Resource Submission Process

Resource submission in Woolf AMS is a critical process to ensure courses meet academic standards and deliver quality educational experiences. This article outlines the process of building, submitting, and verifying resources for compliance and academic progress tracking.

Overview

To maintain compliance, colleges must build and submit course resources through Woolf AMS. Verified resources contribute to a course’s total workload, student progress, and accreditation standards. Unverified, draft, or rejected resources, however, do not count toward compliance.

For an overview of resources, see Resources Basics.

💡 Note: Resource verification is required to ensure accuracy in workload tracking and compliance with Woolf’s academic standards.

Steps for Resource Submission

Step 1. Preparation

Before submitting resources, ensure the following:

The resource aligns with the course requirements configured in AMS.
Each resource includes all mandatory fields, such as workload, grade weights (for assignments), and evidences files.
Resources meet the submission guidelines for their category.

Step 2. Creating Resources

Resources can be created in Woolf AMS through manual entry, Canvas integration, or API automation.

Canvas Integration (for Canvas Colleges)

Resources created in Canvas modules (e.g., Assignments, Pages) automatically sync with Woolf AMS in draft status.
Update the resource kind and workload in AMS if required.

💡 Tip: Use default workloads during course setup to streamline resource creation. Adjust workloads as needed for individual resources. For workload calculation and distribution details, see Workload and Compliance.

See Canvas Resource Management for more details.

API Automation (for Custom LMS)

Use Woolf’s Airlock API to automate resource creation and synchronization. See Woolf API Guide for setup instructions.

Manual Creation in AMS (when needed)

Navigate to the Resources page in AMS.
Click + to create a new resource and enter the required details:
- Resource Name: Provide a clear and concise title.
- Course: Select the relevant course.
- External ID: Use a unique identifier. This can be a system-generated ID or a unique ID.
- Kind: Select the appropriate type (e.g., General Materials, Meeting, Publication). See Resource Types for details.
- Workload: Assign default or custom workload values.
  
  💡 Tip: Use default workloads during course setup to streamline resource creation. Adjust workloads as needed for individual resources. For workload calculation and distribution details, see Workload and Compliance.
- Attachments: Upload relevant files (e.g., PDFs, videos). For more information, read Content and Attachments.
- Mark as ungraded: Check to create ungraded regular or summative assignments. Such resources are excluded from contributing to the final grade calculation.
- Grade Weights (if applicable): Assign weights to regular or summative assignments.
Save the resource in draft status.

Evidence Requirements

For Peer-Reviewed Publications: Attach the original publication or provide source links. For more information, see Academic Requirements for Peer-Reviewed Publications.
For General Resources and Publications: Include clear descriptions or supporting files.
For Meetings: A video recording is mandatory for a meeting to contribute to a student's course progress. For more information see, Managing Meeting Resources.

💡 Tip: Ensure all attachments are accessible and meet format requirements (e.g., MP4 for videos, PDF for documents).

Step 3. Submitting Resources

Once resources are created, submit them to Woolf AMS for review.

Individual Submission

Navigate to the resource in AMS.
Click "Submit".

Bulk Submission

Filter resources by course and status (e.g., "Draft").
Select multiple resources and submit them together.

What Happens After Submission?

Submitted resources undergo review by Woolf’s Academic Team to ensure compliance and alignment with course requirements.

Verification Process

Workload Accuracy:
- Workloads are reviewed for alignment with resource content. Adjustments may be made if discrepancies are found.
Content Compliance:
- Resources must meet the academic and compliance standards for their type. S

For more information, read Compliance Considerations.

Resource Statuses After Review:

Status	Description
Verified	The resource has passed academic review and contributes to student progress and workload.
Rejected	The resource failed to meet compliance standards. Rejections include reasons for corrective action.
Archived	Colleges can archive outdated resources. Archived resources no longer count toward active compliance.

💡 Note: Resources may be resubmitted for review if corrections are made after rejection. For details on statuses, see Resource Statuses.

Compliance Considerations

Resource Verification

Only verified resources count toward a student’s course workload and progress. The Academic Team assesses resource compliance based on:

Workload alignment with the declared course workload.
Accuracy of evidence provided.
Alignment with the intended learning outcomes.

Workload Adjustments

Woolf may adjust workloads during verification. For example:

Meeting workloads are calculated based on video duration and applied multipliers (e.g., 1.5x for breakout rooms).
General resources and publications may have workloads reduced if the content does not justify the declared workload.

See Workload and Compliance for more information.

FAQs

What happens if a resource is rejected?

Rejected resources do not count toward compliance or student progress. Reasons for rejection will be provided, and colleges can correct and resubmit the resource.

How are workloads verified?

Workloads are reviewed by Woolf's Academic Team. Adjustments may be made to align with compliance standards and actual content.

What evidence is required for peer-reviewed publications?

Attach the original publication or source link. Ensure the publication meets the compliance criteria outlined in the Academic Requirements for Peer-Reviewed Publications article.

Do archived resources affect compliance?

Only verified resources affect compliance. Archived resources no longer count toward active compliance metrics.