Process Number: 129	Revision Date: 3/11/2005 10:41:00 AM
Revision #: 4	Back | Access Password:

Academic Program & TOPS Codes Creation/Change

Office Responsible:

CINS - Crafton - Instruction VINS - Valley - Instruction

Process Type:

internal

Position Title:	Secretary II		Author:	CAleman
Cross Trained Staff:		Manager:		Vice Pres.:	RCalote

Timeline (Deadlines or Time-Constraints) :

What must be done before this process is started:

Curriculum board announces programs then DyAnn, Kelly and Corrina smart code. Taking from what they have now. Certificate type must be available in CCDs in order to create a certificate program.

Which processes are waiting for this process:

Build a Course, Build a Section, Application, Registration, Grading, Graduation, MIS Data Extract.

Source documents or communication with information needed for this process:

Curriculum forms: Request for New Course Request for New Certificate/Degree Request for Certificate/Degree Modification

What is the end-result of this process, or the hand-off

Student Program Award Data Syntactical Edit Annual (fiscal reporting year) (San Bernardino or Crafton College) Detail Report This report is sent by the State Chancellor`s office to audit the available academic programs provided by each of the colleges. This report is a result of the MIS reporting for the student award program from each of the colleges. Upcoming Schedules and Catalogs

What steps must be taken independent of the computer system (Manual Process)

Following the request of the specific Dean, Ray Eberhard, Dean of Vocational Education, to get approval from State in order for Valley to offer a new or modified Academic Program Approval process of creating or modifying an Academic Program. Curriculum approval form to be signed by the following offices: Department Division Curriculum Preview (subcommittee of Curriculum) Curriculum Forward to Board of Trustees Upon completion of this approval process the Curriculum Secretary informs the incumbent of any additions or changes to an Academic Program. Notify Computing Services office of new TOP and Unique codes to update table in Colleague.

Which steps must be taken on a computer (Electronic Process):

Datatel Data Entry Screens: CERT, PROG, APRS The following are the required fields for data entry in order complete the process of creating a new program in the system, including guidelines for the specific data to be entered. Academic Program Code format: e.g., C.AA.ACCT 1st set identifies the college C (Crafton), or V (Valley). Next set identifies the type of program AA (Associate of Arts), AS (Associate of Science), or CERT (Certificate). The last set identifies the academic discipline, e.g., ACCT (Accounting), CHEM (Chemistry), etc. . Title - Discipline Status - Active or Inactive Appr Date - Currently using the effective date as directed by the Crafton or Valley Curriculum committee. Catalogs - e.g., C0001 CHC 2000-2001 Cat The 1st set identifies the college C (Crafton) or V (Valley), and the last 2 digits of the catalogs beginning to ending calendar year. The 3rd set is the initials for the college CHC (Crafton Hills College) or SBVC (San Bernardino Valley College). The 4th set identifies the full year for the beginning to ending catalog year. The last set Cat (Catalog) Start/End Dt - Start Date represents the 1st day of the effective semester. End Date is the date the program is inactive, usually the last day of the current academic year. The End Date will automatically change the Status to I (Inactive) and record the date the program was inactivated with the current date. Degree - Enter the appropriate degree AA Associate of Arts or AS Associate of Science. Do not input any data if the program is for a Certificate. CCDs - Use this field only if the program is for a Certificate. If type of certificate not available in CCDs, load CERT to update list. Type is always `CERT` and Grantor is always `INSTI`. Academic Level - Always `UG Undergraduate` Grade Schema - Enter for Certificate program `UG All courses are UG` Local Ids - 2 parts : 1) TOPS code (6 digit) and 2) Prog ID/Unique code (5 digits) issued by the State Agency. Codes are to be entered in this order. There is no electronic list to lookup these codes, you must refer to list of approved programs from State Chancellor`s Office. Refer to notes TOPS and Unique Codes for additional details. Tran Group - `CO` (Crafton Oficial) or `VO` ( Valley Official) Mths to Cmpl - Always 48. Allow Grad - Enter Y, Yes for all programs. APRS screen - Used only for Certificae programs, enter the minimum and maximum credits for the program as specified by the Curriculum

Related Documents to Process (e.g. Datatel documentation, Government code books, etc.)

Curriculum Standards and Instructional Services Inventory of Approved and Projected Programs (TOPS and Program IDs listing available upon request from the State Chancellor for individual colleges)

Notes (Cautions, suggestions for improvement, etc.)

Prior revision date - 10/17/02 11:30:05 AM Documentation: No user documentation exists for this process. Documentation such as screen prints and e-mails are created when issues arise throughout the process for future reference. Help is also requested from SBCCD Computing Services, Dyann Walter and/or peer at other SBCCD College. TOPS and Unique Codes: The TOPS code and Unique code provided by the State must correspond, I.e., for each TOP code there is a Unique code. The system has no checks and balance that will inform the data entry person if any typographical errors were made for these codes until the report generated by the State is sent to identify the errors. Computing Services obtained the Unique codes from the State Agency and initially had the offices perform a `data clean up` where every program had a unique code entered into the system. Unique and TOPS codes had to be compared so that degrees/certificates were accepted by the State Agency having the same Unique Code. The Unique code is a recent data element required by the State. The Transcript Code field is a required data entry field, but its function in the process has yet to be determined. Per Brett Noble, the data in this field is not utilized by the two colleges. For consistency sake , the codes should be consistent for both institutions (CO or VO). Original author - Arlene McGowan