Course Structures (CRSW2005)

Unit Version

This form is used to record and maintain details of the Units of Study offered by the institution. Each Unit is defined by numerous attributes. A definition of each attribute is included in the Subsystem Glossary section of this manual. Versions of Units are created when changes to a Unit are considered, by the institution, to be minor. The institution will determine that at some point, the changes to a Unit are of sufficient importance to warrant the creation of a new Unit or a new version of a Unit. Unit Versions are therefore a history of changes made to the attributes of a Unit.

Students enrol in particular Unit Versions.

For example, for a new Unit, current details are entered. These details may be changed. Institution policy may determine that a change has altered the definition of the Unit to the extent that newly enrolling students should enrol in a different Version. This will permit the precise identification of the Unit Version which a student has completed. Institution policy will also determine if changes to a Unit have been of such significance as to warrant the creation of a new Unit.

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 Unit Version block contains:

• Unit Code
• Version Number
• Sector
• Title
• Unit Status (LOV)
• Start Date
• Review Date
• Expiry Date
• End Date
• Short Title
• Override Title check box
• Abbreviation
• Unit Level (LOV)
• Unit Internal Course Level (LOV)
• Owning Org Unit (LOV)
• Coordinator
• Assessable check box
• Supp Exam check box
• Repeatable check box
• Award Course Only check box

Tabs

Contact Hours - [VET only]

• Unit of Competency check box
• VET check box
• Total Contact Hrs
• Supervised Contact Hrs
• Duration Limit
• Unit Course Type (LOV)
• Override Contact Hours check box
• Increment
• Maximum
• Minimum

Credit Points

• Enrolled Credit Points
• Achievable Credit Points
• Override Credit Points check box
• Increment
• Minimum
• Maximum

Sub Unit Controls

• Superior Unit check box
• Subordinate Unit check box
• Include superior Unit in Course Completion Evaluation check box
• Include Superior Unit in Load Calculation check box
• Include Superior Unit in VET Govt Enrolment File check box - [VET only]

Work Experience

• Total Hours
• Average Hours
• Work Experience in Industry Code (LOV)

More - [HE only]

• Research check box
• Practical check box
• Language of Instruction (LOV)

Buttons

• Sector (overlay) - [Only displayed in cross sector installations]
  • Unit Version Sector block
    • Sector
    • Owning Sector check box
    • Closed check box
    • Back button
• Other Unit Details (overlay)
  • Other Unit Details block
    • Course Unit Level (CRSF2240) - [HE only]
    • Disciplines (CRSF2230)
    • Reference Codes (CRSF2270)
    • Sub-Unit Relationship (CRSF2250)
    • Teaching Responsibility (CRSF2220)
    • Training Package (CRSF22A0) - [VET only]
    • Unit Categories (CRSF2260)
    • Unit Version Rules (CRSF2700)
    • Business Activity (GENF4920)
    • Proposals (PAAW1000)
    • Learning Outcomes (CRSF2950)
    • Back button
• Unit Offering (CRSF2310)
• Unit Version Notes (CRSF2280)
• Course Structures (CRSW2005)
• Course Components (CRSW2020)

Rule/Notes:

The content of selectable items in each Tab block is dependant on what is selected in the Unit Version block. The fields in the Tab blocks (left column), are listed before any field in the Unit Version block is selected. Once fields are selected in the Unit Version block, some fields will not be available or visible.

A warning is displayed if non-alphanumeric characters are used in the Unit Code.

The Unit 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 Course Structures button navigates to the Course Plan Structure Version (CRSW2005) page where you can find, create and modify a Course Plan Structure Version.

The Course Components button navigates to the Course Plan Structure Components (CRSW2020) page where you can find and create Components for use in Course Plan Structure Versions.

The Unit of Competency check box can be set by institutions to indicate whether the Unit represents a national training package or is a locally delivered module, but it is always recorded in the Enrolment Snapshot table as 'N' and is no longer included as the Subject Flag element in government reporting.

The Rollover Function:

Selecting the Duplicate Record Above function (from the Edit menu) 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 will be duplicated in the new Version is provided in Course and Unit Rollover Process Online Help document.

When creating a new Version of a Unit, any attached Assessment items will be carried over also.

The latest instance of Dependencies (CRSW2600) that exists for the unit version is also rolled over to the new unit code/version. It is assigned a new Structure ID and Start Date (and time). In addition, all Relationships within the Dependencies are assigned a new Start Date (and time).

Existing 'user defined' data created in Proposals that is associated with a unit, is also rolled over to the new unit version. (Note: User defined data added to a Unit Proposal is transferred to the CRS subsystem by the CRSJ600 job.)

Impact Analysis:

When a unit is rolled over to a new version (via the 'Duplicate Record Above' function), the Impact Analysis function is automatically initiated (see CRSW2640) and identifies any occurrence of the old unit in Structures, Dependencies, Timelines and Precedents.
For Structures, Dependencies and Timelines, the parent curriculum item to which the unit is attached, is reported. For Precedents, the unit being rolled over is reported.

