CIM COURSES ADMIN: Hello and welcome
to the CourseLeaf
CIM Courses Approver Training
for how to approve new course proposals and course edit 
proposals that are pending in your workflow.
  This training is provided by the University 
Registrar's CIM Courses Administrative Team 
 in collaboration with CourseLeaf.
  CourseLeaf is the developer of multiple software options
that support academic operations including curriculum.
  CIM is the software that supports curriculum
request submission, workflow processing, and approval.
  C-I-M, CIM, stands for Curriculum Inventory Management.
  CIM Courses is one of two tools within CIM.
  It is a workflow system for proposing, editing,
and gaining approval for new and existing courses.
  This is the tool to which you now have access. 
It functions very similarly to curriculum.osu.edu.
  Anna, the trainer from CourseLeaf, will introduce CIM Courses,
demonstrate how to navigate within CIM Courses,
  and how to approve a new course proposal 
or a course edit proposal that is pending in your workflow.
  This training is helpful for new users or
for those needing a refresher. Let's get started.
ANNA: Hello and welcome to the Ohio State CIM Approver Training.
  My name is Anna O'Neal and I am a trainer with CourseLeaf,
the company that creates and maintains CIM,
 the software we're using today.
  This training is for those of you who are going to be approving 
and reviewing curricular proposals made through CIM.
  By the end of this session, our goal is for you to understand the uses of CIM,
  to search and find courses in the system, as well as reading
and understanding what those records say of those courses,
  reviewing new courses and course change proposals within CIM,
  and choosing what to do once you have reviewed them, either editing,
rolling back, or approving those proposals all the way through.
CIM stands for Curriculum Inventory Management,
and here we've just got a screenshot of the landing page of CIM.
  When you get into CIM, you'll see the Ohio State University
branding here in the upper left-hand corner.
  You'll see a search bar underneath where you can search for any
courses you may be trying to view, 
and underneath you'll see kind of a repository of the courses. 
For approvers, automatically what shows is courses 
that are being changed or being proposed. 
That way you can kind of easily see 
if something is requiring attention.
  We'll get into the system later and show you what the 
landing page actually looks like, and we'll also show you 
how to take action.
But we just wanted you to kind of get your eyes on
this landing screen to be able to find what you need 
once we get into the system.
  We've got some CIM-specific terms that we want
you to be aware of as we're jumping into the system today.
  The first term is a proposer. A proposer is a faculty 
or staff who initiates the process of curricular proposals.
  The system will keep track of who is 
initiating a change or proposing a new course,
  as well as the date and time 
that that person took action in the system.
  The next term we want you to be aware of is red-green markup.
  Red-green markup allows for users to know
what changes have happened in the system.
  Anything that is removed or erased is shown in red with a strikethrough,
  and anything that is new or added to a course
is shown with green text with a double underline 
under that green text.
  We'll look at this in a bigger example in a bit.
  start workflow is the button that is pressed 
when your proposers are going to be turning in 
their work to you for review.
  When they click start workflow, it kicks off a workflow process.
  Workflow is the process of curriculum shared governance 
as a course proposal moves through the system.
  Workflow is just the software representation of that approval process.
  For each item that is going through approval,
  there will be a series of steps in a line 
that has the name of the role that needs 
to take action on that item.
  So in our example on the slide, you'll find 
that the first role title is unit approval D1132.
  That step is currently waiting approval.
  The next step is the college approval after that.
  On the right hand side under our approver term, 
approver is a person in one of the roles that is called in workflow.
An approver is a person that is required to act on 
behalf of that role in workflow 
to either send a proposal back or edit a proposal 
or approve it on through to the next step.
In the image, we can see that the unit approval 
role is currently the one being called unit approval 
D1132 at the top of our image.
  Underneath, we'll have the list of users in this role.
  These are approvers who are able to take
 action on behalf of the unit approval role itself.
  An approver is just one person, but 
a role can contain many approvers within it.
  Only one approver needs to go into the system 
and act on behalf of that role.
  Here's a more in-depth explanation of our red and green markup.
  Red and green markup is the way that 
CourseLeaf tracks changes throughout the system.
  The markup, again, will have a red color
if a user removes or erases something from a course.
  This is considered old information.
  That text will also have a strikethrough of the text
indicating that it is no longer the current value for that course.
