College setup process
- Accept the invitation from Woolf AMS and finish your onboarding (please, follow the guidance from “How to complete Staff Onboarding” article).
- Start by reading and agreeing to the university's Terms & Conditions, accessible through the provided link. This step legally binds you to the university's policies.
- Upon completing the onboarding process, please proceed to select "College setup" located on the action item card within your dashboard.
Please review the steps and their descriptions on the welcome screen. Prepare the required information to complete the fields, and then click "Start setup."
- College setup process consists of 4 steps: Details, Dean, Members and Configuration.
Details
Profile and Branding
This tab includes a "Profile and branding" section, which features a college description overview and fields for uploading vertical and horizontal logos. The instructions specify the required image type, size, dimensions, and format for these logos, which will be displayed on the public college page and students' official documents.
💡Note: You can proceed to the next step even if you don't have all the required information at the moment. Fill in as many fields as you can and click "Next". The "Details" step will remain "Pending" until all required fields are completed.
💡Note: Only Woolf’s Accreditation team can choose the authority, for college admins Malta will be set as the default. Also college staff cannot modify the fields "Name", "Subdomain name", "Authority", and "Overview" after verification. However, the "Overview" field can be modified by college staff if the college is not yet verified.
Administrative and Legal information
The second part of the “Details” tab contains the following fields:
- Support email, for students;
- Billing email, for Woolf financial team;
- Student community link, publicly accessible Slack or Discord channel;
- Terms and Conditions link, can be a link from a college website;
- College legal name and legal address, which will be used in a college agreement.
Dean
Please enter the dean's email address and either draw or upload their signature. Upon completing this step, an invitation will be sent to the dean.
To update the dean's email to a different address, enter the required information and click "Save". A confirmation window will appear regarding the change of the dean's email address, giving you the option to discard or proceed. Upon clicking "Proceed", an invitation will be sent to the new dean's email address.
All colleges have a Dean, who is the main contact for the college. The College Dean is normally the organiser of the college or appointed at the time that the college forms; Deanships do not have Woolf-defined term limits, though colleges may set their own internal limits on the role.
The only qualifications required to be a College Dean are those required to be a member of a college.
The Dean is not a teaching role, but oversees all teaching roles in the college. The Dean has a permission of College Admin on Woolf AMS.
Members
In this tab, you can view staff members who have already been invited, including the dean who was invited as an admin in the previous step. The tab also includes a counter displaying the number of invited members.
Woolf University requires 2 academic boards and 10 faculty members with at least 2 of them holding a Postgraduate degree to verify the college. If you update existing members with different roles, these counters will be adjusted accordingly. Here, you can add additional staff members. After entering their information and clicking 'Next', you will receive a message confirming that the invitation was sent successfully.
Configuration
College LMS details field
Here, you are required to provide the link to your LMS (or Canvas subaccount/Canvas standalone account) and can view the integration details for the API.
Public pages
Here, you need to provide the link to your marketing page (Public page).
Email notifications
This check in the email notification section determines whether the college approves Woolf sending welcome emails to enrolled students. Once activated within their degree program, students receive the enrollment letter in PDF format and contains link to their public credentials.
The "Complete college setup" card will remain visible until all required information is provided, 10 faculty members and 2 academic board members are invited, the dean is invited, and LMS access is provided.
How do I edit my college?
College admins can access the college settings from the navigation menu by moving to the "My college" tab and clicking the "Edit" button on the college profile page.
If your college is verified, the "Details", "Dean", and "Configure" tabs within the College section on your dashboard will lead you to the respective steps of college configuration.
But clicking on the "Academic Board" or "Faculty members" fields will redirect you to the "Staff" table. From there, you can edit permissions, update user details, or invite new staff members as needed.
There are the counters, where only active members are displayed. Therefore, even if you have invited the required number of academic board members, the counters will only update once they are verified.
College Preview Page
Find your college profile in the “My college” tab in the navigation menu. Alternatively, you can find it by clicking on the button located at the right corner of the "College Settings" field on your dashboard.
💡Note: This college preview page does not equal the public college page shown on Woolf website, as this page contains unverified degrees and pending member staff shown, in contrast to info shown in public website where only verified info is displayed.
The preview page includes a header featuring the college logo, name, status, and accreditation authorities. Following this is the "Details" section, which contains basic information such as legal and support contacts, billing email, subdomain, and student community link. The subsequent section is the "Overview".
Next, you will find the list of degrees, including a counter indicating the number of degrees. Each degree card displays its status, workload (converted to ECTS), degree name, degree overview, and accreditation level. To view the details of a degree, click the "View details" button.
Next, you will find a section dedicated to the dean's name and biography. Clicking the "View details" button will take you to the dean's user profile. Following this, you can find the academic board members along with a counter indicating their number.
Finally, you will find the section for "Faculty, Instructions, and Professional Experts," where relevant information is displayed.