Subject Database Training Slides 2018 2019 Subject Database

Subject Database Training Slides 2018 -2019 Subject Database Rollover Online Help, including these slides, at https: //staff. uow. edu. au/smp/subjectdatabase/rollover/index. html

Intros and Housekeeping Who are we? Where am I? HOUSEKEEPING • • Student Systems (Student Services Division) • • Senior Manager: Debbie Sartori under leadership of SSD Director, Theresa Hoynes. • Student Systems Manager: Rupert Leung • Business Analyst: Leanne Banfield • Student Systems Officers: Luke Davies, Ryan Huang, Trang Nguyen Contact us on 4221 5983 Or via the Sevice. NOW portal https: //uowedu. service-now. com/ess/ 2 The emergency meeting point is the Duck Pond lawn, just outside the Unibar/building 11. • Toilets (student and staff) are just outside in the corner behind IMTS helpdesk. • The access you have been set up today is Test Environment data. Please respect the test systems by using the systems appropriately for training today only.

The Annual Subject Database Rollover What’s Involved? What should I do before I start? • The 2018 -2019 rollover is opened in March 2018, Closed in September 2018 • It’s a chance for staff to add new subjects into 2019 and/or leave behind old subjects in 2018. • Carry over continuing subjects into 2019 (and edit 2019 data) • Approval is only formalised (i. e. required) at Faculty level. 3 The subject database rollover is an opportunity for efficiency. Staff can prepare for the rollover by: — Reporting on subject instances used. — Contact offshore partners (Dubai, PSB, INTI, SIM, CCCU Hong Kong etc) — Contact non-faculty subject owners (e. g. Regional Student Equity & Diversity, College co-taught etc) — Reporting on staff associations at subject instance level that will remain the same.

The Annual Subject Database Rollover What’s Involved? Access - There are 2 levels of access for the subject database within SAI: Subject officer & faculty officer (all faculty officers have to be a subject officer). Read more about the rollover approvals at: https: //staff. uow. edu. au/smp/subjectdatabase/rollover/index. html Login – the subject database is within SAI (Student Admin Interface). Log in via the intranet or directly at https: //staff. uow. edu. au/smp/subjectdatabase/index. html 4

The Annual Subject Database Rollover T his Th is s s t r l i a d tra i l e n i inin ide f n f p o g e r pe o r i g son n rso in r on no ly nly SAI Test Login Access – Please log in to SAI Test at the following link (not applicable for Deanne and Stefanie) SAI Test: [link removed as it was for training in person only] Use your current UOW username and password Then click on SUBJECT DATABASE menu Everyone learns differently… OPTIONAL Follow the slides or do this afterwards – up to you! 5

The Annual Subject Database Rollover What’s Involved? Links for the Rollover 1. The Subject and Instance Rollover link is the first place you’ll go to roll 2018 into 2019 databases. 2. Faculty Approval Officers will review the subjects rolled into 2019 via the Faculty Approval link. This must all occur before the deadline of 14 th Sept 2018. 3. Normal everyday use of the subject database is via the Maintain UOW Subject Database link. (3) This is also where staff can amend 2019 data and make new 2019 subjects. 6

The Subject DB Rollover Steps to Rollover 2018 data to 2019 GO TO: SAI > Subject DB > Subject and Instance Rollover 1. Select Calendar Year = 2018, your Department (one school/unit at a time), Calendar (one at a time). Search. 2. Select some/all subjects you’d like to roll into 2019. Press Next. - Each subject can only be rolled over once, so you need to decide on instances before proceeding. 3. Select the subject instances and the staff associations you’d like to roll into 2019. Press Rollover. - You cannot delete Subject Instances (only hide them manually) if they were rolled but not required. - If in doubt, don’t rollover the instance as it’s 2 more steps to hide an instance, but 1 step to create (when needed). - Additional instances (e. g. Dubai, Offshore) can then be made manually later if required. 4. Review your 2019 subjects & subject instances rolled over. - Error messages at subject instance level will specify if the combination was invalid. E. g. Distance delivery may not be available at Bega for Annual session. - For error messages, please email the core data team for assistance (Leonie Prior, leonig@uow. edu. au) 5. Press Exit to start the Rollover again (another School/Unit, another Calendar etc) 7

The Subject DB Rollover Steps to Rollover 2018 data to 2019 GO TO: SAI > Subject DB > Subject and Instance Rollover 1 – Year, School/Unit, Calendar 2 – Subject selections 8

