The Online Faculty Credentialing Database (OFCD) is a web-base system used to propose and approve faculty teaching credentials and provide Palm Beach State.

The Online Faculty Credentialing Database (OFCD) is a web-base system used to propose and approve faculty teaching credentials and provide Palm Beach State College with the data from these transactions in a centrally located database.

Pen and paper

processEmail

approval

Decentralized system of credentialing

Background“The old way of doing things”

SACS Directive

Provide electronic records of faculty credentials for review

Centrally located information to consolidate records and eliminate duplication

Database Development

“Draft”, “Test”, “Alter”, “Beta Test”,“Train”, “Implement”

Design Meetings

Design Database

Test Design

“Draft”, “Test”, “Alter”, “Beta Test”,“Train”, “Implement”

Revise the Database

OFCD

IRM

Beta Test on One CampusJuly-Dec. 2006

Train Users College-wide

Database Development

College-wide Conversion to Online Faculty Credentialing System

January 2007

OFCD

The Database

“The complete process”

Administrator Access for demonstration or troubleshooting.

Welcome screen for all

users

Approval Tracking Screen

Request

Set-up Screen

Request view of roster

Graduate course addition to roster

View of Graduate

Course Input Screen

Adding graduate course

information

Resulting graduate

course entry

Graduate course listing on request roster

Searching for courses to credential

Select multiple courses to credential

Resulting credentialed course listing

Corresponding course listing on request roster

Sending request to next reviewer

System notice of advancement of request to next reviewer

Email notice to next reviewer with request link

Second level reviewer screen

Second reviewer accesses same request roster

Second reviewer can now alter information in

request

Second reviewer notice of request being forwarded to

next reviewer

Sample email from 2nd reviewer to next

Progression of request reflected on all reviewer

screens

Final Reviewer (FR) sends request

to be posted on IRM system or to

Deans’ Council for approval

System notice of email to Deans’ Council (DC) requiring review and

approval vote

Sample of email notice to DC member

FR screen monitoring DC

vote

FR view of DC vote tally screen

for request

Continued view of DC vote tally

screen for request showing required actions

needed

Vice President of Academic Affairs (VPAA) Screen shot

VPAA request screen and

voting choices

FR view of DC vote tally screen

before VPAA vote

VPAA can view same request

roster as reviewers.

System records that VPAA has reviewed

and voted on this request

FR view of DC vote tally screen after VPAA vote

FR view of request with VPAA vote

Request view with DC vote posted

And proposed credentialed course

Hold utility created to wait

for HR processing

Hold utility shows DC vote and waiting HR

information

Faculty Update Screen to

include HR information

Request ready for FR to send to IRM for posting

System notice of email to IRM

IRM rep welcome screen

IRM rep Upload Queue screen

IRM rep has access to same request roster

Request view with DC vote posted

And proposed credentialed course

IRM rep loads course into

College system and completes

request

System notice of email notice to all reviewers and DC of

request completion

Betty Dente

A Credentialing request has been completed and input into the IRM System.

Ana M. Porro is credentialed for: PHY 2053 General Physics I

Demo email to reviewers and

DC on completed

request

Originator can check faculty roster for new

course

View current file

View current roster

Added information will now be

displayed as current

Added courses will now be displayed

as current

Development“Additional programming”

Online Drill-down and Standard

Reports Faculty Roster for Current Term

Online Licensure Updating

Course Number Search and Replace

2011-1 2012-22011-3

ENC 1101 now ENC 1121

Contact Information

David W. Edmonds

Palm Beach State College MS #19

Senior Analyst

Institutional Research and Effectiveness

4200 Congress Avenue

Lake Worth, FL 33462

561-868-3558

[email protected]

Database Development and Programming

Database Concept and Training

Kathleen A. Gamble

Palm Beach State College MS #51

Academic Coordinator

Academic Services

4200 Congress Avenue

Lake Worth, FL 33462

561-868-3893

[email protected]