPS

1. The role-based features of the GOML PDA can be used to decentralize the data entry and updating responsibilities for distance education programs within a single institution or across multiple institutions for online collaborative degree programs. For example, staff in the Admissions Office and Registrar’s Office may be assigned as Content Editors by the Institutional Distance Education Director in order to update Admissions and Registration deadline dates for an online program. Similarly, program staff from partner institutions participating in an online collaborative degree program may be assigned as Content Editors by the Collaborative Program Director to enter and update institution- specific information (e.g., telephone numbers, contacts), while the Collaborative Program Director retains the rights to enter and update program information that is the same across all partner institutions.

2. If institutions participating in online collaborative degree programs want to take advantage of

the hierarchical approval structure of the GOML PDA, the appropriate representatives from each partner institution should meet to designate an individual who will have Collaborative Program Director access privileges and will be assigned the role of Content Editor(s) for the program.

3. If institutional distance education directors want to use the hierarchical approval structure of the

GOML PDA, they should decide who on their campuses should be designated as Content Editors for which programs. Directors should meet with these individuals to review internal procedures for entering distance education program information into the GOML PDA BEFORE requesting a Content Editor account. Proper planning and preparing of all staff will ensure that everyone involved in the process will understand expectations and procedures.

4. Institutions are not required to use the hierarchical management structure that is available in the

GOML PDA. However, if institutional distance education directors or online collaborative degree programs want to take advantage of these features, the ITS Georgia ONmyLINE project staff is available to consult with institutions to help them determine the best way to approach the implementation of the role-based access account features of the GOML PDA. To request assistance, contact the USG eCampus Web Team at [email protected].

GETTING HELP

Contact the USG eCampus Web Team at [email protected] for questions and support for the GOML PDA.


LOGGING IN

Go to https://www.usg.edu/goml/programs/ to login. All users are required to enter a login ID and password to access the site.

If you are having trouble logging in, please contact the USG eCampus Web Team at [email protected].

Forgot Your Login?

Click the link on the login page, enter your email address, and obtain login information.


ADDING A NEW PROGRAM The GOML PDA application consists of a single form with three sections. To add a new program, you will begin the process by entering and saving data in the General Program Information section. This step will create a database record for the program.

After a record is established, you may proceed to enter the Credit, Cost, and Financial Aid information as well as the Admissions, Application, and Schedule information during this session, or return to the site later and complete the process.

New program additions are always in pending status by default, i.e., the information will not be published online until a Georgia ONmyLINE Administrator approves it and changes the status to “Active.”

Step 1: Click on “Add a New Program” from the Programs Data Application Homepage or the “Add a Program” button in the top navigation.

Step 2: View the current programs listed for your institution to make sure you are not duplicating a program. If a program does not already exist, proceed by clicking “Continue to Add a Program Form.”

If your program already exists, click “Edit Existing Program Data” to make updates.


ADDING GENERAL INFORMATION

You will be directed to the “Add a NEW Degree Program” form page. The information entered will be the program’s General Program Information.

Step 1: Enter the required data in the fields. You must enter information into any fields that you want information displayed in the program search. If a field is left blank, no header or information will be displayed. Do not enter the words blank or non-applicable into fields that do not contain any information.

IMPORTANT: All required fields must be completed before the user may request a Status

Change. If all required fields have not been completed, the Submit button will not be available on the “Status Change Request” page and an Incomplete Data warning notice will appear.

User Role Note: Institutional Coordinators and Content Editors will only see the name of their

assigned school listed in the Institution field. Collaborative Program Coordinators will see a drop-down menu in the Institution field with a list of all USG institutions. Collaborative Directors should select the name of the school offering the collaborative degree program and repeat this process until all data have been entered for each partner institution.


Data Elements for the General Information Form

* Indicates a required field

ELEMENT DESCRIPTION

Institution * Select your institution from the drop-down menu provided.

Institution Website * Please enter complete URL with no additional text.

Example: http://www.someschool.edu/

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 since these programs are not generated in student searches.

Program Website Please enter complete program URL with no additional text.

Example: http://www.someschool.edu/program/

Program Discipline/Subject *

Select the discipline that best fits from the drop-down box. Please see http://nces.ed.gov/pubs2002/cip2000/ciplist.asp for the CIP listing.

