accessing dmis - ucc.ie · web viewthese guidelines cover the lifecycle of a module description...

Guidelines for the DMIS Online Book of Modules Oct 2018

Guidelines for the DMIS Online Book of Modules

These guidelines cover the lifecycle of a module description in the Book of Modules – creation, editing, approval and removal. All steps within this document start in the Online Book of Modules section of DMIS:

If your query is related to a function that is not within this section, please see www.ucc.ie/en/support/regsa/support/dmis/ or contact the Academic Systems Administration Office ([email protected]).

ContentsAccessing DMIS........................................................................................................................ 2

DMIS Online Book of Modules Overview.................................................................................3

Creating a New Module............................................................................................................4

Maintain Module......................................................................................................................8

Submit for Approval...............................................................................................................12

Approval Cycle........................................................................................................................17

Recall a module from the Approval Cycle..............................................................................22

Deletion/Discontinuation of a Module...................................................................................26

Changing the Credit Weighting of an Existing Module(s).......................................................26

Book of Modules Reports.......................................................................................................26

Appendix 1: Policy Governing Modules..................................................................................27

Appendix 2: Where to Edit Module Description Elements.....................................................34

Appendix 3: Key to College/School/Department/Unit Names on DMIS.................................36

Throughout this document: Book of Modules or BOM refers to the published module descriptions available on the

UCC website: www.ucc.ie/modules DMIS Online Book of Modules refers to the section within DMIS where module

descriptions can be created, edited and approved from the Book of Modules.

Support

If you require support with the DMIS Online Book of Modules please contact the Office for Academic Programmes and Regulations at [email protected] or ext. 3598/2863/2679.

1

mailto:[email protected]

https://dmis.ucc.ie/

https://www.ucc.ie/modules/


http://www.ucc.ie/en/support/regsa/support/dmis/


Accessing DMIS

Getting a Username and PasswordDMIS requires users to logon. Contact the Academic Systems Administration Office ([email protected]) if you require a Username/Password. See How to get access to DMIS for more information including changing your password.

How to start DMISUsing an Internet Explorer web browser go to https://dmis.ucc.ie/ (Note: DMIS will not open on Chrome, Firefox, etc.).

First Time running DMISWhen you access DMIS for the first time a security information message may appear. Follow the instructions as shown on the screen shot:

Logging on to DMIS Enter your username and password. If the “Connect” box is blank enter uccprod Click Logon

Logging out of DMIS Click the exit button until the DMIS window closes.

Note: If you have not saved your work, DMIS will ask if you wish to save it before you exit.

2

https://dmis.ucc.ie/

https://www.ucc.ie/en/support/regsa/support/dmis/#a1


DMIS Online Book of Modules Overview

Changes to Existing Modules and/or New Modules must be input for approval using the DMIS Online Book of Modules. This system allows academic Schools/Departments/Units to directly input module descriptions and changes to existing modules

Some functions are only available when DMIS Online Book of Modules is open (e.g. creating new modules or submitting modules for approval). For 2019/20 modules that is:

Mon 24 Sept 2018 – Fri 11 Jan 2019Thurs 4 Apr 2019 – Thurs 18 Apr 2019 (for essential changes)

The DMIS Online Book of Modules is available for report generation all year.

Diagrammatic Overview of the Approval Pathway for New Modules/Changes to Existing Modules

A module may be rejected from the Approval Cycle by an Approver or recalled from the Approval Cycle by a user in order to make changes. Once these changes are made and saved, the module can be resubmitted for Approval and continue on the Happy Path.

Functions available in the DMIS Online Book of Modules

Menu Option FunctionsCreate New Module Create new modules skeletonMaintain Module Populate module skeletons

Edit existing module descriptionsSubmit modules for approval

Approval Cycle Check where modules are in the Approval CycleApprove/Reject Modules in the Approval CycleRecall modules from the Approval Cycle

BOM Reports Generate reports listing modules and/or module descriptionsMaintain Department Preferences

Check and/or change who can create new modules or submit modules for approval.

Buttons to Note

Save When this button is yellow, you can click it to save your work.Or you can click Action on the menu bar and then Save.

Exit To exit the open screen, click this button; or click Action on the menu bar, then Exit.To log out of DMIS, click this button to go to the Welcome Page and click again to exit.Note: If you have not saved your work, DMIS will ask if you wish to save it.

3

Create New Module

orPending Version

Populate /Maintain

Module Description

Submit Module for Approval

Module goes through the

Approval Cycle

Approved Module

published in the Book of

Modules


Look up If you are not sure what to type in a field (e.g. module code or lecturer name), click this box to search through the possible options.

4


Creating a New Module

These steps outline how to create a skeleton for a new module. After you have created the skeleton, see Maintain Module for guidance on populating/editing the module description; and, when appropriate, see Submit for Approval for guidance on that step. See also Appendix 1: Policy Governing Modules.

New modules can be created by users when DMIS Online Book of Modules is open. For 2019/20 modules that is:


Step 1: Open Create New Module Screen.

To create a new module, select Tools, then Online Book of Modules, then Create New Module:

Create New Module Screen:

5


Step 2: Choose an available Module Code.

Complete the “Academic Year And Module” area:

Academic Year Choose Academic Year 2020 for the 2019/2020 Book of Modules.

Module Code Enter a new module code or click the look up button to search for next available module code (see Note B).

