Course Coordination

General Resources and Contacts

The CVM Educational Support Group and Academic and Students Affairs personnel can assist directly with syllabi, course design, technology needs, etc. and they can also find you additional resources. Department Chairs/Vice Chairs are the primary support for faculty/instructor related questions and concerns. 

Click here for the latest Course Coordinator Roster

Course Coordinator Responsibilities Overview

Prior to Course

For new courses or course revisions: confirm availability of funds and faculty time with Department Chair

  • submit a New Course or Major Revision Request Form (signed by Dept Chair or Vice Chair) + syllabus to Academic & Student Affairs

All courses (new, revised, ongoing) with course faculty

If the course includes laboratories, ensure appropriate resources, rooms and IACUCs

Integrate material (content and timing) across courses

  • Work with Erin Malone and Joe Maple to confirm specific class times and rooms
  • Attend meetings to balance content, projects and exams across courses in the same semester
  • Ensure content fits vertically in the curriculum (with prior material and subsequent course needs)

Ensure student access to course material through a Moodle/Canvas site and syllabus repository

Confirm that all faculty/instructors/staff have the final dates and times for their classes

During the Course

  • Check in with faculty/instructors (particularly from other departments) re: their class time within the week before the scheduled class
  • Ensure that course materials for each class are posted at least 4 days before the class and that students have access to course materials
    • Include lecture capture links (Ryan Rupprecht)
  • Provide assistance and direction to course instructors as needed
  • Monitor course progression and manage any issues that develop during the semester
    • Request CIQs (midcourse evaluations) if desired (Peggy Root)
  • Oversee examinations and grading
    • Review examination/assessment results to determine if any modification of grades is warranted
    • Submit midterm deficiencies (Joe Maple) and final grades (Kristy LashbaughVCS, Darlene Toedter-VPM, VBS)

Following the Course

  • Review feedback from students, instructors and, if provided, CCEP

  • Revise the course as needed to improve teaching quality, address financial constraints, and adjust instructors based on feedback

  • Work with CCEP reviewers to provide materials for regularly scheduled course reviews

Course Coordinator Responsibilities

Course Approvals

(For new courses or significantly revised courses only)

Timeline: at least 5 months prior to the start of the semester

Goal: Ensure the course is in alignment with curricular goals and that the department is aware of faculty efforts.

If the course is new, has significant changes in content and/or changes in course classroom hours, laboratories or activities, the course information needs to be approved prior to official scheduling. Information on the exact deadline will be sent to new course coordinators by CCEP. Please contact Academic and Student Affairs (ASA) with any questions.

Actions needed:

  • Submit the course approval /revision form and a revised syllabus (Forms and Policies) to :
    • department (first)
    • CCEP (after departmental approval)
  • Appendix V Competencies by year

Course Content

Timeline: at least 5 months prior to the start of the semester

Goal: Review the course material to ensure the content is at the appropriate level for the placement of the course within the curriculum and is providing students with necessary information and/or skills for later courses and for successful careers in veterinary practice.

Actions needed:

  • Consult with Department Chairs/Vice Chairs and CCEP if you have general questions regarding the purpose of the course
  • See Appendix V for competencies by year
  • See UMN DVM Curriculum - other courses
  • See Appendix II –content links
  • Consult with instructors and review previous course evaluations
  • Confirm course goals and learning objectives

Syllabus and Course Schedule

Timeline: 4-5 months prior to the start of the semester

Goal: Enable review of the course at a curricular level and ensure appropriate time in the student schedule for course activities. The syllabus is a contract with the students. Google calendar is the primary schedule for all classes.