Degree Type *

Select the degree from the pull-down list provided: • Certificate • Associate • Bachelor’s • Master’s • Specialist • Doctorate • Endorsement/Add on

Program Level *

Select the level from the pull-down list provided: • Undergraduate • Graduate • Other

Program Description *

• Provide a detailed description of the program. Describe its overall objectives, delivery 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. You may include hyperlinks in this field; for example, the program’s departmental URL.


Primary Delivery Format *

Select the primary mode of delivery for the program from the drop-down list provided: • CD-ROM: instruction delivered through CD-ROM(s) • DVD: instruction delivered through DVD(s) • GSAMS: instruction delivered through GSAMS technology • Internet: e.g. email, Web pages and GeorgiaVIEW Vista • Other: A single means of delivery not defined by another

code. (NOTE: this code should not be used as a catch- all for unspecified combinations of distance education technologies.)

• Other network: instruction delivered through a local area or other non-network

• Print-based materials • Satellite: instruction delivered through downlinks of

satellite technology • Television

• Two-way interactive video: instruction delivered through interactive video technology other than GSAMS

Attendance Requirement *

Select the requirements that apply to the program: • No campus visits. All coursework and assignments con-

ducted online. • Limited campus visits. A maximum of two campus visits

required per term. • Extensive campus visits. Three or more campus visits

required per term.

Supplemental Program Delivery Formats

List any additional delivery formats used in this program other than the primary delivery format.

Program Accreditation

• List any programmatic or specialized accreditation for this program (such as NCATE or AACSB).

Special Program Requirements

List any requirements beyond coursework, such as completion of a thesis, dissertation, project, report or other academic activities that are required of students in this program. You may list a URL. Up to 1,000 characters allowed.

Special Program Prerequisites

List any prerequisites associated with entry into this program. You may list a URL. Up to 1,000 characters allowed.


Contact Information for Program

In these fields, fill out the name, email address, and other contact information for the person who will respond to questions from the Georgia ONmyLINE Administrator about the program. This information is not visible to the general public.

Step 4: After you have filled in all the fields, click the “Save Data” button at the bottom of the screen. You will see the “GOML Program Data Submission” page.

Congratulations! You have created a database record for your program.

You now have two options:

1) Click “Edit Program” on the “GOML Program Data Submission” page, select your program, and proceed to enter the Cost and Admission information.

OR

2) Leave the PDA and come back later to complete your program information. Remember: your program is not live until all required information is filled out and the GOML Administrator has approved your program.


ADDING ADMISSIONS, APPLICATION, & SCHEDULE INFORMATION

Step 1: Click “Edit Program” from the “GOML Program Data Submission” page (if you just created a new program) or “Edit/Review Programs” in the top navigation (if you are returning to the site).

Step 2: Select the program on the “Edit/Review Program Information” page for which you are entering or editing information.

Step 3: Click on the “Admissions & Application” tab

Step 4: Click the “Edit Admissions & Application” button




Change. If all required fields have not been completed, the Submit button will not be available on the Status Change Request page and an Incomplete Data warning notice will appear.

Data Elements for the Admissions, Application, & Schedule Information Form * Indicates a required field

ELEMENT DESCRIPTION

Admissions Information Program Specific Admissions Requirements*

List the general requirements for program admission (e.g., academic background, preparation, degrees, experience and GPA). Also, include other institution admission information for students (e.g., availability of online application, competition for slots in the program, etc.). Up to 4,000 characters allowed.

Admissions Website Enter the complete URL with no additional text.

Example: http://www.school.edu/admissions/

Admissions Contact Provide the email and phone number for the contact person.

The phone number format is: ###-###-####. International Student Admissions Website

Provide a link to admissions information specific to international students.

Application Information Application Requirements

List all the program and institution application requirements (e.g., application forms, application fees, transcripts, standardized test scores, and letters of recommendation). (NOTE: If you copy and paste this information from Word, please avoid special characters such as tabs, bullets and dashes.) Up to 4,000 characters allowed.

Application Deadline(s) *

Select the date the application must be received for acceptance into the program for each semester. If application deadlines do not apply, select the “Open” checkbox.


