[TI] Admin Guide: Course Upload Template

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In this article:

Prior to Uploading Courses

Before Acadeum can host your teaching courses, the following must be verified:

Preparing your Course Upload Template

A Course Upload Template will be provided during your on-boarding process, and the most current version can also be downloaded at the link (below). This link allows you "Viewer" privileges only. You will need to download a copy of the file to utilize it.

Course Upload Template File (Excel File Download from Google Sheets)

This template includes two tabs. The first tab is the where course information is provided, with a column for each "data point" of information for the course. The second tab shows an Example Key of what information and formatting is needed for each column, as well as which columns are required or optional. See additional details in the following videos:

Your institution can utilize a pre-filled Course Upload Template. This can assist in streamlining your course upload process by adding new section dates to existing course information. Learn more about your Google Drive folder here.

When preparing a course upload file, it is important to remember the information provided is what will appear on ACS. The Course Upload Administrator (CUA) assists in verifying that only accurate information with proper formatting is uploaded.

Acadeum can also provide assistance upon request in reviewing prepared files for formatting accuracy. To request a course upload review, please submit a prepared file in Excel or CSV format to Courses@Acadeum.com. Review requests have a turnaround time of 10-business days. Please only submit completed files for review.

Syllabi

Syllabi are saved at the course level and will apply to all sections being offered for a course. Only one syllabus can be attached to each Course Code. We recommend providing a master or general syllabus for courses, and stating within the welcome letter content that a final syllabus will be provided in the course on your LMS.

Syllabi can be uploaded manually to ACS or through the bulk upload process. Learn more about Syllabi and bulk uploading here.

Faculty Credentials

While not a requirement for all institutions, faculty credentials are highly recommended. Similar to providing syllabi, faculty credentials are saved at the course level instead of the section level. We recommend providing a list of all faculty who would teach a course when uploading your courses.

Faculty information can be added manually to ACS or via bulk upload, but they must be removed manually from a course. We recommend listing up to five instructors who may teach a course.

If your institution hosts public web links of your instructor credentials, these URLs can be included in the Course Upload file. If your institution does not have live, public links for faculty credentials, Acadeum will assist you in creating these links. Submit files in PDF format with the file name as the name of the instructor.

Common Mistakes

  • No Institution-Specific Language: Every institution has its own language. Ensure the course information does not have any vernacular that may be unique to the Teaching Institution.
  • Inconsistent Course Codes/IDs: Consistency is critical. If one Course Code is used the first time courses are loaded, then it changes in any way the next time it is uploaded, the two sections will not link up. Also, Home Institution approvals for the first upload will not connect to the second listing. We recommend Course Codes to be clean and tight, with no weird spaces or special characters.
  • Course Title: No misspelled words, no special characters, no extra spacing, no ALL CAPS, no abbreviations.
  • Course Descriptions: Spell-check is your best friend! Please ensure there are no misspelled words or special characters. Also, when copying from your Course Catalog, please ensure no out-of-place line breaks carry over.
  • Prerequisites: You must list prerequisites or N/A if none exist. Remember that other institutions and their students are not familiar with your institution's course catalog. We recommend you include both the Course Code and (most important) the Course Title. Also include if there is an And/Or situation.
  • Add Date: This is the last date that a course section is visible on ACS and available for Home Institutions to submit enrollment requests. After the Add Date, a course section will only appear when filtering by "Past Sections" on the Courses page. For assistance with late enrollments, please contact Support@Acadeum.com. The Add Date and Drop Date cannot be the same day in ACS--the Add Date must be at minimum 24 hours (1 business day) and preferably 48 hours (2 business days) before the Drop Date.* 
  • Drop Date: The Drop Date must be a minimum of 24 hours (1 business day) and preferably 48 hours (2 business days) after the Add Date.* This is the last day an enrollment can be Dropped on ACS before the Home Institution pays the enrollment fee. After payment processes, a student can only be Withdrawn on ACS.

*Separating the Add Date from the Drop Date in ACS ensures a student has been given login credentials and access to their class before the Home Institution is charged for the enrollment. Payment processing automatically occurs on the morning after the Drop Date.

Want to know more about managing your courses on ACS?

Here are some helpful articles:

Who do I contact if I have further questions about the Course Upload process?

If your institution already has a designated Course Upload Administrator (CUA), please first contact them with your inquiry. Most likely, they will know the answer to your question!

If further clarification is needed and your questions are not resolved in the help articles above, please contact Courses@Acadeum.com for assistance.  We'll be happy to help!

 

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