Actions needed:

  • Create or modify syllabus based upon course goals identified using the CVM syllabus template (Forms and Policies)
  • Identify instructors or needed instructor changes through discussions with Department Chair/Vice Chair
  • Solicit instructor input on syllabus content and any desired course changes
  • Introduce new instructors to the course goals, format, and particular plans for the semester and/or discuss any changes you are planning to make with all instructors
  • Solicit learning objectives for each class session from all instructors for inclusion in the syllabus (syllabus should contain overall objectives; it does not need to contain objectives for each class period)
  • Create an initial course schedule based on optimum content order, including hours required for lectures, laboratories and exams
    • Identify room or space needs for each item in the schedule (the regular classroom will be reserved if no particular room is specified)
      • Include Rm 104 in your plans; it will be scheduled for you if no conflicts.
    • Identify scheduling restrictions based upon instructor clinical responsibilities, annual meetings and other needs
      • Send information to Joe Maple and Erin Malone (generally requested by August 1 or April 1)
    • If necessary, include time for a course introduction for explanation of laboratories, examinations, and other activities (this may be part of another lecture) and any planned pre/post exam reviews
  • Work with Erin Malone to identify best times for exams and project due dates (avoiding high stress weeks).

Instructional Design

Based on course learning objectives determine how content will be presented (lecture / small group discussion / team-based learning, etc.) and consider what assignments and assessments will best permit students to meet these learning objective. Contact CES for support (cvmces@umn.edu). See the FAQ section for student needs.

Laboratories

Timeline: at least 8 weeks prior to any laboratory in the course

Goal: Ensure participant safety and regulatory approvals for any live animal laboratories and discuss needed resources (people, animal, timing, etc.) for laboratories with laboratory staff.

Action items:

  • Ensure appropriate funding by discussing any changes with Dept Chair/Vice Chair.
  • Review the course schedule for any laboratories with potential health or safety risks and work with the collegiate health/safety committee (vetlabs@umn.edu) to mitigate any risks.
  • If you have any laboratories involving live animals (including the purchase of animals that are later euthanized for the laboratory), these must be covered by an IACUC protocol (animal care and use approval; iacuc@umn.edu).
    • Most courses develop their own IACUC protocols; Clinical skills courses are covered under umbrella IACUC protocols; it may be possible to just submit an addendum (vetlabs@umn.edu)
  • If you have an IACUC protocol, review the content with your laboratory coordinators to ensure no changes are needed and/or are submitted for IACUC review.
  • Ensure each laboratory has a faculty coordinator and discuss faculty staffing with your Department Chair/Vice Chair.
  • Determine what resources are needed for the laboratories:  
    • For most courses, students are split into laboratory sections by ASA and Erin Malone to balance the laboratory sections across the semester. Please send any requests to Erin.
    • Identify live animal/cadaver needs and contact Erin Malone to verify availability
    • Email vetlabs@umn.edu regarding needed supplies, equipment and technician support needed.
  • Follow up with any IACUC requests for protocol changes, clarifications and personnel training needs.

Scheduling and Integration Meetings

Timeline: approximately 4 months prior to the start of the semester

Goal: Create a master semester schedule that is replicated annually and that meets the learning needs of the students.

Actions needed:

  • Attend course coordinator meetings and/or 1:1 meetings with the Curriculum Coordinator (Erin Malone) and ASA Scheduler (Joe Maple).
    • Develop an overall schedule, ensuring appropriate timing of material across courses and reasonable exam placement.
  • Review each draft of the course schedule on Google calendar to ensure it is accurate in terms of needed lecture, laboratory and discussion hours and has the appropriate number and placement of examinations; Respond in a timely manner if any changes are needed.
    • TESTS, QUIZZES AND PROJECTS SHOULD NOT BE MOVED OR ADDED WITHOUT PRIOR CONSULTATION WITH ERIN MALONE.
      • Tests are carefully aligned throughout the semester and in relation to laboratories; adding quizzes or tests after the schedule is set adds tremendous stress to students due to repercussions on other events.
  • Ensure any separate laboratory coordinators also review the schedule draft.
  • Assign instructors to the time slots and ensure they are available for those times.
    • Alert the scheduler and curriculum coordinator of any issues (They can help with finding options and will make adjustments to the official calendar).
  • Review location of each time slot (classroom, laboratory space, etc.) and submit revisions to the scheduler (Joe Maple jmaple@umn.edu).
    • PLEASE NOTIFY JOE MAPLE ASAP OF ANY INTENDED CHANGES TO THE CALENDAR.
  • Content integration: Identify content areas in your course that might be improved by adding in discussion or assignments using material from another course in the same semester. Contact Erin Malone for assistance in organizing a meeting or topic.