Subject Area1 When you click in the Subject Area field, this will either populate automatically, or you will be asked to choose from a pop-out menu.

Click Verify.

Notes for Step 2

Note A: If module code already exists, a warning alert will pop up indicating that the module code already exists. Click No and try a different code.

Note B: If you are not sure what codes are available click the look up button beside the Module Code field.

Choose the 2-letter subject area code for the prefix dropdown menu.

Enter at least 2 digits in the Suffix Number field.

Click Search.

Choose one of the available module codes returned (usually the first) and click Ok.

1 Where a new Subject Area is required, please contact the Office for Academic Programmes and Regulations ([email protected]) in the first instance.

6



Step 3: Create Module Skeleton.

Complete the “Module Detail” area:

Title Enter the module title here. If it exceeds 45 characters (inc. spaces) abbreviate the title, ensuring that the abbreviation is identifiable (e.g. if two modules have the same title with only a number to differentiate, include the number here).

Ext Title If the module title exceeds 45 characters (inc. spaces) enter the full module title here. Otherwise leave blank.

Coordinator The name of the UCC staff member who will have academic responsibility for the module. Click the look up button for a searchable list of staff.

Credits Ensure the credit weighting is correct as once created it cannot be altered.

Department The School/Department/Unit in which the module will be anchored. Click the look up button for a searchable list.

Language The module description will appear in this language in the Book of Modules. Defaults to English unless Gaeilge is selected. This cannot be changed once the module is created.

Copy Detail from existing Module

If the module details are very similar to an existing module enter that code here and DMIS will copy that module description into the skeleton of the new module. Click the look up button for a searchable list of modules on DMIS.

Click Create.

Example of completed screen:

The new module is now created. Continue to Maintain Module for information on populating the module description.

7


Notes on Module Title

If the module title is 45 characters or less Enter the module title in the Title field and leave Ext Title blank. This title will be used for all purposes.

If the Module Title exceeds 45 characters Enter an abbreviated module title in the Title field and the full module title in the Ext Title

field. The abbreviated module title in the Title field will be appear on reports generated by ITS. The full module title in the Ext Title field will be used for publication in the Book of Modules,

Blackboard and inclusion on transcripts.

Note: The module title published in the Book of Modules is the official title for the module.

8


Maintain Module

These steps outline how to populate or edit the module description of a new or existing module. When all changes have been made, see Submit for Approval for guidance on that step. See also Appendix 1: Policy Governing Modules and Appendix 2: Where to Edit Module Description Elements.

Step 1: Open Maintain Module Screen.

Select Tools, then Online Book of Modules, then Maintain Module:

Maintain Module Screen:

Step 2: Call up module details.



Module Code Enter the module code of the module you wish to edit or click the look up button to search all existing modules.

Click Show Detail.

If a dialogue box stating “Module currently awaiting approval” appears, click OK.

9


There are three possible versions of a module: Red Pending, Orange Pending and Green Live.

Red PendingThis is an editable draft version of the module description. New modules are automatically Red Pending. See Step 3 for creating a Red Pending version of an existing module. Users can input details or make changes to a Red Pending module at any time.

Orange PendingA module that is Orange Pending has been submitted for Approval. No further changes can be made unless it is recalled or rejected from the Approval Cycle. This version will not be published until it has been fully approved and becomes Green Live.

Green LiveThe Green Live version of a module is the version published in the Book of Modules. If you wish to make changes, you will have to create a Red Pending version (see Step 3).

Note: Semesterisation - The University’s curriculum was semesterised in 2014/2015. If your module is in ‘Non Semesterised Format’ (see the ‘Version Info’ area in top right hand corner), you will need to map it to ‘Semesterised Format’. Please see ‘Module Mapping in DMIS’ guidelines available here or contact APAR via [email protected] or ext. 3598/2863/2679 if you require assistance with this.

Step 3: Create a Red Pending version.

If the module is Green Live, click and then Yes when this dialogue box appears:

If the module is already Red Pending, move to Step 4. If the module is Orange Pending and you need to make a change, recall the module from the

Approval Cycle (see here for steps).

Step 4: Populate/Edit Module Description.

Using the Descriptions, Tuition, Assessment and Examination Profile tabs populate and/or edit the module description.

10


http://www.ucc.ie/en/apar/dmis/bom/


This is a quick reference guide showing which tab to use to edit each element of a module description. See Appendix 1: Policy Governing Modules for guidance on what to enter.

Element DMIS Tab Screenshot of area to edit element

Module Code Cannot edit n/a

Module Title

Subject Area Title Cannot edit n/a

Credit Weighting Cannot edit n/a

Semester(s)

No. of Students

Pre-requisite(s)

Co-requisite(s)

Teaching Method(s)

Module Co-ordinator

Lecturer(s)

Module Objective

Module Content

Learning Outcomes

Assessment

Compulsory Elements

Penalties (for late submission of Course/Project Work etc.)

Pass Standard and any Special Requirements for Passing Module

11


Formal Written Examination

Requirements for Supplemental Examination

Step 5: Save Changes. Users can save changes to Red Pending modules at any time by clicking on the save icon

or clicking Action on the menu bar and then choosing Save.

When the required details have been entered and/or the required changes have been made, you have two options:

If you anticipate further changes before the submission deadline, or if the module is required for a Programme Approval Panel (PAP):

Exit or click to return to Step 2 and edit a different module.