The Subject DB Rollover Steps to Rollover 2018 data to 2019 GO TO: SAI > Subject DB > Subject and Instance Rollover 3 – Subject instances and staff associations 4 – Rollover confirmation 5 – Exit to rollover next subject/instances 9

Making a New Subject Important Things to Consider When making a new subject code, there will be impacts to weight up if the new code is required: • • 10 The subject prefix is the layer below the department/school that owns the subject and therefore it is useful to be able to distinguish between subjects in a department/school for Planning, Marketing and Communication in reporting. – What codes are available? (email irgr-contact@uow. edu. au for available codes, check your code hasn’t been used before) – Will this code be a reflection of the subject content or the school? HR – Casual staff have to enter a subject code to be paid. If the casual staff member enters the wrong code, the risk is that the person who is approving the request will reject it (because it’s the wrong subject code) – HR has seen this issue cause problems in the past. Ensure staff responsible for approving are aware of the changes – HR advised that it doesn’t matter which code is entered when the code changes (old or new) just as long as it is approved correctly Info Mgmt Unit, IMTS – If codes change, then this will impact reporting if you want to report on trends or compare previous years to the current year. You will need to factor this into your reporting in the IMU systems if you are reporting at subject level from the IMU system. New codes have to be manually entered in the 2019 Subject Database – Staff should choose not to rollover the old version of the subject from 2018 and manually create the new subject in 2019 Once new codes are created, Equivalences need to be setup Is the subject involved in pre-requisites/co-requisites in the subject database? – If so, all subjects that list that you need ABC 123 to study subject ABC 321, then ABCD 321 will now also need to list both the old subject ABC 123 and new subject XYZ 123. All instances, all subjects. Student Systems identify tutorial classes with large enrolments to manage the Opening Time Buffer for tutorial enrolments – if subject codes change, we’re not able to identify the large classes, so please advise us (smp@uow. edu. au) if the new subject is a large cohort (200+) so we can identify the new codes for the tutorial enrolment time buffers.

Making a New Subject Introducing, the ‘New’ button Whilst the subject database rollover period, the NEW button is made available for the future year. Staff should only be adding the subjects as per their faculty approval processes (FEC, FEC Chair approval etc) NOTE: You must rollover at least one subject before you can see the ‘new’ button. See the full SAI Manual on Add New Subject at https: //staff. uow. edu. au/smp/subjectdatabase/subject-info/index. html GO TO: SAI Test > Subject Database > Maintain UOW Subject Database 1. Open a 2019 Calendar & open an existing subject via Faculty link > School link 2. Press ‘Click Here’ to maintain the subject 3. Instead of editing the subject, simply press ‘NEW’ to make a new subject template 4. The core data fields will then appear for your editing. General subjects = Y will appear for all students to view (not necessary enrol) 5. Create a new, unique subject code, check the credit points are correct. 6. Create a new subject name (short and long). 7. Save to secure subject code. Save again with reason (DD/MM/YY FEC approved etc) 8. Maintain the rest of your subject information, including SLO’s at this point (after initial Save) 11

Making a New Subject Core Subject Data – Rules (characters, editing rights etc) Subject Code (e. g. ABCD 123 – Must be 7 characters, including spaces) - cannot be edited once subj made. Subject Name Long (max 68 characters with spaces) - cannot be edited once subj made, unless in rollover period for future years. Subject Name Short (max 24 characters with spaces) - cannot be edited once subj made by faculty staff, unless in rollover period for future years. Subject Credit Points - cannot be edited once subj made, unless in rollover period for future years. Subject Level (e. g. 200 level) - cannot be edited once subj made, unless in rollover period for future years. Subject Unit (e. g. ELICOS, SPHYS) - cannot be edited once subj made, unless in rollover period for future years Subject Description (2000 characters) – can be edited once subj made by Systems team and faculty staff, depending on time of year. Objectives of Subject (1000 characters) – can be edited once subj made. Phasing out but can still be used. Subject Learning Objectives (15 by 500 characters) – can be edited. 12

Maintaining Subject Learning Outcomes (SLOs) SLOs were available to replace Subject Objectives from October 2014 Subject Learning Outcomes are 15 rows of 500 characters. This is significantly more than the 1000 characters previously available for Subject Objectives. Subject Learning Outcomes were added to the systems in Oct 2014. See detailed manual at https: //staff. uow. edu. au/smp/subjectdatabase/subject-info/index. html Subject Learning Outcomes were implemented Academic Quality Standard team. TO AMEND/ADD SLOs, go to your subject via Maintain Subject Database links > SLOs Edit button 1. 2. 3. 4. 5. 6. 13 Staff can add SLOs and remove Subject Objectives since Oct 2014, any time of year. Add a row for each new Subject Learning Outcome then type in the text. Move the order with a drag and drop (if you like). Save and Close (the confirm prompt will also ask you if you are sure). Users should delete Subject Objectives to prevent them also appearing in the public database to students Subject change reasons are automated when SLOs are changed, no need to save a reason.

