5 Close Out Meetings and Attestation Process

At the end of a course build, we perform an internal quality check, share a feedback survey link, and also celebrate your collaborative accomplishments. See below for more information

Closeout Meeting, Course Completion Checklist, and eDS Evaluation Survey

The steps needed to complete a course build are listed below:

Lead ID

1. Finalize Canvas course by following the steps outlined in Canvas
2. ID should perform a QA check using this checklist
   1. provide notes on how the criteria were met
   2. leave detailed notes in areas where the course fell short of meeting a criteria and provide evidence of efforts made to meet these criteria.
3. After completing the Lead ID section of the checklist, the lead ID should notify the project’s principal to let them know they can now perform their portion of the checklist
   1. Place the checklist here when your section is complete
   2. This should be done at least a week before the close-out meeting with the faculty member
   3. *AS NEEDED* lead ID or principal schedules a 30-minute meeting to review any findings/issues identified through QA checklist
4. Lead ID schedules 30-minute final close-out meeting with SME and course’s principal
   1. Principal designer shares the links to the IUO attestation (see below for more information) and a satisfaction survey.
5. Lead ID moves course to complete in Wrike

Principal ID

1. Principal ID will be notified by lead ID that their course is complete and they’ve filled out their portion of the QA checklist
2. Complete principal portion of checklist before course walk-through meeting
   1. If possible, share feedback/issues found with ID in time for them make updates before course walk-through meeting
   2. *AS NEEDED* meet with ID and share any remaining feedback and plan for how necessary updates can be made
3. Place completed checklist in this Teams folder for manager approval
4. Attend close-out meeting with lead ID and faculty member
   1. Share links to evaluation survey and IUO attestation

Manager

1. Review course using QA checklist previously completed by lead ID and principal
2. Move approved checklist into this Teams folder where it will be shared with Erin Edwards at IUO
3. Let Erin Edwards know in the ProS Attestation Teams chat that there are new checklists available in the folder

Faculty Attestation

When a course nears completion, the developing SME should submit the archetype completion attestation Qualtrics form, pictured below. The project’s principal will share the link at the final close-out meeting.

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 U | 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 W | 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 X | eDS Completion Rubric Date: Date that the eDS team completes the checklist or rubric for the archetype course. This column should be filled in by an eDS team member.
  • 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 Z | 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 AA | 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.