If no further changes are anticipated: See Submit for Approval.

Preview Module Description

Save your changes and click to generate a preview of the full module description incorporating your changes. This will appear as a pdf document in a new tab in Internet Explorer.

Note: If you have not saved your changes, a dialogue box will appear stating “You need to save changes before you can run a preview”. Clicking Ok on this box will save your changes.

Checking Changes Made to an Existing Module

If you are making changes to an existing module and wish to check that you have made all changes required, go to the Approval tab and click Change Report, to view a report detailing the changes made to the module since the Red Pending version was created.

Note: If you have not saved your changes, a dialogue box will appear stating “You need to save changes before you can run a change report”. Clicking Ok on this box will save your changes.

Marks and Standards

When processing changes, it should be noted that Marks and Standards at the module level are contained in the Book of Modules and should be processed via DMIS. Marks and Standards at the

12


programme level are contained in the College/School Marks and Standards and should be processed on the appropriate form for consideration by Colleges.

13

https://www.ucc.ie/marksandstandards/


Submit for Approval

These steps outline how new modules and changes to existing modules are submitted for approval via DMIS by the Department Administrator2.

Modules can be submitted for approval when DMIS Online Book of Modules is open. For 2019/20 modules that is:


Step 1: Open Maintain Module Screen.

Select Tools, then Online Book of Modules, then Maintain Module:




Module Code Enter the module code of the module you wish to edit or click the look up button to search all existing modules.

Click Show Detail.

Note: Only Red Pending modules can be submitted for Approval. Once submitted, the module becomes Orange Pending and cannot be edited, unless it is recalled or released.

Step 3: Check that the module is ready to be submitted for approval.

Modules required for a Programme Approval Panel (PAP) should not be submitted for approval until the programme has been approved and any conditions/recommendations regarding the modules have been met.

Proof read the module description using the Preview function. If you wish to double-check that all required changes to an existing module have been made,

go to the Approval tab and click Change Report, to view a report detailing the changes made to the module since the Red Pending version was created. (Note: There is no Change Report available for new modules).

Ensure that your module complies with the Policy Governing Modules below. Ensure that the module is valid (see Step 4 below).

Taking these steps will help to avoid delays in the approval of the module for inclusion in the 2019/2020 Book of Modules.

2 To view a list of the of the DMIS Departmental Administrator(s) for your School/Department/Unit: click Maintain in the menu bar, then click Department Preferences and enter your School/Department/Unit name. Contact [email protected] to add to or remove from this list.

14



Step 4: Validate.

All new and Red Pending modules appear as “Invalid”. Modules must be validated before they can be submitted for approval.

Go to the Approval tab.

If the rectangle beside the Validate button is green and says Valid: move to Step 5.

If the rectangle is red and says Invalid: click the Validate button.

If this dialogue box appears, click Ok and move to Step 5:

Otherwise, a pop up screen will alert you to errors or any aspects of the module which may not comply with academic policy, example:

Note: DMIS does not flag all errors.

You should review these and make any amendments if necessary, or, if you are satisfied the module details are in order, click the OK button and move to Step 5.

Note: While DMIS allows users to indicate the module as valid without addressing the areas noted, not addressing them may lead to delays and the rejection of changes later in the process.

15


Step 5: Submit for Approval.

When ready click the on the Approval tab (If there were unresolved issues, the validation pop up screen will again appear. Click OK to continue or Cancel if you wish to amend the module before submitting).

The Module Approval Workflow screen will appear:

Tick the Include box beside each of the Colleges (or Schools in the case of the School of Business and the School of Law) to which the module should be submitted for approval. See Appendix 3: Key to College/School/Department/Unit Names on DMIS.

If you tick Arts, Commerce or Law, the Step 1 (College Committee) is selected automatically as there is only one option.

If you tick Medicine and Health or SEFS, click on the College name on the left and then tick the Include box beside the relevant School(s)/Department(s)/Unit(s) that appear under Step 1 (College Committee) on the right:

When all appropriate Colleges/Schools/Departments/Units are included, click OK.

16


A dialogue box will appear stating “Module [module code] submitted for approval.” Click Ok.

DMIS will return to the Maintain Module screen. You will notice that the module is now Orange Pending and ticked as “submitted for Approval. No more changes are possible while the module is in the Approval Cycle.

How to decide where to submit a module for approval

1) Make a list of all of the programmes on which the module is offered.2) The module should be submitted for approval to all Colleges/Schools/Departments/Units in

which these programmes are anchored.

Exception: For a SEFS module taught on programme(s) anchored in the College of SEFS, it should be submitted only to the School/Department which delivers the module. Once approved at that level, the change will be considered by SEFS curriculum committee (APCD) in the context of the programme(s) the module is offered on.

Examples EN1002 is only available on programmes anchored in CACSSS. Changes to EN1002 should be

submitted to “Arts” on DMIS.

AC1100 is available on two programmes, one anchored in CACSSS the other in the School of Business. Changes to AC1100 should be submitted to “Arts” and to “Commerce” on DMIS.

EC4215 is available on twelve programmes: ten anchored in the School of Business, one in the School of Law, and one the School of Computer Science and IT. Changes to MA1011 should be submitted to “Commerce”, “Law” and under “SEFS” to the “School of Computer Science and IT” on DMIS.

