Manual/Reference Guide
Additional Resources
- Videos: Please watch these two short videos for help on common questions about deleting documentation.
- How to Delete Documents as a Sponsor/Co-Sponsor.
- How to Delete Documents as an Approver
- OnBase Curriculum Review Recorded In Person Training Class
- FAQ: Click for additional information and problem resolutions.
Overview
The University Senate and Office of the Provost are automating the curriculum submission process using an application called OnBase. OnBase provides a streamlined, paperless process that will automatically route proposals to the appropriate parties, allow users to keep track of revisions, and provide status updates with just a few keystrokes. The approval steps for proposals are the same, only the process has changed.
Accessing Curriculum Review
Sponsors/Co-Sponsors will submit their proposals through a form using an internet browser. Approvers will make decisions on the proposals through OnBase. Google Chrome is recommended for the best results, however, Curriculum Review is also supported by Internet Explorer 11.
- To begin a new curriculum proposal as a Sponsor/Co-Sponsor, visit: https://go.rowan.edu/Curriculumreview
- To review a proposal as an Approver, visit: https://go.rowan.edu/onbase
To log into the OnBase system to view proposals while away from campus you will be directed to the standard VPN view, if you have VPN access. If you do not have VPN access please follow the steps listed below.
Follow the link and log in with your Rowan username and password.
Click on the Administrative folder
Then click on the Curriculum Review New Proposal icon
This will download Citrix to allow you to access the system.
Go to the bottom left-hand corner of your browser window and click the launch.ica file.
Log in again with your credentials and complete the Duo process if prompted.
Note: If you have trouble accessing your downloads see page 11 in the manual/reference guide for more instructions on finding the Citrix download.
Using Emailed Links to Forms Off Campus
If you are attempting to access a Curriculum Review proposal from off campus and are not logged in using VPN, you will not be able to launch OnBase or view a proposal by clicking the link provided in email notifications you receive.
To use the links provided to you in email notifications please follow the steps below:
You will first need to visit access.rowan.edu and log in with your Rowan Network username and password.
Click on the Web Browsers folder.
Click on Google Chrome to enable.
Then copy and paste the link found in your email notification into the web browser.
Proposal Examples
Below you will find a few of the proposal examples. For more information, please click on the manual/reference guide at the top of this Knowledge Article.
New Course (Part 1)
Note: Any field with an * needs to be filled in.
Note: The box in red (please see picture above) must be checked if the course proposed can be offered online or by Rowan Global now, or in the future.
New Course (Part 2)
Note: Any field with an * needs to be filled in. If a field is forgotten, the fields required will turn red and the Sponsor / Co-Sponsor will need to complete these fields before the form can be submitted.
New Course (Part 3)
Note: Please include two program guides accounting for both the new Rowan Core and the old General Education models if “Rowan Core” is checked.
Is this Form Complete?
No - There is no “Save” button on proposals. The way to “Save” a proposal is to answer No to the question “Is this proposal complete?” Then hit Submit to have the proposal saved for completion later.
Yes - If Yes is chosen, supporting documentation should be attached and the Submit button will be chosen. Yes will forward the proposal to the first Approver.
Note: Approvers attach documentation in this section only using the Attach Approver Supporting Document button after the form is submitted by the Sponsor / Co-Sponsor.
Changes to Existing Courses (Part 1)
Note: Any field with an * needs to be filled in. If a field is forgotten, the fields required will turn red and the Sponsor / Co-Sponsor will need to complete these fields before the form can be submitted.
Note: Click the Add button for each course change. This option allows you to enter information pertaining to each change.
Changes to Existing Courses (Part 2)
Is this Form Complete?
No - There is no “Save” button on proposals. The way to “Save” a proposal is to answer No to the question “Is this proposal complete?” Then hit Submit to have the proposal saved for completion later.
Yes - If Yes is chosen, supporting documentation should be attached and the Submit button will be chosen. Yes will forward the proposal to the first Approver.
Note: Approvers attach documentation in this section only using the Attach Approver Supporting Document button after the form is submitted by the Sponsor / Co-Sponsor.
New Degree/Program (Part 1)
Note: Any field with an * needs to be filled in. If a field is forgotten, the fields required will turn red and the Sponsor / Co-Sponsor will need to complete these fields before the form can be submitted.
