Academic Records and Registration

1. Academic Records and Registration Syllabus Team Workshop 2009_10

2. New Structure within Academic Records and Registration

3. Introduction • Academic Records and Registration are involved with updating and maintaining the syllabus file data for all courses within every College / School and Discipline in the University, including all assessment details and following through with the Registration of all students. • We in the Syllabus team manage the records function of the student records system Q+. We provide advice and training in regard to the set-up of new programmes in relation to the Syllabus File, Marks and Standards and their relationship with semesterised examination timetables. • Part of the function of Academic Records and Registration is Conferring which includes the set up of the conferring ceremony, sending out information to the graduands and sending out parchments to those conferred in absentia. • A new part of the function within Academic Records and Registration is the fact that Registration now falls under our remit, there is a separate team dealing with that exclusively.

4. Objective of Workshop • During the course of the workshop we will talk about the following; • Syllabus & Marks & Standards Submissions Deadlines • Procedures for returning New and Current Syllabus Information • Discoverer Reports • Accessing all the relevant Forms on our Web Site and Records ishare • How to fill in all the relevant Forms as follows • New Programme Form • New Module Form • Marks and Standards Templates • Bonding

5. Syllabus and Marks and StandardsDeadlines for 2009_10 • All NEW PROGRAMMES / STREAMS for 2009/2010 is FRIDAY 27TH MARCH 2009. • In relation to the M&S for new programmes, if these could accompany the new programmes submissions, so that we can ensure that the structure and the M&S correspond. • All other updates to EXISTING PROGRAMMES, including new modules to existing programmes, the deadline is FRIDAY 24TH APRIL 2009. • We would ask, as per normal, that the M&S be submitted electronically as a complete collated document by Friday 24th April.

6. Procedures for returning Syllabus Information for setting up a New Programme • Please inform yourself centrally of the deadlines which are relevant within your own Colleges / Schools • Access all the New Programme Forms / New Module Forms / Recommended Weighting via the Academic Records and Registration Web Site • Complete all Forms as requested New Programme Form New Module Form

7. Procedures for returning Syllabus Information for updating an Existing Programme • As previous, please inform yourself centrally of the deadlines / procedures which are relevant within your own Colleges / Schools • Access, print and update the syllabus files which are saved to Academic Records ishare site or centrally from your own intranet, follow the procedures for returning the data.

8. Explanation of Quercus and the various Course Structure Levels • Level 1 Course Structure • Level 2 Course Structure • Modules on other programmes

9. Essential Information - Module • Module Information A new module form needs to be filled out where: - A new module is being created - A module title is changing - If the content of a module is changing by more than 50%

10. Essential Information – Requisites • Pre – Requisite A pre-requisite is where if a student wants to take module X they must have completed module Y and Z in the previous year • Co – Requisite A Co – Requisite is where if a student selects module X they must also choose module Y • Exclusion – Requisite An Exclusion Requisite is where if a student chooses module X they cannot then choose module Y or Z (whatever they are not permitted to take along with module X)

11. Essential Information - Bonding Common Bond Same paper. Two or more assessments on QUERCUS but the exact same paper in practice. This typically occurs when different classes are taking the same module, but under different codes.Example:AN101 Anatomy – Paper 1AN218 Human Anatomy – Paper 1All assessments must have the same duration on QUERCUS. Only one paper can be uploaded. If a paper is uploaded for one assessment, it is effectively uploaded for them all, and the paper submission system will show this. Combined Bond Same paper. Two or more assessments are separate and distinct sections on the on ONE physical paper. Students may take one section, a selection of sections, or all sections, depending on circumstances. Example:NG123 – Paper 1NG125 – Paper 1 All assessments must have the same duration on QUERCUS, representing the full duration of the paper to be sat.Therefore if NG123 - Paper 1 is to take 1 hr and NG125 - Paper 1 is to take 1 hr, the combined duration should be entered as 2 hrs against each assessment on QUERCUS. Only one paper can be uploaded. If a paper is uploaded for one assessment, it is effectively uploaded for them all, and the paper submission system will show this. Shared Material Where one or more questions appear on different papers, but where the papers are not identical. There is no limit to the number of papers that can share content in this way. Example:Different durations are permissible for each assessment on QUERCUS. A separate paper must be uploaded for each assessment.

12. Marks and Standards • Marks and Standards needs to be submitted for every course instance in every year for both full-time and part-time programmes. • The Marks and Standards Templates can be used for both undergraduate and postgraduate Programmes.

13. Discoverer & Quercus Reports Discoverer Reports - Reports Available (Examples) Module Class List Exam Merit List Quercus Reports - Reports Available (Examples) Class list from Quercus MIS Web Link Module Link