Introduction

On Monday, March 4th, the TWU online catalog management system (CAT) will open for your 2019-2020 Undergraduate and Graduate Catalog edits! Deadline for edits and approval by components is Friday, March 29, 2019 (see complete catalog calendar below.) This is a firm deadline in order to have the catalogs ready for release prior to TWU’s scheduled orientations later this spring. I want to thank you for your work on this important publication for our students, potential students, faculty and staff!

The TWU CAT system takes the TWU catalog and update process online, consolidating efforts into an easy, browser- based solution. Additionally, the approval of edits is automated with integrated online workflows and notifications.

Publication Timeline: 2019-20 Catalogs

Friday, February 15, 2019 Curriculum Committee concludes
February 18 –March 1, 2019 Catalog Preparation & Course Data into Colleague
March 4, 2019 Open catalogs for edits & approval by all components
March 11 –March 15, 2019 Spring Break
March 29, 2019 Catalog closed to general edits
April 1-12, 2019 Deans review & approve Academic Component programs
April 15-26, 2019 Undergraduate Studies & Graduate School review & approve catalogs
April 29-May 10, 2019 University final review of catalog / Registrar enters new & modified information into Student Planning System
May 13-17, 2019 OEVP prepares catalogs for vendor
May 20-24, 2019 Vendor works on catalogs
June 3, 2019 Catalog goes live

Training
Training classes can be arranged by contacting Scott Martin (contact info below).  New catalog editors MUST complete a training class before their catalog pages will be released for edits. Those who wish to take a refresher training class are welcome to contact Scott as well. Administrators who are approving catalog content may arrange one-on-one training with Scott.

Online Guide to the Catalog System:
We have created a TWU Online Catalogs System Guide to provide support information and assist in answering questions regarding the edit and approval process. This is not a substitute or replacement for the required training. Please reach out to Scott Martin with technical support questions if something is unclear.

Notification of Catalog Pages Awaiting Edits/Approval
To facilitate ease of the Undergraduate and Graduate Catalogs edit/approval process, individuals in workflow responsible for edits or approving edits will receive an email notification when a page is ready for their edits/approval. The email will contain a link that will take the responsible individual to a central console known as the Pages Pending Approval window, where all the pages currently awaiting their edits/approval will be displayed.

Accessing the Catalog System
Please use Firefox to log into the system and make edits or approve changes. Other browsers may not show the change markup correctly or as effectively.  Contact the Service Desk at x81-3971 If you need Firefox installed on your TWU computer.

Standard Layouts
The organization and formatting of the catalogs have been uniformly developed. Please do not change the formatting already present in headers or on the pages. If you think a formatting change is needed, please contact the appropriate content support staff below.

Catalog Size
The catalog is a digital environment. Therefore, we no longer have limited space allotments resulting from printing costs. Please provide comprehensive information in the catalogs as needed to clearly communicate requirements and engage current and potential students.

The Inclusion of Pictures
As part of our ongoing initiative to improve and make our catalog more engaging for students, we encourage divisions to submit pictures for inclusion in the catalog.  To submit a picture, please follow the picture guidelines. If images are not submitted by the component, Marketing may select images from the TWU image archives for inclusion.

Changes to Degree Plans
Any substantive change to a degree plan must have been previously approved by Undergraduate Studies or the Graduate School. We strongly encourage you to contact the appropriate content manager below if you have questions regarding proposed changes to degree plans.

Catalog Information Can Now Be Mirrored to TWU Webpages (NEW FEATURE)

The TWU Catalog is the official location for student information including, but not limited to, degree plans, course descriptions, and student graduation requirements.  As part of the transition and development of the new TWU website over the past few years, it was determined that information would not be duplicated in multiple locations and students would be redirected to the catalog to ensure they always have accurate and current approved information.  This results in students not having to navigate back and forth between component webpages and the official TWU catalog.  Academic Affairs has been working with Marketing to find ways to make the student experience while navigating our TWU website and catalog more engaging and streamlined. We have now developed a way to exactly mirror the catalog information to a component’s webpages. This way students will not need to be redirected away from a component’s TWU webpage to access the catalog information.  When the information in the catalog is updated each year, these mirrored sections will automatically update on the TWU website.  Marketing will communicate and coordinate with academic components on this new feature after the catalog publishes.

Mirroring of content is “all or nothing,” meaning we must mirror the entire content of a catalog page (or tab in a page) into a component’s website.  To facilitate mirroring of discrete content sections of catalog information, we have restructured each degree plan page in the catalog to include multiple tabs. Please do not forget that you must review and make changes to all Tabs on a page prior to sending a page further up the approval workflow. The degree tabs are as follows:

  • The “Overview” tab: contains basic information about the degree plan and why it might be appropriate for a student.  It is a brief description of what the student might experience and what the degree will prepare them for after graduation.
  • The “Degree Requirements” tab: identifies the required courses and elective options for degree completion in simple table format.
  • The “Plan of Study” tab: contains a recommended or sample sequence of courses to complete a degree plan in a timely manner. This tab is required for all undergraduate degree plans and optional for graduate.   Please make sure that courses indicated in a Plan of Study can actually be taken by a student in the identified sequence based on the component’s Course Rotations.
  • A “Faculty” tab: this tab should only appear on the main component catalog page.  Its appearance in individual degree plan pages is a system glitch the vendor is working to rectify and will be removed prior to publication.  Please verify the faculty list and credentials only on the MAIN component catalog page.

If you wish to segment your catalog content into additional tabs so that you can mirror it to TWU websites more effectively, please contact Scott Martin.

You may note significant red and green markups on these pages and tabs due to any additions, restructuring, and reformatting. Remember that you can see changes made by each level in the workflow by changing the View Changes By or review the page in its final state by selecting Hide/Show Changes. If you wish to add a tab, please contact Scott Martin.

Admission Criteria
The catalog is a static document per our SACS accreditation guidelines and cannot be changed once published.  At the request of the Graduate School and Undergraduate Studies, all admissions criteria beyond the base University criteria has been removed from the catalogs. Admissions criteria can change mid-year and is not required to be included in our Catalog.  Marketing will be working with Admissions Processing and the Graduate School to develop a series of TWU webpages to house all the various components’ admissions criteria information in an easy to use and centralized location so that it can be updated at any time.  This admissions criteria can also be mirrored into the main component’s and/or individual degree TWU webpages.  More information on this will be forthcoming.

Course Descriptions
Course descriptions are inserted into the catalog directly from our Student Information System. All course information changes must be approved by the Curriculum Committee or OEVP. Please double-check all course information in the “Courses” tab on your main program catalog page (if applicable) and notify Scott Martin with any course information that needs to be corrected.

Faculty Information
Faculty information is entered manually by OEVP. Please check all faculty information on the “Faculty” tab on your main program catalog page (if applicable) and notify Scott Martin with any faculty information that needs to be changed. He will review the faculty member’s official credentials and make the necessary corrections.

Support
Should you have questions about the catalogs, please contact:

Technical Support

(system, workflow, & tools)

Undergraduate Catalog

(content)

Graduate Catalog

(content)

Scott Martin
Academic Affairs Specialist
(940) 898-3508
smartin4@twu.edu
Rachelle Land
Director, Transfer & Compliance
(940) 898-3309
rland1@twu.edu
Dr. Ruth Johnson
Associate Dean of the Graduate School
(940) 898-3410
rjohnson12@twu.edu

We thank you for your thoughtful input into the catalogs that support our students, faculty, and administration!

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