CEMS Training Materials

Create a New AP Match

Step 1

Go to  https://cems.regents.ohio.gov. Enter your username and password assigned to you by your Institutional or OBR Coordinator.

___________________________________________________________________________________

---

Step 2

Click on the “Matches” button from the main navigation bar located at the top of the page and select “AP Matches”

___________________________________________________________________________________

---

Step 3

Click on “Create a New AP Match” button on the right of the page.

___________________________________________________________________________________

---

Step 4

This is a 3 step process.  The first is to select the AP Test, Start Year/Term, and appropriate AP Score(s).  Ensure that all areas marked with a red* are filled out.  When finished, click on the “Next” button on the lower right of the page.

---

___________________________________________________________________________________

Step 5

Select the course (if any) that will be used for the match.  Courses can be identified from the list or found using the Course Look-Up box.  Identified courses should be shuttled to the right by double-clicking on the course or by a right arrow button.  Other credits can also be added as indicated.  When finished, click on the “Next” button on the lower right of the page.

___________________________________________________________________________________

---

Step 6

The final step is to review the Match.  Each area should be reviewed for accuracy and can be edited from this page without having to use the “back” button by using the “Edit” button on the right of each item. 

If additional comments are desired, they can be entered at the bottom of the page. 

There are two options after review is complete, either to “Save as Draft” or “Save and Submit to Institution Coordinator”.  Choose the appropriate option and click on the “Submit” button at the bottom of the page to save the Match.  

If an error is encountered, be sure to review the message and the Match itself to ensure all requirements are being met.

Create a New Account

Step 1:

Go to https://cems.regents.ohio.gov/CEM S/login. Click on the link “New User? Request an Account Here!”

Step 2:

Fill out as many fields as possible, ensuring that the information is accurate. Your email address will be important, as all password resets and emails relating to the CEMS system will be directed here.

Step 3:

When finished, click on the “Submit Request” button on the top right of the page.

Create a New Course

Step 1

Go to  https://cems.regents.ohio.gov. Enter your username and password assigned to you by your Institutional or OBR Coordinator.

Step 2

Click on “Courses” in the main tab near the top of the page.

Step 3

Click on “Create a New Course” button on the left of the page.

Step 4

Courses are created in 4 steps.  Be sure to use the “Back” button on the lower left of the page if there is a need to revisit an already completed step. 

The first step is to enter the course information.  Be sure accurately enter information in all the fields when available to ensure that vital data are captured and errors are avoided. 

Enter the Course Title/Name, Campuses, Course ID(s), Credit Hours, Lecture/Lab/Other Hours Per Week for the Course. 

Add other Course IDs only when those courses are considered co-listed courses. 

 When finished, click on the “Next” button on the lower right of the page.

Step 5

First select any and all campuses associated offering the new course. 

After selecting your “Start Term” and “Start Year”, the option to search available Course IDs will become available.

 Click  to search all courses. 

Step 6

In the pop up, you will find a list of all courses available to your institution and campuses.  Begin typing the Course Title or Abbreviation until you have found the course you are attempting to submit.

*Note:  If your course is not listed, Exit out of this box to return to the screen in STEP 4 PLEASE SKIP TO STEP 6 IN THE INSTRUCTIONS

Step 7

If you were not able to find your course in STEP 6, select the “Can’t find Course ID?” link to manually enter your course information. 

Step 8

Enter your “Course ID” and “Course Title”  and select “Accept”

Step 9

After selecting your course or manually entering your course, it will revert back to the screen seen in STEP 4.  The “Course Subject”, “Course Number”, “Low Credit Hours”, “High Credit Hours” must be entered to move the process forward. 

Step 10

The next step involves adding “Textbooks and Readings.”   There are two ways to do this:

1.  Use either 10 or 13 digit ISBN numbers to look up textbook information.  Press the “Lookup” button to search for the text book.
2. Manually type in all the textbook information.

Use the “Add Textbook” button to add the desire textbook.  Manually enter all the textbook information if the search yields no results. 

Additional reading can also be manually put in for the course. 

