Syllabus Approval Process

Both instructors and Program Directors (PDs) must take steps to make AAP syllabi available to students.

1. An instructor connected to a course in SIS can edit their syllabus in Canvas. They must complete all required fields and click Publish. Once complete, the syllabus status changes to Approval Pending. 
2. Then, the PD (or others will permission) must click Publish for the same syllabus to make it available to students. At that point, the syllabus status will change to Published.

Within a day, the syllabus will be available for students to see in SIS. When a Canvas course is published, students can access the syllabus there.

For PDs: View Syllabi

PDs can access syllabi and view their publication status through these steps:

1. Log into HelioCampus (AEFIS). If prompted, click Sign into Johns Hopkins University SSO. 
2. In HelioCampus, click the (three-line "hamburger") menu icon in the upper left corner and click Course Sections under Educational Experiences. 
3. Narrow down the results to a specific term by clicking +Add a filter and Term. Then click a specific term (e.g., Summer, 2024).
4. Narrow down results further by clicking  +Add a filter, then College, and select Advanced Academic Programs. Next, click  +Add a filter, then Department, and select your center or program.
5. You should now see all course sections in your center or program for the specific term you selected.
6. To show only courses that need PD approval, click +Add a filter, then Status, and Approval Pending.
   
   There are three options in the Status filter:
   • Faculty Pending - shows syllabi ready for faculty need to complete and publish 
   • Approval Pending - shows syllabi ready for PDs to review and publish 
   • Published
7. To clear a filter, click the "x" next to it.
8. Alternatively, to show sections for one course, type a course ID in the search bar, and click the enter key. 

   

For PDs: Publish a Syllabus

1. Follow the instructions above to filter course sections to those in your department or center for a specific term. 

2. To review and publish one syllabus, click Manage at the end of its row. 

3. Click Course Syllabus to view it. Ensure it has content for all required items and meets your program expectations. Click Publish and Publish (again) to make it available to students.
   
   

   Within a day, the syllabus will be available for students to see in SIS. When a Canvas course is published, students can access the syllabus there.

   
   

For PDs: Publish Multiple Syllabi Simultaneously

1. Follow all instructions in this document above regarding filtering syllabi. Review syllabi individually to ensure they include content for all required items and meet your program expectations.

2. Click +Add a filter, then Status, and Approval Pending.

3. From the filtered list, select checkboxes next to specific course sections you plan to publish. Caution: Ensure you check only the specific syllabi you plan to publish. Otherwise, you may need to contact aapassessment@jhu.edu to reverse these steps.

4. Click SELECTED ITEMS ACTIONS, and click Change Status.

5. Set Update Status to Published, uncheck the option to Override required syllabus template items, and click Update.
   
   

Related Articles & Resources

Contact aapassessment@jhu.edu for additional help.

Faculty: Editing the HelioCampus (AEFIS) Syllabus

HelioCampus (AEFIS) Syllabus FAQs

Updates to the HelioCampus (AEFIS) Syllabus

AAP Assessment Overview