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Course Catalog Update FAQ

Where do I go to submit a proposal to establish, revise or inactivate a course?
The former paper CCP forms and Basic Data Sheets have been moved to an electronic workflow. Log onto FlashLine, click the My Action Items tab. The Course Catalog Update workflow is located in the Workflow & Utilities box.

Who can fill out a workflow and submit it?
Anyone with a Banner ID can submit a workflow. If someone is completing the workflow on behalf of a faculty member, he/she should indicate as such in the field on the last page (e.g., "Faculty member submitting this proposal: Susan Jones on behalf of Professor Bob Smith"). The workflow travels the curricular approval process based on the course subject not the initiator.

Why can't I open a workflow?
Several reasons:

  • You may have your pop-up blocker activated. In the Menu Bar, click Tools, then Turn Off Pop-Up Blocker.
  • You may be off campus and do not have the proper remote access (KSUVPN–ERP access).Submit a ticket with the online support center.
  • You may not have the required role for this work item. Submit a ticket with the online support center.


The college/department/course subject I want is not in the drop-down list, what do I do?
Contact Therese Tillett to discuss.

Do I need to complete and submit the workflow in one sitting?
No, you may work on a workflow as long as you want, and it will remain in your worklist as "Saved as Draft" until you submit it. Each page is saved when you click the Next button at the bottom of the bottom. When you are ready to edit the document again, make sure you are opening the workflow from your worklist and not the historical view.

How can I view the contents of the workflow before I actually start one?
Both the Course Catalog Update Manual and the 2009 Curriculum Guidelines have screen prints of the contents for the three actions of the workflow—to establish, to revise and to inactivate.

How do I save my workflow without submitting it?
By clicking the Next button at the bottom right of each page, the previous page is automatically saved. You may click the X at the top right to exit, and all previous pages will be saved. By clicking the Finish button toward the end of the workflow, you may safely click X and leave the workflow. It will remain in your worklist (“saved as draft”) until you are ready to submit.

The workflow won’t let me move to the next page until I complete some fields. However, I don’t have the information yet to fill out those fields, what do I do?
The workflow will prompt you if required information is missing or if data must be typed a certain way. If you are developing a draft and do not have complete information, enter placeholder text such as “TBD,” “TK” or “pending” in the required fields to be able to advance to the next page. Remember to go back and complete those fields before submitting!

How do I share the workflow with colleagues before I submit/approve it?
After you click Finish or Complete, the next page will be the full proposal. At this point, you’ll be able to print the document or print to PDF (if you have Adobe or another PDF-maker application installed). Afterwards, you may exit the document, and it will still be in your worklist.

What does the word “performing” mean next to the workflow name in my worklist?
The performing status in the first column of the worklist indicates that you started the work, but never clicked the Complete button to push it to the next approver.

I hit Exit and left Banner before I clicked Submit, what do I do?
The workflow will still be in your worklist. All pages previous to the one you were working on are saved. Open the workflow, click Next through the pages, click Finish to review your work, then click Submit.

I clicked on the Back button and now I’ve received an error, what do I do?
The workflow does not work with your browser’s Forward and Back buttons. Instead, use the Next and Previous buttons at the bottom of each page. If you had clicked Next at anytime while in the workflow, all changes are saved, and the workflow is in your worklist.

By clicking Finish/Complete at the end of the workflow, did I submit/approve?
No, after clicking Finish/Complete, you will be taken to a full-page view of the workflow. At this time, you may review the workflow, print, print-to-PDF or exit without approving. On this page, at the bottom, are the Approve/Deny/Return to Edit buttons.

I tried to submit/approve a workflow and received a “not authorized for this request” error. What do I do?
You may not have the required role for this work item. Submit a ticket with the online support center.

I submitted/approved a workflow, why is it still in my worklist?
Click the browser Refresh button to refresh the worklist. It will then disappear. If you are a college-level approver and your college has no departments or schools, then you will need to approve the workflow twice.

I started a workflow that I now do not want to submit. How do I get it off my worklist?
Click the magnifying glass next to the workflow name, then click "Stop Workflow Request."

Where does a workflow go after I submitted/approved it?
It will go to the worklist of the first/next approver, and continue on until all approvals have been met.
Initiator > Department Chair/School Director > College Approver > URCC (only for Kent Core/writing-intensive/diversity courses) > Curriculum Services (for inclusion on EPC agenda and processing in Banner, catalog). For colleges without departments or schools, either the college approver approves twice or separate approvers in the college are set to approve at each level.

How does the curriculum committee (at the faculty/department/college level) receive a copy of the workflow?
It is the responsibility of each approver to disseminate the workflow (either by print or PDF) to the committee approving curriculum at that level.