New Degree/Program (Part 2)
New Degree/Program (Part 3)
Changes to Existing Degree/Programs (Part 1)
Note: Any field with an * needs to be filled in. If a field is forgotten, the fields required will turn red and the Sponsor / Co-Sponsor will need to complete these fields before the form can be submitted.
Note: Click the Add button for each course change. This option allows you to enter information pertaining to each change.
Changes to Existing Degree/Programs (Part 2)
Is this Form Complete?
No - There is no “Save” button on proposals. The way to “Save” a proposal is to answer No to the question “Is this proposal complete?” Then hit Submit to have the proposal saved for completion later.
Yes - If Yes is chosen, supporting documentation should be attached and the Submit button will be chosen. Yes will forward the proposal to the first Approver.
Note: Approvers attach documentation in this section only using the Attach Approver Supporting Document button after the form is submitted by the Sponsor / Co-Sponsor.
Accelerated Undergrad/Grad Dual Degree (Part 1)
Note: Any field with an * needs to be filled in. If a field is forgotten, the fields required will turn red and the Sponsor / Co-Sponsor will need to complete these fields before the form can be submitted.
Accelerated Undergrad/Grad Dual Degree (Part 2)
Accelerate Undergrad/Grad Dual Degree (Part 3)
Is this Form Complete?
No - There is no “Save” button on proposals. The way to “Save” a proposal is to answer No to the question “Is this proposal complete?” Then hit Submit to have the proposal saved for completion later.
Yes - If Yes is chosen, supporting documentation should be attached and the Submit button will be chosen. Yes will forward the proposal to the first Approver.
Note: Approvers attach documentation in this section only using the Attach Approver Supporting Document button after the form is submitted by the Sponsor / Co-Sponsor.
Quasi Curricular Proposal (Part 1)
Note: Any field with an * needs to be filled in. If a field is forgotten, the fields required will turn red and the Sponsor / Co-Sponsor will need to complete these fields before the form can be submitted.
Quasi Curricular Proposal (Part 2)
Is this Form Complete?
No - There is no “Save” button on proposals. The way to “Save” a proposal is to answer No to the question “Is this proposal complete?” Then hit Submit to have the proposal saved for completion later.
Yes - If Yes is chosen, supporting documentation should be attached and the Submit button will be chosen. Yes will forward the proposal to the first Approver.
Note: Approvers attach documentation in this section only using the Attach Approver Supporting Document button after the form is submitted by the Sponsor / Co-Sponsor.
FAQ
Problem: I receive an "Update Failed" message while uploading an attachment.
How to resolve:
Make sure that you are using the link from the email that you received as a proposal sponsor or co-sponsor (not links from email that you received as an approver). Approver links do not allow proposals to be modified.
Use any of the methods below If you continue to receive an "update failed" message:
Method 1: Clear cookies and cache for all time in your Chrome browser (click the 3 vertical dots at the top while in Chrome -> More tools -> Clear browsing data -> set the Time Range in the dropdown to All Time -> Check both the Cookies and Cached checkboxes and click the Clear data button).
OR
Method 2: Reset the Chrome browser on your machine: here is a link how to do that (you will not lose your bookmarks, history, or saved passwords):
https://www.bleepingcomputer.com/tutorials/how-to-reset-the-chrome-browser-back-to-its-default-settings/
OR
Method 3: Use the Google Chrome browser on RowanCloud (applications.rowan.edu) by doing these steps:
- Copy the proposal link from your email.
- Go to applications.rowan.edu.
- Launch Google Chrome.
- Paste in the proposal link.
Problem: How can I access Workflow within OnBase to review and approve/return a proposal?
How to resolve:
Either use the link that you received in an email as a proposal approver or follow the steps below:
- Log into the OnBase Web Client (go to rowan.edu/go/onbase).
- Click the 3 horizontal lines to the left of "Document Retrieval" and click on "Open Workflow.
- Click the arrow to the left of "CR Curriculum Review" to expand it and click on the queue name beginning with "CR" - for example the "CR Department Curriculum Chair" queue or the "CR Department Chair" queue to see proposals assigned to you.
- Refer to the section "Approve or Return Proposals" in the Onbase Manual/Reference Guide for more information.
Problem: How can I print a proposal or save it as a PDF from Workflow?
How to resolve:
- Click on queue name in the left panel (CR Proposal Completion in the example below).
- Click on proposal list in right panel and the details of the proposal opens at the bottom.