MA1011 is available on three programmes, all anchored in SEFS: in the School of Engineering, the School of Chemistry and the Department of Physics. Changes to MA1011 should be submitted under “SEFS” to the “School of Mathematical Sciences” on DMIS.

FR1105 is available on eleven programmes across the University. Changes to FR1105 should be submitted to “Arts”, “Commerce”, “Law”, “Medicine & Health” (one School) and “SEFS” (three Schools) on DMIS.

Note: If you require clarification in this regard, please contact the Office for Academic Programmes and Regulations via [email protected] or ext. 3598/2863/2679. APAR can run a search and confirm for you which programmes a module is taught on.

Unwanted New ModulesIf you have created a new module that you no longer wish to process through DMIS please notify the Office for Academic Programmes and Regulations ([email protected]) to arrange for removal of the module from DMIS and to free up the module code.

17




Resubmission Where a module is not approved, following consideration by a College/School, an email

notification will be issued automatically by DMIS to the submitter outlining the reason for same. A Red Pending version of the module then becomes available for further editing. When the required changes are made to the module, it must be resubmitted for approval.

If the module is not resubmitted, the module changes cannot be processed for approval and will not appear in the published Book of Modules.

If the module is taught on programmes in more than one College/School/Department/Unit the module must be re-submitted for approval to all (even if an earlier version had already been approved by one or more of them, the newer version needs to be approved again).

18


Approval Cycle

Once a module has been submitted for approval it is in the Approval Cycle and will be available to relevant committees to review and approve. These steps outline how to view where a module is in the Approval Cycle and how to read comments regarding same.

The Approval Cycle has 3 steps: 1 Consideration at School/Department/Unit level,2 Consideration at College/School level,3 Implementation at APAR level.

At steps 1 and 2 modules can be returned for further editing. When these happens modules must be resubmitted for approval and go through the Approval Cycle again.

Step 1 Step 2 Step 3

To view the status of your module in the Approval Cycle

Step 1: Open Approval Cycle Screen.

Select Tools, then Online Book of Modules, then Approval Cycle:

19


Approval Cycle Screen:


Choose an Academic Year and Module code and click Show Detail.


Module Like Enter the module code of the module you wish to view or click the look up button to search all existing modules.

The screen will list the step(s) that the module is at in the Approval Cycle.

Click to view the status of another module.

Key to Approval Status tab headings

Seq (Sequence) Indicates the step/level in the approval process, i.e.Step 1 = Consideration by School/Department Curriculum Committee,Step 2 = Consideration by College/School Committee,Step 3 = Awaiting publication by APAR.

Workflow Step Title Lists the title of the academic body considering the module.

Yes Approved at this step.

No Not approved at this step. The module is no longer in the Approval Cycle and is available for editing.

Rcl The module was recalled by the submitter. It is no longer in the Approval Cycle and is available for editing.

Date Indicates when the module was approved/not approved/recalled on DMIS.

Comment Indicates the reason why a module was not approved or was recalled from the system.Click this field for a pop-out screen with the full entry.

20


Key to Approval Status tab colours

Red The module was returned to the School/Department/Unit for editing at this step of the approval process. The approver’s comment(s) and reason(s) for returning the module appear in the comment box.The module is no longer in the Approval Cycle, even if it appears as orange on another step.

Orange The module is currently sitting at this step, waiting approval.

Yellow The module was recalled by the submitter or released by an approver. It is no longer in the Approval Cycle at this step(s).

Green The module was approved at this step.

Buttons at the bottom of the Approval Status tab

Preview the full module description for the highlighted module.

Note: This will appear as a pdf document in a new tab in Internet Explorer.

View changes made to the highlighted module. This is used by approvers when considering changes to existing modules submitted for approval.

Note: This will appear as a pdf document in a new tab in Internet Explorer.Note: There is no Change Report available for new modules. Use Preview button instead.

See Recall a module from the Approval Cycle.

21


Simple Example

In this example XX1004 is awaiting approval by CACSSS and by the School of Mathematical Sciences:

Complex Example

This screen shows that: GA2003 was submitted for approval to CACSSS, the School of Business and the School of Law. The School of Law approved the module at both levels on 17-Apr-2018. CACSSS returned the module on 18-Apr-2018 with a comment requesting that a max.

number of students be inserted and the module co-ordinator be listed.

As the module was returned, it is no longer in the Approval Cycle; even though it appears as orange at the School of Business level.

Note: When the changes requested have been made, GA2003 must be resubmitted for approval to CACSSS, the School of Business and the School of Law (even though the earlier changes had already been approved by School of Law, as the new changes need to be approved as well).

22


Email notification of returned/released modules

When a module is returned (i.e. not approved) by a School/College on DMIS an email is automatically sent by DMIS to the user who submitted the module. The email will include the approver’s comment/reason for returning the module in red text; e.g.

23


Recall a module from the Approval Cycle

In some instances, a School/Department/Unit may wish to recall a module it has submitted for approval. The Recall facility is available to all users who have access to edit the module(s) (i.e. Department Administrator and/or Module Co-ordinator).

A module may be recalled from the Approval Cycle by using the Recall button in the Approval Status screen. It is not permitted to recall modules from the approval cycle after the College’s deadline for submission of changes to modules has passed.

Step 1: Open Approval Cycle Screen.

