Purpose

To create and maintain institution-defined courses and details relating to courses.

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 of the course.

Note: The range of fields displayed in this form depends on whether:

• Your Callista installation is for HE, VET or VET/HE (cross sector)
• The context unit is defined for HE, VET or HE/VET (cross sector)

All fields described in this Help page are generic unless stated otherwise.

The Course Version block contains:

• Course Code
• Version Number
  A New Course is automatically assigned the Version Number 1.
• Sector (Cross sector installations only)
• Title
  The Title, Short Title and Abbr fields should contain carefully considered data as this data may be used to generate Handbook entries etc.
• Course Status
• Start Date
• Review Date
• Expiry Date
  Courses with an Expiry Date recorded against them cannot be used by the Admissions subsystem, except for re-admissions.
• End Date
  An End Date can only be specified for Course Versions where the Course Status has been changed to one with a System Course Status of INACTIVE. For example, an End Date cannot be entered when creating a New Course. Similarly, the Course Status can only be changed to INACTIVE when an End Date has been entered. i.e. Both events must happen in a single update transaction.
• Short Title
• Abbrev
• Course Type
  The Course Type, assigned to a course, must be for an Award Course if Course Awards exist for the course.
• Responsible OU
• Credit Points Req
• Contact Hours
• Std FT Completion
• Std PT Completion
• Supp Exams Permitted check box
  The Supp Exams check box in the Maintain Basic Unit Details form (CRSF2210) overrides the Supp Exams Permitted check box in this form. For example, the Unit Supplementary Exam check box overrides the Course Supp Exam check box.
• Generic Course check box
• Grad Students check box
• Default Govt Cohort Year
• AQF Level

HE Tab: (HE only)

• Govt Special Course Type
• Std Annual Load
  If the Course Annual Load for a Course Version is not constant for each year of the course, the Std Annual Load field should be left blank. The Maintain Course Annual Load form should be used to record the annual load for each year of the course.
• Crs Total EFTSL
• Govt Course Load
• Min Submission %
• Ineligible for SA-HELP

VET Tab: (VET only)

• Vet check box
• Vet Student Loans Approved
• Industry Group (LOV)
• Industry Sector (LOV)
• Training Package (LOV)
• Recognition Type (LOV)
• Estimated Course Cost

Discontinuation Tab:

• Discontinuation SSF Available check box
• Discontinuation Auto Approval check box

Intermission Tab:

• Intermission Allowed check box
• Number Units Before Intermission
• Intermission SSF Available check box
• Intermission Auto Approval check box
• Min Intermission (Months)
• Count In Progression check box
• Max Intermission (Months)

Advanced Standing Tab:

• Qualification Recency
• Count Duplicate Units As Advanced Standing
• External Limit (Credit Points)
• Internal Limit (Credit Points)

Contact Hours Tab:

• Minimum Contact Hours
• Maximum Contact Hours
• Student Visa Holder Minimum Contact Hours

Buttons

• Other Course Detail (overlay)
• Maintain Course Offering (CRSF1300)
• Course Version Note (CRSF12E0)
• Course Structures (CRSW2005)

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 List of Values for the AQF Level field contains 'open' AQF Levels only. The adjacent 'read-only' fields display the description and Govt AQF Level Code for the AQF Level.

The Other Course Detail button navigates to the following SMS forms:

• Alternative Exits
• Annual Load
• Awards
• Business Activity
• Course Approval
• Course Categories
• Course Group
• Course Stage
• Course Version Rules
• Default Milestone Set
• Field of Study
• Funding Source Restrictions
• Govt Training Organisation
• Occupation Types
• Ownership
• Progression Rules
• Reference Codes
• Sub-Unit Relationships
• Type of Place
• Volume of Learning (HE only)
• Learning Outcomes
• Outcome Framework
• Loan Cap Amount

The other remaining three buttons (Course Offering, Course Version Note and Course Structures) navigate to the following forms respectively:

• Maintain Course Offering (CRSW1300)
• Course Version Note (CRSF12E0)
• Course Plan Structure Version (CRSW2005)

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 below.

The following rules apply to System Course Status changes resulting from changes to a mapped Course Status:

• PLANNED status can only become ACTIVE or INACTIVE
• INACTIVE can only become ACTIVE
• ACTIVE can only become INACTIVE
• ACTIVE and INACTIVE cannot become PLANNED.

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.

The VET Student Loans Approved checkbox determines if the course is approved for VET Student Loans or not and can only be selected for VET courses.