Maintaining Subject Regulations This includes Pre-requisites, Co-requisites and Equivalences Subject Regulations can be reported on via SAI > Report Systems > Subject Regulations. Staff should use this report to ensure that Display rules = Electronic rules. E. g. if subject CIVL 299 has a rule but no text for students to see the pre-requisite rule. As a consequence, they may enrol and become provisional and not understand why. Enquiries are then generated etc. See the full SAI Manual on Subject Regulations at https: //staff. uow. edu. au/smp/subjectdatabase/subject-info/index. html TO ADD SUBJ REGULATIONS, Edit your subject > Maintain Subject Regulations button There is a drop down to update either pre-requisites, co-requisites or equivalences. Pre-requisites: 1. If you need to add subjects codes as pre-req’s to your subject, simply add the subject codes ACCY 111 AND ACCY 112 for example. No Credit Point value is required for known subject codes (system knows the c. p. value). 2. If you need to add ACCY 111 or ACCY 112 (use columns not rows) 3. If you need to add 12 credit points of ACCY 100 level (use ACCY 1*, 12 cp) 4. If you need to add Any 12 credit points (use *ANY, 12 cp) 5. If you need to add Any 12 credit points at 200 level (use 200*, 12 cp) The SAI Manual on Subject Regulations has full examples of these rules for users to refer to. Co-requisites and equivalences: Simply add the subject codes of same subjects (past versions etc) 14

Making a New Subject Instance creation Subject Database Officers can create, hide, quota block or increase Subject Instances any time of year. Staff should only be making these changes as per their faculty approval processes (FEC, FEC Chair approval etc) See the full SAI Manual on Subject Instances at https: //staff. uow. edu. au/smp/subjectdatabase/subject-info/index. html TO MAKE A NEW SUBJ INSTANCE, go to your subject > Add New Instance button 1. Within your subject, go to: Add New Instance Button (lower half) 2. Select the instance information applicable for your instance (Session, Campus, Delivery Method, Instance Name) 3. Press ‘Save’ to create this new subject instance Invalid combo’s need to be reported to Leonie Prior (leonieg@uow. edu. au) Invalid session to campus error message example: 15

Setting a Subject Instance Quotas at Subj Instance level manage numbers enrolled (zero, one etc) Staff can add a Quota to a subject to manage enrolment numbers. You can make it capped for capacity reasons, or ‘Zero’ for enrolment with approval only reasons. Note: Zero quota is completely different to blank (zero = no enrolments, blank = any number of enrolments) See the full SAI Manual on Subject Instances (to set quotas) and Quota Reset Functions at https: //staff. uow. edu. au/smp/subjectdatabase/subject-info/index. html GO TO: Your newly created subject instance in SAI Test > Quota cell 1. 2. 3. For unlimited enrolment into your subject instance (leave the Quota cell blank for normal enrolments to occur ) Setting a quota for capacity (e. g. a lab that can fit 20 students only) Setting a quota reset function = Yes i. e. when one class is full, quota will reset to 1. So if std number 20 subsequently withdraws, std number 21 cannot enrol (e. g. for faculty to maintain a manual waitlist) 4. Setting a quota to ‘zero’ to block enrolments. Only staff can override zero quotas via enrolment in SAI Enrol & Vary Allows a school to manage enrolments with Academic Approval forms (subject addition forms) for faculty managed enrolments Hiding a Subject Instance not in use (1. invisible, 2. zero quota) 1. Making subject instances that shouldn’t be used ‘invisible’ minimizes a subject being viewed by a student (they can still type it in if they are referring to old documentation that mentions the code, and can enrol into invisible subjects). 2. Setting a ‘zero’ quota on an invisible subject instance helps you completely block instances that should not be used. 16

