UCD Registry Clárlann UCD. Editing Majors

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1 UCD Registry Clárlann UCD Editing Majors This document is intended to provide information to staff using the Curriculum Management System to edit majors. The document introduces some of the terminology used and outlines the various elements involved, with screenshots where appropriate. Further information on timelines and using the Curriculum Management System for Schools and Programmes is available on the Curriculum Management website.

2 The start point for editing majors is the My Majors page in the Majors & Programmes section. In the Curriculum Management System the term major is used to refer to any major, minor or subject credit block. This page lists all the majors currently associated with your School with the following details: Associated Modules Tab Major Code Description School Stream Description Status Academic Year The Banner code that has been assigned to your major. A short description of your major with some administrative details, such as whether it is full- or part-time, the qualification with which it is associated, etc. The School with which the major is associated. The official title of the major. The edit status of the major. If it is being edited, the status will appear as Checked Out; otherwise it will show as Available for Edit. The version of the major

3 Type search criteria into yellow boxes to filter: Associated Modules Tab There are four buttons at the end of the screen: There are four buttons at the end of the screen: View Major Edit Major Cancel Checkout Back Opens a read-only version of the selected item. Opens the selected item in edit mode and checks it out under your name. This prevents anyone else from making changes to the major while you are working on it. Discards any draft changes you have made to an item (status Checked Out). To use this function, highlight the row on the My Majors list and click Cancel Checkout. Navigates back to previous screen

4 Editing a Major Highlight the item you wish to edit on the My Majors screen and click the Edit Major button. This will call up all details associated with the major. It is good practice to run a UCD InfoHub structures report for the major you intend to edit to use as a reference while you make your changes. This is available as part of the Curriculum Management suite of reports Structures by Major. If you want to review the details of the major but not edit, click the View button or again use the suite of reports available at UCD InfoHub. Associated Modules Tab

5 Associated Modules Tab Editing a Major There are a number of tabs on the majors screen: General Info Descriptions Tab Entry Requirements Associated Modules Stage/Rule Text Additional Text Contains. General details pertaining to the major. These details are fixed on creation of the major; any changes to the title, School association, major type and level require University approval. Major credits can be amended if required with assistance from your College Liaison. Free text boxes for categories of information associated with the major (not mandatory). CAO entry requirements recorded centrally by Admissions (display only). Core and option modules for each stage of the major. Expanded explanatory text about each stage and rule. Text for display on the Current Students website. Additional Details Derogations Currently not open for edit. Displays any derogations associated with the major.

6 Editing a Major There are three action buttons that display at the end of each tab: Associated Modules Tab Button Back Save Draft & Complete Later Major Complete Action Exits edit screens without saving and returns to previous screen. Saves your work to your workspace as a draft and exits you from that major All changes saved to Banner database and regarded as operational.

7 Editing a Major - Associated Modules Tab, Changing Core & Option Modules Can filter on module ID and title Associated Modules Tab The pane on the left hand side of the screen shows the contents of the major, broken down by stage, type (core or option) and rule. Click on the horizontal arrows beside Cores and Options to expand the details below these sections (a horizontal arrow indicates the presence of a list that can be expanded).

8 Associated Modules Tab Editing a Major - Associated Modules Tab, Changing Core & Option Modules In order to see the modules associated with any section, highlight the row and the corresponding modules will show in the pane to the immediate right, e.g. highlighting Stage 1 under Cores on the left hand side will show all the core modules associated with that stage for that major in the centre pane. The pane on the far right hand side of the screen displays the pot of modules, from which modules can be selected to add to cores or options, or to which modules can be discarded. To remove a core module, first ensure that the correct information is displaying in the centre pane (using the list on the left-hand side to navigate). Highlight the module you wish to remove and drag and drop it to the pane on the far right-hand side. This may be repeated as often as required. A module may be added to the cores for a given stage in a similar manner. Ensure that you are working on the correct stage (using the pane on the left-hand side to navigate). Identify the module that you wish to add to the cores using the pane on the far right hand side of the screen (use the filters if required), highlight the module, and drag and drop it to the centre pane.