When finished, click on the “Next” button on the lower right of the page.

Step 11

The next step is to add more course data.  Fill in as many data fields as possible.  Pre-Requisite and Co-Requisite Requirements might not be available for some courses.  In that case the textbox can be left blank.

Fill out Catalog Descriptions, Instructional Goals or Objectives, Description of Assessment and/or Evaluation of Student Learning at all times. 

Additional Information can be any information that the submitter feels that the faculty review panel should know about the course that is not listed in the syllabus.

When finished, click on the “Next” button on the lower right of the page.

Step 12

The final step is to select “Attach a New Document”. The drop down on the subsequent pop up offers a list of most frequently used document types or just an “Other” if the user cannot use a pre-populated category.  The preferred file types include PDF, Word, or Excel.  Once the file/document was selected using the button, and then click on the “Upload” button to post the file/document to the Course. 

Multiple files can be attached. 

When finished, click on the “Submit to ODHE” button on the lower right of the page.  This completes the creation of a course in CEMS.

*Note: Selecting “Save as Draft” in the bottom right hand corner will allow you to save your progress and come back to it after obtaining more information.

Create a New CT CTAG Match

Step 1: 

Go to  https://cems.regents.ohio.gov. Enter your username and password assigned to you by your Institutional or OBR Coordinator.

Step 2:

Click on the “Matches” button from the main navigation bar located at the top of the page.

Step 3:

Click on “Create a New CT CTAG Match” button on the right of the page.

Step 4:

Next, type a Start Term year (e.g. 2013) and choose a Term.   Next choose whether to match by CTAG or specific CTAN, and then choose from the drop down menu that appears.  Ensure that all areas marked with a red* need to be filled out. 

Notice that if you select a CTAN or CTAG, the learning outcomes show below, including the essential ones.

When finished click on the “Next” button on the lower right of the page.  

Step 5: 

First, choose if the match is being associated with a CT Program or Course.  Because this is based on a Program, select the Program option.  This will provide a list of Programs to choose from. 

Enter the program that will be used for the match.  Programs can be identified from the list or found using the search box.  Identified programs should be shuttled to the right.  When finished click on the “Next” button on the lower right of the page.

Step 6:

The next step is to Enter the Learning Outcomes.  Note that the instructions provided show the Match information, so be sure to review to ensure accuracy.  You may also view the Program details (if applicable).

Enter learning outcomes for the match.  Use the “add” button to enter each learning outcome.  At least one learning outcome must be entered, and all guidelines must be entered.  These are marked with a large red*. 

When finished click on the “Next” button on the lower right of the page.

Be sure to complete the Learning outcome or guidelines entirely before saving.   

Step 7:

The final step is to review the Match.  Each area should be reviewed for accuracy and can be edited from this page without having to use the “back” button by using the “Edit” button on the right of each item.  If additional comments are desired, they can be entered at the bottom of the page.  There are two options after review is complete, either to “Save as Draft” or “Save and Submit to Institution Coordinator”.  Choose the appropriate option and click on the “Submit” button at the bottom of the page to save the Match.  If an error is encountered, be sure to review the message and the Match to ensure all requirements were met.

Create a New CT CTAG Match Secondary

Create a New CTAG Match

Create a New OTM Match

Step 1: 

Go to  https://cems.regents.ohio.gov. Enter your username and password assigned to you by your Institutional or OBR Coordinator.

Step 2:

Click on the “Matches” button from the main navigation bar located at the top of the page.

Step 3:

Click on “Create a New OTM Match” button on the right of the page.

Step 4:

First, select OTM Area, OTM, and Start Term.  Ensure that all areas marked with a red are filled out.  When finished, click on the “Next” button on the lower right of the page.

Step 5: 

Enter the course(s) that will be used for the match.  There may be multiple courses that need to be linked to the match for OTM with Learning Outcomes. 

Courses can be identified from the list or found using the Course Look-Up box.  Identified courses are to be shuttled to the right. 

When finished, click on the “Next” button on the lower right of the page.

Step 6:

Enter any additional information such as credit hour weight distribution for interdisciplinary courses.  Select “Add Interdisciplinary Weight Requirement” if applicable.

