NCATE streamlined the process institutions use to notify us which shells they need created for the programs they are submitting for review. Previously institutions filled out a chart listing the programs and emailed it to NCATE. Institutions will now notify NCATE through the new "Manage Programs" component in AIMS. We are excited about this new process. It will take some time for everyone to learn this process but in the end it will be more efficient and less time consuming. Please contact Caryn Wasbotten (firstname.lastname@example.org) or Frank Huang (email@example.com) if you have any questions about how to request shells using the Manage Programs component in AIMS.
Instructions for requesting shells:
Log into AIMS using your institution login ID and password. Under "Data Management" to the left of the screen there is a link that reads "Manage Programs".
Click on "Manage Programs" and you will see a list of all your programs. This list of programs was derived from programs the institution previously submitted. The list includes all the programs the unit offers and is not limited to only programs the institution submits for SPA review. If there is a duplicate program in the list please contact Frank Huang (firstname.lastname@example.org). If a program is not listed, see the instructions for adding a program below.
Next click on the "Request Shells" link at the bottom of the screen. This will open a screen that says "Manage Shell Requests".
Select the semester at the top of the page you plan to submit this set of program reports, for example S11, F11, S12, etc. Then click the "Add" button at the bottom of the page. If you plan to submit reports in several semesters, you will make each semester's request separately.
You will now see a list of all your programs that you can select from. Click in the box to the left of the program to select it. You will then choose which option you are using to submit (option A, B, C, or D). Then select the Review Type (initial or revised/response to conditions).
Once you have completed this information for any programs you are submitting you will then click "OK" at the bottom of the page.
A list of the programs you want to request a shell for are now on the "Manage Shell Requests" screen. Click "Submit" at the bottom of the page. This will notify NCATE to create the shells for the programs you have selected. Shells will be created within 5 business days.
When you go back to the "Manage Shells Requests" page, you will see a check mark in the column that says "Request submitted". You will receive an email once the shells are created. Once NCATE staff creates the shell, a check will appear in the "Shell created" column.
How do I link programs together?
Begin by following the above steps to request a shell. Before you click on the "Submit" button on the "Manage Shell Requests" page, click the "Link" button at the bottom of the page. This will open a list of your programs organized by SPA. Click the box to the left of the program name of the programs you want linked and click the "Submit" button. When you finish choosing all the programs, click on the "Submit" button on the "Manage Shells Requests" screen.
I do not see a program I need to submit for review in the list of programs. What should I do?
If you have a program that currently is not in the list in AIMS, you must add the program. A program must appear in this list in order to request a shell. To add a new program to the list:
Log into AIMS using the institution's login ID and password.
Click on the "Manage Programs" link on the left side of the page.
Click on the "Add New Program" button in the lower right hand corner.
Type in the name of the program, the level (ITP or ADV), the degree level, the program category, and the SPA you are submitting to. If the program is offered off campus, as a distance learning program, or is an alternate route program, click the appropriate button. If none of these apply, leave it blank.
Click the "Save" button at the bottom of the page. This will add the program into the institution's list of programs.
Now that the program is in the list, follow the same directions for requesting a shell from above.
I requested a shell to be created for the wrong program. How do I delete this?
You can correct this before you submit your shell request. Click the "Del" (Delete) button to the right of the incorrect program on the "Manage Shell Requests" page. This will remove the program. You can then add the correct program. When all the selections for the programs are correct, click on the "Submit" button at the bottom of the "Manage Shell Requests" page.
If you notice the incorrect program after you have clicked on the "Submit" button, please contact Frank Huang (email@example.com) or Caryn Wasbotten (firstname.lastname@example.org).
How do I correct a request if I selected the wrong option or report type?
You can correct this before you submit your shell request. Click the "Edit" button to the right of the program on the "Manage Shell Requests" page. This will open an edit box. Correct the information in the box and click "OK" button. When all the selections for the programs are correct in the list, click on the "Submit" button at the bottom of the "Manage Shell Requests" page.
If you notice the incorrect information after you have clicked the submit button please contact Frank Huang (email@example.com) or Caryn Wasbotten (firstname.lastname@example.org).
I closed the "Manage Shell Requests" screen, how do I get it back?
If you closed the "Manage Shell Requests" screen and you would like to look at the list of programs that you have a pending shell request for, you can click the "Request Shells" link on the "Manage Programs" screen and it will open up the "Manage Shell Requests" screen.
Requesting Shells in Aims - 7/22/2011 (webinar)