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School/Unit User Guide
UCD RegistryClárlann UCD
This document is intended to provide information to staff using the followingSchool/Unit
Management functions within the Interim Curriculum Management System:
• New Module Requests
• Module List Management (includes changes to Module Places, Module Coordinator, Trimester and
Status)
EditingMajors provides details on amending major structures. Further information and support on
how to use the Interim Curriculum Management System, is available on the Curriculum Team website.
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Contents
School/Unit Role ………………………………………………….………………3
New Module Requests …………..…………………………………………….4
Module List Management …………………………………………………….8
Module Places …….…………………………………………… 9
Module Coordinator ………….……........………………11
Module Trimester …………………………………………….12
Status ……………………………...………………….………….14
New Module Codes…………………………………………..….....………….16
UCD RegistryClárlann UCD
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School/Unit Role
The School/Unit Management Role in the Curriculum Management System refers to some administrative and oversight functions that are carried out by designated individuals in the School/Unit/College, e.g. Head of School, Teaching & Learning representative, School/Unit Administrator.
A UCD InfoHub report, Curriculum Manager Access Roles, shows the people who have been assigned different levels of access within each School. Additional staff can be granted access upon request to your College Liaison.
To access the Curriculum Management System, please follow the following steps:
1. Log into InfoHub2. Go to Students3. Select Curriculum, Module Capacity & Timetables4. Select Curriculum Management System
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New Modules Requests: Introduction
New Modules are requested through the New Module Requests section of the Curriculum Management System.
Individual Module Coordinators cannot request new modules directly, this function is only available to those with School/Unit Management rights. This is to avoid duplication of effort and to facilitate Schools/Units in managing their Module lists.
Under My Requests you will see all the new modules you have requested with statuses of Submitted(request has been sent to the Curriculum Team for coding) or Reviewed (a code has been assigned to the request) or Queried (there is a query on the new module request – please contact your College Liaison)
If you wish to remove a request, click on Cancel request in the right-hand column.
To request a new module, click the Add New Module Request button on the screen.
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New Modules Requests: Add New Module Requests
All fields on the form are required and must be completed for the module to be submitted to the Curriculum Team for coding.
Click on the Create Request button at the bottom left of the screen to submit your request.5
New Module Requests: Required Fields
Required Fields
School/Unit
The School/Unit to which the Module belongs
Subject
Subject associated with the Module request
Title
The title must be less than 30 characters. Only the short title is requested in the New Module Request page, the long title can be edited via the Module Descriptor up to the point that all the Mandatory Data is complete (status will change from Pending to Active).
Module Level
e.g. Introductory; Degree
Trimester
Trimester(s) in which module will be delivered
Credits
Credits associated with the Module. The default value is 5. Other credit values are available in the drop down menu.
Module Coordinator
Module Coordinators must be members of faculty or have approval to act from Academic Council
Module PlacesRefers to the total number of places across all offerings
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Requesting New Modules: My Requests and My School Requests
Changing Title of a Module
Once the Create Request button is clicked, the new module will be forwarded to the Curriculum Team for coding. It will also be listed under My Requests.
Aggregated requests for your School/Unit will be listed under My School Requests.
Once a code has been assigned, the Module will appear on the My Modules page for both the individual Module Coordinator and for those with a School/Unit Management role. It will also appear in the Search Module Catalogue section.
Please Note: The turnaround time for assigning codes to new modules is approximately two working days, although it may be a little slower at peak times. 7
Module List Management
This menu item allows users with a School/Unit management role on the Curriculum Management System to:
• Change trimesters• Change Module Coordinators• Change Module status (mark as inactive)• Change Module places (i.e. Module capacity)
These tasks are divided across two sections:
Change to Module Places: All other changes:
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• In-Programme electives are no longer available from September 2019 onwards.
• Under new Academic Regulations, incoming undergraduate students will not take Electives in their first trimester (3.23) unless it is necessary to meet a module requirement (3.28 (f)) set out in the programme specification.
• A new category of module places ‘First Year Elective’ has been created in the Interim Curriculum Management System in InfoHub. Schools/Units and Module Coordinators will need to record the number of places (if any) they wish to make available to incoming Stage 1 undergraduate students.
• Please see overleaf for guidance on making changes to Module places.
Module Places: What’s New / What’s Changed for 2019/2020
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Module List Management: Update Module PlacesThe Update Module Places section allows you to filter information on screen by Module Subject and Level. Allcategories of Module Places can be directly edited with the exception of Overall Places. Overall Places will update on foot of changes made to their constituent capacities.
Note: it is important to ensure that changes made here are communicated to relevant teams, such as Room Allocations and/or your Programme timetabling contact to ensure that there is consistency across all systems and that neither Schools nor students are adversely impacted by capacity changes.
During registration, Module Places will be managed directly with the Systems & Data Team in Administrative Services ([email protected]).
To edit the Core/Option, General Elective, International and First Year Elective places, type new values in the relevant fields and click the Update Places button to save your changes. The overall places will automatically calculate once the Update Places button is clicked.