Otherwise, when finished, click on the “Next” button on the lower right of the page.

Step 7:

Click on “View Learning Outcomes & Guidelines” to see the requirements. 

Enter a description of how students meet OTM learning outcomes/guidelines.  Use the “Add” button to enter each learning outcome/guideline description.  At least one learning outcome from 1a-1e must be entered. 

All guidelines are required, which are marked with a large red. 

When finished, click on the “Next” button on the lower right of the page.

Step 8:

The final step is to review the Match.  Each area should be reviewed for accuracy and can be edited from this page without having to use the “back” button.  Simply use the “Edit” button on the right of each item. 

If additional comments are desired, they can be entered at the bottom of the page. 

There are two options after review is complete, either to “Save as Draft” or “Save and Submit to Institution Coordinator”.  Choose the appropriate option and click on the “Submit” button at the bottom of the page to save or complete the Match.

Create a New Program

 

Step 1: Go to https://cems.regents.ohio. gov. Enter your username and password assigned to you by your Institutional or OBR Coordinator. 

Step 2: Click on the “CT Programs/Courses” button from the main navigation bar located at the top of the page, towards the left.

 

Step 3: Click on the “Create a New Program” button on the top left of the screen.

 

 

Step 4: This is a four step process. First, select the desired institution and then enter a program title and type. Next, select a location from the populated list. The location will depend on the institution selected. All areas marked with a red asterik* must be completed.

When finished, click on the “Next” button on the lower right corner of the page.

 

 

Step 5: Enter the textbooks and readings for the Program. You may use the 9 or 13 digit ISBN number to search for texts. Additional Readings can be entered at the bottom of the page.

When finished, click on the “Next” button on the lower right of the page.

 

Step 6: Enter any Additional Program Data, Objectives & Assessment or Additional Information if necessary. These do not have to be completed.

When finished, click on the “Next” button on the lower right of the page.

 

Step 7: Lastly, upload any necessary Program documents either in PDF, Word, or Excel format. 

Multiple document files can be attached.

When finished, click on the “Save” button on the lower right of the page to create the new program. This is the last and final step in the process

Create a New Secondary Course

 

Step 1: Go to https://cems.regents.ohio.gov. Enter your username and password assigned to you by your Institutional or OBR Coordinator.

Step 2: Click on “CT Programs |Courses” in the main tab near the top of the page.

 

Step 3: Click on the “Create a New Secondary Course” button on the right of the page.

 

 

Step 4: Courses are created in four steps.

The first step is to enter the course information. Be sure to accurately enter information in all the fields (when available) to ensure that vital data are captured and errors are avoided. Red asterisks (*) indicate required fields.

Enter the Course Title/Name, Campus, EMIS Code (from dropdown box), Lecture/Lab hours per week and the Total Contact Hours for the Course. In addition, the Effective Year (4-digit) and Effective Term must be entered.

When finished, click on the “Next” button on the lower right of the page.

 

Step 5: The second step involves adding “Textbooks and Readings.” There are two ways to do this:

1. Use either 10 or 13 digit ISBN numbers to look up textbook information. Press the “Lookup” button to search for the textbook.

2. Manually type in all the textbook information.

Manually enter all the textbook information if the ISBN search yields no results. Use the “Add Textbook” button to add the textbook based on the information displayed.

Additional Readings can also be manually entered for the course.

 

This page is optional and can be filled out if needed.

Remember, if you need to go back while using the CEMS, utilize the “Back” button in the lower left of the page so the current page data can be saved.

When finished, click on the “Next” button on the lower right of the page.

 

Step 6: The third step is to add more course data. This is an optional step, though you may fill in as many data fields as desired. Pre-Requisite and Co-Requisite Requirements might not be available for some courses. In that case, the textbox can be left blank.

Be sure to use the “Back” button on the lower left of the page if there is a need to revisit an already completed step.

Fill out Catalog Descriptions, Instructional Goals or Objectives, Description of Assessment and/or Evaluation of Student Learning at all times.

