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    2013 Handbook schedule

    2012 dates for production of 2013 Handbook

    This schedule covers all sections of the Handbook:

    • faculty information 'chapters'
    • courses
    • areas of study
    • units.

    NOTES on marked (*,^) dates below:

    * From this date the Handbook coordinator will be reviewing and editing courses to ensure compliance with University editorial style guidelines and Handbook production guidelines.

    ** This sign-off is for faculty information chapters, lists of course offerings, and course and areas of study entries only - at this time URLs will not link correctly to units.

    ^ When updating UNIT data in CUPID you must select 01/Jan/2013 as the 'Start Date' for all changes for publication in the 2013 Handbook, otherwise, changes will take immediate effect, overwrite 2012 CUPID data and be published in the 2012 Handbook. For units not being published in 2013, faculties should 'expire' or 'end date' these units in Callista and untick to publish in CUPID on or after 1 Sept 2012. This is to ensure that the units are archived with the 2012 Unit Handbook on 31 August. These instructions apply to UNITS ONLY; course/AOS Handbook fields must NOT be forward dated.

    Preparation of content by faculties

    Course / AOS updates commence in CUPID
    • AREAS OF STUDY
    • COURSES

    Updating of course/AOS entries occurs in CUPID from October of the previous year until the end of the following July

    NOTE: Course/AOS entries are NOT to be future dated

    Unit updates commence in CUPID
    • UNITS

    Updating of unit entries occurs in CUPID after the unit offerings for 2013 have rolled over in Callista on 7 May.

    NOTE: Unit updates MUST be dated 01 Jan 2013.

    May

    8

    Tue

    Faculties sent 'Stray Character' Report
    • AREAS OF STUDY
    • COURSES
    • UNITS

    'Stray character report' to be checked for symbols etc which can corrupt data and affect the upload to the online Handbook (more information is available in Appendix 1 of the CUPID training manual).

    Jun

    1

    Fri

    Faculties sent Course and AOS 'status check' CUPID extract
    • AREAS OF STUDY
    • COURSES

    Extract sent to faculty editors for checking the 'status' of course and area of study updates and as a reminder that all entries are to be completed and ticked to publish in 2 weeks - look particularly for, eg inclusion of compulsory information, blank fields which may be missing data, use of standard statements etc.

    NOTE: Hereafter no scheduled CUPID extracts will be sent, but faculties can request extracts and/or mail merge Word documents as needed from Kim.Martin@monash.edu

    Jul

    16

    Mon

    Deadline and finalisation of content by faculties

    Faculties submit 'Faculty info' section to Handbook coordinator
    • FACULTY INFO

    Word documents - content stripped from current web pages, track changed and emailed (this can be completed earlier if ready)

    Jul

    27

    Fri

    Faculties submit 'Courses / AOS' sections to Handbook coordinator
    • AREAS OF STUDY
    • COURSES

    All faculty entries to be complete, APPROVED, and final in CUPID at this date

    Jul

    27

    Fri

    REMINDER  to faculties to finalise 2012 units
    • UNITS

    Reminder email sent to all faculties to complete updates to 2012 summer and passport units before units are archived on 31 August

    Aug

    1

    Wed

    2012 Units archived

    Faculties cannot make any further updates to 2012 units
    • UNITS

    2012 Unit handbook is archived (ie daily uploads stop)

    NOTE: Hereafter any vital changes to 2012units must be sent to Kim.Martin@monash.edu to be manually uploaded

    Aug

    31

    Fri

    Review and editing by Handbook coordinator

    HBK coordinator editing*


    Corresponding with faculty editors, making agreed changes to CUPID / HTML


    Faculty editors must be available during this period to answer queries from Handbook coordinator
    • AREAS OF STUDY
    • COURSES
    • FACULTY INFO

    (1.) 'Faculty info' section; making changes into copy of current Handbook web pages (HTML) based on docs submitted, corresponding with faculty editors as necessary.

    (2.) Course / AOS entries; reviewing CUPID change reports - doing faculty-based mail merges as necessary and reviewing consequent Word docs in conjunction with faculty editors where necessary.

    NOTE: During this month there will be progressive extracts/uploads to web staging as each faculty is finished so as to get early sign-offs where possible - therefore, the items detailed below may already have been finished for some and the listed dates will only apply to faculties who have not already signed off on their entries.

    Jul 30 -Sep 25

     

    Mon-Tue

    Review of unit data by faculties

    Faculties sent preliminary CUPID unit extract and 'Units offered not published' report
    • UNITS

    Preliminary CUPID unit extract sent to faculties for checking status of unit updates and as reminder that faculties have until 14 September to make final changes to unit data

    Sep

    3-14

    Mon-Fri

    Finalisation of unit data by faculties

    Faculties sent final CUPID unit extract and 'Units offered not published' report
    • UNITS

    Final CUPID unit extract sent to faculties for sign off by 21 September

    Sep

    17

    Mon

    Sign off of 2013 Handbook

    FACULTIES SIGN-OFF by 5pm, 25 September
    • AREAS OF STUDY
    • COURSES
    • FACULTY INFO
    • UNITS

    Any final minor course/AOS changes are to be made in CUPID only after correspondence with HBK coordinator. (NB: At this time URLs from courses/AOS will not link correctly)

    Unit content alterations can continue to be made in CUPID, but all units must be ticked to publish before 30 September otherwise permission to publish for 2013 may be required from the Minister.

    Sep

    25

    Tue

    Upload to web production

    2013 Handbook published online
    • AREAS OF STUDY
    • COURSES
    • FACULTY INFO
    • UNITS

    CPU doing final check of Handbook. Faculties not to make changes in CUPID course/AOS entries until notified in case further extracts are needed by the web publication team.

    All alterations to 2013 HBK from this point - except for units - is via Word doc update request email to the Handbook coordinator who will amend the web pages (once CUPID updates recommence, faculties are to make the same changes into CUPID to keep it up-to-date)

    Sep

    26-28

    Wed-Fri

    Unit data submitted to DIISRTE

    2013 unit extract sent to Student Finance
    • UNITS

    Final 2013 unit extract sent to DIISRTE by Student Finance

    Sep

    28

    Fri

    2014 Handbook
    • AREAS OF STUDY
    • COURSES

    Faculties can commence entry of 2014 course and 'Areas of study' publication data in CUPID

    TBA