Education at UWA

CAIDi Advice Sheet: Handbook editing guide

Further Information

  • Access CAIDi here

Useful Links


DEFINITIONS

For definitions of terms used, refer to the Academic Policies: Glossary of Terms 


Need help?

Your first point of contact is your Faculty Office

For CAIDi help, please choose one of the following options:

Email: help-curriculum@uwa.edu.au

Helpdesk: ext. 6727

CAIDi (Curriculum Approvals Information Database online) is a UWA-developed curriculum management system that is used for developing, changing, approving and managing curriculum information.

Who is this advice sheet for?

This advice sheet is for editors of the Handbook (currently staff in Digital and Creative Services). It does not apply to Faculty or School professionals or academic staff.

Contents

  1. Curriculum and CAIDi
  2. Handbook editing
  3. Editing in CAIDi
  4. Editing a course/unit
  5. Editing units - things to look out for
  6. Sending queries for Faculties or Curriculum Management

Curriculum

Curriculum at UWA includes its units, courses, majors, etc.. It also includes new curriculum approved via Faculty and University committees, as well as changes to existing curriculum.

Curriculum information is primarily gathered in CAIDi and published from CAIDi to the Handbook as well as other systems.

More information is available at the Curriculum Management web page: http://www.worldclasseducation.uwa.edu.au/curriculum/.

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CAIDi

CAIDi is UWA's curriculum management system. It gathers data from Faculty academics and curriculum administrative staff, manages the approval of that information through committees and delegates, and disseminates the information to other systems including both the student management/enrolment system Callista and the Handbook.

CAIDi is available at http://www.worldclasseducation.uwa.edu.au/curriculum/caidi.

Before you can make editorial changes in CAIDi, you must be granted 'publications' permission. This can be granted by requesting it via help-curriculum@uwa.edu.au, with the recommendation of the appropriate current content manager of the Handbook (currently Digital and Creative Services).

Handbook editing

Editing of curriculum information generally commences July/August using the Handbook editing page (accessible on the left hand side menu of CAIDi for anyone with the required permissions).

Information rolls over year on year, so the only data requiring editing relates to curriculum that has been changed for that year, or new curriculum for that year.

These can be filtered via the Handbook editing page, specifically using the 'Changes for 2018' filter to target completed curriculum (i.e. 'Fully approved for 2018' and 'New for 2018 with no changes'). So, 'Fully approved changes for 2018' with Workflow 'Not edited' will bring up units ready to be edited for that year.

Use the 'Workflow step' to keep track of what has been edited and what has not. This can also be filtered on the Publications page.

Fast-track changes will send an email alert to changes-publications@uwa.edu.au mailbox. All other changes will not send alerts, but will need to be checked manually (as described above).

Handbook editing not in CAIDi

The [D&CS] Word document called 'Handbook process' gives you an overview of what we have to do for the whole project. It involves looking for new images for the new Handbook; sending out extracts of the general web pages to various stakeholders (content owners) to update; editing courses and units via CAIDi; and revising study plans. Basically, every web page in the Handbook has to be reviewed and updated. Generally, editors need to read to make sure the information makes sense and is not contradictory, and also check for style consistency, broken links and typos.

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Editing in CAIDi

Changes to content made via the Handbook editing tool should only be editorial/stylistic.

Significant changes to curriculum information must go through the appropriate annual change/fast-track change/unforeseen circumstances process to ensure proper approvals.

Queries

In CAIDi, queries can be directed to the Faculty involved, to Curriculum Management, or both (via 'Audience'). If there is a technical issue/query with CAIDi, it will be quicker to email help-curriculum@uwa.edu.au instead.

Sending a query does not enable the Faculty to make any changes they could not otherwise make. They can however respond and you can make a change on their behalf. Alternatively, they can contact their Faculty curriculum staff or help-curriculum@uwa.edu.au to make the change.

Faculties may attempt to use responding to a query as a shortcut to make significant changes, but to ensure proper approvals are received and all stakeholders are informed please refer them back to the Curriculum Management processes. If in doubt you can contact help-curriculum@uwa.edu.au for advice.