Additional Information can include any information that the submitter feels the faculty review panel should know about the course that is not listed in the syllabus.

When finished, click on the “Next” button on the lower right of the page.

 

Step 7: 

Lastly, upload any necessary Program documents either in PDF, Word, or Excel format.

Multiple document files can be attached.

When finished, click on the “Save” button on the lower right of the page to create the new program. This is the last and final step in the process.

 

Step 8: Once you have saved, your new course has successfully been added.

Saved courses can be searched for by title under the “Courses” tab.

Create a New TAG Match

Step 1: Go to https://cems.regents.ohio.gov. Enter your username and password assigned to you by your Institutional or OBR Coordinator.

 

Step 2: Click on the “Matches” button from the main navigation bar located at the top of the page, then select "TAG Matches". 

 

Step 3: First, click on the “TAG Matches” under the sub-navigation bar, then click on “Create a New TAG Match” button on the left of the page.

 

Step 4: This is a 5 step process.

First, enter the TAG Area, the OAN, and Start Term. Ensure that all areas marked with a red* are filled out. When finished, click on the “Next” button on the lower right of the page.

 

Step 5: Enter the course(s) that will be used for the match. There may be multiple courses that need to be linked to the match.

Courses can be identified from the list or found using the Course Look-Up box. Identified courses are to be shuttled to the right.

When finished, click on the “Next” button on the lower right of the page.

 

Step 6: Enter any additional information such as course/program repetition requirements.

Otherwise, when finished, click on the “Next” button on the lower right of the page.

 

Step 7: Click on “View Learning Outcomes” to see the requirements.

Enter a description of how students meet each learning outcome. Use the “Add” button to enter each learning outcome description.

Essential Learning outcomes are marked with a large red*.

When finished, click on the “Next” button on the lower right of the page.

 

Step 8: The final step is to review the Match. Each area should be reviewed for accuracy and can be edited from this page without having to use the “back” button. Simply use the “Edit” button on the right of each item.

If additional comments are desired, they can be entered at the bottom of the page.

There are two options after review is complete, either to “Save as Draft” or “Save and Submit to Institution Coordinator”. Choose the appropriate option and click on the “Submit” button at the bottom of the page to save or complete the Match.

How to Copy a Course 

Step 1: Go to https://cems.regents.ohio.gov. Enter your username and password assigned to you by your Institutional or OBR Coordinator.

 

Step 2: Click on “Courses” in the main tab near the top of the page.

 

Step 3: Click on the icon under the “Copy” button on the right of the page for the Course to be copied.

 

Step 4: The next screen will ask to “Confirm” the task.

 

Step 5: Make necessary changes to the copied course. Don’t forget to expand the individual sections. Before finalizing, check carefully all of the changes were made. Note that during this step, you may review the “How to Edit a Course” document to get a more detailed review on how to edit.

When finished, click on “Save Changes”.

How to Copy a Match

Step 1: Go to https://cems.regents.ohio. gov. Enter your username and password assigned to you by your Institutional or OBR Coordinator.

 

 

Step 2: Click on the “Matches” button from the main navigation bar located at the top of the page.

 

Step 3: Select the match type (TAG, OTM, CTAG, or AP) you would like to copy. Click on the appropriate match type under the subnavigation bar.

 

 

Step 4: Next, scroll down and expand the Display Columns section and click on the drop down bar.

Click on the “Copy” in order to show the Copy column beside each match.

The Match can then be searched in the box shown in order to bring up the correct and more precise Match to copy.

 

Step 5: Locate the Match that needs to be copied.

Click on the Copy icon in the Match that needs to be copied.

 

 

Step 6: The next screen will ask to “Confirm” the task and if the task requires a new Articulation number. 

 

Step 7: Changes can be made to the copied match, by first editing the Match details. This includes Start & end Term and Area/Panel.

 

Step 8: If desired, the Courses area offers the option of adding or removing courses associated with the match. Clicking the actual course link will lead you to the next step.

 

Step 9: The course details section offers an overview of the course that has already been associated with the match. You may view the full list of information in this pop-up. Note that it cannot be edited; only viewed. Close the window to return to the Match.

