Top of CRS | Index | Table of Contents | Feedback | ![]() |
CRSF1210 - Maintain Basic Course Details
Purpose |
To create and maintain institution-defined courses and details relating to courses. |
|
Subsystem | Course Structure and Planning | |
Normally Run By | Course/Planning Specialist | |
Anticipated Frequency | At the beginning of the course year, or as required. | |
Structure | Block | Course Version |
Tabs | HE | |
VET | ||
Discontinuation | ||
Intermission | ||
Advanced Standing | ||
Contact Hours | ||
Buttons | Other Course Detail (overlay) | |
Course Offering (CRSF1300) | ||
Course Version Note (CRSF12E0) | ||
Course Structures (CRSW2005) |
Course Version A course is a grouping of one or more units of study which may or may not lead to a formal award. Each course may be defined by numerous attributes. A definition of each attribute is included in the Subsystem Glossary section of this manual. It is possible to create many versions of a course, where a new version represents a significant difference between its attributes and those of previous versions. Course Versions are therefore a history of changes made to the attributes of a course. They permit allowance to be made for the 'pipeline' effect. That is, students are able to complete the Course Version for which they enrolled even though a different Course Version is currently offered to newly enrolling students. The Institution will determine whether changing one or more attributes is significant and warrants the creation of a new version. Students are enrolled in particular Course Versions. For example, to change a course from non-Award to Award would require the creation of a new version. Similarly, changing Admission and Advanced Standing rules would generally involve creation of a new version. Note: The range of fields displayed in this form depends on whether:
All fields described in this Help page are generic unless stated otherwise. |
The Course Version block contains:
HE Tab: (HE only)
VET Tab: (VET only)
Discontinuation Tab: Intermission Tab:
Advanced Standing Tab:
Contact Hours Tab:
Buttons |
Rules/Notes: A warning is displayed if non-alphanumeric characters are used in the Course Code. In this form, the tabs displayed and their associated fields are affected by the sector of the Callista installation and the sector(s) of the selected course. For example, the HE tab will only display for HE only or cross sector installations and for courses that are HE. The VET tab will only display for VET only or cross sector installations and for courses that are VET. The Course Code cannot contain a full stop if the full stop is defined as the code/version separator for Callista Rules (in RULF0100). Likewise it cannot contain a colon if that is defined as the code/version separator for Callista Rules (in RULF0100). The Other Course Detail button navigates to SMS forms:
The other remaining two buttons navigate to the following forms: The Annual Load button located on the Other Course Details overlay is available to both HE and VET sector courses. When creating a New Course, the Course Status must have a corresponding System Course Status of 'PLANNED'. Changing the Course Status so it has a corresponding System Course Status of 'ACTIVE' is specifically described in below. The following rules apply to System Course Status changes resulting from changes to a mapped Course Status:
There can only be one version of a course with a status of ACTIVE and an unset Expiry Date. You cannot alter the details of a Course Version once it has been made INACTIVE, with the exception of changing it back to ACTIVE. Some data will preclude this status change. A quality check is performed when the status change is attempted. The Course Version will only be active if the quality check is passed, otherwise a new version will need to be created. Advisory messages are displayed. Some check box fields are selected by default on creation of a new record. All default values should be checked for correctness. Closed organisational units, Course Statuses, Govt Special Course Types and Course Types cannot be used to define a course. Courses containing these closed values cannot be activated. The End Date for a course must be >= the Expiry Date if an Expiry Date is set. In this form, the tabs displayed and their associated fields are affected by the sector of the Callista installation and the sector(s) of the selected course. e.g. The HE tab will only display for HE only or cross sector installations and for courses that are HE. The VET tab will only display for VET only or cross sector installations and for courses that are VET. The 'Ineligible for SA-HELP' check box