Editing Majors

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This document is intended to provide an overview for staff using the Curriculum

Management System to edit majors. Further information on timelines and using the

Curriculum Management System is available on the Curriculum Management website.

Version: February 2020

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Contents Regulatory Note…………………………………………………………………. 3

Getting Started …………………………………………………………………. 4

General Information………………….……………………………………….. 5

Editing a Major

First Steps ………………………….......................... 6

Stage Text……………………………………………………….. 7

Associated Modules ……………………………………….. 8

Adding Core Modules ……………………………………… 9

Adding a New Rule ……..……………………………….… 10

Amending an Existing Option Rule……………...... 11

Removing Core & Option Modules ……………..…. 12

Deleting a Rule ………………………………………………. 13

Things to Note ………………………………………………... 14

Text Fields………………….………………………………….…. 15

Useful InfoHub Reporting…………………………………..............…. 17

Checklist…………….………………………………………….…………………….. 18

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Regulatory Note Programme Specification • Under Academic Regulations, Governing Boards are required to maintain a programme specification for

new and existing programmes/majors (1.13). • Section 1.14 of the Academic Regulations details the required elements of the programme specification. The

Curriculum Management System in InfoHub will capture much of this information, but it is expected that full details are retained locally. The programme specification will be published to students at a later point.

• It is understood any changes made to your programme structure via the Curriculum Management System e.g. swapping modules in/out, have been approved by your Governing Board.

*** After the Curriculum Management System has closed for edits to majors, changes to a programme structure can only be processed via an approved PDARF7 Programme Change Proposal

form. Please see the Curriculum Team website for further details. *** Programme Structures • A programme may not require a student to take more than 30 credits per trimester including elective

credit (3.8). Governing Boards must ensure all new and existing programmes are compliant with this

requirement. • Incoming Stage 1 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. Programme structures need to ensure that 30 credits (3.8) of core and/or option modules are available in Trimester 1 of Stage 1.

• Undergraduate students may choose to forgo elective modules and take additional option modules from within their programme (3.24) instead. This may impact the capacity on option modules on your major.

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To make changes to your Majors: 1. Open InfoHub 2. Go to Students 3. Click ‘Curriculum, Module Capacity & Timetables’ 4. Select Curriculum Management System 5. Select Majors in My School (defaults to the School/Unit that you

are associated with) 6. Select the relevant academic year 7. Click View on the chosen major

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Getting Started:

Term Description

Major Code The code that has been assigned to your major.

Description A short description of your major with some administrative details, such as whether it is full-time or part-time, the qualification with which it is associated, etc.

School/Unit The School/Unit with which the major is associated.

Major Type The categorisation of the major e.g. Single Major, Joint Major etc.

Full-Time or Part-Time

Whether the major is defined as full- or part-time

UCD Level A definition of the level of the major e.g. Undergraduate, Graduate Taught

Credits (ECTS) The credit breakdown for each stage (not including Electives)

NFQ Level The award level as defined by the National Framework of Qualifications

Mode of Delivery How the teaching will be delivered i.e. Face-to-Face, Blended or Online

General Information

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Amendments to information recorded in these fields require Governing Board/UPB approval depending on the delegation of authority.

The General Information section displays the following information about the major:

• The Programme Director will, in most instances be populated on continuing majors. Please ensure the correct person is assigned as this drives access to the Curriculum Review & Enhancement menu on InfoHub. Click the edit icon to assign a Programme Director for a new Major. See Section 1.7 of the Academic Regulations for further details on the role of Programme Director.

Editing a Major: First Steps

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• If the Programme Specification (1.14 (h)) for the major details Non-Standard Progression Requirements or Additional Standards for Continuation, this information will display in the corresponding fields on the CMS (see below) and will be published to students on the Course Search. Amendments or additions to these fields require approval as a programme change (PDARF 7).

Editing a Major: Stage Text

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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 - Quick Search.

• Use the Stage Text section to include explanatory text about each stage.

• Text in these sections display on the student browser and appear as advisory text on the registration application.

• Stages cannot be deleted here but the content box can be edited using the edit icon.

• Don’t forget to save your content once you have inserted your stage text.

Editing a Major: Associated Modules

The actions below are used to make changes to core and option modules: • To include a new stage record for core modules (where none existed previously) click the plus icon

• To include a new option rule click the plus icon

• To edit core modules or option rules for existing stages click on the edit icon to the left of the stage

• To view a comparison of the new structure with that of the previous year, click

All new majors require a programme structure i.e. the programme’s core and option modules as listed in the programme specification (see section 1.14 (e)) of the Academic Regulations). This is the structure that students will see on the Course Search and when they register online. It is therefore important that care is taken to review your programme structure in order to minimise difficulties at registration for your students. Existing majors will have their programme structures rolled from year to year. However, all structures should be reviewed each year in line with the University’s Curriculum Management timelines.

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Editing a Major: Adding Core Modules

To add new core modules to a stage where none have previously been assigned, click the relevant icon.

Search for modules by typing two or more characters of either the subject code, module code or the title. Use your cursor to select the module(s) you wish to include.

Once you have included all core modules, click the Save button.

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Contents

To add a new option rule, begin by selecting the stage, the type of rule, a condition (i.e. number of modules required for the rule) and a brief description. To attach modules, follow the same steps for adding core modules. The various conditions of an option rule are explained below:

Select X of: Indicates students must select exactly the number of modules that are specified by the ‘No. Required’ field.