Select Tools, then Online Book of Modules, then Approval Cycle:


Choose an Academic Year and Module code and click Show Detail.


Module Like Enter the module code of the module you wish to view or click the look up button to search all existing modules.

The screen will show the status of the module in the Approval Cycle. In this example XX1004 is awaiting approval by CACSSS and by the School of Mathematical Sciences:

24


Step 3: Recall the module.

Select the module. (Note: If the module has been submitted to a number of committees, and you wish to recall it from only one, select the module at the level from which you wish to recall it)

Click the Recall button in the bottom right corner of the screen.

If the module was submitted to only one School/College, this dialogue box will appear. Click Yes.

If the module was submitted to more than one School/College (i.e. more than three rows are filled), the dialogue will ask whether you wish to recall the module from the individual selected School/College or all Schools/Colleges:

Step 4: Indicate the reason for recalling the module.

This dialogue box will appear. Click Ok.

Type your reason (e.g. To make changes to Module Objective) in the pop-out Editor screen and click OK.

→

25


Where a module is recalled from ALL Schools/Colleges

E.g. for further editing.

A dialogue box will appear confirming that the module has been released and is available for editing. Click OK.

The Approval Status tab now shows the module as yellow. The reason indicated will appear in the Comment field.

After you have recalled a module from all Schools/Colleges, you should go into the Maintain Module screen to check that the module now appears as Red Pending and can be edited.

Note: Once a module has been recalled from the Approval Cycle, it is the responsibility of the School/Department/Unit to resubmit the module change(s) for approval. If the module is not resubmitted, the module changes cannot be processed for approval and will not appear in the published Book of Modules

26


Where a module is recalled from individual Schools/Colleges

E.g. the module was submitted to an extra committee in error

A dialogue box will appear confirming that the module has been released. Click OK.

The Approval Status tab now shows the module as yellow at those levels. The reason indicated will appear in the Comment field.

The module is still in the Approval Cycle for the other step(s). It will appear as Orange Pending in the Maintain Module screen and cannot be edited.

Unwanted Pending VersionsIf you have created a pending version of a module that you no longer wish to process through the Approval Cycle please notify the Office for Academic Programmes and Regulations ([email protected]) to arrange for removal of the pending version from DMIS.

27



Deletion/Discontinuation of a Module

It is not currently possible for a College/School/Department user to delete a module from DMIS. Deletion of a module must be submitted to College/School (via the MM1 Form) as a Minor Change to the University Calendar for all programmes on which the module is taught. The Office for Academic Programmes and Regulations ([email protected]) can run a search and confirm for you on which programmes the module is taught.

If the module is taught on multiple programmes, all Programme Directors must be informed of the intention to delete the module from the Book of Modules.

Once approved and the appropriate checking undertaken, the module will be deleted from the Book of Modules by the Office for Academic Programmes and Regulations.

Schools/Departments/Units are encouraged to compile a composite list of modules to be discontinued for 2019/2020 for the information of relevant College Offices and the Office for Academic Programmes and Regulations.

Changing the Credit Weighting of an Existing Module(s)

It is not possible to change the credit weighting of an existing module for which students have registered. Instead, a new module, with a new module code, must be created (see Creating a New Module above).3

Book of Modules Reports

This section is under review.

DMIS Online Book of Modules Support

If you require support with the DMIS Online Book of Modules please contact the Office for Academic Programmes and Regulations at [email protected] or ext. 3598/2863/2679.

3 As a change in the credit value of an existing module has implications for the programme structure outlined in the University Calendar, a proposal to change the credit value of a module must be submitted to College/School (via the MM1 Form) as a Minor Change to the University Calendar.

28


https://www.ucc.ie/en/apar/curriculumapproval/forms/


https://www.ucc.ie/en/apar/curriculumapproval/forms/


Appendix 1: Policy Governing Modules(including checklist and guidelines)

This information is arranged according to the screens and tabs on DMIS. See Appendix 2 for a key arranged by elements of a module description.

Create Module

Academic Year Choose 2020 (for academic year 2019/2020)

Module Code Each module has a unique 6-character code, which contains information about the module. The first two characters EN in the module EN1001, for example, indicate the subject area of the module (in this case an English module), the third character indicates the year or level (in this case a First Year or Level One module), and the remaining three characters 001 identify the particular module in the subject area. Please refer to the “Policies and Guidelines governing Academic Programmes”. Note: A new module code is necessary where: a new module is being introduced. there is a change in the credit weighting of a module. there is significant change in the learning objective; assessment of the module. a module is being relocated/taught at a different level than is currently the case. the timing of the written examination paper for a module is being extended to an additional

examination period/session (e.g. written paper currently taken in Summer and will now be examined in Spring also, e.g. to facilitate students going on work placement). In this instance new module code must be at the same level as the original module.

Multiple codes should not be used for the same module. Where the same module is taught in different programmes or is available in more than one year of the same programme e.g. First and Second Year of the BCL, a First Year/1000 Level code must be used. Where a module carries a 1000 level code in First year, the assignation of a separate 2000 level code to record the same module in second year is not permitted.Exceptions: Where the same module is assessed in two different examination periods i.e. Spring and Summer, e.g. Spring examination to facilitate students going on work placement, the module must be assigned a different code, at the same level.

