Don't Forget to Check Critical Downstream Tasks in Your Documentation

2 min read

We typically see documentation/job-aids focus on a single task. However, they often miss the downstream tasks that should follow the activity.

Without doing these additional tasks, you risk:

Creating poor student experiences
Creating significant problems which could take substantial time to resolve (thinking upwards of 50 hours across teams)

Make sure your documentation/job aids include those other activities that need to be done after a configuration is complete. Read this post to review the critical tasks that follow creating a Program of Study.

Launching a new program of study is exciting, but it also marks the beginning of a much more detailed process. Neglecting what comes next can lead to significant problems.

To help you understand the kinds of considers that should follow a task, like Creating a Program of Study, review this detailed exploration of what should happen next.

1. Review Business Processes

Once your program of study is in place, one of the first steps is to review related business processes. This means confirming whether existing condition rules need updating. Some pivotal processes to evaluate include:

Student Onboarding: Ensure that new students understand the requirements and resources available.
Continuing Education: Check that courses related to the program are accurately reflected and easy to find.
Student Registration Onboarding: Verify that students can easily register for required classes without confusion.

When these processes aren't examined, students may encounter roadblocks that could hurt their learning experience.

2. Update Policies and Configurations

Following the review of business processes, it's essential to evaluate and update policies and configurations that may require adjustments. Key areas to focus on are:

Append Policy
Academic Standing Policy
Review Reports
Cohort-Related Reports
Calculated Fields
Federal Student Aid Program Policy

The introduction of a new program can affect the existing ones significantly. For example, if a new minor in Environmental Science is established, it may necessitate a review of the related major to ensure alignment.

Additionally, eligibility rules regarding prerequisites or class sizes should be revised to accurately reflect the new program structure. Consider this: if the new minor requires specific courses, ensure that all prerequisites are well-defined to prevent confusion during registration.

3. Collaborate with Your IT Office

Engaging your IT Office early in the process is crucial. Technical aspects, such as integration and reporting systems, require attention after setting up a program of study.

A partnership with IT can also focus on ensuring that data reporting accurately reflects the new program. Reports should provide up-to-date insights into enrollment numbers, student performance, and financial aid distribution—valuable statistics for both academic leaders and students.

Final Thoughts

Creating a program of study is just the first step in a much larger journey. To prevent issues that can lead to negative student experiences and wasted effort, be sure to include downstream tasks in all your documentation. By reviewing business processes, updating policies and configurations, and working closely with your IT department, you can establish a robust framework for your new academic offering.

Good documentation is more than a formality; it is a strategic tool that enhances operational efficiency and bolsters student engagement.