  For example, on the screen, we're seeing
that the course number 1100 has now been changed to 1100H.
  1100 was the old value in red text 
with a strikethrough, and 1100H is the new value in green text 
with a double underline.
  Anytime a user comes into the system, 
whether a proposer or an approver, 
and makes an edit in a course that already exists,
  we will see this red-green markup with strikethrough 
and double underline to indicate what type 
of change is happening in the system.
  These changes will also be displayed by user as well, 
so you can even determine who made these changes.
  Now, in workflow, as reviewing changes, 
either from proposers or approvers, we need to talk about 
how this proposal is going to move through workflow.
  First, our proposer clicks that start 
workflow button, which is equivalent to the Submit button.
  Once they select that button, the proposal will 
move from role to role in the system,
  each role requiring one person to give the
approval for the proposal to move through.
  Once the final approval says, yes, this proposal is okay, 
this course is fully approved, that course's 
data is then moved into the SIS.
  So, in this case, we're moving the course data into PeopleSoft.
  Typically, the last step before moving the 
data in is a CIM administrator role,
  so most of the approvers here in this training 
won't have to worry about moving anything into the SIS.
  That is specifically for the University Registrar CIM administrative team.
  Now, workflow starts once the proposer selects start workflow.
  The proposal will move through workflow in a linear fashion.
  So, let's say our workflow requires unit approval, 
then college approval, then functional approvals, and OAA approval.
  Now, maybe we are trying to move a proposal through workflow 
and we think, well, maybe we should just skip some of these steps
  and move to the Board of Trustees approval 
step instead and then on to our OUR approval.
  Unfortunately, that is not possible within CIM.
  Workflow must move linearly through each step from approver to approver 
in the system to ensure that governance is happening correctly.
  Now, administrators, CIM administrators, do have the 
ability to troubleshoot and make some changes if needed.
  But as approvers, all we can do is move it on to that next step after us.
  There is one exception to the linear functionality of workflow, 
and that is if an approver decides the proposal should not move past their step
  and must be sent back to a previous step for correction.
  So, in our example, we'll have a unit approval step
 followed by a college approval step that both approved the course.
  If we get to a functional approval step, for example, an honors approval step,
  and the person, the approver in this role
decides, no, we need to send this back,
  that person can send the proposal back
 to any step previous to them, including to the proposer.
  So, the proposal can move non-linearly if we're 
going back, kind of backwards in the approval process.
  This is because we might need certain individuals
 to make edits to the course as opposed to other individuals.
  Now, this rollback process is done the same way, 
and we'll look at what kind of functionality we have in the system in a bit.
  But this process is done the same way as approving.
  It will, the system will track who has rolled something back and to whom.
  So, on the right-hand side of our screen, we have two areas of headers.
  In the top portion, we see in workflow, and we have the 
unit approval step at the top of the workflow 
in this kind of gold-orange color.
  That approval step with that color is indicating 
this is the step that we are awaiting approval from.
  Now, if we're only paying attention to this particular area,
  we might think that the proposal was just submitted 
and is waiting on the first approval step to occur.
  However, underneath our in workflow header, we'll have approval path,
  which will show us the date, time, individual, 
and role that took action on this proposal.
  We can see in our number three below, we've got a 
rollback to the very first approval step, unit approval D1132.
  That happened at the honors review step.
  So, in our in workflow display, the proposal 
has been moved all the way back to the first step.
  So, if an approver decides to roll something back,
 there is a cataloged kind of step that is stamped in the system
  so that we have the ability to know who rolled something back
  and/or if a proposal was already approved at various steps before.
  Now, once the proposal is rolled back to the first approval step,
it will have to track through every step 
in a linear fashion just as it had to the first time.
  This is to ensure that everyone has eyes on the proposal
or everyone gets a chance to review the 
proposal before moving on to the next step.
  Now, we've already alluded to the actions
that approvers can take in the system,
  but I wanted to be explicit with those here.
The first thing you can do as an approver in the system 
is edit the proposal that has come to your step.
  Editing the proposal means that you would be changing 
what the initiator or the proposer has changed in the course.
  After editing the proposal, you would still need 
to approve that proposal on to the next step.
  Approvers can also roll back their proposal.
  As discussed, we can send the proposal back to any previous user,
  depending on whose role it is to change which 
particular types of information in the course.