Coding of Postgraduate ModulesExtract from Postgraduate Modularisation Framework Document approved by Academic Council on 3rd October, 2008: Modules developed specifically for Higher Diploma programmes should be coded at level 5

(i.e. two letter subject code followed by 5XXX). Modules developed for Masters or Postgraduate Diploma/Certificate programmes should be

coded at level 6 (i.e. two letter subject code followed by 6XXX).

29


Modules developed specifically for PhD programmes should be coded at level 7 (i.e. two-letter subject code followed by 7XXX).

Subject Area e.g. English, Architecture, etc.

TitleExt Title

There are 2 fields on DMIS for recording a Module Title: Title and Ext Title.

If the module title is 45 characters or less Enter the module title in the Title field and leave Ext Title blank. This title will be used for all purposes.

If the Module Title exceeds 45 characters Enter an abbreviated module title in the Title field and the full module title in the Ext Title

field. Ensure that the abbreviation is identifiable (e.g. if two modules have the same title with only a number to differentiate, include the number here).

The abbreviated module title in the Title field will be appear on reports generated by ITS. The full module title in the Ext Title field will be used for publication in the Book of Modules,

Blackboard and inclusion on transcripts.

Note: The module title published in the Book of Modules is the official title for the module.

Coordinator Name of Module Co-ordinator, a permanent or fixed-term whole-time member of academic staff with some responsibility for teaching and examining the module. Note: Only one name can be given under this heading. The name of the Head of School/Department/Unit should be included where a Co-ordinator is not assigned.

Credits The size of a module is indicated by its credit weighting. The number of credits allocated to each module will vary depending on the fraction of programme workload it accounts for. Taught modules may equal 5, 10, 15 or 20 credits, (however note that the recommended maximum credit weighting for modules on postgraduate programmes is 15 credits, excluding any research elements).

Department School/Department/Unit in which module is anchored

Language This determines the language in which the module is published in the Book of Modules. Defaults to English unless Gaeilge is selected. This cannot be changed once the module is created.

Copy Detail from existing Module

If a new module is almost identical to an existing one, enter existing code here to copy the module description to the new module, therefore eliminating some duplication of input

Maintain Module – Descriptions Tab

Title & Ext Title See above under Create Module.

Credit Weight Cannot be changed here. See above under Create Module.

30


Objective Module Objective. Suggested max. 20 words.

Content Module Content. Suggested max. 80 words.

Learning Outcomes

Try to challenge the student to use what they have learned by including some learning outcomes from the higher categories (e.g. Application, Analysis, Synthesis and Evaluation) of Bloom’s Taxonomy.

Avoid overloading the list with learning outcomes drawn from the bottom of Bloom’s Taxonomy (i.e. knowledge and comprehension in the cognitive domain).

Minimum of 3 learning outcomes; Maximum of 9 learning outcomes. Begin each learning outcome with an active verb. Learning outcomes must be observable and measurable. Avoid vague terms like know, understand, be aware, be familiar with. Avoid complicated sentences. Character limit of 320 per Learning Outcome

Further details on writing module learning outcomes may be found in the Policies and Guidelines governing Academic Programmes or in the UCC handbook: Writing and using learning outcomes: a practical guide by Dr Declan Kennedy.

No of Students Enter the minimum and maximum number required for module to be taught. If no min. or max., leave blank.Text entered in the comment field will appear in brackets in the Book of Modules.

Pre-Requisites Indicates any prior requirement for admission to this particular module.Enter relevant module code(s) only. If no pre-requisite, insert "None".

Co-Requisites Indicates the code(s) of module(s) that must be taken in conjunction with this particular module.Enter relevant module code(s) only. If no co-requisite, insert "None".Note: This field should be completed only where the rule applies to all programmes which the module is offered on. If it does not apply to all programmes, any co-requisite requirements should be specified in the programme description contained in the University Calendar. Also this section should not include core modules, which must be taken by all students in a programme, and which will be listed in the University Calendar.

Maintain Module – Tuition Tab

Semesters Tick the Semester(s) in which the module will run:Semester 1 (Sept – Dec) Semester 2 (Jan – Mar)Semester 3 (Research/Teaching) (Apr – Aug/Sept)

If more than one semester is selected, choose “and” or “or” from the dropdown menu(s).

Text entered in the comment field will appear in brackets in the Book of Modules.

Note: Where a change in semester is proposed, the relevant Programme Director(s) should be

31

https://cora.ucc.ie/handle/10468/1613

https://cora.ucc.ie/handle/10468/1613


consulted as this may impact the student workload balance at programme level.

Teaching Methods

Indicate number and duration of Lecture(s), Tutorial(s), Practical(s), Seminar(s), Fieldwork, Placement(s), Workshop(s), Directed Study, Other, Oral(s) Laboratory Session(s), Clinic(s), and detail the student workload for the module (see note 2 below).

Notes:1. Teaching Methods should reflect the total student workload over the course of the module.

2. Under Bologna the notional student workload per 5-credit module is 100-150 hours (including contact hours, student study and examining time). Larger 10 or 15 credit modules would involve 2 or 3 times the workload of a standard 5-credit module.

3. Normally, a 5-credit module consists of 24hrs lectures plus associated tutorials, essays, readings, practicals, coursework OR the equivalent in student workload such as literature projects, field courses, or indeed set reading assessed by written examination, work for problem sets, studying of legal materials and cases outside of lecture hours etc.