If the VET Student Loans Approved checkbox is not selected and a current Loan Cap Amount is recorded in CRSF12L0 (or vice versa), then a warning message is displayed.

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 Course Plan Structure Version (CRSW2005) page where you can search for a Course Plan Structure Version or create a new Course Plan Structure Version.

If an Outcome Framework has not been created for this Course Version, when the user clicks on the Outcome Framework button a confirmation pop up is displayed, checking that the user wishes to do so, the user selects Yes if they wish proceed to CRSW3000 to create the framework.
If no Learning Outcomes have been defined for the Course Version, then an error displays if the user clicks on the Course Framework button. The Learning Outcomes must be defined before the user can proceed to the Course Framework page (CRSW3000).

The Rollover Function:

Selecting the Duplicate Record Above function enables the creation of a new Course or Course Version without having to laboriously key all of its associated data. If the changes to a Course Version are 'significant' then a new Course Version may be created. (The institution determines whether the changes to an existing course warrant the creation of another version or a new course.)

A full list of the data that is duplicated in the new Course Version is provided in the Course and Unit Rollover Process Online Help document.

The latest instance of Course Structures and Dependencies (CRSW2600) and INCOMPLETE Timelines (CRSW2650) data is rolled over to the new course version, and assigned a new Structure ID and Start Date (and time). All Relationships within the Structures/Dependencies rolled over are automatically assigned new Start Dates (and times).

• Course Structure records rolled over are automatically assigned the default status of INCOMPLETE.
• For INCOMPLETE Timelines rolled over;if no Default Timeline exists then the earliest created INCOMPLETE Timeline is automatically set as the default.
• INACTIVE and COMPLETE Timelines are not rolled over.
• Precedents with a status of ACTIVE or REVIEW associated with an INCOMPLETE Timeline, are also included in the rollover. The internal course code (and version number, if relevant) linked to the Precedent must match the context course code (and version number, if relevant) associated with the Timeline; or the Course Type Group that is linked to the Precedent must match the Course Type of the context course associated with the Timeline.
• If relevant, the Precedent ID and Comments associated with an INCOMPLETE Timeline are also included in the rollover.
  

Existing 'user defined' data created in Proposals that is associated with a Course, is also rolled over to the new Course version. (Note: User defined data added to a Course Proposal is transferred to the CRS subsystem by the CRSJ6010 job.)

The rollover also includes Precedents (PRDW0400) with a status of ACTIVE, REVIEW or REJECTED with a Relationship containing the context course version.
The status of the rolled-over Precedent is automatically set to DRAFT and all dates set to the default date.
Note: Precedents containing the context course as a 'version-less' course, or Precedents created via the Duplicate function, are not included in the rollover.

Impact Analysis:

When a course is rolled over to a new version, the Impact Analysis function is automatically initiated (see CRSW2640) and identifies any occurrence of the old course in Structures, Dependencies, Timelines and Precedents. For more information, see CRSW2640.
(Note: Precedent (PRDW0400) records are not altered by a roll over. You will need to check changes to Precedents and ensure all required Precedents are in place for your new version.)

If impacts are identified during a rollover, an Impact Analysis text file is created and saved on the server in the JBS/OUTPUT directory. The name of the text file is: CI.Impact.<CI Type>.<code>.<version>.
<TO_CHAR(SYSTIMESTAMP,'YYYYMMDDHH24MISSFF6')>
The text file is e-mailed as an attachment to the person who ran the rollover. (Note: The e-mail address is retrieved based on the defined hierarchy of selection in CORW0100 for a System Communication Source Category, EMAIL, and Source Communication Type, STAFF.)

The 'Review of Course Version Creation Report' (CRSR0630) is generated if some data could not be copied from the old version to the new version. This report lists all data that was in the old version but was not rolled over/included in the new version.