  And again, the proposal will go through each next step linearly 
and come back to your step as well.
  Finally, approvers can simply approve
the proposal instead of editing or rolling back
  if everything looks good according to their role.
  This would involve just approving the changes 
as they are at the time they arrive at your step.
  And just that FYI note there for CIM courses,
  the final approval step will involve sending the course information into the SIS.
  Now we're getting a little more tangible as we come in 
closer to the demo portion of the presentation.
  So let's talk about how to access our approval space.
  Approvers can access their space in two ways.
  Number one, logging into CourseLeaf and clicking 
the workflow tab, selecting the workflow tab on the dashboard.
  The workflow tab automatically generates the 
proposals awaiting your particular role in the system.
  Another way to access the proposals that need review 
is to receive the email that is sent once the proposal gets to your step
  and selecting the link in the email that will take 
you directly to the dashboard here to take action on that proposal.
  So two ways. You don't have to save the email forever or you can't access it.
  You can just go into CourseLeaf and access 
the workflow tab, even if the email gets lost in the shuffle.
  We've got just a few examples of what an email might 
look like for you if you are an approver.
  One type of email you will see is a pending approval email.
  This email will be titled CIM Courses Review Request 
and it will contain the course code and title of the course that needs approval.
  Within the email, you will have the brief description of the course 
that you need to approve along with the link where you can access that course.
  Finally, you will see contact information for your 
OSU CIM admin team there and we'll review that in just a bit.
  The next type of email you may see is an FYI only email.
  At certain points during the workflow, there may be individuals 
who need to be notified that something is happening to a course,
  that an edit or a change is happening, 
but may not need to take action on the course.
  In that case, you will receive an FYI email.
  The subject of these emails is CIM Courses Course Change FYI.
  So this will indicate you don't actually need to go into CIM and take action,
  but you can go into CIM to review the changes as you might need to do 
something else outside of CIM or simply be aware that a change is happening.
  This email is very similar.
  There will be a brief description of the course that is changing 
and there will be a link to access that specific course.
  You'll select the link to be taken into CIM itself.
  And then you'll have a reminder that no approval is necessary.
  This is just for review along with contact information for your team.
CIM COURSES ADMIN: We're going to take a moment to go over some practical 
instructions and information specific to Ohio State.
  As of August 6, 2026, proposers must initiate new course 
proposals and course edit proposals in CIM Courses.
  However, proposers may still go into curriculum.osu.edu 
and view old requests until curriculum.osu.edu is retired.
  Approvers will continue to have access to view and approve 
pending requests at their approval step in curriculum.osu.edu.
  Now, approvers also have access to view and approve
 pending proposals and their workflow in CIM Courses.
  Curriculum.osu.edu will only retire once
all pending requests have been fully approved and processed.
Important. If you have a pending request in curriculum.osu.edu, 
do not initiate a separate proposal in CIM Courses for the same course.
  Once the course is processed and approved in curriculum.osu.edu and 
SIS, the changes will sync over to CIM Courses within two business days.
New Suffixes. With CIM Courses, you now have the 
ability to request multiple suffix 
courses including HS, Honors Service Learning, and ES, Embedded Honors 
Service Learning.
  Deadlines for initiating a proposal will be enforced within CIM Courses.
  A single deadline will be enforced for each semester for all proposal types.
  The deadlines will provide faculty and staff time to develop 
and initiate proposals while also allowing the necessary time for the workflow,
  supporting the core goal of providing students with a positive 
enrollment experience along with new and updated course offerings.
  Spring Proposals must be initiated by October 1st.
  Proposer access will be reduced on October 2nd.
  Summer Proposals must be initiated by March 1st.
  Proposer access will be reduced on March 2nd.
  Autumn Proposals must be initiated by June 1st.
  Proposer access will be reduced on June 2nd.
  Please note, colleges may enforce earlier deadlines. 
Please work with your college administrator.
ANNA: As you're moving through the system, you might have some questions 
where you're wondering what resources you 
have available to you to refer to in the new software.
  The first set of resources as CourseLeaf training we always recommend 
accessing is your Ohio State specific resources.
  You've got documentation at it.osu.edu/courseleaf 
that are available for you.
  And those will have very specific information about 
how you at Ohio State should be using the software.
