CRCS College Proposal Administrator Manual

College Administrator Tools

As a college administrator, you must review the proposal to make sure it appears correctly and send it for any additional consultation or to any subcommittees as needed. Once the proposal is ready to move forward, you start the Required Signatory process by sending it to the department head for a signature.

There are several methods available to access a proposal. The first method is from within ANGEL. The second is from within the Curriculum Review and Consultation System (CRCS) itself via the View College Admin Tools icon to the left of a specific proposal listing. The third method is also from within the CRCS via the Tools menu. All methods are detailed below.

Access a Proposal from the My Curriculum Component in ANGEL

If you are a college proposal administrator, to access a course or program proposal, from the ANGEL My Profile page:

  1. Within the My Curriculum component, expand either the Course Proposals Awaiting My Review or Program Proposals Awaiting My Review list by clicking the plus (+) button to the left of that list choice.
    My Curriculum component in ANGEL.
    My Curriculum component in ANGEL
    Note: If the My Curriculum component does not appear on your My Profile page, you can add it following the steps in the Customize My Profile Components and Layout help topic.
     
  2. Under Course/Program Proposals Awaiting My Review, select a proposal to take you into the CRCS and into the selected proposal, onto the page where you enter your comments and submit the review to move the proposal forward.

Note: Once within the system, you can access other proposals via the Tools menu, or via the View College Admin Tools icon to the left of a proposal listing. Switching back and forth from the CRCS to ANGEL to access additional proposals is NOT recommended.

Access a Proposal from the View College Admin Tools Icon

To find a program proposal from the CRCS home page:

  1. Scroll down to the Requests for My Consultation section. Proposals awaiting college administrator consultation will have a Use College Admin Tools (wrench and hammer) icon to their left.
    Tool icon in shape of wrench and hammer.
    Use College Admin Tools (wrench and hammer) icon

    Tool icon placement is to the direct left of a proposal I D in the Requests For My Consultation section.
    Requests For My Consultation section of home page
    Note: The Use College Admin Tools option is only available when the proposal is in the College Proposal Administrator workflow step. If you do not see this icon, see the "Access a Proposal from the Tools Menu" section below.

  2. Click the Use College Admin Tools icon for a proposal. A pop-up menu will display the tools.
    Pop-up menu that appears when you click on the tools icon.
    College Admin Tools pop-up menu

See below for complete information on these tools.

Access a Proposal from the Tools Menu

You can also access a proposal in the following manner from the CRCS home page:

Note: When a proposal is not at the college administrator step in a workflow, you must access it via this method.

  1. From the menu on the left, select the Tools link.
    The Tools menu choice on the left side of the screen.
    Tools menu
  2. From the pop-up menu, select the Administrative Tools link.
    Pop-up menu that appears when you click on the Tools menu choice. The first choice in the pop-up menu is Administrative Tools.
    Tools menu, Administrative Tools menu choice
  3. All program proposals within your college will be listed. If you are a college proposal administrator in more than one college, you can select the name of a college from the College pull-down menu to filter the list to just the proposals within that college.
    Note: You can sort the list of proposals by clicking any column heading.
  4. To find a proposal, first enter search text for the proposal title, initiator, or submitter in the Keyword Search field, and then click the Search button.
    Note: The search function is not case-sensitive.
    Keyword search tool showing the keyword field and the search button.
    Entering Keyword Search text
    The search results are displayed in the list below.
  5. Once you locate a proposal, click the View College Admin Tools icon to the left of the proposal listing.
    Tool icon of a wrench and hammer. It is to the direct right of the trash can icon and is the second icon from the left.
    Proposal options—View College Admin Tools
  6. The College Administrator Tools menu will display.

College Administrator Tools Menu

College Administrator Tools Menu. Each menu choice is annotated.
College Administrator Tools menu

Begin Approval Process

If you have determined the proposal is ready, select the Begin Approval Process link to begin the series of signatory reviews/approvals. Click OK in the pop-up window to confirm.

Note: This menu option is only available when the proposal is in workflow step 3: College Proposal Administrator.

