Leo User GuideAdmin ToolbarCurriculum Mapping Curriculum InventoryA Step-by-Step Guide to Curriculum Inventory (CI) Reporting

A Step-by-Step Guide to Curriculum Inventory (CI) Reporting

The list of steps below will help you prepare the Curriculum Inventory (CI) Report. Please complete each step in the following order.

If you have successfully submitted the CI Report using Leo in previous years, you do not need to change the CI Export settings.

Step 1: Check Existing Curriculum Mapping

Path: Admin Toolbar > Curriculum Mapping > Curriculum Inventory >Programs

In order to get started, check the current mapping that has already been done in the System, including which settings are being used.

  1. Select the Program
  2. Click on the CI Export Settings to check the settings for the Program  

Edit fields and click Save Record when completed.

CI Programs

The CI Program option ties your Programs to an accreditation group. You cannot run CI Exports until the CI Program has been set up.

Path: Admin Toolbar > Curriculum Mapping > Curriculum Inventory

  • CI Instructional Methods (IM) 
  • CI Assessment Methods (AM)
  • CI Resources one at a time.

Within each category, you will find original, updated lists from the AAMC.

  • CI Competencies. This is the Competency Set (PCRS) required for the CI Report.

You should not edit the lists here. There is a separate (identical) set of the IM, AM and Resources under Course Management, which is used when creating Courses.

NOTE: Our team receives annual updates from the AAMC and these lists reflect any necessary changes. As of 2018, Resources are not required.

Finally, click on CI Sections.

  • Select an Academic Year from the dropdown list.
  • From the Courses listed in that Year, select which Section/Rotation of the Course will be reported.

Some institutions map all of the Sections/Rotations, while others only map one Section/Rotation per Course. The AAMC gives you the option to do this either way, as long as what is included is representative of a typical Student experience.

If you wish to change the Section that is reported, click on the CI Section for that particular Course. You will see a dropdown list of all the Sections for that Course. You can then select which one to include in the report.

This list can include Courses that may not end up in the CI Report. In other words, just because a Course appears on this list, does not mean it will be included in your CI Report.  The Courses identified here will be available for selection when you create the Sequence Blocks. And only the Courses that are set up within the Sequence Blocks will be included in your CI Report.

Step 2: Check the Existing Sequence Blocks

This report will show you all of the Sequence Blocks for the selected Program and Academic Year. This is a good visual check to verify whether the curriculum has been represented correctly.

Path: Admin Toolbar > Curriculum Mapping > Curriculum Inventory > Sequence Blocks > [Select Program] > [Select Year]

In order to check the existing Sequence Blocks, a Rollover must have been completed. However, it is not advised to do a Rollover if the curriculum to be reported has changed radically since the last time it was reported.

Rollover for Sequence Blocks

  • Select a Year to copy to the present year

This will give you a list of Courses that cannot be rolled over.

  • Destination Year: You can fix this by clicking on the destination year.
  • Replace: Select the Course that will be used for recreating the Sequence Blocks in the Destination Year.
  • Select Course
  • Refresh

Once you have finished, click YES to proceed.

You are now looking at the Report View for the Sequence Blocks.

From this screen you can do any of the following: 

  1. Create new Sequence Blocks by clicking Add
  2. Map Sequence Blocks to additional Sequence Blocks
  3. Map Courses to existing Sequence Blocks

Review and Revise Sequence Blocks

Adding a New Sequence Block

When creating a new Sequence Block, the following fields are available:

  • Name: The name of your new Sequence Block.
  • Description: (optional) A brief description of what the Sequence Block represents.
  • School Year: The school year in which the Sequence Block takes place.
  • Required: (optional) Indicates if the Sequence Block is a required part of the curriculum.
  • Minimum: The minimum number of items from this Sequence Block that a Student may take. For optional Courses/Electives, the value is 0. If the Sequence Block is for Selective Courses, indicate the minimum number of Selectives required for this block.
  • Maximum: The maximum number of items from this Sequence Block that a Student may take.
  • Track: (optional) Indicates whether this Sequence Block is a track within the curriculum.
  • Order: (optional) Indicates how the items are delivered to the Students. Values are as follows:
    • Ordered - Ordered - The items in this Sequence Block need to be taken in a set order.
    • Unordered - The items in this Sequence Block do not need to be taken in a set order.
    • Parallel - The items in the Sequence Block are given in parallel.

Click Save Record when all required (*) and desired optional fields are entered.

NOTE: Repeat this step until all necessary Sequence Blocks are entered. 

To link your new Sequence Block to a parent level, click the number link under the Mapped Sequence Blocks column in the Report View.

  • Select the Sequence Block you would like to link this block to.
  • The default list shows existing Sequence Blocks with the same Academic Year and School Year.
  • The Extended List shows Sequence Blocks for the same Academic Year but all School Years.

Extended List

Setting the Order of Occurrence for a Sequence Block

If the Sequence Block you are mapping to has it’s Order Field set to Ordered, you will be able to set the Order of Occurrence for the sequence. 1=1st, 2=2nd, 3=3rd, etc.  

To change the Order of Occurrence for a Sequence Block that has already been added, right click the Sequence Block name within the Selected Sequence Block column on the right to make your changes.

  • Select the order you would like this block to be shown.
  • Once you select a block, you will be able to set the Order of Occurrence (but only if the Order field is set to Ordered in Step 3)
  • Click Ok when you are done.