If impacts are identified during a rollover, a 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.)

• Enter Insert Mode.
• Enter the Code for the new Unit in the Unit Code field.
• Enter the Title of the Unit in the Title field.
• Select the appropriate Unit Status from the list of values (or key a valid value) in the Unit Status field.
• Start Date is entered by the system as the current Date. If this is unsuitable, change the Start Date of this Unit Version to the correct value.
• Enter the Date at which this Unit Version should be reviewed in the Review Date field. (optional)
• (Optional.) Enter the Date when the Unit Version will no longer be available for the enrolment of students in the Expiry Date field. (Note : Entering an expiry date has no system functionality other than to restrict the rollover of the unit by CRSJ0020).
• An End Date can only be entered for Unit Versions with a status of Inactive. At that point, no active students would remain on the Unit Version. Leave blank when creating a new Unit.
• Enter a Short Title for the Unit in the Short Title field.
• If it is permissible to override the Unit Title at the Student Unit Attempt Level, select the Override Title check box. If not, deselect the check box.
• Enter an Abbreviated Title for the Unit in the Abbreviation field.
• Select the appropriate Unit Level from the list of values (or key a valid value) in the Unit Level field.
• (Optional.) Select the appropriate Internal Course Level from the list of values (or key a valid value) in the Unit Internal Course Level field.
• Complete the Unit Ownership details by selecting the appropriate Organisational Unit from the list of values (or key a valid value) and selecting the Unit Coordinator. Unit Coordinator is selected using the Find Person form which is invoked when the LOV button is selected.
• Select/deselect Assessable, Supp Exam, Repeatable and Award Course Only check boxes as required.
• (For cross-sector installations) Click on the Sector button and record sector details.
  Notes:
  1. One sector must be selected as the Owning sector.
  2. For cross sector units, the order of the sectors is not important.
  3. For cross sector units, the Add Record function must be used to add the second Sector.
• If the unit is HE:
  An Enrolled Credit Points value must be recorded before the new unit can be saved.
  For VET units:
  Total Contact Hours and Supervised Contact Hours values must be recorded. Cross Sector units must have Credit Points and Contact Hours recorded.
• At this point the Unit Version may be saved.

• The remaining optional fields should be checked (especially those with default values) and the required values entered in them. Check the Subsystem Glossary section for this subsystem for precise definitions of these fields. The remaining fields (including those on tabs) are:
  • Assessable
  • Supp Exam
  • Repeatable
  • Award Course Only
• Contact Hours tab - [VET only]
• Supervised Contact Hours
• Duration Limit
• Unit Course Type
• Override Contact Hours check box
• Override Contact Hours Increment
• Override Contact Hours Minimum
• Override Contact Hours Maximum
• Credit Points tab
• Enrolled Credit Points
• Achievable Credit Points
• Override Credit Points check box
• Override Credit Point Increment
• Override Credit Point Minimum
• Override Credit Point Maximum
• Sub Unit Controls tab
• Superior Unit check box
• Subordinate Unit check box
• Include Superior Unit in Course Completion Evaluation check box
• Include Superior Unit in Load Calculation check box
• Include Superior Unit in VET Govt Enrolment File check box - [VET only]
• Work Experience tab
• Total Hours (Work Experience)
• Average Hours (Work Experience)
• Work Experience in Industry Code
• More tab - [HE only]
• Research check box
• Practical check box
• Language of Instruction
• Save any changes made to the Unit Version.
• Other Unit details may be entered by selecting the Other Unit Details button.
• For HE units: Teaching Responsibility and Discipline must be recorded for a unit with an ACTIVE status. (Forms accessed in context via the Other Unit Details button.)
• For VET units: Teaching Responsibility must be recorded for a unit with an ACTIVE status.

Rules/Notes:

A new Unit is automatically assigned the version number 1.

When creating a new Unit, the Unit Status must be set to one with a corresponding System Unit Status of 'PLANNED'. Changing the Unit status to one with a corresponding System Unit Status of 'ACTIVE' is specifically described in the 'To modify a Unit Version using this form' (below).

The following rules apply to Unit Status changes:

• 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 Unit with a Status of ACTIVE and an unset Expiry Date.

You cannot alter the details of a Unit 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 Unit 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.

An End Date can only be specified for Unit Versions where the Unit Status has been changed to one with a System Unit Status of INACTIVE.

For example, an End Date cannot be entered when creating a new Unit. Similarly, the Unit 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.

The Title, Short Title and Abbreviation fields should contain carefully considered data as this data may be used to generate Handbook entries, etc.

CLOSED Organisational Units, Unit Statuses, Unit Levels and Unit Internal Course Levels cannot be used to define a Unit. Courses containing these closed values cannot be activated.

The End Date for a Unit must be >= the Expiry Date if an Expiry Date is set.