Edit this Proposal

Select the Edit this Proposal link if for any reason it is necessary to make alterations to the proposal. The screens are the same as those described in the Submit a Proposal to Add an Undergraduate Program section of the Curriculum Review and Consultation System User's Manual.

Note: The proposal is only editable if the college proposal administrator has not yet sent the proposal forward for required signatory review. Once the proposal enters the approval process, alterations cannot be made.

Add/Edit Administrative Comments

Select the Add/Edit Administrative Comments link to edit, delete, or add comments at any point in the review process. The comments will appear in the print view of the proposal.

Beneath the Review History subheading, you will see any existing comments, who they were submitted by, and the date they were entered. Each listing is preceded by Edit and Delete links. To edit a comment, select the Edit link, make necessary changes in the Comment text box, and then click the Save Comment button. To delete a comment, select the Delete link. A pop-up confirmation message will appear. Click OK. Once an administrative comment is deleted, it is no longer part of the official record.

If you are entering comments for an individual other than yourself:

  1. Click Add Administrative Comment(s) to This Proposal to expand that portion of the screen.
    The Administrative Comments screen contains a name field, user I D field, comment field, and Save button.
    Administrative Comments screen
  2. Enter the person’s Name and UserID.
  3. Enter comments in the Comment text box, then click the Save Comment button.

Note: Comments you add become part of the official record, and can be viewed in the print view by anyone taking part in the review process. View the print view by clicking the page icon next to a program title. An administrator can also view comments by selecting the View All Consultants link. Adding a comment generates no email from CRCS. One use of this tool could be to paste in comments received from a consultant outside Penn State. Another use could be to add a summary of consultation results.

Edit Consultation and Review History

Select the Edit Consultation and Review History link to edit an incomplete, informal, or formal (non-required signatory) consultation, or to edit the name or user ID of a required signatory.

To edit a consultation:

  1. Click the pencil icon to the left of the consultation listing.
    The pencil icon on the Edit Consultation and Review History page is to the direct right of the View Comments icon and is the second icon from the left.
    Edit Consultation and Review History page—Edit Consultation
  2. Edit the information as necessary, and then click the Save Changes button.
  3. To view the review history for a proposal, click the monitor icon to its left.
    The computer monitor icon on the Edit Consultation and Review History page is the first icon from the left.
    Edit Consultation and Review History page—View Comments

Request Additional Consultation

If you determine additional consultants should evaluate a proposal:

  1. Select the Request Additional Consultation link.
  2. Select the check box next to the name of one or more consultation groups.
    Request Additional Consultation Form. It contains a View Printable Version of the Proposal link, a College Admin Group check box, and a Send Request for Additional Consultation button.
    Request Additional Consultation form
  3. To include a personal message, select the Optional Personal Message link. A text field will display in which to enter a message.
  4. Click the Send Request For Additional Consultation button.

Reset and Notify for Resubmission

If changes to the proposal are required from the initiator:

  1. Select the Reset and Notify for Resubmission link.
    Note: This menu selection will only be available if the proposal is in the College Proposal Administrator workflow step.
  2. Select the radio button indicating the type of reset.
    Partial and full reset options for a proposal form. It contains partial or full reset radio buttons, a reasons for resubmitting this proposal text field, a reset and notify for resubmission button, and a cancel button.
    Partial and full reset options for a proposal
    • Select Partial Reset if changes must be made to the proposal but another formal consultation is not required.
    • Select Full Reset if you believe major changes must first be made to the proposal and it must undergo another formal consultation.
  3. Enter the reason for resetting the proposal in the text box provided (required).
  4. Click the Reset and Notify for Resubmission button.

An automatically generated email is sent to the proposal initiator and submitter indicating that the proposal has been reset. This email will include the entered justification for the reset.

View a List of College Administrators for a Proposal

To view a list of all of the college administrators for a proposal, click the globe icon to the left of the proposal listing.

The View All College Administrators for a Proposal icon is a globe to the direct left of the proposal I D.
View All College Administrators For This Proposal (globe) icon

To email a listed administrator, click the person’s name.

List of college administrators for a proposal form. It is a list of names and home colleges. The names are mailing hyperlinks.
List of college administrators for a proposal

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