More information on how to complete a query is available below.

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Editing a course/unit

Step 1 - finding the curriculum to edit

Click on the 'Handbook editing' link on the left menu. Please note that this section is only for Handbook editors to access. To search for different types of listing, use the drop-down menu to filter out the list.

To find postgraduate courses that have been changed this year but are now ready for editing, see for example:

  • Curriculum type drop-down menu, select 'Postgraduate coursework course'
  • Workflow drop-down menu, select 'Not edited'
  • Changed for 2017 drop-down menu, select 'Fully approved changes for 2017'
  • Faculty or ROE, select an area of the University.
Make sure your filters are quite specific - if you select all units in all faculties with any status, for example, it will take a while to load all 3000 units and may crash.

Click 'Run filter'.

Step 2 - entering the editing form

Results will load. Click on 'Handbook editing form for 2017' under the 'Change' column for a course to access the form. 

See below in this document for guidance on editing units. 

Also refer to the Handbook Style Guide.

Step 3 - saving changes

After edits are done on the form, click 'Save changes' in the bottom right of the screen.

Step 4 - reviewing any changes made

Click 'Summary' at the top of the page. A new tab will be opened showing the changes you have made. 

Step 5 - previewing final page

Click 'Handbook/Queries', then click 'Force handbook 2017 database update'.

There are several other ways to view the output. You may go directly to the Handbook website (the URL will be created when the new Handbook database is set up). Also, you can click on '2017 Preview' in the 'Handbook editing' page results.

Step 6 - updating status

When you are happy with your edits, change the 'Not edited' status to 'Edited' under the 'Workflow step' column in the search results on the 'Handbook editing' page. This will filter out that curriculum from any 'Ready for editing' lists, unless it changes again and needs re-editing.

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Editing units - things to look out for

Firstly, when editing the units, it is important to have two pages up on screen so that you can switch between them: the Unit editing page (back-end) and the Unit preview page (front-end). This way, when you make corrections on the editing page, you can check at the front-end that the changes have been made correctly. 

When the unit to be edited is up on screen, the first thing you need to look at is the Summary, which is the page documenting the changes the Faculty has made to that particular unit. Although you must edit the whole unit, the Summary tab will guide you to the information most likely in need of editing. 

Below is a list of the fields on the unit form that editors should always check and the common mistakes to look out for. This does not include the boxes that cannot be changed, for example, unit code.

Unit coordinator

Make sure that the unit coordinator provided by the Faculty is a current member of staff and that their title is correct. You can do this by clicking on the link at the front-end and this will take you to the UWA Contact Directory. If a staff member does not have an official title such as Dr, Professor, etc., then leave as name only. Do not include Mr or Mrs, Miss or Ms. Where there is more than one unit coordinator the names are to be separated by commas with the conjunction 'and' before the last name.

See example below:

Unit Coordinators: Bob Popodopolos, Professor Jane Doe and Dr Bill Smith

Title of unit

Check that the title of the unit has no spelling errors and is grammatically correct.

Contact hours

Contact hours should be set out correctly, with 'hours' spelt in full.

Examples:

          Contact hours - lectures: 2 hours per week; labs: 3 hours per fortnight

          Contact hours - 57 (lectures: 26 hours; tutorials: 11 hours; project: 20 hours)

          Contact hours - lectures, tutorials and labs: 20 hours

Not all units list contact hours - it is not a required field. Honours-level units and higher degree units often don't list contact hours due to the majority of work being done independently by the student. 

Prerequisites

This editing box needs to be filled and there is a specific format for prerequisites which can be found in the Editorial Guidelines. Note: not all prerequisites are shown up as linked at the front-end.

However, those that are need to be checked. Make sure that the link goes to that unit and that the title is correct.

Example:

Prerequisites: (CITS1002 Programming and Systems or CITS2002 Programming and Systems) and CITS2401 Computer Analysis and Visualisation

Corequisites, incompatibilities, advisable prior study

These are mandatory fields and if the Faculty does not provide the information for these boxes, enter 'Nil'. 'Nil' will not appear on the Handbook, but is required to signify there are no unit rules for other stakeholders. 