You also can contact the University Registrar's
CIM courses administrative team 
anytime by sending an email to sae-cim-courses@osu.edu.
  Now CourseLeaf also has general documentation
 that we have on kind of how the tools work.
  It will be more general than your OSU specific documentation.
  But if you have questions about what's supposed to happen 
when I select this option or what am I finding on the screen here?
  You can access that documentation from within the software.
  It is found at https://luc.courseleaf.com.
  And we'll show you how to access that from inside the software.
  Now we're going to go ahead and jump into CIM Courses.
CIM COURSES ADMIN: To log in to CourseLeaf CIM Courses navigate to https://osu-next.osu.edu.
  Log in using your OSU credentials with your Ohio State username and password.
  Select the login button.
ANNA: Welcome to the CourseLeaf dashboard.
  Once you've logged in we'll take a tour of what you're
seeing here and then we'll move into the CIM Courses space.
  And we'll actually return to our dashboard to learn how 
to take action on any proposals in our workflow step.
  First things first in the upper left hand corner we'll have a help link.
  This help link will contain a link to the actual documentation on the 
CourseLeaf site that you can access from within CourseLeaf.
  So clicking on help or selecting help will open a panel on the 
right hand side of the screen with a header called support.
  The header support contains the help link right beneath it where you can find 
tutorials, instructions and tips and tricks for the system.
  If I select help here the system will take me directly to the 
CourseLeaf help site where I can log in using my Ohio State credentials.
  So I will find Ohio State in the drop down, select it and select go.
  It will also ask me to log in there.
  All the way over in the green banner in the 
upper right hand corner we have a person icon.
  Clicking the person icon or selecting the person icon will open up 
another panel on the right hand side to tell you who you are in the system.
  Now you won't see this un-become button.
  You won't have this on your screen in the log in as area.
  For me for the demo I do.
  You will have your name listed under logged in as and under current roles 
you will have any role of an approval step 
that you should have access to in the system.
  So I've given myself several roles here.
  We've got the college approval role, the OAA approval role
 and the unit approval role here so that I can show you how it looks.
  Most individuals will probably have one role in the system.
  Some may have more depending on your responsibilities at Ohio State.
  I'll click the gray X to get out of that panel and we're going to move 
to the left hand side of our screen now and mention these three cards.
  We have three module cards underneath our green banner 
indicating the different areas of the site that we could use.
  For today's training we will be hanging out in courses 
just to get a brief tour of what it looks like in there.
  You also have one-time offering card for things like workshop 
or other one-time offering courses that may that will be done in a different manner 
than our CIM Courses will be done.
  So that will open up a separate form.
  These types of courses are then put in the SIS directly 
by the registrar's office so they go through a different process.
  To the right of that card we have our accessibility request card.
  This is not a CIM form.
  When I click accessibility request a new tab opens displaying a Qualtrics 
survey that I can fill out to get any
 accommodations or help in navigating CIM.
  So if I need accessibility assistance 
I will begin by answering the first question 
and click or select next in the bottom right hand corner
 to move to the next page.
  Once I complete the survey I'll be able to get the 
accommodations that I need to use CIM.
And courses all the way on the left hand side is CIM Courses.
  That's where we're going to be for the next portion of our tour today.
  Before we jump in too deeply there 
wanted to point out we have items and items tab 
under CIM Courses on the left hand side and a workflow tab.
  We're likely to not really see much in our items 
underneath the courses module here.
  If you have started a course change you might see 
your course showing up in the pending category.
  But for the most part we will be taking action and accessing 
the workflow tab next to the items tab.
  As approvers the workflow tab will 
show a number next to the word workflow.
  With the number of proposals we have awaiting us at our workflow step 
and this will include any workflow step 
  Now before getting to the approval process I do want to kind of walk
 through the basics of CIM Courses so you understand what's happening 
maybe before something gets to your step.
  When I click the courses module on the dashboard 
it opens a new tab called course inventory management.
  This is the landing page that was presented on one of the previous slides.
  And here we have instructions underneath our course inventory management.
  These are general instructions about searching and information 
about subject codes and descriptions linked in that text.
  We will focus on searching here in this training.
  On the right we have quick searches that allow us to search 
by what editing step or what type of course we are looking for.
  Underneath we've got that repository that we mentioned before.
