How to get started

The My Outlines screen provides the hub from which staff with a responsibility for authoring an Outline can create and manage their Outlines.

First Step - Coordinators and the 'Author' role

The first step is to ensure that the person responsible for authoring the Outline is placed into either the Subject Coordinator or Nominal Subject Coordinator role for the subject offering via the Subject Coordinators Maintenance Form (SCMF). To learn more about delegating the authoring of an Outline and team authoring see Nominal Subject Coordinator. To learn more about roles and how to use them to accommodate your particular situation also see Subject Coordinator, Author and Change Author.

SCMF Role	Role Description - see glossary for in-depth definitions and example scenarios
Subject Coordinator	The Subject Coordinator for the subject offering must be placed in this role regardless of who is responsible for authoring the Outline. This is the name that will display within the Outline as the Subject Coordinator. If a delegate of the Coordinator is responsible for authoring the Outline they must be place into the Nominal Subject Coordinator role - see below. If the Subject Coordinator is not finalised, leave the Subject Coordinator role blank and place the delegate in the Nominal Subject Coordinator to enable them to create and author the Outline. 'To be advised' will display within the Outline in place of the Subject Coordinator's name until the Coordinator becomes known within the SCMF and the Author data refreshes the Outline - to learn more about the 'Data Refresh'function see Editing & Management tools.
Nominal Subject Coordinator	Person/s responsible for authoring the Outline on behalf of the Subject Coordinator must be placed in the Nominal Subject Coordinator role. The Subject Outlines tool recognises the Nominal Subject Coordinator as having the appropriate authority to create and author an Outline for the particular subject offering/s.

Once anyone in the Subject Coordinator or Nominal Subject Coordinator role for the subject offering creates an Outline they become the Author of the Outline. Note that only one (1) Outline can be created per subject offering. Therefore once any Subject Coordinator or Nominal Subject Coordinator creates an Outline, the offering will disappear from the dropdown list in Step 2 of the 'Create New Outline' process of all staff with any responsibility for the subject offering/s and appear in their My Outlines list.

To see the name of the Author as well as a list of staff with Subject Coordinator, Nominal Subject Coordinator or QA Officer responsibility for all linked subject offering/s, click on the 'Roles' icon in the 'My Outlines' list. The current Author can handover their Author role to any person listed as a Subject Coordinator or Nominal Subject Coordinator for all linked subject offerings. To learn more see Change Author.

The contents and functionality of your My Outlines list is determined your SCMF role, your Subject Outlines tool role, the status of the Outline and its access settings (public or private). To learn more see Your 'My Outlines' List.

Then - prepare for the Outline to be quality assured

The second step is to prepare for the Outline to be quality assured to avoid unnecessary delays once your Outline is ready for a QA review. Also, if QAOs are placed in the role at the time you deem the Outline 'Ready for QA', this will enable the tool to automate an email notification to each QAO advising that the Outline is now available for QA review.

Academic Senate resolved that each Faculty be responsible for their policy on assuring the quality of Subject Outlines. The Quality Assurance component of the Subject Outlines tool (which utilises the QA Officer role) was created to support Faculty processes which uphold their Outline QA policy. To learn more see Quality Assure an Outline.

The person/s responsible for the QA of your Outline must be placed in the QA Officer (QAO) role for the subject offering/s via the Subject Coordinators Maintenance Form (SCMF). If you are creating an Outline for multiple offerings, a different QA Officer may be assigned to each linked offering. In any case, a specific Outline for each linked offering will be required to be quality assured. The 'Change QAO' function also allows the QA Officer role to be transferred between QAOs to allow multiple people to perform a QA review on an Outline. To learn more see Change QAO.

What's Next?

To learn how to create an new Outline see Create an Outline. To learn about about the entire process see Outline Development Process and visit the relevant help pages for detailed information about each process activity.

Troubleshooting

The information above assumes that:

▪	the subject offering is active on the Subject Availability List (SAL)

▪	the subject offering will have a subject site for learning and teaching

▪	the Teaching School code (or Organisation Academic Unit [AOU] code) is correct as per data stored by the Office of Planning & Audit. This data is required for the Subject Outlines tool to provide the subject with the correct Outline template.