Making a new Staff Association Academic staff access (as teachers) is set up by Subject DB officers Staff Associations are set up by Faculty staff at subject instance level. Faculty staff are the best people to know if someone is a Subject Coordinator, Lecturer or Tutor. Once the connection is made as a staff association, access to SMP_Central is immediate. See the full SAI Manual on Staff Associations at https: //staff. uow. edu. au/smp/subjectdatabase/subject-info/index. html GO TO: your newly created subject instance 1. Click on the ‘Add Staff Association’ button 2. Search your staff member by Surname (suggested method) or Faculty. If no results, the staff member may not be set up with IMTS usernames yet, or HR have an alternate record of them (e. g. maiden names). Contact us on smp@uow. edu. au if IMTS and HR confirm all records are correct. 3. From the results, select the relevant role: Subj Coord, Lecturer, Tutor 4. Information displayed on the Subject Descriptions database for students will show staff in accordingly to these roles. Note re Access types: Subj Coordinators and Lecturer access is the same in SMP_Central, however only Subject Coordinators get the Academic Consideration emails. Tutors have the same access as Subj Coordinators and Lecturers, but no Advanced Search link in SMP_Central. 17

Maintaining Subject Instance Constraints Limit enrolments to campuses or course codes. Campus & Course Constraints can be maintained to permit only certain students to enrol in your subject instance. The Campus Constraint set by default is “Course Campus = Subject instance Campus” There are no Course Constraints set by default. TO AMEND CONSTRAINTS> Subject Instance > Instance Constraints button > Campus or Course table 1. Review Campuses ticked. Ensure the campuses you want in the subjects are ticked. 2. Review Course Constraints and select the course codes relevant. Hold Control whilst select for multiple selections, press cancel to undo selections/deselections. e. g. Select for 710 (B Commerce) course codes: • The user needs to hold control to select multiple codes: 710, BB 710, BE 710, J 710, LO 710, MV 710, P 710, SH 710, SN 710 REPORTING: Users can report on existing Instance Constraints via SAI > Report Systems > Subject Instance Constraints 18

Faculty Approval of Subj DB Rollover Faculty officers have the role of Approval subjects at faculty level. The timing of this will usually be August as the government fees must be entered into SAI before the approvals can occur. The Student Systems team will email users when the faculty approvals can commence. Error messages will appear until the government releases their fees for the future year and they are entered into the system by the Planning and Fees teams. Faculty Approval Officers are listed at: https: //staff. uow. edu. au/smp/subjectdatabase/rollover/index. html#contacts Full Faculty Approval steps can be found in the Subject Approval manual at: https: //staff. uow. edu. au/smp/subjectdatabase/rollover/index. html or more specifically at: https: //staff. uow. edu. au/content/groups/public/@web/@stusys/documents/doc/uow 146195. pdf TO FACULTY APPROVE, go to > SAI > Subject DB > Faculty Approval link 1. Select the 2019 calendar, faculty and schools you’d like to review for approval (e. g. all schools at once or one at a time) 2. Default selection is ‘approve now’. Amend to ‘do not approve’ if you’d like to review it later (there is no ‘denied’ status) New subjects without Subject Shares data set up by Planning team need to be emailed to irgr-contact@uow. edu. au to finalise before approval can occur. 19

Typical Error Messages in the Subj DB Rollover Some of the error messages are expected. Read more info below. The error messages received will be dependent on session set up and timing. Error Received Issue/why? Report To ERROR: Student contribution band is missing an amount No student contribution bands set up yet (pending Govt release of fees) No one. These will be added in August and users emailed when the error should no longer be there. ERROR: No subject discipline group ERROR: No subject student contribution band ERROR: No subject shares New subject with no subject shares info added yet. irgr-contact@uow. edu. au the planning team will set up this data for you before faculty approval can take place. No subjects to rollover The subjects for the unit you are reviewing have already been rolled over to the future year. Your faculty approval officer. If you expected to see subjects here to rollover, talk to your faculty about who else did the rollover before you. Error: Invalid session combinations (session, campus, delivery) Session, campus, delivery combination that you used for this subject instance has not been set up in the session data. Contact Academic Administration (Leonie Prior, leonieg@uow. edu. au to manage this for you. 20

Still have some questions? Online Help Everything is online as step-by-step manuals (with screenshots!) https: //staff. uow. edu. au/smp/subjectdatabase/index. html If you are ever unsure, or about to do something very manual, please give us a call to confirm that’s the best way. Phone: 4221 5983 Student Systems Service. NOW: http: //myservices. uow. edu. au Urgent? – smp@uow. edu. au Updated: Luke Davies (Student Systems Officer, SSD) 21