indicates the SA-HELP eligibility for students attempting this course. This check box is always selected for VET sector courses and for any Courses which have a Govt Course of Study Types 60, 61, 80, 81 or 99. It will normally be selected for Courses with a Govt Course of Study Type of 50 unless they are BOTPL courses. For all other courses this check box cannot be selected. Maximum Intermission Period must be greater than or equal to the Minimum Intermission period. The Maximum Contact Hours must not be less than the Minimum Contact Hours. The Maximum Contact Hours must not be less than the Student Visa Holder Minimum Contact Hours. The Course Structures button navigates to the Search for Course Plan Structure Version (CRSW2005) page where you can search for a Course Plan Structure Version or create a new Course Plan Structure Version. |
To
create a New Course using the Maintain Basic Course Details form:
|
Rules/Notes: Validations:
|
To
create a new version of an existing course using the Maintain Basic Course
Details form:
|
Rules/Notes: Where appropriate, act upon any System messages which require modification of data before proceeding. Note the System message as the new version is created. If the creation process fails to copy all records from the old version to the new version, a Course Version Creation Exception Report (CRSR0630) is automatically generated. This report should be reviewed and alternate data entered for the New Course Version. |
To
create a new Course based on an existing course using the Maintain Basic
Course Details form:
|
Rules/Notes: Where appropriate, act upon any System messages which require modification of data before proceeding. Note the System message as the new version is created. If the creation process fails to copy all records from the old version to the new version, a Course Version Creation Exception Report (CRSR0630) is automatically generated. This report should be reviewed and alternate data entered for the New Course Version. |
To
modify a Course Version using the Maintain Basic Course Details form:
|
Rules/Notes: It is unlikely that a Course Version will be modified other than to correct data which has been entered incorrectly. Changes to Course Versions in which students are, or have been, enrolled will usually result in the creation of a new version of the course. For changes to other Course Details see the instructions for their particular maintenance forms. No System checks are carried out for closed reference data when changing a Course Version status from one with an INACTIVE System status to one with an ACTIVE System status. |
To
change the Course Status of a Course Version from one with a System Course
Status of PLANNED to one with a System Course Status of ACTIVE using the Maintain
Basic Course Details form:
|
Rules/Notes: Only one version of a course can be ACTIVE, with an expiry date not set, at a time. i.e. An existing Course Version must have its status changed to INACTIVE or an expiry date entered prior to changing the status of the New Course Version to ACTIVE. |
To
delete a Course Version using the Maintain Basic Course Details form:
|
Rules/Notes: Course Versions cannot be deleted if they have been used elsewhere in the System. For example, if students have been enrolled in the Course Version. It is unlikely that a Course Version will be deleted other than to remove data which has been entered incorrectly. To delete a Course Version, dependent data such as course awards, offerings etc. must first be deleted. |
Last modified on 31 May, 2012 2:44 PM
History Information
Release Version | Project | Change to Document |
13.0.0.3, 14.0.0.2, 15.0 | 1834 - Service and Amenities fee | Added information for Ineligible for SA-HELP check box |
13.1 | 1323 - Online Help Consolidation | Incorporated Vet info from equivalent Vet page. Updated all links. |
12.0.0.3 | 1646 - Skills Vic Fee-Help Reporting | Added note about Annual Load button. Other Course Details buttons now arranged alphabetically as per spec. Merged VET Help page into this page. |
12.1.0.1 | 1647 - VIC AVETMISS Reporting | Added two new validations re: VET sector courses. |
12.0.0.1 | 1453 - Course Plan Enquiries | Updated the name of the Search for Course Plan Structure Version page. |
11.1.0.3 | 1546 - CAPS pt 1 | Added Business Activity button |
11.1 | 1447 - Course Plans | Added new Course Structures button. |
11.1 | 1354 - Withdrawal and Intermission | Added details for Discontination tab and new details for Intermission tab |
11.0.0.2.0.0 | 1508 -Vet Rules | Added new validations. |
10.0.0.0.0.0 | 1226 -Government Cohort Year in Admissions | Added Default Govt Cohort Year |