 

 

Step 10: Next, the learning outcomes can be edited or added to complete the Match submission. Note that the Learning outcomes with a large red*are required and need to be completed.

 

Step 11: The last section deals with Additional Requirements, where the ability to add Course/program repetition Requirements exists. This step is optional.

 

Step 12: If desired, comments can be added to the copied Match before Saving or Submitting to the Institution Coordinator. When complete click on the Save button to confirm your changes and save the new match.

How to Edit a Course

Step 1: Go to https://cems.regents.ohio.gov. Enter your username and password assigned to you by your Institutional or OBR Coordinator.

 

Step 2: Click on “Courses” in the main tab near the top of the page.

 

Step 3: Search for the Course by either typing the course subject/number in the “Search” box or filtering by Match ID.

 

 

Step 4: Click on the Pencil under the “Edit” button on the right of the page for the Course to be edited.

 

Step 5: It is now possible to make necessary changes to the course. All course information should be reviewed before saving any changes.

Click on the “Save Changes” button on the bottom left of the screen to save changes.

 

Step 6: Edit the Additional Course Data as necessary. *Note – Changes cannot be made to courses that are a part of an approved Match. Edits can only be made to courses that are either in draft status, submitted to coordinator, or submitted to OBR before a final decision has been made.

 

 

Step 7: Edit the Hours and Textbooks and Reading as necessary. Any additional readings can also be edited.

 

 

Step 8: Lastly, changes can be made to the original documents attached by removing and uploading updated versions.

How to Edit a Match

Step 1: Go to https://cems.regents.ohio. gov. Enter your username and password assigned to you by your Institutional or OBR Coordinator.

 

Step 2: Click on the “Matches” button from the main navigation bar located at the top of the page.

Step 3: An “Edit” Column should be listed next to all of the matches. If it doesn’t appear, follow the steps below:

Scroll down and expand the Display Columns section.

Click on the “Edit” in order to show the Edit column beside each match.

The Match can then be searched in the box shown in order to bring up the correct and more precise Match to be edited.

Step 4: Once the Match has been located, click on the icon under the Edit column to edit the desired Match.

Step 5: Make necessary changes to reflect the desired outcomes.

Expand the Courses, Learning Outcomes, and Additional Requirements to ensure all the changes.

In order to change the course content or replace a document for the course, “Edit a Course” process needs to be followed. See a separate guide for “Edit a Course”.

When finished, click on the “Save” button on the bottom left.

How to Edit a Returned Match by Faculty Submitter

Step 1: Go to https://cems.regents.ohio. gov. Enter your username and password assigned to you by your Institutional or OBR Coordinator.

 

Step 2: Under "Match Submissions" navigate over to the "Returned for Re-Work" section on the right. Click on the number of the corresponding match type to begin editing.

 

Step 3: Click on the review button to review/edit the Match.

 

 

How to Expire an Approved Match

Step 1: Go to https://cems.regents.ohio.gov. Enter your username and password assigned to you by your Institutional or OBR Coordinator.

 

Step 2: Click on the “Matches” button from the main navigation bar located at the top of the page.

 

Step 3: First, click on the appropriate Match Type (CTAG, TAG, OTM, AP) under the sub-navigation bar.

 

Step 4: Next, scroll down and expand the Display Columns section.

Click on the “Expire/Withdraw” in order to show the Expire/Withdraw column beside each match.

The Match can then be searched in the box shown in order to bring up the correct and more precise Match to be expired.

 

Step 5: Locate the Match that needs to be expired.

Click on the clock icon in the Match that needs to be expired in order to generate an expiration request.

If a pop-up doesn’t appear, check the pop-up blocker setting in the Browser.

 

Step 6: Fill out the Expiration Request. Ensure that comments are entered to facilitate the request to the OBR Coordinator.

When finished, click on the “Submit” button on the bottom of the page or click on the “x” on the upper right hand corner to cancel.

 

Step 7: An expiration request submission message will appear if an expiration request was submitted successfully. 

