Attestation Process – CURRENTLY UNDERGOING CHANGES

Please reach out to your manager or principal if you encounter questions with this process while things are in a state of flux.

Faculty Attestation

When a course nears completion, the developing SME should submit the archetype completion attestation Qualtrics form, pictured below. You may need to supply the SME with the url to the archetype build site.

Closeout Meeting, Course Completion Checklist, and eDS Evaluation Survey

Once OOE receives the faculty attestation, Erin Edwards will notify the ProS Attestation Teams chat. At that point, the Program Manager/Principal should coordinate with the Lead ID to schedule a close-out meeting to review the ProS Archetype Completion Criteria Rubric and ask the SME to complete the eDS Evaluation Survey.

At the close-out meeting, walk through the checklist with the SME and add notes to document how each criterion was satisfied. Also, include details about production tasks that may still be in process (e.g. videos in the post-production queue, PPTs still being remediated).

When the document is complete, upload it to the Google folder and notify Anna in the ProS Attestation Teams chat.

Attestation Process Tracking

The attestation process is tracked via the ProS Course Build Tracking spreadsheet. The Columns referenced below can be found in that spreadsheet.

Columns Q, R, S, T, and U are in orange on the tracking spreadsheet and these columns are specific to archetype completion & attestation documentation.

• Column Q | SP Course Documentation: This links to the SharePoint folder for the ProS build specific course archetype documentation site.
  • Note: Typically, Erin Edwards creates the folder once the attestation is submitted by the lead instructor. Contact her with permissions requests or feel free to add yourself.
  • Action person: Erin creates the shared documentation folder and adds the folder link to the ProS Course Build Tracking spreadsheet. Erin also adds the template rubric for the course.
• Column R | Faculty Attestation Date: Date that the lead instructor submits the Qualtrics Attestation form.
  • Action person: Erin adds this date upon notification that Attestation Qualtrics form has been submitted.
  • Work flow note: Suggest that Erin continues notifying all on IU Online ProS Lead Team MS Teams Chat of new submissions.
• Column S | eDS Completion Rubric Date: Date that the eDS team completes the checklist or rubric for the archetype course.
  • Note: Each SP folder now contains a blank, template rubric for eDS to then run thru this document with individual lead instructor.
  • Action person: eDS lead instructor and/or leadership works with lead instructor to complete the rubric. eDS adds completion date once rubric is executed.
  • Work flow note: Suggest that eDS highlights the newly entered date, upon rubric completion, and pings Erin in Teams channel.
• Column T | Archetype Approval Date: Date that Erin receives approvals for archetype stipend sign-off from team outside of eDS (this includes OOE, OCAP, and Program Director(s)).
  • Action person: Erin enters this date after securing necessary approvals and logging supporting documentation in each supporting SP folder.
• Column U | Stipend Payment Date: Date that stipend payment will disburse, or has disbursed, via on-cycle payroll.
  • Action person: Erin enters this date after payroll request is submitted.