Sub Unit relationship constraints:

• Unit Version Status cannot be altered to INACTIVE if subordinates exist which are ACTIVE or PLANNED.
• Unit Version Status cannot be altered to ACTIVE if superiors exist that are INACTIVE or PLANNED.

If the Override Credit Point (CP) check box is not selected, the Override CP Increment, Maximum and Minimum fields must be blank.

If the Override CP check box is selected, then values can be entered for some or all of Override CP Increment, Maximum and Minimum.

If both CP Maximum and Minimum contain values then CP maximum must be greater than or equal to CP Minimum.

Min/Max CP values must be in accord with CP Increment value (if it exists). For example, if Enrolled CP = 4 and CP Increment = 2, then CP Min value may be 2, but cannot be 3, CP Max value may be 6, but cannot be 5.

CP Min <= Enrolled CP <= CP Max.

The Supp Exam check box in this form overrides the Supp Exams Permitted check box in the Maintain Basic Course Details form (CRSF1210). The Unit Supplementary Exam check box overrides the Course Supp Exam check box.

Selecting the Override Credit Points check box also allows the override of EFTSL for individual Student Unit Attempts in the Record Enrolments form (ENRF3000).

Selecting the Override Title check box allows for the overriding of the Unit Title for an individual Student Unit Attempt in the Record Enrolments form (ENRF3000).

Selecting the Include Superior Unit in Course Completion Evaluation check box, allows the user to record whether the Unit Version is counted when course completion is evaluated and the Unit is enrolled as a superior Unit in a sub-Unit relationship. Setting the check box (ticked) allows the Unit to be included in Course Completion evaluations. Otherwise, the Subordinate Units are included in Course Completion evaluations. The check box setting can be overridden at the Course Sub-Unit Relationship level.

Selecting the Include Superior Unit in Load Calculation check box, allows the user to specify whether the Unit is included in student load calculations when it is enrolled as a Superior in a sub-Unit relationship. Load calculations are used for fee assessment and the derivation of Attendance Type. Setting the check box (ticked) results in load being derived from the Superior Unit. Otherwise, load is derived from the Subordinate Units. The check box setting can be overridden at the Course Sub-Unit Relationship level.

Work Experience In Industry Codes are maintained in STAF1134. This code corresponds to HEIMS element 337.

To Create a New Version of an Existing Unit:

• Find and display the current Version of the Unit 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 Unit Offerings (CRSF2310) belonging to the existing Unit Version are also duplicated to the new Unit Version; including their associated Unit Offering Patterns and Unit Offering Options (CRSF2500). These are:
  • Unit Offering Instances with a Start Date >= the Unit Version Start Date,
  • Unit Offering Instances with an End Date equal to the Unit Version Start Date, and
  • Unit Offering Instances where the Unit Version Start Date is between the COI Start and End Dates.
  Note: Unit Offering Instances with a Status of INACTIVE are not duplicated to the new Unit Version.
• Check all fields for correct values, altering those which will be different in the new Version. The Status field must be reset to 'PLANNED'.
• Save. The new Version number is added by the System at this time.
  Note, and 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 Unit Version Creation Exception Report (CRSR0640) is automatically generated. This report should be reviewed and alternate data entered for the new Unit Version.
• Use the Other Unit Details 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 Unit Offering and Unit Version Notes data.

Rules/Notes:

The Unit Version Creation Exception Report (CRSR0640) 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 is not in the new version.

• Find and display the current Version of the Unit on which a new Unit is to be based.
• 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. A full list of the data that will be duplicated in the new Unit is given in Course and Unit Rollover Process.
• Enter the new Unit Code in the Unit Code field and reset the Status field to 'PLANNED'.
• Check all other fields for correct values, altering those which will be different in the new Unit.
• Save. The version number 1 is added by the system at this time. Note, and where appropriate act upon, any system messages which require modification of data before proceeding. Note the system message as the new Unit is created. If the creation process fails to copy all records from the old Unit to the new Unit, a Unit Version Creation Exception Report (CRSR0640) is automatically generated. This report should be reviewed and alternate data entered for the new Unit.
• Use the Other Unit Details 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 Unit Offering and Unit Version Notes data.

Rules/Notes:

When creating a new Unit based on an existing Unit, any attached assessment items will be carried over also.

• Find and display the Unit Version to be modified.
• Make the required changes.
• Save.

Rules/Notes:

It is unlikely that a Unit Version will be modified other than to correct data which has been entered incorrectly. Changes to Unit Versions in which students are, or have been, enrolled will usually require the creation of a new version of the Unit.

For changes to other Unit details see the instructions for their particular maintenance forms.

To Delete a Unit Version:

• Find the record to be deleted.
• Delete Record.
• Save.

Rules/Notes:

Unit Versions cannot be deleted if they have been used elsewhere in the system. For example, if students have been enrolled in the Unit Version.

It is unlikely that a Unit Version will be deleted other than to remove data which has been entered incorrectly.

You cannot delete a Unit if it has been selected in a COMPLETE Timeline (CRSW2650). An error is written to the validation section of the Exception report.