Table of Contents
Overview
Solution Overview
How To Do It
Supported Baseline SIS Systems
Related Questions
Overview
If your institution’s implementation for Curriculum Management only allows Coursedog to pull information from your SIS (“GET-only”) but doesn’t allow Coursedog to post back information, you might experience an issue where it appears as though you have two of the same course or program in Coursedog.
This can happen if you create a new course or program in Coursedog; create the same course or program in your SIS; and then run a merge. In other words: you’ve created the same course or program in Coursedog and your SIS, but since they’re created in different systems, they have different IDs and wind up being treated as separate entries.
This article outlines the solution for avoiding duplicate courses and programs.
Solution Overview
Coursedog has created an ID reconciliation tool that maps the course or program in the SIS to the corresponding course or program in Coursedog. It does this by leveraging the SIS ID.
This solution allows the course/program in both your SIS and in Coursedog to be merged together in the normal merge process, using the existing merge settings.
This allows courses/programs created in Coursedog and courses/programs created in the SIS to get reconciled and merged into a single course or program.
Assuming that the SIS ID doesn’t change in the SIS, the SIS ID needs to be set only once per course / program.
How To Do It
To support this solution, users should add the SIS ID field to the course as well as program templates (if integrated) by following the below steps.
The below solution assumes the default source of truth for integrated fields is set to “always institution”.
The SIS ID field is integrated for Banner schools. As such, Banner schools only need to complete Step 1 below.
Step 1:
Users add the SIS ID field into the course and program templates (Curriculum > Settings > Course or Program Template > Course Template Fields) by dragging it from the “Course Template Field” onto the template.
This can and should be done during setup of the system and is a one-time task.
This might already be done by the time your environment is created by Coursedog, but we recommend you verify the SIS ID field is present either way.
Step 2: User creates a course or program in the Coursedog system, and it goes through all necessary approvals.
Step 3:
Institution goes into their SIS’s interface and manually creates the Couresdog-approved course or program there as well.
If during creation of the course or program in the SIS it is found that the SIS ID does not match the SIS ID in the Coursedog interface, then the user should update the SIS ID in Coursedog by opening the course; selecting “edit course”; updating the SIS ID (shown below) and selecting “save changes”.
This will have to occur for every net new course or program created in Coursedog.
Step 4: At your next nightly merge, ID reconciliation will automatically occur, aligning the SIS entity to the Coursedog entity. This nightly merge will leverage merge settings defined in the application.
Supported Baseline SIS Systems
Banner (Direct) and Colleague (Direct) both have the ID reconciliation feature enabled by default. If your institution needs this feature, please reach out to your Customer Success representative.
Related Questions
- How can users confirm if the correct SIS revision was reconciled to the correct Coursedog revision?
- What happens if there’s conflicting SIS and Coursedog data between the revisions that are reconciled?
- What happens if the course or program is created in the SIS before Coursedog, and the GET occurs before the Coursedog entity is created?
- What happens if a revision for a course or program is created in the SIS before Coursedog, and now that revision is missing all the custom fields from an earlier revision in Coursedog?
- What should a user do if they reconcile the SIS entity to the wrong Coursedog entity?
How can users confirm if the correct SIS revision was reconciled to the correct Coursedog revision?
Confirm by seeing if there are duplicate entries of the course or program in Coursedog. If there are, reconciliation did not work
What happens if there’s conflicting SIS and Coursedog data between the revisions that are reconciled?
This will be handled via current merge settings and field exceptions.
What happens if the course or program is created in the SIS before Coursedog, and the GET occurs before the Coursedog entity is created?
The user can still create the Coursedog revision after the SIS version is loaded via GET; it will be reconciled in the next nightly merge. Note this will result in the removal of the duplicate entry after the nightly merge.
What happens if a revision for a course or program is created in the SIS before Coursedog, and now that revision is missing all the custom fields from an earlier revision in Coursedog?
Overview
When a new effective dated revision is created in the SIS, the SIS does not have access to any of the custom fields created in Coursedog, so therefore when the revision is brought into Coursedog, it will be missing all custom fields that exist in Coursedog.
Getting Custom Fields into the New Revision
The normal process of creating all revisions in Coursedog ensures that the custom fields are copied into new revisions. If this process could not be followed, then follow these steps to get the custom fields into the new revision.
Enable permissions to delete courses or programs.
Delete the new revision that was brought over.
Recreate the revision in Coursedog, which will ensure custom fields are copied over.
Set the SIS ID on that new revision to ensure it syncs and merges with the revision on the SIS.
Review the data after the next nightly merge.
What should a user do if they reconcile the SIS entity to the wrong Coursedog entity?
The user can go back and change the SIS ID of the Coursedog course/program to reconcile the Coursedog data to the correct course/program in the SIS.