Objective

Upon completion of this KB the user will be able to Search, Add and Edit Course records

Assumptions

• The User has the minimum required level to access the Course tab
• The User has an understanding of the Australian Tertiary Education System / VET Sector
• The User has an understanding of HEPCAT / TCSI and HEIMS reporting / AVETMISS reporting
• The User has an Understanding of HEIMS element numbers

Key terms and concepts

System Required Fields

All Fields Overview

*The Course ID can be an institution specific code (e.g. a course abbreviation)  or a system allocated code

Campus File information

Implications

• Search can be used prior to creating a new Course record to ensure that the Course name / Course Id hasn't be previously used in the system, as well as to view an existing Course record.
• For a new course to make use of the course plan units will need to be associated with the Course. This would consist of Core units, electives and also include prerequisites to allow for course sequence and structure.

• Editing a Course file should only be done under certain circumstances as it can have impact on historical student enrolments. Any updates need to be updated with HEIMS via the submission of a Course and Campus file set (currently via HEPCAT). If a Course is significantly different (due to re-accreditation) a new Course record should be created and reported to  HEIMS (via HEPCAT) prior to enrolling any students in to the new Course

Workflow

How to Search for a Course Record

1. Click on the Course Tab within the side menu
2. Click on the Search option in the side menu
3. Enter the Course Id or Course name into the search fields
4. For a current course ensure the Course Status is Active, for a non current course change the Course status to Archived
5. Click on the Search Course  button
6. This will return a list of students that meet the searched criteria
7. To filter the returned options in this box  above the returned results start typing the Course name. This will reduce the number of results. 
8. Click on the blue hyper link on the left side of the required record.
9. The Course record has now been loaded.

How to Create / Add a New Course

1. Click on the Courses tab in the side menu

2. Click on the Add New option in the side menu
3. Enter the Required data to create the new course. 

4. Click the Save Coursebutton.

How to Edit a Course Record

1. Click on the Courses tab in the Side menu
2. Click on the Search option in the side menu
3. Enter either the Course code or the Course name in to the Course search section and click the Search Coursebutton.
4. The required Course has now been loaded.
5. Update the required information (Pleas note: the Id Code is not editable, if you try to edit it a duplicate record will be created) 
6. Click on the Save Course button.

How to Delete a Course Record

1. Click on the Courses tab in the Side menu
2. Click on the Search option in the side menu
3. Enter either the Course code or the Course name in to the Course search section and click the Search Coursebutton.
4. The required Course has now been loaded.
5. Click on Delete Coursebutton.

How to duplicate a Course Record(based on an existing one)

1. Click on the Courses tab in the Side menu
2. Click on the Search option in the side menu
3. Enter either the Course code or the Course name in to the Course search section and click the Search Coursebutton.
4. The required Course has now been loaded.
5. Enter the new Course ID into the Course ID field

6. Scroll down and Click on the Save Course button.

How to Add a Campus File

These instructions assume that a course has already been created.

There are 2 methods when adding Campus files.

1. Create one file and update it each each with the new data.
2. Create a new one each year.

The second option ensures that data is kept so that if HEIMS ask for a previous years campus file / data is it easily retrieved and submitted and ensures that the same data integrity. 

1. Click on the Courses option in the side menu
2. Click on the Search option in the side menu
3. Enter either the Course code or the Course name in to the Course search section and click the Search Coursebutton.
4. The required Course has now been loaded. 
5. Scroll down to the Campus where Course is taught section
6. If the course is offered at multiple locations a Campus file needs to be created for each location. 
7. Click on the drop box  - Add the following campus where the course is taught and select location. 
8. Click on the Add Campusbutton.
9. The add campus screen has now been loaded. 
10. Enter in the required data ensuring all required fields have a valid HEIMS compliant response.
11. Click on the Save Campus button.

How to Edit a Campus file

1. Click on the Courses option in the side menu
2. Click on the Search option in the side menu
3. Enter either the Course code or the Course name in to the Course search section and click the Search Coursebutton.
4. The required Course has now been loaded. 
5. Scroll down to the Campus where Course is taught section
6. Locate the Campus file to be edited and click on the edit  icon next to the record
7. The Campus record has now been loaded. 
8. Update the required data ensuring all required fields have a valid HEIMS compliant response.
9. Click on the Save Campus button.

How to Save an Attachment to a Course Record

1. Click on the Course tab in the side menu
2. Click on the Search option in the side menu
3. Enter the Course name or Abbreviation
4. Click on the Search Course button
5. This will return a list of Courses that meet the searched criteria
6. To filter the returned options in this box  above the returned results start typing the Course name.  
7. Click on the blue hyper link on the left side of the required record.
8. The Course record has now been loaded.
9. Scroll to the bottom of the page and click the Add File Attachment  button 
10. Click on the Purpose Drop box and select the required section
11. Click on the Category Drop Box and Select the required option
12. Enter the name of  the Attachment
13. Optional - Enter a brief description of the attachment
14. Select the lowest Permission level required to view this attachment
15. Click the Choose File  button
16. Navigate to the item to be attached
17. Click on the Save File Attachment  button 
18. Check for Successful save message.

Further reading

How to Create a course outline

How to Edit a course outline

How to Create Grade Types