Institutional Data Entry

Electronic Campus

Information for first time users

Listserv

A listserv for institutional coordinators has been established. EC staff use this list, devoted to the discussion of the Electronic Campus and related topics, to communicate with institutional coordinators. Participants are limited to Electronic Campus institutional coordinators, state coordinators, and EC staff. Please ensure you are able to receive mail from coordinators@sreb.org and that it will not be blocked by your firewall.

General instructions

You are encouraged to read the Overview and Guidelines sections of the Electronic Campus Web site for a general overview and additional reference documents.

Please print the Help page related to course and program entry. These pages describe the text requirements of each field on the forms.

For courses - http://www.electroniccampus.info/ide/cde/help/cdehelp.html
For programs - http://www.electroniccampus.info/ide/help/usage.asp

All entries should be in complete sentences with correct spellings and without abbreviations. The student should be able to review all pertinent information on the screen. All fields need to be completed with sentences. Do not list URL's in the text fields. The only URL permitted is that of the transitional page or that of a page devoted to the adult distance learner.

After you have entered your first course or program, please send an e-mail to idehelp@sreb.org. Your entry and your Electronic Campus transitional page will be reviewed, and you will be notified to proceed. If you have any questions or comments, send an e-mail to idehelp@sreb.org or call EC staff at 404-875-9211.

If you copy text from your online catalog, remove all HTML code prior to pasting it into the CDE or PDE form.

Some basic instructions and tips related to Course Data Entry (CDE) are listed below, information for Program Data Entry (PDE) follows.

Course Data Entry (CDE)

To help distinguish them from other pages, all CDE pages are blue. The Course Data Entry process, is a three step process:

Enter general course information
Enter term and tuition information
Review course information

Transitional Page URL: The URL listed should be your Electronic Campus transitional page, not your college or university home page. Requirements for the transitional page and samples are listed under the Electronic Campus Guidelines.

Course Title:

Provide the full course title without abbreviations. Course titles with abbreviations will not be activated, as these courses are not generated in student searches.

Course ID: Provide the course prefix, course number and section (if used) as listed in your institutional catalog or course inventory (e.g., ENGL 102 S101, MGT 5012). It is not necessary to fill in all three boxes, but many institutions use section numbers to help track enrollment. If you are offering courses in multiple primary delivery formats (i.e. by the Internet and by satellite) then you need to enter in the course for each format. If a course is cross-listed with more than one department or course number, list the course under multiple departments, course number, and section number.

Course Description: Provide the catalog or other approved description for the course. The greater the detailed description, the greater the chance the student will be able to tell if it is the course for which they are searching. A written course description is required and the course description must be at least two sentences in length. This course description determines student search results. Listings with incorrect spelling or abbreviations will NOT be generated in student searches and therefore will not be activated. Do not list an URL or a specific individual's e-mail address. In addition to text information, you may list a department e-mail address..

Course Prerequisites: Indicate the background or experiences that a prospective student should possess to enroll in the course. List specific course(s) by title, or provide a brief description of the required background. For example, a cost accounting course may have as a prerequisite statement "background in the fundamentals of accounting, accounting experience”. A Spanish literature course might state "reading and writing proficiency in Spanish (coursework at the intermediate level or above)”. Do not list only the course abbreviation; be sure to include the course titles as students outside your institution will not know what courses the abbreviations represent (e.g., ENGL 102 S101, MGT 5012).

Enrollment Procedures: Briefly describe the enrollment procedures for the course, particularly what a student must do prior to registration. For example, say whether a student must complete an application and be admitted prior to enrollment, seek a special status or classification through a college of continuing studies or other unit at the institution, etc. It is imperative that a phone number be included for the office that handles the enrollment of students for this course. It is suggested that details be provided for transient and guest student procedures. Do not list an URL or a specific individual's e-mail address. In addition to text information, a department e-mail address may be listed

Special Enrollment Issues: List any special enrollment issues that a student should know before registration. These would include the need for specialized software or equipment, access to a particular network, licensure status or similar requirements. For example, if a course requires the student to purchase special software that requires a high-end machine and high-speed modem, include this information, Note any proctored test requirements. Do not list an URL or a specific individual's e-mail address. In addition to text information, you may list a department e-mail address..

Special Attendance Requirements: List any special attendance requirements, particularly if the course has an on-campus requirement or other student-gathering component. Any requirement to attend a professional meeting, to visit a work location, etc. should be noted in this block. This information must be specific to this course. It is important for students to be provided with accurate information to make decisions about course participation. Do not list an URL URL or a specific individual's e-mail address. In addition to text information, you may list a department e-mail address..

Access to Learning Resources: Describe the institution's strategy for providing learning resources and other support services to students. What kind of library and bookstore access does the student have? The institution's bookstore and library contact phone numbers are required information. Be sure to list any mentoring or advising services provided to the student. If there are specific provisions made for adult students, the information should be included in this field. Do not list an URL or a specific individual's e-mail address. In addition to text information, a department e-mail address may be listed

Program Data Entry (PDE)

To help users identify them, PDE pages all appear in red.

PDE is set up with tabs (General, Specifics, Admission/Schedule, Credit/Cost). The Program Title field on the General tab needs to be completed for your work to be saved. Each tab must be completed before the program can be activated. The tabs may be completed in any order. Be sure to save your work as you move from tab to tab. The URL listed should be your Electronic Campus transitional page, not your college or university home page. Requirements for the transitional page and samples are listed under the Electronic Campus Guidelines.

Text descriptions must be used in all fields. If you copy text from your online catalog, remove all HTML code prior to pasting it into the CDE or PDE form. Please remember programs with misspellings or abbreviations are not generated in student searches and will not be activated. Do not list the course or department URL.

PDE entry can be viewed and reviewed using the Preview tab. If you have any questions, e-mail idehelp@sreb.org or call 404-875-9211.