Schools and Faculty EHSE Process for entry of QA submissions in CAPS

  • Ensure that you have Callista access and have undertaken CAPS training or you will not have access.
  • The Proposer is the staff member entering the proposal into CAPS – this may be the unit/course coordinator or other staff member responsible for that curriculum item. If this is delegated to another staff member please ensure that that staff member has all the necessary information in order to complete the proposal.

Action / Delegation
Enter Course or Unit QA in CAPS
Create Course or Unit QA in CAPS, select
  • Create a HE Unit QA (existing or blank for new)
  • Create a HE Course (existing)
All courses must be from existing, for new courses the curse reference will be made from the approved R&P. If you cannot locate the course please contact
Refer to CAPS training video’s
( / Proposer
Submit Course or Unit QA to SLTC NOT ART (make sure the ART ticked as no) / Proposer
Note Proposal ID and email ID number to School LTC Chair for inclusion in next meeting
Or
Download a print version of the proposal and email to School LTC Chair for inclusion in next meeting / Proposer
School LTC Recommendation
Down loads (PDF) all Proposals for School LTC meetings and distributes to committee members (as per meeting paper distribution process). / School LTC Chair or delegate
Review proposals at School meeting
  • Proposal to be discussed at meeting
  • Reviewers/School LTC members - If you cannot make the meeting please ensure your feedback is submitted to the Chair prior to the meeting.
  • All feedback will be then scanned and saved in feedback folder for each SLTC meeting
Proposer or representative should attend to represent submission and received feedback. / School LTC members
Record School meeting outcome
  • Minor amendments approved by the School LTC can be action at time of meeting (or shortly after) by the chair or delegate who has the permissions as Editor.
  • Where further consideration is required by the proposer the proposal will be returned.
/ School LTC Chair or delegate
Returned Proposal
Where a proposal has been returned the proposer must consider the feedback of the School committee and either
  • Make necessary amendments and resubmit, the timeframe for this will be provided by the School LTC
or
  • If the submission is not support the proposal can be withdrawn (only if the School is not considering this submission in the future).
/ Proposer
Recommended Proposal
Record recommendation
  • Email faculty chair to confirm School recommends proposal
  • Complete review step in CAPS
/ School LTC Chair
Faculty LTC Recommendation
Down loads (PDF) all Proposals for Faculty LTC meetings and distributes to committee members (as per meeting paper distribution process). / Faculty LTC Chair or delegate
Review proposals at Faculty meeting
  • Proposal to be discussed at meeting
  • Reviewers - If you cannot make the meeting please ensure your feedback is submitted to the Chair prior to the meeting.
  • All feedback will be scanned and saved in feedback folder for each FLTC meeting
Proposer or representative should attend to represent submission and received feedback. / Faculty LTC members
Record Faculty meeting outcome
  • Minor amendments approved by the Faculty LTC can be action at time of meeting (or shortly after) by the School chair or delegate as Editor.
  • Where further consideration is required by the proposer the proposal will be returned.
/ Faculty LTC Chair or delegate
Returned Proposal
Where a proposal has been returned the proposer must consider the feedback of the School committee and either
  • Make necessary amendments and resubmit, the timeframe for this will be provided by the School LTC
or
  • If the submission is not support the proposal can be withdrawn(only if the School is not considering this submission in the future).
/ Proposer
Recommend Proposal
Record recommendation
  • Complete review step in CAPS
/ Faculty LTC Chair
University LTC Recommendation
LTC Feedback and outcome will be recorded in CAPS
  1. Recommendation with minor change, not requiring proposer input.
  2. Recommendation with minor change, requiring proposer input, will be returned.
  3. Recommendation with major change, requiring proposer input and faculty re-review and recommendation will be returned.
  4. Not Recommended submission will be returned.
FLTC chairs will be informed with the above outcomes while attending the ULTC meeting and encouraged to follow up with the proposers to facilitate timely amendments or re-submissions as applicable. / AR Team
  1. Recommendation with minor change, not requiring proposer input.
  • A member of ART will make the amendment as directed by ULTC directly in CAPS and complete ULTC review step.
/ AR Team
  1. Recommendation with minor change, requiring proposer input will be returned.
  • Proposer to make the necessary amendments as directed by ULTC and resubmits the proposal via the ART workflow.
/ Proposer
  1. Recommendation with major change, requiring proposer input and faculty re-review and recommendation.
  • Proposer to make the necessary amendments as directed by ULTC and resubmit
  • This resubmission requires both the school and faculty approval
This will need to follow the school and faculty submission steps as above. / Proposer
  1. Not recommended submission.
  • If the proposal is supported but requires comprehensive work it can be resubmitted through the normal processes. This will need to follow the school and faculty submission steps as above.
  • If the submission is not support and the faculty does not wish to continue the proposal can be withdrawn (only if the School is not considering this submission in the future).
/ Proposer