The Credit Hour Data Base (CH DB) list in CIMS will maintain a record of the changes in Unit Time Allocation (UTA) that may occur during revisions and facilitate accurate up to date reporting for accreditation purposes.  

The CH DB can be accessed via the navigation tab in CIMS.

The specific CH DB history for a course can also be accessed in the project record. 

A CH DB record will be auto-created for every project at the planning week stage if it has “yes” for Need UTA.  The CH DB record associated with the current project will be updated and saved by the CS with the new total In-Class and Out-of-Class hours during the revision process.  All other fields will be auto-calculated or auto-filled from the associated project or course record 

There are two specific workflows associated with the CH DB process.

CH DB List Workflows

The CH DB List has workflows that are triggered by status changes that are captured in CIMS on the MPS when a project reaches the planning meeting date or has any changes in the term or launch term. This allows for timely communication to the project team.

CH DB Record Creation Notification

• MPS project record is created and the UTA = Yes and the Status = Open, if the Planning Meeting date is equal to or before "today," a CH DB record will be created

• MPS project record is created (or imported) and the UTA = Yes and the Status = Open, but the planning meeting date is in the future, a CH DB record will be created when the planning date =today. 

• A task will run to create CH DB records and generate emails at 2 am each planning meeting date.

• With each newly created CH DB record, the workflow will send an email 

  • TO: CS and ADOC (From Project record)

  • CC: Academic Project Manager

  • Subject: [Project ID] [Course] [Term] project will require a CH DB record update

  • Email Verbiage

Greetings,  

A new CHDB record has been created for this project, please ensure that it is completed by the end of Final Review week, [insert calculated date = (Final Reviews + 4)]. 

CHDB Record for Project ID [project ID] (link to created CH DB record)

CH DB Launch Term Change Notification

• Launch term on an open project with an associated CH DB record changes (Launch term updated by manual update of field, by an approved schedule change request or by import) 

  • Update term/launch term on the associated CH DB record

  • Send email 

    • TO: CS and ADOC (From Project record)

    • CC: COC, Sr. Manager Operations, Academic Project Manager 

    • Subject:  [Course] [Term] [Project ID] project has changed Launch terms 

    • Email Verbiage:

Greetings,  [Course] [Term] [Project ID] has changed the launch term to [Launch Term]. 

Please, review the Credit Hour information on the CH DB record (Link to associated CH DB record) before the new content launches, [launch term start date]. If applicable, also update CRD and FCC launch terms as necessary.