Coordinator Name of Module Co-ordinator - permanent or fixed term whole time member of academic staff with some responsibility for teaching and examining the module. Note: Only one name can be given under this heading. The name of the Head of School/Department/Unit should be included where a Co-ordinator is not assigned. The School/Department/Unit (as per HRIS) of the Module Co-ordinator will appear after the

name in the Book of Modules. Text entered in the comment field will appear in brackets in the Book of Modules.Click the look up button for a searchable list of staff.

Lecturer(s) Name(s) and School(s)/Department(s)/Unit(s) of staff teaching on module. The School/Department/Unit (as per HRIS) of the Module Co-ordinator will appear after the

name in the Book of Modules. Text entered in the comment field will appear in brackets in the Book of Modules.Click the look up button for a searchable list of staff.

If left blank, the module will include ‘Staff, ….’ (School/Department/Unit in which module is anchored).

Maintain Module – Assessment Tab

Pass/Fail (No Mark)

Tick this box if the module is assessed on a Pass/Fail basis.Enter assessment details – 2,000-word essay, 30-minute oral presentation, etc. – in the Comment Field (character limit of 700). These details will appear after “Assessment” in the Book of Modules.

WRCAORCL

This section indicates the total marks for the module as well as giving a breakdown of each element of assessment associated with it.

WR = Formal Written ExamCA = Continuous Assessment

32

Qty Duration Unit(s) Type Comment

24 1 e.g. hrs(s)day(s)week(s)month(s)

e.g. LecturesTutorialsPracticalsPlacement

Should be used to clarify teaching methods and directed study.This text will appear in brackets.


Total OR = Oral AssessmentCL = Clinical Assessment

e.g. The example would appear like this in the Book of Modules:Assessment: Total Marks 200: Formal Written Examination 100 marks; Continuous Assessment 50 marks (2 x 1,000 word essays 20 marks each, 1 x MCQ 10 marks); Oral Assessment 50 marks.

Total marks per module are as follows: 100 per 5-credit module; 200 per 10-credit module; 300 per 15-credit module; 400 per 20-credit module.

Note: Where Continuous Assessment is part of the module assessment, information on the nature of assessment and associated breakdown of marks must be given. Continuous Assessment may include any of the following: Practicals, Projects, Laboratory Reports, Essays, Seminars, In-Class Tests, and/or any other elements specified by the School/Department/Unit.

Pass Standard Indicate pass standard as a percentage of the total mark for the module. For most undergraduate programmes in the College of Medicine and Health the module pass

standard is 50%. For undergraduate programmes in all other Colleges the module pass standard is 40%.

Use the Comment field to indicate any special requirements for passing the module, and the implications for students who do not meet these special requirements (e.g. Students must pass Continuous Assessment and Formal Written Examination independently. For students who do not satisfy this requirement, the overall mark achieved in the module and a “Fail Special Requirement” will be recorded). (Ref: Academic Board 17/04/2013)

DMIS Screen:

Book of Modules:

Compulsory Elements

This section indicates the compulsory elements of assessment associated with the module such as Formal Written Examination, Continuous Assessment, etc.

The shaded field will generate automatically in line with the mark detail entered above. The Comment field can be used to indicate the compulsory elements for Pass/Fail modules.

Penalties for Late Submission

Penalties for late submission of project/coursework in module descriptions in the Book of Modules should be confined to one of the following:

o Work which is submitted late shall be assigned a mark of zero (or a Fail Judgement in the case of Pass/Fail modules)

o Where work is submitted up to and including 7 days late, 5% of the total marks available shall be deducted from the mark achieved. Where work is submitted up to and including 14 days late, 10% of the total marks available shall be deducted from the mark achieved. Work submitted 15 days late or more shall be assigned a mark of zero.

o Where work is submitted up to and including 7 days late, 10% of the total marks available shall be deducted from the mark achieved. Where work is submitted up to and including 14 days late, 20% of the total marks available shall be deducted from the mark achieved. Work submitted 15 days late or more shall be assigned a mark of zero.

o None (for modules which are 100% End of Year Written Examination).

33

Example for a 10 credit module:WR 100CA 50 2 x 1,000 word essays 20 marks

each, 1 x MCQ 10 marksOR 50CL

Total 200


Maintain Module – Examination Profile Tab

Written Examination

Where a module has a Formal Written Examination, this must be ticked and the “Exam Sitting” must also be selected from the drop-down menu (e.g. Winter 2019; Spring 2020; Summer 2020; Autumn 2020, Winter 2020).

Written Examination Profile

Indicate number, duration and type (media) of written paper(s)

NB: There is provision for: 1 x 1½hr paper per 5 credit

module; 1 x 3hr paper per 10/15 credit module; Up to 2 x 3hr papers per 20 credit module

Note: For operational reasons the duration of the above examination slots cannot be increased or decreased.

Note: Workload allocated to other elements of assessment such as Continuous Assessment should be taken into account when deciding the duration of the examination paper.

Supplementary Examination

Indicate whether there is a Supplemental Examination by ticking the “Supplementary Exam” box.If this box is not ticked, “No Supplemental Examination” will appear in the Book of Modules.

Indicate the requirements for repeating a module at the Supplemental Examination, including any differences from the original Examination:

Written papers must be re-taken for the Supplemental Examination i.e. no carry forward of a pass written paper mark. See Supplementary Written Exam and Supplementary Written Examination Profile.