Minimum of X: Indicates students will be required to select at least as many modules as specified by condition/number required, but they can select more than this if they would like.

The ‘Instructions to Students’ field can be used to provide further detail on more complex rules in order to clarify requirements. Text entered in this section will display to students on the Course Search and during online registration, and can help to guide them in making their module choices. Remember to save your rule using the Save button. If you change your mind about setting up the rule before clicking Save, use the Return Arrow on the top right corner to discard.

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Editing a Major: Adding a New Option Rule

NOTE: New rules will be added in sequence with prefixes 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.

Editing a Major: Amending an Existing Option Rule

It’s possible to change the number of modules to be selected from an existing option rule by amending the No of Modules Required field in the Edit Options section. NOTE: this action will relabel the letter prefix linked to the option rule ( A), B),etc) so if there are a number of option rules associated with the stage, the amended rule will move to the end of the list.

As undergraduate students can choose to take their full credit load from within their own major and stag

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To change the type of rule, i.e. from an exact number of modules to a minimum number of modules (or vice

versa), the rule must be deleted and re-entered from scratch.

Editing a Major: Removing Core & Option Modules

To edit core or option modules, click the icon on the relevant stage and section (red arrow) and the

corresponding modules will show in a new page e.g. clicking edit in Stage 1 - Core Modules to the left of the header

will return all the core modules associated with that stage. The same logic applies to option rules.

To remove a core or option module, identify the module you wish to remove and click the X (circled in red) to the

left of the module.

A sufficient number of modules should be provided in the option rule to allow fair choice to students. This is particularly important if option modules are being removed. For example, if a rule has five modules, from which students are required to choose three, removing two modules from that list renders the rule obsolete as all choice is removed.

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Editing a Major: Deleting a Rule

Deleting a rule will remove all modules and related text. To do this, simply click on the edit icon and then tick the Remove Rule check box. Don’t forget to click the Save button to execute the command.

As undergraduate students can choose to take their full credit load from within their own major and stage instead of taking general electives, sufficient modules should be made available on the structure. This can be achieved by either: • Changing option rules to allow students take a greater number of modules from those option groups

(using the ‘minimum X’ condition instead of ‘select X of’) • Adding a new, non-mandatory group of option modules where students are required to take ‘minimum

0’ of the specified list

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Editing a Major: Things to Note

Once you have finished editing your major, you can view the UCD InfoHub structures report for the major following your changes. This is available as part of the Curriculum Management suite of reports – Structures by Major - Quick Search. Previous academic years are archived there too for reference. If your major has been flattened to reflect a stage that spans more than one Academic Year (e.g. part-time graduate-taught programmes over two years), 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. Undergraduate majors should always be included in the programme verification exercise that gets carried out each summer ahead of registration. Programme verification is carried out to test online the registration experience of programmes before students begin their registration. Your College Liaison will be in touch with you about this.

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Editing a Major: Text Fields

To navigate to text fields linked to

your major, use the Major Menu on

the top left of the screen.

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Vision & Values and Outcomes

Programme Outcomes and Vision and Values are editable by the Programme Director only using the Curriculum

Review and Enhancement menu.

Additional Information

Details entered on the Additional Information tab will display to students on the Course Search (applies to

undergraduate majors, minors and concentrations only). To update text, click Add a new Section and select the

appropriate category from the drop-down list that appears.

Useful InfoHub Reporting

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I want to: Report

View core and option modules on a major/stage Structures by Major

Review inactive modules on stages, majors/stages with no associated modules, option rules with no associated

modules Majors Missing Data

See modules in my School for current and previous Academic Years

Curriculum Management - School Module Summary

Do a wildcard search of entire module catalogue Curriculum Management - School Module Summary

Check CMS access for staff and faculty in my School Curriculum Manager Access Roles

Editing a Major: Checklist

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Undergraduate Structures:

Use the Structures Reporting menu on InfoHub to review changes made on the Curriculum Management System

Check that the sum of core/option credits available on each stage match the Credits field for the stage on the top of the report

Check that text entered for option rules correctly describes the number of modules students need to take

Check that the Credit Split by Trimester field has been completed for all modules that span more than one trimester

Ensure students don't have to take more than 30 credits per trimester* Ensure that the major offers 25 elective credits across all stages* Ensure additional option credits are available for students who don’t want to take electives Stage 1 majors: ensure 30 core and option credits available in Autumn* (Additional options cannot be

used to make up to 30 credits) Review the Majors Missing Data report on InfoHub to check all modules associated with the major are

active *Exceptions will require an approved derogation! Graduate Structures: Use the Structures Reporting menu on InfoHub to review changes made on the Curriculum

Management System Check that the core/option credits available on each stage match the Credits field for the stage on the

top of the report Check that text entered for option rules correctly describes the number of modules students need to

take Check that the Credit Split by Trimester field has been completed for all modules that span more than

one trimester Ensure students don't have to take more than 30 credits per trimester* Review the Majors Missing Data report on InfoHub to check all modules associated with the major are

active *Exceptions will require an approved derogation!

The Curriculum Team Tierney Building UCD Belfield Dublin 4 Ireland

http://www.ucd.ie/registry/adminservices/curriculum/index.html E:curriculum@ucd.ie

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