ELEMENT DESCRIPTION

Projected Course Offerings

Provide a link to the projected course schedule for the particular program on the institutional website.


You will receive a confirmation that the Admissions Information has been saved.


ADDING CREDIT, COST, & FINANCIAL AID INFORMATION

Step 1: Click “Edit Program” from the “GOML Program Data Submission” page (if you just finished editing other program information) or “Edit/Review Programs” in the top navigation (if you are returning to the site).


Step 3: Click on the “Credit, Cost, Financial Aid” tab

Step 4: Click the “Edit Credit, Cost, Financial Aid” button.




Change. If all required fields have not been completed, the Submit button will not be available on the Status Change Request page and an Incomplete Data warning notice will appear.

Data Elements for the Cost, Credit, Financial Aid Form * Indicates a required field

ELEMENT DESCRIPTION

Credit Hours & Transfer Information Total Number of Credit Hours to Earn Degree / Certification *

Indicate the total number of credits required to earn a degree in this program. Include, as appropriate, the degree level, number of upper-division credits required, number of core credit hours required, program elective credit hours required, and number of college or university requirements and electives. Please do not use a URL.

Maximum Number of Credits Transferable into the program

Indicate the maximum number of credits that the average student may transfer into this program.

Tuition and Fees Information

Tuition / Fees Information Website *

Enter the complete URL to your institution tuition page with no additional text. Example: http://www.school.edu/tuition/

Other Cost Considerations or Information

Include any other information related to program costs that may be relevant to the student. Provide an estimate of required program materials per term (textbooks, software, etc.) for a student enrolling in the program including information about waivers. Up to 3,000 characters allowed.


Financial Aid Information Financial Aid Website * Enter the complete URL with no additional text.

Example: http://www.school.edu/finaid/



STATUS CHANGE REQUESTS The GOML PDA has several built-in communications forms that can be used to send messages and requests to the various users. Think of these internal forms as being similar to email messages.

STATUS CHANGE REQUEST FORM (Institution and Collaborative Program Coordinators Only)

If you are an Institutional Coordinator or Collaborative Program Coordinator, you must send a request to a GOML Administrator to activate the program by completing the Status Change Request form. This is the final step in entering a new distance education program. New program additions are always in pending status by default; i.e., the information will not be published online until it is reviewed and approved by a Georgia ONmyLINE Administrator. Content Editors need to follow the steps on page 21.

Step 1: Click “Edit Program” from the “GOML Program Data Submission” page (if you just finished editing other program information) or “Edit/Review Programs” in the top navigation (if you are returning to the site).



Step 3: Click “Submit a Status Change Request to GOML Administrator.” The “Change Request” form will drop down.

Step 4: Select your request, make sure your contact information is correct, and write a note to the GOML Administrator if necessary.


IMPORTANT REMINDER: A Status Change Request cannot be submitted unless all the required information is complete.

Step 5: Click “Submit Change Request”

Once submitted, the GOML Administrator will be notified via email of the Change Request and will contact you with any questions or to communicate completion of the task. Please allow 3 business days for the request to be completed.

Data Elements for the Status Change Request Form * Indicates a required field

ELEMENT DESCRIPTION

Change Status to Active

This action notifies the Georgia ONmyLINE Administrator that you are requesting the program be made visible to the general public in the Georgia ONmyLINE searchable program catalog. INFORMATION CANNOT GO ACTIVE UNTIL ALL REQUIRED FIELDS ARE COMPLETED.

Change Status to Pending This action notifies the Georgia ONmyLINE Administrator to change the status of the program from Active to Pending. The program will not be visible in the Georgia ONmyLINE searchable program catalog.

Change Status to Archive

This action notifies the Georgia ONmyLINE Administrator to change the status of the program from Active to Archive. The program will not be visible in the Georgia ONmyLINE searchable program catalog; however, the data remain in the database.

Internal Notes This field can be used to communicate internally to the

Georgia ONmyLINE Administrator.


APPROVAL REQUEST FORM (Content Editors Only)

After a Content Editor has entered data for a distance education program, the Content Editor must send a message to the designated Institutional Coordinator or Collaborative Program Coordinator to review and approve the program information.