  We can see all courses that have pending changes 
along with the workflow step at which those courses are waiting.
  And underneath our repository we have a statement if you have a 
disability and experience difficulty accessing this content please contact us.
  The end of this statement please contact us 
is a link that takes you to the Qualtrics survey.
  So clicking please contact us or selecting please contact us 
will open a new tab with the same Qualtrics survey
which allows us to 
request digital accessibility assistance.
  I'm going to close that tab for now.
  Now if you receive an email with a notification that you need to take 
action on an item it will not bring you to this CIM landing page.
  But you can come in and check the status of any CIM course either that 
you need to approve or that you may have already 
approved by coming in to this CIM landing page.
  So as an example I'm going to choose any course 
that has a pending change with a workflow step here.
  Underneath I'll see the in workflow steps 
that are waiting for this particular course 
as well as the form of all of the information that this course currently has in it.
  Scrolling through the form I can see we've got different sections of information.
  We have general information this includes things
 like the course number title course description.
  Underneath we will be able to access information about 
why the course is changing course offering information.
  Prerequisites and exclusions.
  Cross listings equivalencies.
  CIP code information and more.
  So feel free to jump into CIM and search
 for a course that you would like to view.
  Now by default we can see these pending change courses 
or we have these pending change courses here on the landing.
  But let's talk about how to use the system to search 
for something that you might need in the 
system even if there's not a pending change.
  The first thing we will access is the search bar in the upper left hand corner.
  The search bar in CIM is not like Google. 
It is not a keyword search by default. 
What it is looking for is course codes or entire course titles.
  So we can begin by typing in a subject code.
  And the course number afterward and we can find an individual course.
  Now, if we are not sure or we want to look 
at more than one course at a time.
  We can search for just the subject code 
and we'll see a list of all courses in animal science.
  Now, if you are unsure of what the subject codes are, 
we do have some documentation in the instructions above the search bar.
  In those instructions, the very end of the instructions 
is a link to an OSU page that opens in a different tab.
  And there is one link on this page that will download 
a spreadsheet with the active subjects available.
  So if you're not 100% sure what you're 
searching for, this is one tool you can access.
  So in our spreadsheet, you'll see the list. 
You'll have the list of subject codes on the left hand side as well as 
what the descriptions of those subject codes are,
and the CIP code for further down in the form
  Another thing you can do if you're not fully sure of your subject codes 
is start typing in a subject code that you think may be accurate.
  You can use a partial subject code if needed 
and you can put an asterisk where you think I'm not really sure.
  An asterisk functions as a wildcard character to fill in any character,
 any letter, any number after that wildcard.
  So if I do this, it's going to find the subject codes that start with A-N-I-M. 
  It is also going to find the word animal or animation, 
any word that starts with A-N-I-M in the course title.
  So you can see A-N-I-M there and we're seeing 
A-N-I-M in our course titles and in our subject code here.
  Another thing we can do is we can 
search by actual keyword, but the way we 
have to do it is to add an asterisk before 
and after the word that we're searching for.
  So we said an asterisk is a wildcard character. 
That means that anything can come before the word animal.
  Anything can come after the word animal in what I'm looking for.
  And now we've essentially turned the search, which is meant to find 
subject and course code combinations or entire course titles.
  This way we've kind of turned it into a keyword search.
  So that's three different ways to search. 
The course code with the subject and number.
  The subject code, a partial subject code with an asterisk 
and a word with asterisks around it, 
which I guess is four different ways to search.
  Now, if you want to see only pending changes, 
I'm going to just refresh my screen quickly.
  If you want to see or display pending changes, the quick searches 
allow you to search by those editing statuses we talked about earlier.
  We've got modified courses. 
We'll show all of the pending changes in the system.
  This is one I expect approvers to be using relatively frequently.
  Now, once you have modified courses pulled up 
and it's filtered out all of the other course types or course change types, 
you can organize by the columns in our table.
  So if I wanted to organize by my workflow step, for example,
 it doesn't allow me to be very specific, but it does allow me to 
organize alphanumerically by the column title.
  So I'm going to zoom out of my screen just quickly 
so we can see the full name of our role here.
  So if I'm OCA Unit Approval D1132, I've now 
organized it so that my role is at the top of the screen.
  When I scroll beneath, now I'm seeing some red-green markup 
with that strikethrough and the double underline, and I can take a look 
at what's happening to the course.