• In CRSF1210, enter Insert Mode.
• Enter the course code in the Course Code field.
• Enter the name or description of the course in the Title field.
• Enter in the Version Number.
• Select Sector from the list of values, either VET or HE.
• Select the appropriate Course Status from the list of values (or key a valid value) in the Course Status field.
• Start Date defaults to the current date. If this is incorrect, enter the correct date from which the Course Version becomes effective.
• (Optional.) Enter the date on which the details of this Course Version should be reviewed in the Review Date field.
• (Optional.) Enter the date after which, if no action is taken, this course will no longer be available to new enrolments, in the Expiry date field. (this may be pending a review, accreditation etc.)
• Enter a short version (up to 40 characters) of the course title in the Short Title field.
• Enter an abbreviated version (up to 20 characters) of the course title in the Abbrev. field.
• Select the appropriate Course Type from the list of values (or key a valid value) in the Course Type field
• Select the organisational unit with responsibility for this course from the list of values (or key a valid value) in the Responsible OU field.
• Select the appropriate Government Special Course Type from the list of values (or key a valid value) in the GOVT Special Course Type field.
• The Supp Exams Permitted check box is selected by default, deselect if Supplementary Exams are not permitted.
• If the course is a Generic Course, select the Generic Course check box.
• The Grad Students check box is selected by default, this means that students can graduate from this course. Deselect if students are not able to graduate from this course. (Should be de-selected for non- Award Courses.)
• The first Tab is dependent on what Sector is selected.
• The record may be saved at this point. The remaining fields are optional and can be completed at any time
• Enter data in the remaining fields, all of which are optional.
• Save.

Rules/Notes:

Validations:

• If a VET Sector Course has a recognition type that is mapped to a Government Recognition Type of 14 then the Government Course Type must be in the range of 611 - 999.
• If a VET Sector Course has a recognition type that is mapped to a Government Recognition Type of 11 or 12 then the VET flag must be set to Y.

• In CRSF1210, find and display the current version of the course for which a new version is to be created.
• Select the New Record function, a blank record is displayed.
• Select the Duplicate Record Above function (from the Edit menu), a duplicate of the current version is displayed.
  Current and future Course Offering Instances (COIs) (CRSF1300) belonging to the existing Course Version are also duplicated to the new Course Version; including their associated Course Offering Patterns (CRSF1500) and Course Offering Options (CRSF1400). These are:
  • COIs with a Start Date >= the Course Version Start Date,
  • COIs with an End Date equal to the Course Version Start Date, and
  • COIs where the Course Version Start Date is between the COI Start and End Dates.
  Note: COIs with a Status of INACTIVE are not duplicated to the new Course Version.
  
• Check all fields for correct values, altering those which will be different in the new version. The new version must have the Status of 'PLANNED' before it can be saved.
• Save. The new version number is added by the system at this time. The most recent offering instance of the Course Version is copied to the new version. The associated data that is duplicated in the new version, is listed under Course and Unit Rollover Processes.
• Use the Other Course Details navigation button to go to the maintenance forms for other details associated with the New Course Version and check and modify this data as necessary.
• Repeat this checking and modification process for Course Offering and Course Version Notes data.

Rules/Notes:

Where appropriate, act upon any system messages that 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 alternative data entered for the New Course Version.

• In CRSF1210, find and display the current version of the course from which a New Course is to be created.
• Select the New Record function, a blank record is displayed.
• Select the Duplicate Record Above function (from the Edit menu), a duplicate of the current version is displayed.
• Enter the New Course code in the Course Code field and alter the Status to PLANNED.
• Check all fields for correct values, altering those which will be different in the New Course.
• Save. The version number 1 is added by the system at this time. The most recent offering instance of the existing course is copied to the new. The associated data that is duplicated in the New Course, is listed under Course and Unit Rollover Processes.
• Use the Other Course Details navigation button to go to the maintenance forms for other details associated with the New Course Version and check and modify this data as necessary.
• Repeat this checking and modification process for Course Offering and Course Version Notes data.

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.

• In CRSF1210, find and display the Course Version to be modified.
• Make the required changes.
• Save.

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 the 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.

• In CRSF1210, change the Course Status as described above.
  On attempting to navigate off the field by any method, a quality check is performed. This checks related Course Offerings for closed or missing reference data. Messages are displayed identifying any incorrect data involved. This data must be corrected before the quality check will permit the process to proceed.
• Save.

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.

Before updating the status of a course version from PLANNED to ACTIVE, all mandatory fields in the following forms (accessed via the Other Course Details button), must be completed:

• Course Awards (CRSF1250) - (only available if the Award Type check box is selected for the Course Type in CRSF1110).
• Course Fields of Study (CRSF1260).
• Course Ownership (CRSF1220).

• In CRSF1210, find the record to be deleted.
• Delete Record.
• Save.

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.

All Structure and Dependencies instances (CRSW2600), and Timelines (CRSW2650) (if relevant) belonging to a deleted course version are automatically removed.

It is not possible to delete a course version if one or more COMPLETE Timelines (CRSW2650) exist for the associated Course Structure (CRSW2600).