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Module List Management: Update Module Details -Module Coordinator
To change the Module Coordinator, use the check box to select the Module(s) that are to be changed and then click on the Update Module Coordinator button at the top of the column. To find the new Module Coordinator search by name, Personnel number or email address, then click save. The same change can be applied to an individual Module or to multiple Modules at once.
Tip: For long lists of modules, click on the pin icon to freeze the headings
Under the new Academic Regulations, Module Coordinators must be a member of faculty or have been approved to act by Academic Council (3.14).
The Update Module Details section will default to display Modules from your home School/Unit. There is also a filter box that can be used to further refine the list.
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Module List Management: Update Module Details - Trimester
To change the trimester, use the check box to select the Module(s) that are to be amended and then click on the Update Module Trimester button at the top of the column. Select the new trimester from the dropdown list and then click save. The same change can be applied to an individual Module or to multiple Modules at once. Details of the new trimester categorisations are available overleaf. Under the new Academic Regulations, Modules should be completed within a single trimester unless they meet the criteria set out under section 3.5.
Tip: For long lists of modules, click on the pin icon to freeze the headings
The Update Module Details section will default to display Modules from your home School/Unit. There is also a filter box that can be used to further refine the list.
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Trimesters explained
Previous
Semester
Categorisation
New Trimesters
(19/20)New Trimester explained What's New
Semester 1 Autumn A module is offered in the Autumn
Trimester only.
Semester 2 Spring A module is offered in the Spring
Trimester only.
Semester
3/Summer Summer
A module is offered in the
Summer Trimester only.
Year long Two Trimesters A module spans the Autumn and
Spring Trimesters.
A distinction is drawn between
modules that span 12 months and
modules that span two trimesters.
Previously known as Year long.
New Year long (12 months)
A Year long module spans a full 12
months (3 continuous trimesters
from the start of a student’s
academic year)
NEW A distinction is drawn between
modules that span 12 months and
modules that span two trimesters.
New Two Trimesters A module spans the Spring and
Summer Trimesters NEW
Semester 1 & 2 Autumn & Spring
A module is offered at least once
in Autumn and at least once in
Spring.
Semester 1 & 3 Autumn & Summer
A module is offered at least once
in Autumn and at least once in
Summer.
Semester 1 & 2 &
3
Autumn & Spring &
Summer
A module is offered at least once
in each of the three trimesters -
Autumn, Spring and Summer.
Semester 2 & 3 Spring & Summer
A module is offered at least once
in Spring and at least once in
Summer. 13
Module List Management: Update Module Details -Status
To change the Module Status, use the check box to select the Module(s) that are to be amended and then click on the Update Module Status button at the top of the column. Select the new status from the dropdown list and then click save. The list of available statuses is explained overleaf. The same change can be applied to an individual Module or to multiple Modules at once.
Tip: For long lists of modules, click on the pin icon to freeze the headings
The Update Module Details section will default to display Modules from your home School/Unit. There is also a filter box that can be used to further refine the list.
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Module Status Definition Editable?
Continuing Module Details rolled forward from
previous academic year
Yes
Active Module has been edited
and all mandatory
elements have been
completed
Yes
Inactive Details have not been
rolled forward from
previous academic year or
Module is no longer on
offer
No, but can be released for
re-edit via 'Update Module
Status' screen
Pending New Module; mandatory
requirements not yet
complete
Yes
Due to the large numbers involved, inactive modules from previous terms have not been automatically rolled forward to the current academic year. If you wish to re-use inactive modules from any previous term, please contact your College Liaison to request that they be rolled forward.
Please Note: When selecting ‘Release for Editing’, it will appear as a ‘Continuing Module’ in your Update Module Details list
Module Statuses Explained
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NEW MODULE CODES ARE NEEDED WHEN:
A MODULE IS BRAND NEW
THERE IS A CHANGE TO THE CREDIT VALUE OF AN EXISTING MODULE
THE LEVEL OF A MODULE CHANGES
THE LEARNING OUTCOMES OR OVERALL CONTENT OF AN EXISTING MODULE CHANGES SIGNIFICANTLY
THE TITLE OF AN EXISTING MODULE CHANGES SIGNIFICANTLY
SCHOOLS AMALGAMATE AND NEED NEW SUBJECTS TO REFLECT THE CHANGE
A NEW SUBJECT CODE IS NEEDED (APPROVED ON THE SUBJECT REGISTER OR JUST FOR ADMINISTRATIVE PURPOSES
SCHOOLS DON’T NEED A NEW MODULE CODE WHEN:
A MODULE COORDINATOR OR A TRIMESTER IN WHICH A MODULE IS DELIVERED CHANGES
ASSESSMENT STRATEGY OR CAPACITY IS AMENDED
A CHANGE IN TITLE IS NOT VASTLY DIFFERENT TO THE ORIGINAL TITLE
THEY WANT TO ADD FURTHER INFORMATION TO A MODULE DESCRIPTOR
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UCD RegistryClárlann UCD
The Curriculum TeamTierney Building UCDBelfield Dublin 4 Ireland
W:www.ucd.ie/registry/adminservices/curriculum/index.html E:[email protected]