  A couple quick notes. 
If I want to see any new courses being proposed, 
even if they're not in workflow, I can choose Proposed New Courses, 
and we'll see that status as New there.
  And if I want to access Withdrawn or Limbo courses, 
I can click Withdrawn, or I can select Limbo, 
and I will see examples of courses there.
  Now you might be wondering, what's 
the difference between status and status type?
Typically, we'll have the, we have two kind of 
different versions of what's happening to a course.
  We have kind of the curricular version 
of what's happening to a course, 
and we also have the CIM 
editing version of what's happening to a course.
  The status type is essentially telling us, 
is the course inactive and which type of inactive is it?
  If status type says N/A, that means the course is at rest. 
It is not inactive. It is just a course being offered.
  If the status type says Place in Limbo, that means the course is either 
inactive or becoming inactive, and it 
has been proposed to be placed in limbo.
  And if it is Withdrawn, now we're seeing 
Withdrawn and Place in Limbo when we choose 
Withdrawn up at the top.
  But this allows us to organize by status type, 
and we can come down, or 
we can, I'm just going to reverse alphabetize it. There we go.
  And we can see the Withdrawn courses on the right-hand side.
  So status type is essentially communicating, is the course in the process 
of being inactivated by either being placed in limbo or Withdrawn?
  And status is telling us what editing process is happening to the course.
  As we've already noted, modified courses are pending a change. 
New courses will have new next to them.
  And if we come across a course that is blank in the status 
and N/A in the status type, that means the 
course is just currently being offered as is.
  No edits are proposed for this course, and the course in CIM 
matches what we have in our SIS that we're offering to our students.
  I don't suspect that approvers will need to be in here searching a lot, 
but in case you wanted to use these extra tools at the top, 
I definitely wanted to define what those mean.
  We'll go ahead and move on to where I think 
you'll be accessing the system more frequently.
  Once you have received an email,
 that action must be taken for a course.
  You likely will not come into this CIM landing page. 
I'm going to exit out of these tabs.
  Instead, if you click or select the link in the email, 
you'll be taken to the workflow tab on your dashboard.
  It should automatically filter any items beneath to your roles.
  So if I access the role dropdown, I'll be able to select any role
 in the system that currently has a proposal at that step.
  That does not mean that I can take action for any role in the system. 
It only means that I can view what any role in the system has at their step.
  By default, this space is choosing only the roles that I am in, 
only those roles listed under my person account information 
in that upper right-hand corner person icon.
  Now our dropdowns beside the role dropdown will see any type.
  We won't have to do anything with this right now, 
but we are able to filter by CIM Courses.
  So in the future, if there are other types of proposals coming in, 
you can filter by just your courses.
  And you can filter by any term 
that the course change is being proposed for.
  For now, I'm just going to leave it as is. I can see my two roles 
listed next to filters applied, as well as my name.
  And I'll see two courses in my queue. 
Now, if I zoom out, I know this is very small, 
but I just wanted to show us one of the roles is different.
  This is the OAA role. One of the roles is D1132. 
So we've got two different roles here. 
I'm zoomed in, so we can't really see the full name of those roles.
  But if you're on your own screen, 
feel free to zoom out if you need to,
 to view what your approver step
 is that you are approving for.
  All right, I'm going to go into this training course. 
To go into that course 
in my approval space, all I have to do is select the course.
  I selected it by clicking one time, 
and the page opens on top of my dashboard. 
Now, this may look similar to when we accessed this course 
in the CIM space.
  This is the only location where we can take action as an approver. 
If I view this course in the CIM space and I review it there, I will not see 
the buttons or the actions that I can take in the system from there.
  Let's do a brief tour of what we're looking at, 
what we've got on our screen here. 
In the upper left-hand corner,
 there is a print option, which will allow me to 
print or save as PDF what I'm viewing on the screen.
  It will contain all fields in the form, 
and it will have the workflow on the right-hand side, 
in case I need to share this or in case 
it's easier for me to print this and do it by hand 
outside of the system before I come back in.
  The little i icon is an information icon, 
giving me information about this proposal.
 We'll have kind of the meta information, 
as it were, listed, so we'll see the title. 
We'll have the last update, 
any other kind of ownership information about this course.