To edit or change the order number, right-click the number.

Confirmation

NOTE: A block can only be linked to one parent block. It cannot be linked to multiple blocks.

Linking Mapped Courses

Click the number link to add Courses to your block.

  • When you select a Course from the choices shown in the left column, you will be asked to define the settings (see below).
  • By default, this list will contain Courses belonging to the same School Year associated with the selected block.
  • The Extended List includes Courses from other School Years.
  • If you wish to edit the options for a Course that you have already added to a Sequence Block, right-click the Course name, within the right column, to display the Course options.
  • To remove a Course from a Sequence Block, click the Course name in the right column to move it to the left column.
  • If a desired Course is not available for selection, check to make sure it is marked as Primary within the Course Template.
  • When you are done adding Courses, click the small square icon in the top-right corner of the screen to exit.

Note: Each Sequence Block has to have at least one Course or other Sequence Blocks within it. You cannot have empty Sequence Blocks.

Define Course Options

NOTE: While all Course Masters for the selected School Year (or all School Years for the extended list) are listed, not all of those Course Templates may be currently active. A count of the number of active Courses for the current Academic Year is shown at the end of each Course description.

A Course has the following properties and values:

  • Required: Options include: Required, Optional, Required In Track.
  • Order: Options include: Ordered, Unordered, Parallel. Leave this field as the default "Ordered". If you think you need to change this option, please contact your System Administrator or the Leo Help Desk.
  • Clerkship Model: If the Course is not a clerkship, select Not a Clerkship. If this Course is a clerkship, select Rotation or Integrated to reflect your clerkship type.
  • Order of Occurrence: This indicates the order that this Course appears within the Sequence Block. 1=1st, 2=2nd, 3=3rd, etc. This option is only available if the Sequence Block you are mapping Courses to has an Order setting of Ordered. If the Sequence Block setting is set to Parallel or Unordered, it will not have an Order of Occurrence property.

Once you have set the options for the Course, click OK to continue adding the Course.

Switching between the Tree view and the Report view

All changes made in one of the two available views (Tree View vs. Report View) will carry over to the other view.

Tree View

There is a second method for building your Sequence Blocks, using a tool called the Tree View.

When you click on the Tree View, you will be able to see the entire curriculum represented visually. The Tree View needs to be expanded to see all of the folders.

  1. Click the small triangle to the left of the Year to expand the items in that Year.
  2. Or, you can check the box for Expand All to expand all of the items in the list at once.
  3. Report View will return you to the CI Sequence Blocks Report.

The Sequence Block Icons:

  • Pencil icon: Edit Sequence Block
  • White plus sign: Add Sequence Block
  • Green plus sign: Add Course(s)

NOTE: There are two levels of folders.

For example, here we have a Year 1 folder and within that are individual folders for each element within that Year 1 Block/Program.

The Tree View and the Report View result in the same set. You can switch back and forth between the two views without losing your work.

Step 3: Run a Sample Report

This is a sample Report, limited to Leo. Nothing is reported to the AAMC when you run a sample Report.

Path: Admin Toolbar > Curriculum Mapping > Curriculum Inventory > Reports

  • Select a CI Program from the CI Program list.
  • Select a (Academic) Year from the dropdown list.
Add New Report

Click Run the Report to proceed.

Click Stop if you do not wish to proceed.

You will see a Progress screen while the Report is being generated.

  • Preview allows you to see the structure of the report, which you can expand upon for more information.
  • Exceptions are based on AAMC CI business rules and each of the exceptions will need to be fixed before a report can be submitted. Click on the number of Exceptions, to see a detailed list of Exceptions.
  • Warnings are generally issued when a required value has been left out and was instead assigned a default value. Click on the number of Warnings to see the list of Warnings.  The Warnings report allows you to review how the system set these defaults. You will have the option to edit the values represented by the warnings in order to submit a cleaner report to your accrediting body. Warnings indicate information that you should be aware of and try to fix but which do not violate any AAMC business rules for the CI report. Even with a Warning count higher than zero, the CI report can be submitted.
Preview Report

This is an example of a report preview. Click a Sequence Block to expand that section. Click to expand each course to view the items below it:

  • The course's information,
  • Objectives that have been mapped to the course,
  • List of events in the course, etc.

NOTE: Any item on this list contained in a blue box can be clicked for expansion.

Exceptions

Below is a sample of the Exceptions Encountered. Click on the Exception link and that will take you to the place in the system where you can make the fix.

Warnings

Below is sample of Warnings Encountered.

Fix ALL the Exceptions and as many Warnings as possible (within reason). Run the Report again.

  • After addressing and clearing your Exceptions and Warnings, you must run your report again until there are no Exceptions and few to no Warnings reported.
Step 4: Submit the Report

When you have run the Sample Report and are satisfied with the results, you can proceed to submit the CI Report.

Click on Submit. It is recommended that you Submit the Report to the AAMC from the Leo site to save time and avoid duplicated effort. This also enables Leo to track the report status and potentially troubleshoot any issues that arise from the submission.

Click on Status to check the Status of your submission.

Click on Download XML to download and save a copy of the XML file that has been submitted to the AAMC.

Once the CI Report is submitted, if there are no errors, the AAMC returns a PDF for verification within 3-5 business days to the institution. Leo does not receive a copy of what is sent back by the AAMC, even if the CI Report has been submitted through our system. A Dean or other senior representative from your institution must sign off on the PDF for the submission to be complete.