Administrators and System Administrators Akari Curriculum Management System

Administrators and System Administrators Akari Curriculum Management System Curtin University is a trademark of Curtin University of Technology CRICOS Provider Code 00301 J 14. 11. 2016

Log-in & Basic Navigation § https: //akari. curtin. edu. au/curriculum/ § Log in using your staff number and OASIS password § Use the Akari Banner (shown above) to create new, navigate to your study packages, search for study packages § Help text is available in system to provide further guidance, along with links to user guides § Return to your dashboard by clicking “Home” or the Akari Logo Curtin University is a trademark of Curtin University of Technology CRICOS Provider Code 00301 J

Dashboard § The screen after log-in has links to all of your study packages, broken down by approval status § A study package will be included in your assigned entities if You are listed as the coordinator or other staff, OR You are listed as a reviewer or approver of the change and it is going through the workflow § Once you are assigned to a study package, you cannot remove yourself Contact another administrator or the study package coordinator to remove you from the list of other staff if required § Search screens will display all study packages according to the rights of the user Administrators can search for, view and edit drafts that they are not assigned to Curtin University is a trademark of Curtin University of Technology CRICOS Provider Code 00301 J

Using the System § Administrators have powers of the content creators, reviewers and approvers, along with administrator only powers See later slides for more details of system use by content creators, reviewers and approvers § Admin Power – View & Edit Drafts Changes should only be made in the context of your role and in collaboration with the content creators § Admin Power – Review / Approve study packages This functionality is to be used by Courses Management, Curtin X and Curtin-OUA only when there is written confirmation of review/approval from the relevant approval authority § Admin Power – Edit at all approval status This functionality is not to be used until rules, processes and guidelines are established § Admin Power – Help text will be managed by the system administrator in 2016. Contact Craig Zimitat in Curtin Learning and Teaching or Megan Jenkinson in Student Services to request corrections to the help text Curtin University is a trademark of Curtin University of Technology CRICOS Provider Code 00301 J

Searching and Reports § Search for units by selecting “All Units” (same for courses & components) Course and Units can be searched by multiple fields, component search is more basic § View/Download individual course, component and unit reports in the search/assigned entities screens Left click on the study package you are interested in to view or download a course or unit report at any approval status § Additional Reports available in Reporting Screen Reports that are available in system are provided in the Reporting screen. Useful reports: Course Book of Units, Course Book of Units with Unit Updates, Curtin University is a trademark of Curtin University of Technology CRICOS Provider Code 00301 J

Creating or changing curriculum This information is for content creators and is replicated for information purposes § To create a completely new study package, use the “Create new” functionality from the Akari banner This will create a new study package without any information pre-populated § To create an administratively new study package, or a new equivalent study package, use the “Copy” functionality from the action menu pop -up (click on the relevant study package to bring up this menu) This will create a new study package with some information pre-populated from the existing. All locked fields are unlocked for editing. § To create a new version of an existing study package, use the “Change or Modify” functionality from the action menu pop-up This will create a new version After the draft is created, navigate through to the edit screens using the action menu pop-up Curtin University is a trademark of Curtin University of Technology CRICOS Provider Code 00301 J

Editing Screen Types of data entry fields found in the editing screens § Multi-select Use the arrows to select from the relevant options § Look-up Type at least 3 characters to narrow down options § Flag / Checkbox Simple Yes/No fields § Radio button Choice of options § Free Text Enter text § Drop-downs Select from the relevant option Curtin University is a trademark of Curtin University of Technology CRICOS Provider Code 00301 J

Drafting and collaborating This information is for content creators and is replicated for information purposes § Drafts can be edited by all staff listed in the “Other Staff”, as well as the Unit Coordinator. Internal collaboration / review is supported by adding all contributors to “Other staff” External review / benchmarking is supported offline using the unit/course report § Contributors should leave discussion notes for other contributors in the “Extra Information” sections in the final tab of the editing screens This information appears in the report as “Discussion Notes” and provides additional information for committees about the discussions, considerations and collaborations that occurred during drafting § Once the changes have been fully drafted, contact Courses Management for final administrative check prior to submission Curtin University is a trademark of Curtin University of Technology CRICOS Provider Code 00301 J

