Program Directors: Quick Steps to Review and Publish Syllabi

Created by Audrey Cutler, Modified on Wed, 14 May at 2:06 PM by Audrey Cutler

Program Directors (PDs) can quickly access syllabi by logging into HelioCampus.

TABLE OF CONTENTS

The Syllabus Approval Process

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

Once an instructor is added to a course in SIS, their course should be ready to edit within 24 hours. They must complete all required syllabus fields and click Publish. Once complete, the syllabus status changes to Approval Pending.
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, published syllabus will be available for students to see in SIS and in published Canvas courses.

All course sections are labeled with a syllabus publication status:

Draft indicates that an instructors is not listed with a course section. Once an instructor is added to a section in SIS, it may take up to 24-hours to for the status to change in HelioCampus
Faculty Pending indicates a syllabus is in edit mode and an instructor has yet not submitted it
Approval Pending shows that a syllabus was submitted by an instructor and is ready for a PD to review and publish it
Published shows that a syllabus is visible to students

Log into HelioCampus. If prompted, click Sign into Johns Hopkins University SSO.
In HelioCampus, click the three-line "hamburger" menu icon in the upper-left corner and click
Course Sections under Educational Experiences.
Type a course ID in the search bar and the enter key. Do not include and spaces or section numbers.
If needed, narrow down the results to a specific term by clicking +Add a filter and Term. Then click a specific term (e.g., Summer 2025).
To show only courses that need PD approval, click +Add a filter, then Status, and Approval Pending.
Click Manage at the end of the row for a course section.
Click Course Syllabus. Ensure the meets your program expectations.
Click Publish and Publish (again).

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.

PDs can access available syllabi through these steps:

Log into HelioCampus. If prompted, click Sign into Johns Hopkins University SSO.
In HelioCampus, click the three-line "hamburger" menu icon in the upper-left corner and click
Course Sections under Educational Experiences.
Narrow down the results to a specific term by clicking +Add a filter and Term. Then click a specific term (e.g., Summer, 2024).
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. NOTE: Program Directors and designees in Biotechnology and Government Centers cannot filter by program, and may see courses from multiple programs.
From the filtered list, select checkboxes next to specific course sections you plan to publish.
To show only courses that need PD approval, click +Add a filter, then Status, and Approval Pending.
To clear a filter, click the "x" next to it.

Review each syllabus individually before proceeding.

Follow all instructions above regarding filtering syllabi for a specific semester and program. Ensure you also filter for syllabi with the Approval Pending status.
From the filtered list, select checkboxes next to course sections you plan to publish.
Caution: Ensure you select only the specific syllabi you plan to publish. Otherwise, you may need to contact aapassessment@jhu.edu to reverse these steps.
Click SELECTED ITEMS ACTIONS, and click Change Status.
Set Update Status to Published and click UPDATE.

This action will change the selected syllabi statuses to Published.

Related Articles & Resources

Contact aapassessment@jhu.edu for additional help.