UMN DVM Curriculum

Forms and Policies

Student Access to Course Material & Moodle/Canvas Setup

Timeline: 1-2 months prior to the start of the semester

Goal: Ensure students have resources needed for proper learning, including electronic notes and instructor access.

Action items:

  • Create a Moodle site (Kristy Lashbaugh (lashb007@umn.edu) will create Moodle sites for VCS courses; VPM and VBS coordinators should contact Ryan Rupprecht for assistance in creating or replicating sites(rrupprec@umn.edu)
  • Ensure the following information is on each site:
    • Syllabus
    • Schedule
    • Lecture capture links (see Ryan Rupprecht if questions)
      • Determine if any faculty wish to opt out of Lecture Capture
    • Lecture and laboratory materials, including appropriate attire and supplies for laboratories
  • Send updated syllabi and schedules to instructors and to ASA (Darlene Toedter djt@umn.edu).
  • Send booklists to Vet Med librarian, Andre Nault (naulta@umn.edu) (This information will be posted on the CVM library website along with information regarding library resources; Andre can also help find eBooks or get copyright permission to create electronic versions of selected chapters).

Instructor Support

Timeline: 1-2 months prior to the start of the semester and continuing

Goal: Ensure instructors are able to provide their information to you and to students in a timely fashion.

Action items:

  • Ensure instructors are aware of the process for posting/reviewing materials on the Moodle/Canvas site and for projects, assignments and exams (deadlines for questions, type of questions, availability during examinations, etc).
  • Oversee timely uploading of materials to the Moodle/Canvas site.
  • Determine availability of office hours and/or pre/post-test reviews.
  • Direct instructors to resources for Moodle quiz creation, learning guides, lecture design, etc. (Generally this will be the CVM Educational Support Group at cvmces@umn.edu).
  • Direct instructors to google drive to identify related content in other courses.
    • Appendix II. Course content links
  • If 104 or student surgery is needed and not yet reserved, please contact Academic & Student Affairs (104) or Erin Malone (student surgery); Appendix III.

Course Management

Timeline: day 1 and continuing through the semester

Goal: Ensure any issues are resolved quickly.

Action items:

  • Work with faculty to ensure they have the class times on their calendars and alert you if emergency absences.
  • Ensure the Moodle site is visible to the students and resources are posted for the coming week Page 7.
  • Determine a plan for CIQs/midcourse evaluations (if any); contact Peggy Root Kustritz if questions (rootk001@umn.edu).
  • Respond to instructor and student concerns as needed.

Exam Management

Timeline: 2-4 weeks to any examination and continuing

Action items:

  • For students with accommodations, work with ASA to meet those needs.
  • Collect and review examinations to ensure questions fit course objectives; Adjust as needed
    • Appendix V Competencies by year.
  • Oversee exam compilation, printing, dissemination and administration; Ensure exams are staffed appropriately for student questions and proctoring.
  • Ensure online exams open and close at appropriate times.
  • Submit missed exam forms to ASA as needed (Appendix III).
  • Review exam metrics to determine if adjustments are needed to scores (e.g. questions with multiple correct answers or alternate interpretations).
  • Ensure students receive grade information in a timely fashion and are able to review the exam questions.
  • Review midterm grades and notify ASA (Joe Maple) of any failing students.
  • Review final grades and send to ASA for submission within 48 hours of the final or by the last day of finals week.

Course Review and Revisions

Timeline: ongoing

Goal: Continuous improvement!

Action items:

  • Determine if you want CIQs performed (Appendix VII).
  • Review CIQs and student and course evaluations.
  • Ensure all instructors have access to the course evaluations and are reviewing their instructor evaluations.
  • Discuss any desired or needed changes with course instructors and Department Chairs/Vice Chairs.
  • Respond to CCEP requests for course review and revision plans.