How can I change something in my workflow after I submitted/approved it?
You can’t. You’ll need to contact the first/next approver and ask him/her to make your change. For initiators, if the change is large or complicated, request that the approver return your workflow for edit. It will then reappear in your workflow.

Why can’t I edit the workflow?
Make sure you are opening the workflow from your worklist and not the historical view. For initiators, you can only edit workflows that you have not yet submitted and are still in your worklist.

My workflow is gone, what happened?
The workflow status search will have a record of all workflows that have started. Click the “Open Workflow” link, then the “Workflow Status Search” link in the left-hand column. In the Business Process Name field, click on “STU_0004 CCU” and use the start and end date fields for your search. When the workflow names appear, click on the name to see the status. The running man icon indicates where the workflow is currently.

I had to step away from the workflow for a minute and now I can't get back in. What can I do?
For security reasons, the server has a 20-minute session timeout. So, if you are working on a workflow and you walk away from your desk or have to stop what you’re doing due to an interruption, and if you haven't click either the Next or Previous button on the page for 20 or more minutes, your secure connection to the workflow server will disconnect, and the information that you may have entered on the page on the screen will be lost. By clicking the Next and Previous buttons you are saving what you have entered. Log out and back into FlashLine, and look at My Worklist (in My Action Items tab) and should find a draft of the workflow (minus the information on the last page you were working on).

How can I follow a workflow’s progress and know if it’s been approved or denied?
Once a workflow has been submitted, it will appear in the historical view. Enter some search parameters to find the workflow (use % as a wildcard) then click Select. At the bottom of the next page, in the History box, the approving trail can be seen, in order from bottom to top. If a workflow is denied, returned for edit or approved, the initiator and all previous approvers will receive an e-mail notification.

I’ve opened a workflow in my worklist, but now it’s disappeared from the other approver/proxy’s worklist. How do I put it back in his/her worklist?
Once you’ve opened a workflow in your worklist, it will be removed from the worklist of other approvers/proxies at your approver level. To release it back to their worklists, click the magnifying glass next to the workflow, and then click "Release."   

How do I view a submitted workflow without removing it from other approvers’ worklist at my level or having to approve it myself?
All submitted workflows are automatically saved in the historical view. You may search and view it from there.

I can’t find a workflow in the historical view. Where it is?
If the workflow has not yet been submitted by the initiator, it will not be in the historical view; it will remain in his/her worklist until submitted. The workflow went live in August 2009, all previous course proposals are archived in ApplicationXtender (contact Therese Tillett in if you do not have access to this site).

Where do I put the information about the department or college curriculum bodies approving the proposal, which was part of the transmittal memo in the past?
Add that information in the comment box at the end of workflow.

I’ve just sent back/denied a workflow, where did it go and was anyone notified?
All workflows returned for edit are sent directly to the initiator. Once the initiator submits it again, the approval process begins anew. The initiator and all previous approvers are notified by e-mail that you returned for edit or denied and why. Therefore, it is IMPORTANT for you to enter in the comment box at the end of your workflow the reason for your action.

I’m reviewing a workflow before approving and I see some items that need correcting. Can I do them or do I need to return the workflow for edit?
If the edits are minor that don’t need consulting, or you have consulted and they are approved, you may make the edits yourself. Please list whatever changes you made in the comment box at the end of the document so others are aware.

When do I need to return the workflow for edit rather than make the changes myself?
Because the list of who needs to approve the workflow is determined once the initiator submits a workflow, any change that affects the approver list must be done by the initiator only. They are changes to the following: college, department, course subject and Kent Core/writing-intensive/diversity status.

How do I set up a proxy to approve workflows in my absence?

  1. Log in to FlashLine.
  2. Click the ‘My Action Items’ tab.
  3. In the ‘My Worklist’ channel, click the ‘Open Workflow’
  4. Click the ‘User Information’ link under ‘User Profile’
  5. Scroll down to the ‘My Roles’ section and click the ‘Add Proxy’ button next to the role you would like to proxy; in this case, use ‘STU Catalog Update Approvers’
  6. Select the username of the person who you would like to have as your proxy. If this person doesn’t appear in this list, contact the Office of Curriculum Services. You will need to request that your proxy is added to the role you are selecting.
  7. Select an ‘Effective From’ date and an ‘Effective To’ date. (NOTE: Both are required fields)
  8. Click the Non-Confidential checkbox.
  9. After you have clicked the Save button, notify Therese Tillett in Curriculum Services, so she has a record.

NOTE: When an activity appears on a user's worklist due to a proxy relationship, a faces icon is displayed next to the worklist item.

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