Sometimes, Faculties will provide additional codes in the 'additional codes' field. These are not published in the Handbook and can be ignored by editors.

Content

This box provides a summary of the content and objective of the unit. The short description is limited to 1500 characters including spaces. This is where most editing errors occur. Check spelling, grammar, etc. Everything should be stated in the present tense only, e.g. not "students will be able to learn from a variety of techniques", but instead "students learn from a variety of techniques...". Make sure too that, when referring to the unit, it is called a unit, and not a course.

Outcomes

The Outcomes box summarises the skills, values and knowledge that a student should have acquired after successfully completing the unit, and shows how these are assessed. 

Only the learning outcomes themselves are published in the Handbook, not how each outcome is assessed. If the 'how outcome is assessed' field is blank or otherwise not completed (e.g. 'n/a'), please ignore as this will be a legacy issue that Curriculum Management will look after.

Each outcome is automatically numbered in the Handbook, and will always begin with 'Students are able to (1) ...'.

Again, check that the information is in present tense, validly completes the sentence 'students are able to', and spelling and grammar are correct.

Assessment

This field is provided for a description of the assessment mechanisms for the unit. Each assessment is automatically numbered in the Handbook, and will always begin with 'Typically this unit is assessed in the following ways: (1) ...'.

The weightings themselves are not published in the Handbook. If weightings are not provided in a unit, please ignore the error.

When checking the assessment information provided, make sure that it reads easily. You can add 'and' and 'an' or 'a' where necessary. For example:

Typically this unit is assessed in the following ways: (1) tests; (2) essay; and (3) tutorial assignments. Further information is available in the unit outline. 

Quota

This field lists the approved quota for the unit. This box does not have to be filled but if information is provided, make sure the style is correct. For example:

          Quota: 6 min.

          Quota: 5-10

          Quota: 120 max.

Textbooks

This field shows the textbook list. See the Editorial Guidelines for help on how to list texts.

Notes

Other notes for the unit can be entered in this field. It takes free text and there is no word count. 

Please ensure this notes field does not contain information that is more appropriate in another field (e.g. outcomes or content). Faculties may attempt to publish non-approved information via this field that should have been done through the curriculum processes. Contact help-curriculum@uwa.edu.au if this occurs. 

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Sending queries to Faculties or Curriculum Management

Handbook editors can amend the course description, content and note fields more freely. Queries must be sent to Faculties if we find something contradictory, such as a mismatch of unit code and title of a prerequisite unit; a co-requisite is no longer offered; or the course coordinator has left the UWA in accordance with ALESCO.

Step 1 - opening the query form

On the change form, click 'Queries' at the top of the screen (next to 'Summary').

A dialogue box will pop up. Then click 'New query'.

Step 2 - completing query

If it is a content query, select 'Just faculty' from the drop-down menu for 'Audience'.

If it is a technical issue, select 'Just central curriculum management' from the drop-down menu.

If you think that the query may concern both Curriculum Management and Faculty, select 'both central curriculum management and faculty'.

Type in your message and click 'Add query' button at the bottom. Your message will be sent to the appropriate recipients. 

Step 3 - updating workflow step

Return to the 'Handbook editing' page which listed the results, or at the top of the form. Change the workflow step to 'Queried'.

Step 4 - dealing with a response

When you hear back from the Faculties/Curriculum Management and the queries are resolved, click the 'Resolve' button on the query dialog box. 

Queries can also be accessed from the 'Handbook/Queries' tab on the 'Summary' page of a curriculum item. 

Step 5 - updating workflow after queried

Change the 'Queried' status to 'Complete' under the 'Workflow step' column on the 'Handbook editing' page or at the top of the form. 





Web browser compatibility


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Although CAIDi performs well in Internet Explorer, the use of Chrome, Firefox or Safari is recommended. At UWA contact your local IT support to gain access to them.