Step 1: Click “Edit/Review Programs” from the top navigation

Step 2: Select the program on the “Edit/Review Program Information” page for which you want to request approval for.

Step 3: Click on “Submit Approval Request to Institutional Coordinator.” The “Approval Request” form will drop down.

Step 4: Select the message recipient, check your contact information, and provide a short message, if needed,


IMPORTANT REMINDER: A Status Change Request cannot be submitted unless all the required information is complete.

Step 5: Click “Submit Approval Request”

Once submitted, the Institutional Coordinator will receive a notification via email. If the Institutional Coordinator or Collaborative Program Coordinators approves the program information, he or she will complete the Status Change Request form to the GOML Administrator.

SEND CONTENT EDITOR A MESSAGE (Institution and Collaborative Program Coordinators Only)

After the Institutional Coordinator or Collaborative Program Coordinator receives a program approval notification email, he or she may send a message back to the Content Editor. This form only appears on the screen for Institutional Coordinators and Collaborative Program Coordinators. The Institutional Coordinator or Collaborative Program Coordinators may use the form to ask the Content Editor to revise program information, remove information, or simply inform the editor that the program information has been approved and will be submitted for activation.

Step 1: Click “Edit/Review Programs” in the top navigation.

Step 2: Select the program on the “Edit/Review Program Information” page for which you want to send the Content Editor a message about.

Step 3: Click “Send Message to Content Editor.” The “Message” form will drop down.


Step 4: Select the message recipient, check your contact information, and add a message to the Content Editor.

Step 5: Click “Send Message”

Once submitted, the Content Editor will receive a notification via email.

([email protected])


MODIFY AN EXISTING PROGRAM This section shows you how to modify an existing program.

NOTE: If your program is already live on the Georgia ONmyLINE website, you do not need to

submit a Change Request after modifying a program.

Step 1: After logging in, click on either “Edit/Review Existing Program Data” or “Edit/Review Programs” from the home page.


Step 3: Select the tab where you want to edit information. You can only edit one tab at a time. Repeat Steps 1-5 for each tab that requires edits.


Step 4: After selecting the tab, select the gold “Edit” button

Step 5: Make your desired edits and click the “Save Data” button at the bottom

ADDITIONAL APPLICATION FEATURES This section describes additional features that are available in the GOML PDA v.1.7

ASSIGN CONTENT EDITORS TO PROGRAMS

Institutional Coordinators and Collaborative Program Coordinators may assign Content Editors to any program to which they are assigned and have access. To assign a Content Editor to a program, follow the instructions below:

Step 1: Select “Manage Access to Programs” or “Manage Program Access” in the top navigation.


Step 2: Select the title of the program to which you want to add content editing privileges.

Step 3: Select the Content Editor(s) you want to have access to edit the program. If an account does not exist, email the USG eCampus Web Team to request an account be created.


Step 4: Click “Save Selections” at the bottom of the page. You will see the “GOML Program Editors” page with confirmation that changes were saved.

PRINT PROGRAM INFORMATION FROM PDA

This section shows you how to print program information you have added to the GOML PDA.


Step 2: Select the program on the “Edit/Review Program Information” page for which you want to print information for.

Step 3: Click on “Print Friendly” on the “Edit/Review” page. You will see a page that lists all your program data.

Step 4: In your browser, select Print. Modify your personal print settings and click the “Print” button.


DOWNLOAD A TEXT FILE OF A PROGRAM This section shows you how to download a text file of your program information you inserted in the GOML PDA.


Step 2: Select the program on the “Edit/Review Program Information” page for which you want to download a text file.

Step 3: Click “Download Text File” on the “Edit/Review” page. The text file will be automatically downloaded into the “Downloads“ folder on your computer.

MANAGE YOUR ACCOUNTS

Users may change their email address, telephone number, username, and password for the GOML PDA application.

Step 1: Click on the “My PDA Account” tab in the top navigation. You will see the “Modify PDA Login Account” page.


Step 2: Modify your User Profile and/or Login Credentials information as needed.

NOTE: If you change your password, the next time you login the new password will be in effect.

Step 3: Click “Save Changes” at the bottom of the page. You will be directed to a confirmation page.

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