  The checkbox button next to the i button 
will show what steps are left to approve this proposal. 
Currently, we have that one person has completed their task. 
That is the initiator or the proposer. The proposer's name 
will be under completed, 
and then every approval step after will have the role.
  Now, we have a few roles where we have the word FYI. 
So, those would be roles that 
don't require action. That's just for viewing. 
You don't have to do anything with that information. 
That is in case you're curious where 
the proposal has been and where it needs to go.
  We do have that listed on the right-hand 
side in the in-workflow steps as well. 
Now, let's talk about the course form that I'm viewing. 
At the very top, we'll see that the course code 
has been changed from 
2201 to 2201HS. So, we're making this an honors course.
  We can see the initiator's name and date and 
time as discussed in the PowerPoint before. 
We're seeing that red-green markup come through. 
So, the green with a double underline 
is any change that has been proposed as new information.
  And as we can see, even in our course code 
at the top, we've got the red text 
with a strikethrough for old information that is 
being replaced. Now, as an approver, I have the ability 
to filter changes by any user that's come before me. 
We only have one user, and that is proposer version of me.
  But as we have more individuals in the 
process editing the course, we should see 
more changes available. Now, if a 
lot of changes have been made to this course 
and it's too much to view with the colors 
and the underlines and the strikethroughs, 
I can hide changes, and it's showing me the course form as it is.
  By default, all changes take the summation of 
whatever changes have been made to the course. 
And of note, red and green markup with the 
strikethrough and the double underline is only available 
for courses that already exist in our SIS. 
So, they exist in CIM already, and we're editing those courses.
  By default, if I am approving a new course, everything is new information. 
So, there's no markup or change tracking 
that will occur, as everything the proposer.
 puts in the proposal is new. So, we will see 
red and green only in editing courses that already exist, 
and the red and green are indicating what has changed 
since the last approved version of the course
  So, if I were to, for example, change a field 
back to what the original value for that field was, 
it will not show green, then red, then green, then red. 
It will just show plain text as if that item had not been changed, 
because that then matches the previously 
approved version or the course that was already 
at rest, not being edited.
  Finally, before we get to our actions, I did want to mention 
you've got a key here next to your 
course title. This key is a clickable or 
selectable link. When you select the 
key, it copies that key or the URL of the course to a clipboard.
  That then, if I open a new tab and I control V or 
paste that URL into the tab, it takes me directly to that course within CIM.
  This is useful if you're trying to communicate with others about the course 
and you don't want to make them log in 
and go to the workflow tab and select the course. 
They can view the course just by selecting that key or 
by you sending the link to them so they can access that key.
  You can also export to PDF on the right-hand side 
of your screen with the link all the way 
to the right, and there is a help button in the upper right-hand
corner as well that takes you to the 
same help site as we discussed earlier, the CourseLeaf help site.
  Let's get into actually taking steps on a proposal as an approver.
  The first option we talked about way back in the 
PowerPoint is edit. When you're zoomed in on 
your device, your buttons will be round buttons 
at the top with just sort of icons.
  If I zoom out, I'll be able to see the actual 
text indicating what those buttons do.
  All the way to the left-hand side of our buttons, we have the edit button 
marked by the pencil icon, and it will say edit if your screen is regular-sized.
  I'll click the pencil to open up the course edit form.
  I can take action by editing the course description, for example. 
Now, we're not going to go really deep into our form 
fields here, but whatever edit you would like to make, 
make sure that at the end of your edits, 
you select the save button at the bottom of this pop-up window.
  I have now saved my edits, and I can 
access my edits by seeing the green text 
with the double underline that I just added to my course description.
  Now, when you make edits, the system is allowing you to make 
an edit, save it, and come back later to make more edits.
  That means I could click the pencil button 
or select the pencil button again, 
come back in, and add another item at 
the end of my course description, and then click save.
  This is nice because you're not required to do 
everything in one sitting, 
but it does mean that if you make an edit, 
you then need to approve 
actively this proposal to the next step.
  Once I've made my edit and saved my work, 
back on the approval screen, I'll still have this 
person icon with the white checkmark next to it.
  This is the approve action. If I zoom out, 
I'll see approve. I'll zoom back in for legibility's sake.
  I will click that button or select to approve. 
Once I have approved the item, 
I'll see the screen become blank.