- Right click on the proposal that displays in the bottom pane (not the proposal in the listing section at the top) and select Print.
Note that you have to open the proposal so that it displays at the bottom and make sure the cursor is on the proposal body when right clicking to select print. If the cursor is on the proposal in the listing, the following error message displays: Error Message while printing a proposal: “A system error has blocked printing the requested document. If the problem persists, please contact your system administrator.”
- To save the proposal as a PDF, select "Save as PDF" in the Destination field, click the Save button, and select a folder to save to.
Problem: How can I print all attachments for a proposal as an approver using the OnBase Web Client?
How to resolve:
- Click on Document Retrieval which is the default screen that opens when you open the OnBase Web Client app.
- On the left side, select the 6 CR document types/attachments except the CR Proposal Form.
- Bottom left, enter the Proposal ID.
- OPTIONAL STEP…Bottom left, double click the Proposal ID so that opens another field where you can enter another Proposal ID.
- Click the Search button.
- Right side displays results. The first is highlighted. Hold down Shift and click the last doc so that all are highlighted.
- Right click and select Print->Print->click the printer icon upper right.
Problem: How can I withdraw my proposal?
How to resolve:
Open your proposal by clicking the link contained from the email that you received as a Sponsor or Co-Sponsor and select Withdraw from the “Is this Form Complete” drop down list and then click the Submit button.
Problem: How can I delete attachments from my proposal?
How to resolve:
- Open your proposal by clicking the link contained from the email that you received as a Sponsor or Co-Sponsor.
- Scroll to the attachment that you want to delete and click it.
- Click on Process->Workflow System Tasks->CR Delete Document->Are you sure you want to delete?->Yes->click the “x” to close the window.
- If the Proposal form is not visible, click the tab that contains your form so that it displays again. Delete any other attachment in the same way. Verify that the attachment(s) has been deleted by clicking “No” at the “Is this Form Complete?” field and click the Submit button. The form should save and refresh the form display.
- When you are finished making changes and ready to submit the form to the approver, click “Yes” at the “Is this Form Complete?” field and click the Submit button.
Problem: How can I see a list of proposals as an approver?
How to resolve:
If you want to see a list of proposals you can do that via Custom Query as described below.
- Log into the OnBase Web Client (rowan.edu/go/onbase).
- Click the 3 horizontal lines to the left of Document Retrieval.
- Select "Custom Queries."
- Select "CR Proposals" on the left.
- Enter your search criteria in the keywords on the bottom left of the screen. For example, to find a list of all proposals from ACCOUNTING & FINANCE: enter "ACCOUNT*" in the CR Proposing Department field.
- Click the Search button at the bottom. A list of all proposals will display on right side.
Notes:
- You can filter the results list by clicking "Contains..." beneath the column heading and then type in the information that you want to list (example, click in Contains below CR Proposal ID and enter an ID number).
- You can enter the wildcard character "*" (example: click in Contains under CR Proposal Originator and enter "*MILLER*".
- You can double click an item in the result set to view the proposal.
- From the search results, double click a proposal to view it. You can email it and/or save it to a file. Select a proposal and right click and select Send To.
IMPORTANT: when you view a proposal you will lock it meaning that no one will be able to modify it so I normally click away so that it no longer displays. Once a proposal closes it will unlock. You can close the window when you are done.
Problem: How can I email a proposal as a sponsor/co-sponsor?
How to resolve:
- In Chrome, click the 3 vertical dots at the top and all the way to right and then click Print.
- In the Destination field, select “Save as PDF” (see below), click Save, and then save the form somewhere. This should save the form itself but not the attachments linked to it. If you want to send proposal attachments you would need to attach them to your email separately.
Problem: The Effective Term and Year that I want for my proposal does not display as a choice in the Effective Term and Year dropdown field.
How to resolve:
The terms that are displayed in the Effective Term & Year dropdown field consist of the next 6 Fall and Spring terms beginning one year from the current date. For example, if the current date is 4/26/2021, the 6 terms that display in the drop down are Spring 2022, Fall 2022, Spring 2023, Fall 2023, Spring 2024, and Fall 2024. If the Eff Term that you want to enter is different from the terms that are displayed in the dropdown, the Senate Curriculum Committee asks that you select an Eff Term that is displayed in the dropdown and request the Eff Term that you desire in writing, as part of the proposal.