Looking for training on the topics in this article? Check out our asynchronous, on-demand course on Coursetune's Data Importing Services at the Coursetune Community Learning Center!
This article also answers:
- How do I get everything I have into Coursetune?
- What does Coursetune do for me and what do I need to do to input the data?
- What format does the data need to be in for Coursetune to import?
- How long does it take?
There is a lot of value in building a level-4 object (course) from scratch in Coursetune. Keep in mind, though, that a thorough review of your level-4 object after Coursetune imports it can be just as valuable.
For this reason, all the data to be imported must be included in the original request. Please run through the checklist to ensure it’s all there as you expected. Coursetune will not be able to support appending or adding on missing info to courses after they are imported; any missing data will need to be added by the teams as their next steps in curriculum development. Coursetune will be able to support teams in this effort through live chat, help site tutorials, and live training sessions.Our promise to you is that we will import your existing documentation to get Coursetune to its current state. From there, your promise is that you will use Coursetune as the source for editing and updating in continuous improvement. In other words, let us get your data to current state so that you can focus on improving it.
| Watch a faculty member see her imported course for the first time in this video. |
This process has four stages: Document Collection, Data Handoff, Import Review, Iterate for Continuous Improvement
1. Document Collection
The first step is to gather what you have, in any format. The most common artifacts we receive for importing include: syllabi, mapping or alignment documents, program or institution outcome sets, modular objectives/enablers.
- Please allow 24-48 hours to turn around single course imports. For multiple courses, allow 5-10 business days. Allow 10-15 business days for a full program import.
For larger projects such as importing 50-1,000 courses (or more) at once, consider exporting a csv from your LMS or other system. Reach out to support to request a planning meeting for mass importing.
- Please allow approximately 30 days to complete and review a full-scale (entire institution) import project. This will vary depending on the location and format of your current data and does require a planning meeting for a more accurate estimate.
2. Data Handoff
When the Primary Contact at the School receives a new data importing request from faculty and staff, they review the documentation and checklist and identify any missing information.
- If a project is urgent, overly complex, or if this is the first documentation of its type being imported, the Primary Contact will dive into a CourseTune Glossary Guide (saved in your shared Google Drive folder) to indicate where the data is in your documentation and the corresponding field it should be imported into within CourseTune. Here are some resources and best practices for users who are new to collecting documents for import:
Submit files directly to Support@CourseTune.com (if the files are too big, they’ll get an error message and Primary Contact will upload to the shared Google Drive
- File formats: .doc, .pdf, .xls (and all), .csv, .txt, .png, .jpg
Support replies with files received, link to the checklist, and an ask for a deadline (if applicable)
Support will review the files and reach out with any questions
- If the documentation is more complex than we typically see, it may require the Primary Contact to complete or oversee completion of the Glossary Guide (see 1a above) or mark up the files to make sure all data is there upfront and that we’re clear on what goes where
- Otherwise, Support will email any questions directly to the Primary Contact as the work progresses
Next steps depend on the complexity of the documentation
- Easy import: Support will import the project and notify via email when complete
- Moderate complexity: Support will begin with one sample course that will be imported and sent back for review and approval, then remaining will be imported
- Complex: The import will happen in 2 phases
- Phase I: import courses (optional standards/outcome sets)
- Phase II: mapping courses to outcome sets
3. Import Review
Support will notify the Primary Contact when the import is complete. The email update will include a summary of what was imported, ideas on next steps, and a link to the Director of Education's calendar if the requestor wishes to review their import and train on next steps with Coursetune.
If this is your first import project with us, we'll want to schedule a review call to look at your current state together. This is an incredibly helpful step where we can make sure your data views in Coursetune as expected and talk through best practices for structuring content so that you can see alignment and leverage reports.
In this review, we'll identify areas where you or your subject matter expert (SME) will need to modify what imported. We'll also offer feature training for this work in the review or as a follow up session. Related: What do I need to do after Coursetune imports my data?
After your first import, you may request additional reviews or check-ins from Coursetune support. We are happy to assist as often as you need throughout the year.
4. Iterate for Continuous Improvement
Coursetune is a layered, continuous improvement tool. There's always more that you can do. In the review discussion, we will discuss different directions you may choose to pursue based on your curriculum alignment goals. Additional training can be scheduled that focuses on the features necessary to reaching these goals.
For program development and review, we recommend regular, monthly check-ins between the program manager or dean and Coursetune to help development move forward as you prepare for program launch, review, or accreditation audit.
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"One of the things that I'm seeing that exploring Coursetune has done for our faculty is really enabled us to share a common vision of what we're doing, but it's also allowed us to keep on the pulse of what our degrees really mean." - Doug Owen, Associate Professor of Music, University of Tennessee Martin |
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