ARCHIVED: IU eTexts eDoc approval setup

IU eTexts adoption requests are submitted via workflow eDocs and require approval under any of three conditions:

• The program, department, or school chooses to collect or review all faculty-submitted requests.
• The faculty member will receive royalties from the adopted title.
• Students are already enrolled in the class.

If eDoc adoption requests are not approved in these scenarios, instructors do not get the texts they want to use to their students.

Only a course authority may designate IU eTexts workflow eDoc approvers. Deans, chairs, or directors may email etexthlp@iu.edu with the name(s) of those who are to be approvers in the program, department, or school. A given approver may have broad authority (e.g., for all BL-COLL-BIOL courses) or much more specific authority (e.g., for only BL-GRAD-COLL-BIOL-L courses). Define your preferences in your request.

A department may choose which of the following roles to use, but either an IU eTexts Course Authority Approver or an IU eTexts Dean Authority Approver needs to approve for royalties and/or enrollment.

Naming more than one person to a role is very helpful, so workflow is unlikely to ever be delayed.

Role descriptions

• IU eTexts Coordinator: This role is a staff member who can submit adoption requests on behalf of faculty. Faculty may only submit IU eTexts adoption requests for classes to which they have been assigned; having a coordinator is very helpful when a course has many classes and/or no, or few, assignments have been made and posted in the SIS Schedule of Classes.

  It is also possible to assign course coordinators to this role so they can submit adoption requests for all classes of a course, even if they are not the instructor of record and/or if there is no instructor yet assigned. Anyone in this role needs to first have (or get) SIS access.

• IU eTexts Coordinator Approver: This is often the same staff member as above. This role may approve for either or both of the following situations.

  A department may choose to have all adoption requests by faculty go through a workflow process for approval, review, or collection for any reason, e.g., internal tracking.

  If a faculty member will receive royalties from the title, any adoptions for that title need to undergo a workflow approval process. It may be important for someone in the school, department, or program to know and track this.

• IU eTexts Course Authority Approver: This is often a dean, chair, director, course coordinator, or someone on the staff reporting directly to them. This role may approve for any, or all, of the following options.

  A department may choose to have all adoption requests by faculty go through a workflow process for approval, review, or collection for any reason, e.g., internal tracking.

  If a faculty member will receive royalties from the title, any adoptions for that title need to undergo a workflow approval process. It may be important for someone in the school, department, or program to know and track this.

  If there is enrollment in a class, any adoption requests for that class need to undergo a workflow approval process, and someone from the school, department, or program needs to communicate the addition of IU eTexts to the enrolled students.

• IU eTexts Dean Authority Approver: This is the dean, or someone on his/her staff, or a campus-wide authority. Dean Authority Approvers can take on any or all of the same approval responsibilities noted above.