Academic Council Policy in relation to repeating Continuous Assessment for Supplemental Examinations

34

Qty

Duration Unit(s) Media Comment

1 1.5 hr(s) e.g. paper(s)OSCEmcq

Can be used to clarify details of exam profile

CommentSupplementary Examination

The mark for Continuous Assessment is carried forward

Tick where no opportunity to repeat CA for supplemental exam.

Resubmit Continuous assessment (whether passed or failed)

Indicate new submission date etc. in the Comment field.

No supplemental Examination unless condition(s) are met

Where relevant, indicate the minimum required standard to be achieved at the original Examination (e.g. in Continuous Assessment) in order to be eligible to sit the Supplemental Examination.

Marks in passed elements of Continuous Assessment are carried forward; Failed Elements of Continuous AssessmentAssessment must be repeated.

State requirements for repeating CA at the Supplemental Exam (including any difference from the original Examination)


Wherever practicable, a repeat opportunity should be provided to students who have failed Continuous Assessment, or particular elements of Continuous Assessment.

The format of the repeat examination in Continuous Assessment need not necessarily be the same as that used for in-year assessment but, whatever format is used, the same competencies should be assessed.

Regardless of the format of assessment for the repeat examination, the distribution of marks between Continuous Assessment, Formal Written, Oral and Clinical components of modules will be the same as for the corresponding original Examination.

Under no circumstances should a student be allowed to carry forward an overall fail mark in Continuous Assessment that makes passing the module in the Supplemental Examination impossible, or very difficult. This should be taken into account when prescribing repeat arrangements in the module. Note: Where an opportunity to repeat an element or elements of assessment within Continuous Assessment cannot be provided, the mark obtained by a candidate in such element must be carried forward to the Supplemental Examination.

Where a candidate has done so badly in the Continuous Assessment component of a module at the original Examination that it is technically impossible to pass the module in the Supplemental Examination, an FITR (Failure Ineligible to Repeat) result should be returned.

Supplementary Written Exam

Where a module has a Formal Supplementary Written Examination, this must be ticked and the “Exam Sitting” must also be selected from the drop-down menu (e.g. Winter 2019; Spring 2020; Summer 2020; Autumn 2020, Winter 2020).

Supplementary Written Examination Profile

Where possible this should reflect the details of the Written Examination Profile above.

Note: Formal written examining time for the Supplemental Exam cannot exceed that permitted for the size of the module (i.e. 1 x 1½hr paper per 5 credit module; 1 x 3hr paper per 10/15 credit module; 2 x 3hr papers per 20 credit module).

35


Appendix 2: Where to Edit Module Description Elements

This is a quick reference guide showing which Maintain Module tab to use to edit each element of a module description. See Appendix 1: Policy Governing Modules for guidance on what to enter.

Element DMIS Tab Screenshot of area to edit element

Module Code Cannot edit n/a

Module Title

Subject Area Title Cannot edit n/a

Credit Weighting Cannot edit n/a

Semester(s)

No. of Students

Pre-requisite(s)

Co-requisite(s)

Teaching Method(s)

Module Co-ordinator

Lecturer(s)

Module Objective

Module Content

Learning Outcomes

Assessment

Compulsory Elements

Penalties (for late submission of Course/Project Work etc.)

36


Pass Standard and any Special Requirements for Passing Module

Formal Written Examination

Requirements for Supplemental Examination

37


Appendix 3: Key to College/School/Department/Unit Names on DMIS

In some cases, the name on DMIS does not reflect the current name of the College, School, Department, Unit or Committee. These tables map the DMIS name to the current name for each.

College of Arts, Celtic Studies and Social Sciences

Step Name on DMIS Current Name2 Arts College Board College of Arts, Celtic Studies and Social Sciences1 Arts Regs Commitee CADC – College Academic Development Committee

College of Business and Law

Step Name on DMIS Current Name2 Commerce Faculty Board School of Business1 Commerce TCD BSGAS – Business School Group on Academic Standards2 Law Faculty Board School of Law1 Law M & S Commitee School of Law Curriculum Committee

College of Medicine and Health

Step Name on DMIS Current Name2 Medicine & Health College

BoardCollege of Medicine and Health Teaching and Curriculum Committee

1 Dental School & Hospital Cork University Dental School and Hospital1 School Of Nursing & Midwifery School of Nursing & Midwifery1 School of Pharmacy School of Pharmacy1 School of Clinical Therapies School of Clinical Therapies1 School Of Medicine School of Medicine

College of College of Science, Engineering and Food Science

Step Name on DMIS Current Name2 SEFS Final Approval APCD – Academic Programmes and Curriculum

Development Committee1 School of Microbiology School of Microbiology1 School of Biochemistry & Cell Biology School of Biochemistry and Cell Biology1 Dept. of Chemistry School of Chemistry1 Dept. of Physics Department of Physics1 ISBOS Food Nut Sci & Food Bus School of Food and Nutritional Sciences1 Assoc Units Anat, Physiol,

Pharmacol/Therapeut1 School of BEES School of BEES (Biological, Earth and

Environmental Sciences)1 School of Engineering School of Engineering1 School of Computer Science & IT School of Computer Science & IT1 School of Mathematical Sciences School of Mathematical Sciences

38

accessing dmis - ucc.ie · web viewthese guidelines cover the lifecycle of a module description...

Documents