9 Editing a Major - Associated Modules Tab, Changing Core & Option Modules The same drag and drop functionality can be used to add and remove modules from an option rule; highlight the specific row in the pane on the left to show the modules currently associated with the rule and remove or add modules as you wish. If your major has been flattened to reflect a stage that spans more than one Academic Session (e.g. part-time graduate-taught programmes), the Cores section will be blank and the major will instead comprise a number of option rules. For clarity for students, care should be taken to follow the same pattern of requirements when adding or removing modules from the option rules. Associated Modules Tab For queries regarding graduate-taught programmes, please contact your College Liaison. In both instances refer to these sources of information before implementing any changes to the structure currently in place. Checklist Check that the total core and option credits match those currently assigned to the stage. If the edits to your major result in a change of credits for the stage, contact your College Liaison for further advice as this may require approval at one of the University Boards Be careful not to select a module with a status of Inactive or To be Deleted as this indicates that the module will not be on offer in that term. Check the credit value of the module you have selected, as modules with similar titles may have different credit values.

10 Editing a Major - To add a new rule to a stage of your major use the Associated Modules tab. Note: the Cancel and Save buttons in the Rules Details section are used solely for rules and are not effective in saving other changes you may make on this screen. Associated Modules

11 Editing a Major - To add a rule, click the Add button. Then, in the Rule Details section of the screen select the stage to which you wish to add the new option rule and the type of rule (1 of, min 1 of etc.) from the drop down lists. The various rules are explained below: In-Prog Elective In-programme elective. Associated Modules Suggested Elective An elective from a subject area unrelated to the major, but which may be of interest to students. These consume general elective places on the module and are indicated by an S on the elective search page of the registration application. 1 OF: - 9 OF: Students must select the exact number of option modules specified to fulfil requirements for the Stage. Min 1 - Min 20 Students will be required to select this minimum number of option modules from the list to fulfil requirements for the Stage. All rules must have a short, character description of the rule entered in the Rule Description field (In-Programme Electives/Suggested Electives is sufficient text for the elective rules as ultimately the modules display as a list on the Electives tab of the registration application without any extra detail). Enter the Rule Description text carefully as it cannot be easily edited after it is saved. For non-elective rules 1 of, 5 of, 7 of, min 3 of etc more detailed text can be added to the rule on the Stage/Rule Text tab.

12 Editing a Major - Click the Save button in the Rule Details section to create the rule. The Options list will briefly collapse but if you click on Options again, and from there expand the list, you will see that your new rule has been added. Associated Modules

13 Editing a Major - Associated Modules You can then drag and drop modules to your rule in the same way as before. If you change your mind about setting up the rule before clicking Save, use the Cancel button discard. The Cancel button is only effective in this specific instance, so to remove any rule that has already been saved please refer to the section on. New rules will be added in a sequence of A), B), C), etc. This is an automatic system feature so if you wish your option rules to appear in a particular order you may need to delete certain rules and enter them from scratch. Check that the total of core and option credits match those currently assigned to the stage. If the edits to your major result in a change of credits for the stage, contact your College Liaison for further advice.

14 Editing a Major Removing a rule requires you to work from the bottom up; everything associated with the individual rule has to be deleted before the rule itself. Associated Modules Firstly highlight the rule in the left hand pane. All associated modules should be removed (by dragging and dropping all the modules in the list in the centre pane to the pane on the far right hand side).

15 Editing a Major Next hit the Remove button. If there is no rule text associated with the rule (on the Stage/Rule Text tab), it will be removed. If however rule text is associated with the rule in question an error message will appear. Go to the Stage/Rule Text tab, identify the text related to that specific option rule and remove all the rows. Return to the Associated Modules tab and click Remove Rule again and the rule will be deleted. Once again, check that the total core and option credits match those currently assigned to the stage. If the edits to your major result in a change of credits for the stage, contact your College Liaison for further advice. Associated Modules

16 Editing a Major - The Stage/Rule Text tab allows you to amend, add or delete explanatory text for a given option rule or stage. Text in these sections display on the student browser and appear as advisory text on the registration application. Associated Modules

17 Editing a Major - Text associated with stages appears in the top Stage Text section when the relevant row in the left pane is highlighted. Similarly, text (if any) associated with rules will appear in the Rule Text section when the relevant row is highlighted. Sequence numbers (Seq.) indicate the order in which the text will appear on reports and on the registration application. The sequence numbers will populate automatically. There is a text limit per row (this is a constraint from Banner). Rows can be added and removed as required. Please note that a new row will be inserted at the end of existing rows. Associated Modules

18 UCD Registry Clárlann UCD The Curriculum Team Tierney Building UCD Belfield Dublin 4 Ireland W: E:curriculum@ucd.ie