  It has now accepted my approval of this course, 
and I'll see a green message with a checkmark indicating 
I have successfully approved at my step.
  I'm going to pretend to be other people at this point. 
Pardon me as I refresh my screen.
  I'm going to find the course I just approved at the next step.
  We're going to pretend now that I am the college 
approval step here for time's sake.
  Let's say at the college approval step, I received my email 
asking me to come in and approve a course change request.
  When I'm viewing it at this step, I have the 
green checkmark next to the first approval step indicating 
that the step before me has, in fact, approved this proposal,
  and will have the goldish-orangish color 
at my step awaiting approval for me.
  Now, because I'm the same person here,
 I think we'll still only see changes by me in the step,
  but as the system goes, you'll have different individuals 
at different steps, so you'll be able to view different changes 
there at subsequent steps.
  We'll filter by whatever changes we would 
like to review using that filter by dropdown in the top.
  Once we have reviewed the course, maybe we 
decide at this college approval step it's good to go,
  so I'll go ahead and select approve 
in the upper right-hand corner one more time.
  It is now approved.
  I'll click the X to get out of that view, 
and pardon me as I become one more person.
  At this particular role, we have a message across 
the top saying editing is not allowed at this step in workflow.
  I can approve or roll back the proposal.
  Let's say I am acting as the SL review SVC learning role,
  and I do decide that I need to send this approval 
or this proposal back to a role previous to me.
  The way I can do that is by selecting the red button 
between the other two that we've talked about, 
between edit and approve.
  Zoomed out, you can see that it says roll back.
  I will select the rollback button, 
and I'll see a list of the people or roles 
before me to roll this proposal back to.
  Let's say I need to roll it back to the unit approval.
  If I try to roll back without leaving a comment,
  I will see the browser warning window open 
up saying that comments are required for a rollback.
  So I am not allowed by the site to 
roll something back without giving a comment.
  This is because the person in that role will probably 
wonder why they're looking at that proposal again
  when they already looked at that proposal and approved it through their step.
  So your comments will be more meaningful
 than a training comment here.
  We recommend being specific with your feedback,
  mentioning specific fields that may need attention 
or the specific thing that you're looking for 
at your workflow step.
  Now, if you have a lot of feedback to give,
  admittedly, this comment box is quite small 
and does not allow for text formatting.
  So we do recommend putting a comment 
in the rollback field that says something like,
  this proposal needs work on the XYZ field.
  Please see my email for more information.
  If you would like to provide more details about the work 
that maybe needs to be done on this course.
  And then sending a separate email might be the way to go.
  Once I've provided a comment in the text box, 
the system will then allow me to select rollback
  and successfully roll the item back to the chosen role.
  Now, pardon me one more time, 
as I become the role we've rolled back to.
  So if I select the proposal at the previous role, 
we will now view that proposal at the first workflow step.
  And in the approval path below our workflow steps, 
we will see that it was rolled back.
  Now, all approvers will have an add 
comment button on the course as well.
  If another comment is need to be made.
  So adding a comment to the proposal and saving it 
allows the comment to display all the way 
at the bottom of the form.
  Additionally, at the bottom of the form, 
you will also see the digital access request survey as well.
  So if you are an approver and you don't go to the front side 
of CIM, where you have the option to request assistance there,
  you can come to the bottom of the proposal 
you're responsible for reviewing and select
  please contact us to request assistance from the bottom of the CIM form.
  Now, my screen is showing a couple extra buttons 
here that you will not see I had to change to 
become an administrator.
  So we won't cover those extra buttons.
  But essentially, that is the approver access in the system.
  You will come into your workflow tab and take 
action on any items that you see in your workflow tab.
  And you can also go directly to courses to search 
for view and kind of check on the status of any courses 
that you may be actively involved in.
  Again, if you need help or resources, I would recommend 
reaching out to your OSU CIM administrator team
  and or visiting the documentation you have at your disposal.
  Otherwise, thank you so much and happy approving.
CIM COURSES ADMIN: Need more help? If you need 
additional information about how to use CIM Courses, 
please visit it.osu.edu/courseleaf. 
  There you will find additional training videos, 
detailed written directions and resources.
  If you need further assistance beyond 
the provided resources, 
please email sae-cim-courses@osu.edu
  This concludes the training. 
You may close this video. Thank you.