System Validation § Assessments All assessments must add up to 100%, and the assessment breakdown must match the detailed assessment tasks Each assessment must address at least one unit learning outcome § Learning Outcomes Each learning outcome must be assessed at least once § User Defined Codes The user defined code must match the system validation applied in Student One. Refer to the study package coding and naming conventions § Mandatory & Locked Fields Mandatory fields are indicated with an asterisk Some fields (eg FOE, UDC) are locked for editing from version 2 onwards Centrally approved fields cannot be changed when a faculty workflow is selected System validation will prevent submission, and an error will be displayed Curtin University is a trademark of Curtin University of Technology CRICOS Provider Code 00301 J

Submitting & revising drafts This information is for content creators and is replicated for information purposes § Enter the rationale for the change in the pop-up that appears on submission This rationale will be used for Faculty and Central courses committees. Include relevant information about what has changed and the reason for this change. Include any additional information about stakeholder engagement and collaboration that is not already included in the extra information § The change will be submitted for approval through the Central or Faculty workflow Refer to the following slide for more information § If further review is required, the study package will be reverted to draft Refer to the status log for the reasons why a change has been reverted to draft Make the required changes in the draft, and resubmit. Include in your rationale how the feedback was addressed Curtin University is a trademark of Curtin University of Technology CRICOS Provider Code 00301 J

Workflow 1 Teaching & Support Staff 2 Central approval end Faculty approval end Head of School or nominee 3 c c Faculty CC / Dean L&T or nominee 4 c c (Central) University CC 5 (Central) DVCA / AB / Council § Step 1 (Draft): Academics & support staff create/edit a draft and submit for approval § Step 2 (Submitted): Head of School or nominee reviews & recommends § Step 3 (Endorsed – Central; Recommended – Faculty): Faculty CC / Dean L&T or nominee reviews & recommends (if central) or approves (if faculty) § Step 4 (Reviewed): University CC reviews & recommends § Step 5 (Recommended): DVCA / AB / Council reviews & approves Curtin University is a trademark of Curtin University of Technology CRICOS Provider Code 00301 J

Review changes in Akari This information is for reviewers / approvers and is replicated for information purposes § Navigate to all of the units, courses or components that are at the correct approval status § Click on the required study package and choose “View” or “Download” unit, course or component from the Action Menu Pop-up If the study package has a previous version, this will be noted underneath the study package. You should also view this study package report for comparison with the requested changes § Review the curricula information provided in the report Look for the administration notes, discussion notes and status log sections of the report for more information about what has changed, and who has been involved in the drafting and review § Revert to draft if changes are required If a change is needed to a study package before it can be recommended for the next reviewer, revert the change to draft and provide clear instructions in the pop-up about what changes are required. Curtin University is a trademark of Curtin University of Technology CRICOS Provider Code 00301 J

Recommending or Approving changes This information is for reviewers / approvers and is replicated for information purposes § Select “Set to Endorsed”, “… Reviewed”, “… Recommended”, or “… Approved” from the action menu pop-up Select Set to Draft if there are changes that need to be made prior to recommendation or approval Do not use Set to Rejected – to reject a study package, set it to draft § Enter review notes in the pop-up window that appears. This may include meeting minutes or resolutions as appropriate Include any notes or comments relevant for the next reviewer. If reverting to draft, be clear about the changes that are required Heads of School (and their nominees) indicate in this pop-up if a Faculty change should be reviewed by FCC § Details of the review / approval will appear in the status log Curtin University is a trademark of Curtin University of Technology CRICOS Provider Code 00301 J

User Set-up § All users, including administrative users, are set-up manually by the system administrators § Administrators are made up of staff within Curtin Learning & Teaching and Student Services only § At go-live, the following administrative users have been set-up All team leaders/managers in these areas All staff within Course Administration Team All staff within Courses Management, Course Design and Assessment § All other teams within CLT/SS need to request admin access Team leaders / managers to alert Courses Management when administrator access should be removed from a user (due to secondment or movement within Curtin) Staff who leave Curtin will automatically lose access to Akari Curtin University is a trademark of Curtin University of Technology CRICOS Provider Code 00301 J

Where to from here? § Contact Courses Management for advice/assistance with Setting up administrators One-on-one support Proposed changes to help text (after verification by Megan / Craig) § Visit http: //clt. curtin. edu. au/teaching_learning_services/akari. cfm User Guides Training Materials Latest news FAQs Curtin University is a trademark of Curtin University of Technology CRICOS Provider Code 00301 J