 

How to Expire an Approved Match and Course

Step 1: Go to https://cems.regents.ohio.gov. Enter your username and password assigned to you by your Institutional or OBR Coordinator.

 

Step 2: Click on the “Matches” button from the main navigation bar located at the top of the page.

 

Step 3: First, click on the appropriate Match Type (CTAG, TAG, OTM, AP) under the sub-navigation bar.

 

 

Step 4: Next, scroll down and expand the Display Columns section.

Click on the “Expire/Withdraw” in order to show the Expire/Withdraw column beside each match.

The Match can then be searched in the box shown in order to bring up the correct and more precise Match to expire.

 

Step 5: Locate the Match that needs to be expired.

Click on the Expire icon (clock) in the Match that needs to be expired in order to generate an expiration request.

 

Step 6: Fill out the Expiration Request. Ensure that comments are entered to facilitate the request to the OBR Coordinator.

When finished, click on the submit button on the bottom of the screen.

 

Step 7: An expiration request submission message will appear if an expiration request was submitted successfully. Close out the page showing a successful submission.

 

Step 8: Click on “Courses” in the main tab near the top of the page.

Note that the only courses that can be expired are those with approved expiration requests for all of the approved matches that the course is affiliated with.

 

Step 9: In order to check for the course being approved for other matches, search the course.

Once the course is found, click on the course title.

 

Step 10: A pop-up with course information will appear. Scroll all way down to the bottom of the popup page. Find other matches by looking at “Associated Matches” section.

Complete each expiration request for all of the listed matches if the course is no longer active.

 

 

Step 11: Once all of the expiration requests have been approved by OBR Coordinator, the course is ready to be expired.

Click on “Courses” in the main tab near the top of the page and search for the course.

Click on the Clock icon under the “Expire” button on the right of the page for the Course that needs to be expired.

 

Step 12: Enter an End Term and End Year for the course. This term should be the last term that the course is being offered.

When finished, click on the “Submit” button on the bottom of the page to save the expiration date.

How to Review a Match

How to Review an Expedited Match

How to Revise a Returned Match as Institutional Coordinator

Step 1: Go to https://cems.regents.ohio. gov. Enter your username and password assigned to you by your Institutional or OBR Coordinator.

 

Step 2: Click on the desired match that has been returned for rework. Click on the number next to the Match Type (CTAG, TAG, OTM, and AP). 

 

Step 3: Click on the Pencil icon under the Review Column to revise the Match.

 

Step 4: On this next screen, it is best to click on the “Match Status History/Comments” to review why the match was returned for rework.

 

Step 5: Review the match status comments and establish what changes need to be made. Click on the  “X” in the upper right corner to close this page and return to the Match Information.

 

Step 6: The final step is to make necessary changes and review the Match.

Course details can be found by clicking on the course title under "Courses". 

Enter necessary changes/comments into the "Comments" section at the bottom of the page.

Before submitting, select either "Return to Institution Coordinator for Modifications" or "Submit to Panel Lead for Review".

 

 

How to Withdraw a Match

Step 1: Go to https://cems.regents.ohio.gov. Enter your username and password assigned to you by your Institutional or OBR Coordinator.

 

Step 2: Click on the “Matches” button from the main navigation bar located at the top of the page.

 

Step 3: First, click on the appropriate Match Type (CTAG, TAG, OTM, AP) under the sub-navigation bar.

 

Step 4: Next, scroll down and expand the Display Columns section.

Click on the “Expire/Withdraw” in order to show the Expire/Withdraw column beside each match.

The Match can then be searched in the box shown in order to bring up the correct and more precise Match to withdraw.

 

Step 5: Locate the Match you would like to withdraw.

Then, click on the icon (down arrow) in that Match row to generate a withdrawal request. A pop-up will be generated. Don’t forget to disable the pop-up blocker for this site.

Withdrawal option is used for all of the submissions that are not in approval status. Expiration option is used for those in approval status.

 

Step 6: Fill out the comment box with the reason for withdrawal.

When finished, click on the “Withdraw” button on the bottom center of the pop-up to submit or click on the “x” on the upper right hand corner to cancel.