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eCalendar Project Overview

eCalendar Project Overview. February 2011 Prepared by Bonnie Borenstein , Managing Editor, eCalendars Andrew Dias, Project Manager, eCalendars. Agenda. Welcome! Project objectives Project timeline Process changes Recruitment-focused changes Improved Web Publication

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eCalendar Project Overview

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  1. eCalendar Project Overview February 2011 Prepared by Bonnie Borenstein, Managing Editor, eCalendars Andrew Dias, Project Manager, eCalendars

  2. Agenda • Welcome! • Project objectives • Project timeline • Process changes • Recruitment-focused changes • Improved Web Publication • Training & support • Next Steps • Q&A

  3. eCalendar Project Objectives • Develop new tools to support the annual editing and publication cycle • Improve the effectiveness of the calendar as a recruiting tool • Improve the web-based publication: user-friendly, searchable, navigable “Students repeatedly expressed frustration at their inability to find the information they need, and might reasonably expect to have, on everything from program and course options, to administrative supports, to activities going on in the University that might interest them.” - Focus on Students: Principal’s Task Force on Student Life and Learning (Appendix D)

  4. Project Timeline • Phase 1 • 2009-2010 Faculty of Law calendar (30 contributors) • 2010-2011 Undergraduate calendar (300 contributors) • Phase 2 • 2011-2012 Continuing Education calendar (30 contributors) • 2011-2012 Graduate Studies calendar (100-200 contributors) • 2011-2012 University Regulations calendar (60 contributors) • Phase 3 • Health Sciences, Summer Studies, Fellowships, Scholarships

  5. Process Changes • All calendar content is broken down into XML “topics” and stored in Webtop • XML is an open, industry standard, portable file format • Microsoft Word is out, XMAX is in • Each topic goes through its own editing and approval “workflow” • Several contributors for each section are identified in advance, and topics are automatically routed to the right person at the right time • Provides visibility into the progress of a draft cycle

  6. Workflow Roles

  7. Recruitment-Focused Changes • eCalendar will be used as a recruitment tool • Legacy calendars were documents published for internal use only • Content and language will be adjusted during the first draft cycle • Requests for updated, consistent unit and program descriptions have been included in relevant topics • Contributors will be asked to write these messages • Wherever possible, these messages can leverage work that was done for the Program Pages

  8. Unit and Program Descriptions • You will be prompted to provide a general description of your graduate unit • current research areas in your unit • specialization or options (if applicable) • notable facilities and/or resources • unique opportunities for graduate students • And a brief paragraph for each program offered by your unit • kind of student this program is intended for (e.g. academic background) • advantage of pursuing this degree at McGill instead of at other schools • special features of this program that differ from other options within your unit's graduate offerings (e.g. thesis vs. non-thesis) • sample careers that graduates from this program have gone on to

  9. Unit and Program Descriptions: Examples

  10. Example of a Unit Description: Psychiatry McGill University’s Department of Psychiatry is one the most prestigious in the world. In the 1950s and ‘60s Heinz Lehmann conducted the first North American clinical trials for antipsychotic and antidepressant medications. Ted Sourkes identified the core neurobiological features of Parkinson’s disease. And Eric Wittkower plus Jack Fried brought together scholars from Anthropology and Psychiatry to create Transcultural Psychiatric Studies. Since then, faculty members and graduate students continue outstanding research in addictions, Alzheimer’s and childhood disorders, eating, personality and mood disorders, stress, trauma and psychosis. The work is conducted in people plus animal models, and benefits from expertise ranging from neuroimaging and epigenetics to mental health services and public policy, remaining at the cutting edge of research on health, disease and recovery.

  11. Example of a Program Description: M.Sc. in Psychiatry (thesis) The M.Sc. program in Psychiatry is designed to provide advanced research training in the basic, applied and social sciences relevant to issues in psychiatry. Applicants are admitted from a wide range of backgrounds, including undergraduate degrees in relevant areas (e.g. psychology, neuroscience, sociology, medical anthropology, nursing and medicine) and those who are pursuing their psychiatry residency here at McGill. Most, though not all students, continue to a Ph.D. The graduate program does not provide clinical training.

  12. Improved Web Publication • End of the “book” concept; replaced with one large repository of calendar information, grouped by faculty and level • Course details updated daily from Banner • Powerful search capabilities across programs, courses, faculty regulations and general information

  13. Feedback So Far • “This is so great compared to the way it used to be! It's really easy to navigate. Thank you for making it easier for us. ” • “Great new layout, much easier to use and understand. ” • “KEEP THIS! MAKE THIS PERMANENT! THIS WEBSITE IS SO MUCH CLEARER THAN THE OLD ONE!” • “This format is EXCELLENT. It is well organized, easy to navigate, and fast. Well done!” • As well as constructive criticism….

  14. Training and Support • Online training materials • Online videos • User guide • Cheat Sheet • http://www.mcgill.ca/ecalendarproject/calendarprocedures/ • Hands-on training • Regular lab sessions • http://www.mcgill.ca/ecalendarproject/support/labs/ • Support • ecalendarsupport.es@mcgill.ca • http://www.mcgill.ca/ecalendarproject/support/

  15. Next Steps • Identification of calendar contributors • Software (XMAX) installation for all contributors • Start of workflows: mid-February • All revisions submitted to Enrolment Services: mid-March • Draft #2 will be limited and on a need-basis only • SCTP cut-off for program and courses changes: March 17 • Publication: end of June

  16. Thank You • Contact Info • ecalendarsupport.es@mcgill.ca • Project website • http://www.mcgill.ca/ecalendarproject • eCalendars are online at • http://www.mcgill.ca/study

  17. eCalendar Team • GPS • Andrea Emrick, Associate Director, Office of the Associate Provost/Dean and Associate Deans • Charlotte Legare, Director, Graduate and Postdoctoral Studies Office • Maggie Do Couto, Administrative Assistant • Lissa Matyas, Director, Graduate Student Recruitment and Retention • Margaret Page, Communications Officer • Dallas Currow, Marketing & Design Officer • PMO • Andrew Dias, Project Manager , eCalendars • Enrolment Services • Bonnie Borenstein, Managing Editor, eCalendars • Fiona Lees, Manager, Registration, Programs and Degree Evaluations • Bilquis Khatoon, Degree Evaluation Officer • Kristina Kotoulas, Degree Evaluation Officer • Heather Whipps, Copy Editor • Katie Shafley, Copy Editor • ICS and CCS teams • Contributors from academic units

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