Purpose

To enable the creation and maintenance of institution defined unit versions and details relating to the unit versions

Subsystem

Course Structure & Planning

Structure

Single Block

Unit Version

Navigation Buttons invoke:

• the Other Unit Details menu which permits navigation to the forms:
• Maintain Course Unit Level
• Maintain Unit Categorisations
• Maintain Sub-Unit Relationships
• Maintain Unit Disciplines
• Maintain Teaching Responsibility
• Maintain Unit Reference Codes
• the forms:
• Maintain Unit Offerings
• Maintain Unit Version Notes

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Unit Version

Explanation

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.

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.

To create a new unit using the Maintain Basic Unit Details form:

1. Enter Insert Mode.
2. Enter the code for the new unit in the Unit Code field. (the version number will be set automatically to 1)
3. Enter the title of the unit in the Title field.
4. Select the appropriate unit status from the list of values (or key a valid value) in the Unit Status field.
5. 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.
6. Enter the date at which this unit version should be reviewed in the Review Date field. (optional)
7. Enter the date when the unit version will no longer be available for the enrolment of students, in the Expiry Date field. (optional)
8. 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.
9. Enter a short title for the unit in the Short Title field.
10. If it is permissible to override the unit title at the student unit attempt level, select the Override Title checkbox. If not, deselect the checkbox.
11. Enter an abbreviated title for the unit in the Abbreviation field.
12. Select the appropriate unit level from the list of values (or key a valid value) in the Unit Level field.
13. Select the appropriate internal course level from the list of values (or key a valid value) in the Unit Internal Course Level field. (optional)
14. 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.
15. Enter the number of credit points for this unit which will count towards a student's enrolment, in the Enrolled Credit Points field.
16. At this point the unit version may be saved.
17. 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 are:
• Achievable Credit Points
• Override Credit Points
• Override Credit Point Increment
• Override Credit Point Minimum
• Override Credit Point Maximum
• Assessable
• Supp Exam
• Repeatable
• Award Course Only
• Research
• Industrial
• Practical
• Superior Unit
• Subordinate Unit
• Include Superior Unit in Course Completion Evaluation
• Include Superior Unit in Load Calculation indicator
18. Save any changes made to the unit version.
19. Other unit details may be entered by selecting the Other Unit Details navigation button.

Rules:

• A new unit is automatically assigned the version number 1.
• see 'To create a new version of an existing unit using the Maintain Basic Unit Details form' for creation of a new version of an existing unit.
• 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 To modify a unit version using the Maintain Basic Unit Details 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. i.e. 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) checkbox is not selected, the Override CP Increment, Maximum and Minimum fields must be blank.
• If the Override CP checkbox 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 indicator in this form overrides the Supp Exams Permitted indicator in the Maintain Basic Course Details form (CRSF1210). ie. The unit supplementary exam indicator overrides the course supp exam indicator.
• Selecting the Override Credit Points indicator also allows the override of EFTSU for individual student unit attempts in the Record Enrolments form (ENRF3000).
• Selecting the Override Title indicator 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 indicator, 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 checkbox (ticked) allows the unit to be included in course completion evaluations. Otherwise, the subordinate units are included in course completion evaluations. The indicator setting can be overridden at the Course Sub-Unit Relationship level.
• Selecting the Include Superior Unit in Load Calculation indicator, 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 checkbox (ticked) results in load being derived from the superior unit. Otherwise, load is derived from the subordinate units. The indicator setting can be overridden at the Course Sub-Unit Relationship level.

To create a new version of an existing unit using the Maintain Basic Unit Details form:

1. Find and display the current version of the unit for which a new version is to be created.
2. Select the New Record function, a blank record will be displayed.
3. Select the Duplicate Record Above function, a duplicate of the current version will be displayed. . A full list of the data that will be duplicated in the new version is given in Course & Unit Rollover Process
4. Check all fields for correct values, altering those which will be different in the new version. The Status field must be reset to 'PLANNED'.
5. 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.
6. Use the Other Unit 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.
7. Repeat this checking and modification process for unit offering and unit version notes data.

To create a new unit based on an existing unit using the Maintain Basic Unit Details form:

1. Find and display the current version of the unit on which a new unit is to be based.
2. Select the New Record function, a blank record will be displayed.
3. Select the Duplicate Record Above function, a duplicate of the current version will be displayed. A full list of the data that will be duplicated in the new unit is given in Course & Unit Rollover Process.
4. Enter the new unit code in the Unit Code field and reset the Status field to 'PLANNED'.
5. Check all other fields for correct values, altering those which will be different in the new unit.
6. 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.
7. Use the Other Unit 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.
8. Repeat this checking and modification process for unit offering and unit version notes data.

To modify a unit version using the Maintain Basic Unit Details form:

1. Find and display the unit version to be modified.
2. Make the required changes.
3. Save.

• 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 result in 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 using the Maintain Basic Unit Details form:

1. Find the record to be deleted.
2. Delete Record.
3. Save.

• 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

Changes within this form will have the following notable effects: