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2014 Timetable & Handbook Information
Session

Configuration Process 2014
Change to the process for 2014
• Distribution of processing for some configuration
• Phased approach – Phase 1 low-risk higher volume
items
• Total of 38 staff from have received training
• Will act as the key contact within the faculty / graduate
school for all other AP and related staff
• Inaugural cohort, process and ownership
• Critical change management exercise for all of us
• Data entry of key information which drives the student
system, financials and reporting

Current Model
AP
AP
AP
Academic
Board
SSABS
AP
AP
AP
Courses and
Subjects in ISIS

New Model
AP
AP
Academic
Board
AP
Course
and
Subjects
in ISIS
SSABS
AP
AP
AP

– Academic Board
New Processes
• Process remains ‘as is’ – SSABS config team process these items
– Delegated Authority
• Items processed by faculties
– do not submit Web Request for these
items
• Process ‘as is’ for items requiring SSABS to process (ie the data not yet
part of the distributed processing)
– need a Web Request and
documentation
• Changes made by the faculty need to be recorded by the faculty for audit
trail purposes. Suggest retain copy of forms/records which would
normally have been submitted to SSABS.
• All work will need to be co-ordinated in the faculty
– Late Changes
• Process remains ‘as is’ – SSABS config team process these items
• Must follow existing protocols

List of tasks being deployed for Phase One
Subjects
– Create a new subject in Planned status
• Planned displays in Handbook Editor so they can be edited
– Re-version e Subjects to change:
• Subject Title
• Owning Org Unit
• Teaching Org Unit(s)
– Update Subjects to change:
• Mode Combinations
• Breadth or Structural attributes
• Result Entry Org Unit
• Add/remove the Centrally Examined Org Unit

List of tasks being deployed for Phase One
Subject Availabilities
• Change Subject Coordinator
• Create a Study Package Availability
• Remove Study Package Availability
• Change dates in the Study Package
Availability
eApplication (Courses)
• Change Self-Apply flags for eApplications
• Change eApplication closing dates

Timelines
– Phase 1 – only make changes effective
from 2014 – NO changes for 2013
• Any late changes required for 2013 are to follow the ‘as
is’ process and will be actioned by the configuration team
• (Exceptions to 2013 changes - Subject Coordinator,
eApplication availability flags & eApplication closing
dates)
– Changes made in ISIS will feed through to
other University systems (Handbook,
Timetable, LMS) overnight

2014 Handbook

Introductions
Academic Governance Unit of the Academic Registrar
Pete Morgan
Executive Officer to the APC
Student Systems and Business Support (SSBS)
Murray Drinnan
Business Analyst
Charlie Kolyvas
Training and Support Officer
Monika Batra
Training and Support Officer
Information Technology Services ‐ Application Support and Maintenance
Tim Rowe
Jenny Connolly
Handbook Developer
Project Manager

Key Dates for 2014 Handbook
Handbook Editor training has already commenced
13 May 2013 2014 HB editor interface opens
11 Oct 2013 2014 HB editing period closes
Late change period begins
18 Oct 2013 2014 Handbook published
Course Approval and Management Procedure (CAMP) timelines are also
pp g ( )
critical to ensure that the Handbook is accurate and up to date at the time
of publication.

Key Dates for 2014 Handbook

Editor Responsibilities for 2014
Handbook
• Review and update course, subject, major/minor/specialisation and
breadth track entries.
• Set the status of all entries to be published to ‘Ready’ before the editing
period closes on 11 October.
• Ensure that Handbook entries are reviewed appropriately by academic
staff for accuracy.
• Request that entries are set to ‘Do Not Publish’ as required (in
accordance with the Handbook procedure).
• Report any technical issues to SSABS via Remedy.

Editor Responsibilities for 2014
Handbook
• Liaise with faculty academic programs staff as required to ensure that
course and subject data in ISIS and the Handbook are accurate and make
amendments or seek approval for amendments.
The earlier opening allows faculty staff earlier access to audit entries and
determine whether any changes need to be made and have approvals
requested through either the Academic Board or specific faculty
delegated authority staff member.

Changes made under delegated
authority
• All changes to elective subjects
• All changes to compulsory subjects that do not affect the points requirements or
level of subjects to complete the program
• Changing up to 25% of the subjects in any year of any program
(stream/major/specialisation), provided that the configuration of compulsory
and elective points remains the same and the changes do not affect the structure
or mode of delivery of the entire course
• All changes to mode of delivery of subjects, except when it is proposed to change
the mode of delivery of the whole course
• All changes to non‐core breadth subjects and changes to University breadth
subjects that do not affect the contributions from different disciplines
• Changes in delivery from normal semesters to intensive or summer semester
• Changes in semester dates
Also see the Major Changes section on the CAMP website.

Disseminated working model – what to
know for Handbook
The Handbook only has one feed. That is ISIS data dt is fdi fed into the Handbook. No
data is fed out of the Handbook.
The following fields in course entries are fed into the Handbook from ISIS.
•Document code (ie course code)
•Title (ie course name)
•Area of study
•Year
•CRICOS Code
•Fees information
•Graduate Category
•Duration and Credit Points
•Faculty
•Breadth B options

Disseminated working model – what to
know for Handbook
The following fields in subject entries ti are fed fdinto the Handbook kfrom ISIS.
•Area of study
•Document code (ie subject code)
•Title (ie subject name)
•Department
•Faculty
Faculty
•Credit Points
•Level
•Graduate Category
•Research
•Year
•Commencement Date and Location
•Coordinator
•Breadth options
•Breadth options
•Fees information

Disseminated working model – what to
know for Handbook
Therefore, to have these fields changed, you either need to liaise with ISIS Configuration or
your faculty representative who now has configuration access to makes these changes.
These changes cannot be made directly in the Handbook or by the Handbook kCoordinator.
You must ensure that these changes are either approved by the Academic Board as
appropriate or by the staff member in your area with appropriate delegated authority.
The Late Change Procedure must also be followed during the late change period.
Note: It appears that some data is taking a few days to feed through from ISIS to the
Handbook. We are investigating and testing why this may be, but don’t panic if altered
data doesn’t show up the next day.
This is all the more reason to get your data correct before publication.

Developments
A new round of Handbook kdevelopment thas begun:
ITS is currently working on moving the Handbook to a new platform which we
hope will make the editor interface faster.
Th Offi f th A d i R i t i ki j tt t li k
The Office of the Academic Registrar is working on a project to create a link
between the Handbook and community pages on the LMS where it is hoped
students can obtain more information, including readings, about subjects. In turn,
this will allow them to make more informed choices during the re‐enrolment
period.

Developments
We will also be looking at what htimprovements can be made to reporting
functionality.
Other developments:
•Replacement R l tof SIS timetable t link with SWS
•Change of department codes from 3 digit to 4 digit
Any other development requests can be submitted to us via Remedy.

Do Not Publish Status
Only courses and subjects which fall into one of seven specific categories
can have the status Do Not Publish applied.
This does not include courses and subjects which are not running in that
year or are being phased out. In these cases, the entries should still be
published.
For information on the Do Not Publish status and the seven approved
For information on the Do Not Publish status and the seven approved
publication exemption categories, refer to the Handbook Help website.
Requests to have this status applied should be made via Remedy.

Open Entries after publication
Unless there are specific and negotiated circumstances, there should be no
open entries in the Handbook after publication.
Where courses and subjects are ‘phasing out’ in ISIS, this denotes there are
still students enrolled. Therefore the entry must be published.
For courses, a note can be entered advising ‘there are no current intakes for
this course. ’ For subjects, a note is automatically applied where there is no
current availability in ISIS.
When all students are removed from the course or subject, ISIS
Configuration will run a process that flips these entries to Discontinued. The
discontinuation will automatically be reflected in the Handbook.

Rules for discontinuing courses in ISIS
After a course has received approval from Academic Board dto be discontinued, d it
is set to Phasing Out in ISIS. All Phasing Out courses still appear in the Handbook
Editor and must be published. ISIS only automatically sets these courses to
Discontinued if there are ‘no current students’.
Current students are defined as students with an SSP status of either:
•Admitted
•Potentially Complete
•Leave of Absence
•Conditionally Complete
For students in research courses, it also includes those that are
•Converted
•AWOL
•Overtime
•Under examination

Rules for discontinuing courses in ISIS
In order to ensure these courses are set to discontinued, you should run regular
reviews on students who are technically ‘current’ in courses that are being
phased out, so data can be corrected.
Courses that are not discontinued will remain published in the Handbook
Courses that are not discontinued will remain published in the Handbook
indefinitely.

Policy, Procedure, Further Information
The Course, Program and Subject tApproval and Review Policy (which
h
encompasses Handbook) and the Handbook Procedure can both be found on the
Policy Library and on the Handbook Help homepage.
Dates, training information, user guides and frequently asked questions can also
be found on the Handbook Help website.
handbookhelp.unimelb.edu.au
Subscription to the uni‐handbook email list can be done on the
lists.unimelb.edu.au site.
Please note: the handbook‐online email address is no longer being used. Any
requests sent to this email will not be actioned. All requests and queries should
be submitted through Remedy.

2014 Timetable Data Collection & System
Changes

Data collection stages overview
• Stage One – Manual Data Collection
• Stage Two – ISIS Audit
• Stage Three – Web Data Collection entry, Activity
modification and creation is ISIS.

Web Data Collector – Data Entry
Opening 1: Courses, Staff Availability, Subjects
(13 th May onwards)
Opening 2: Subjects, Activity
(27 th May onwards)
Opening 3: Classes
(24 th June – 2 nd August)
WDC scheduled outages
• Wednesday & Friday afternoon’s from 2pm

Courses Collection Example

Activity Modification and Creation in ISIS
• New Subjects
– After a placeholder has been placed in ISIS, notify
and forward Tuition Pattern for subject to TTO via
remedy form for activity creation in ISIS.
S
• Modification of Tuition Pattern (for existing or
new Availability is ISIS).
– Forward changes to TTO via remedy form and
TTO will made changes to ISIS.

WDC Training & Support
WDC Training
• Access will ONLY be provided to those who have attended training.
• There are 2 more training sessions available:
Tuesday 14 th May, 10am – 2pm (almost full)
Wednesday 15 th May, 9:30am – 1pm
• A WDC User guide is being created and will be available at the training sessions
and on the Timetabling Website
Supported WDC entry sessions
• Thursday 16 th May, 9am – 12pm
• Wednesday 22 nd May, 9:30am – 1pm
• Thursday 23 rd May, 12pm – 5pm

Class Registration
When does Class Registration take place
• Class Registration commences approx 4
weeks prior to the start of study period.
• For Semester 1 & Semester 2, the opening of
Class Reg is staggered so that Graduate and
Honours subjects have a ‘pre-opening’ about
1 week before Undergraduate subjects open.
This was trialed with great success in
Semester 1 this year and will continue for the
for seeable future.

Class Registration
Action required
• Remind students and teaching staff of the appropriate
class registration processes.
• Complete your class registration setup prior to
opening. Take time to think about how you want the
registration process managed for each subject and
set up rules in ISIS to accommodate this and utilize
functionality that allows you to se up:
– Streams
– Waiting lists
– Reserved places

Class Registration
Action required (continued)
• Once class registration opens, monitor registrations
as they occur. Request size changes and extra
classes or release classes from on hold before it
becomes critical. Keep students informed of updates
using the Teaching Booking Comment screen in ISIS
to reduce the number of queries.
REMEMBER: if you need to increase a class size, you must log
a job via the online Remedy form to request the class size
increase in Syllabus Plus!
• Keep in close contact with the relevant student centre
to troubleshoot any issues that may arise around full
classes, wait lists etc.

Class Registration
Changes coming to Class Registration in 2014
• Stream set up will now be completed by the
Timetable Office, following completion of stream
collation spreadsheet requests ests submitted by you. The
ISIS Config team will no longer be involved in this
process
• Stream names will roll over from year to year

Sem 1, 2013 Large Lecture Theatres Hourly
Teaching Usage (7 theatres)

Semester 1, 2013 Large Theatres Hourly Teaching
Usage (7 theatres)
Semester 1, 2013 Large Theatres Hourly Teaching Usage (7 theatres)
Start Monday (10) Tuesday (8)
Wednesday
(10) Thursday (10) Friday (9) Total % Frequency Available Hours
8:00 1 2 3 3 2 11 31.43% 35
9:00 7 7 6 6 5 31 88.57% 35
10:00 7 7 7 7 6 34 97.14% 35
11:00 7 7 7 7 7 35 100.00% 35
12:00 7 1 7 7 5 27 96.43% 28
13:00 7 2 6 7 6 28 100.00% 28
14:15 7 6 6 6 7 32 91.43% 35
15:15 7 6 7 7 5 32 91.43% 35
16:15 7 6 5 7 1 26 74.29% 35
17:15 5 2 3 3 0 13 46.43% 28
18:15 1 1 1 3 0
19:15 0
Daily 63 46 58 61 44 269 81.71%

•WRB
http://services.unimelb.edu.au/venuehire/internal/wrb
– Web Room Bookings has replaced booking mode access in
Syllabus Plus
– Simple web based interface to book rooms for meetings and
events with instant confirmation emailed directly to you
•SWS
https://sws.unimelb.edu.au/2013/default.aspx
edu aspx
(use the Mozilla Firefox browser)
– Provides online real-time view of the University timetable.
– All staff and students can search by subject, room or dept
– SIS will be phased out by end of 2013 and only SWS will be
used

Available support
Documentation and Support
• Timetabling & Class Reg Policy and procedures
https://policy.unimelb.edu.au/MPF1048
edu http://policy.unimelb.edu.au/MPF1046
• CAMP
https://policy.unimelb.edu.au/MPF1001
• ISIS Online Help
http://www.isis.unimelb.edu.au/home
• Newsletters: timetable-update
– https://lists.unimelb.edu.au/
• Staff view of the student timetable
– https://prod.ss.unimelb.edu.au/academic/login.aspx
– Write access is available!!!

Contact Us
• Submit your Timetable & Class Registration queries via the
online/Remedy form
http://servicedesk.unimelb.edu.au/itsc/studentadmin/timetable/
• Timetabling Website
http://services.unimelb.edu.au/timetabling/home
edu – Visit the Resources section for Cheat Sheets and Stream Request
Spreadsheets

Questions
s