Vary an Outline > Vary a Published Outline

If a variation is made to an Outline which has been published to students, the policy on Variations of Subject Outlines (L6.3 [1.4]) applies. Note the policy states that such changes shall not disadvantage students. See QA Exemptions for a list of sections which do not require a QA review if varied post publication to students.

Head of School consultation & approval

If any section not exempt from QA requires variation, it is suggested that you consult your Head of School (HOS) prior to initiating a variation within the tool to ensure they intend to approve the proposed changes; as well as to manage expectations regarding turnaround times. The purpose of this practice is to ensure student access to the varied Outline is expedient.

Once the HOS has indicated the variation may progress, a variation should be initiated within the tool. Once 'Ready for QA' is clicked by the Author, the HOS will automatically be placed in the QA Officer role for the subject. The HOS will receive an email notification when the Outline is available for their review and approval via the tool's QA component. To learn more about the QA component see Quality Assure an Outline and its sub-topics.

Student communication & notification

Once a variation is initiated within the Subject Outlines tool, the online version of the Outline will be removed from the subject site Subject Outline tool and replaced with the message displayed below. Note that the message includes access to the current Download Version of the Outline while the variation is being made.

Subject Outline

Your Subject Outline is currently undergoing an update to maintain currency (e.g. your Subject Coordinator’s contact details) or a revision of content.

You will be notified of any section/s which have been varied via the subject site Announcement tool. A copy of the Announcement will also be emailed to your email account as per CSU records.

The print version of your Subject Outline is available for your reference until the revised Outline is re-published.

<PDF icon> Download Version

Therefore, post HOS consultation and prior to initiating a variation, it is also advisable to provide students with a communication explaining the nature and impact of the changes to make them aware of the impending changes.

As mentioned within the Subject Outline tool message, students will receive an automated Announcement (copy to their email) notifying them that the varied Outline has been published and will list the names of the sections which have been varied. As required per policy, the Subject Coordinator (or Convenor if appointed) must convey in writing to students further details of the variation made to each listed section. Students are able to reference the version number and publication date of the Outline within the footer of the downloadable PDF file.

Making a variation

The process for making a variation to a Published Outline is:

1.	the Author must click on the Outline and select 'Vary' from the pop-up menu;

2.	the Author will be provided with a warning message and asked to confirm they wish to continue - if yes, click OK;

3.	the Outline will obtain a 'Revision Required' status and open in the Edit screen;

the Author edits the Outline as normal. See Edit an Outline. If the Author enters the Manage Assessment screen, they will be provided with a pop-up message containing advice regarding variations to assessment items and possible affects on systems dependent on assessment information, e.g. varying an item number will affect EASTS in the support of online and postal submission methods, varying an assessment value when any grade has been assigned to the item within the Gradebook tool will affect Gradebook functionality. Further information/advice will be provided to the Author if changes to certain assessment item sections are saved.

5.	the Author clicks the 'Ready for QA' button and successfully completes the 'Ready for QA' checks.

6.	the system performs a QA exemption check. To learn about sections which are exempt from QA see QA Exemptions.

if ONLY sections which are exempt from QA have been edited, the Author will be asked to confirm they wish to mark the Outline 'Ready to Publish'. If the Author chooses to continue, the varied Outline will be progressed to publication as per the normal Outline publication process. To learn more see Publish an Outline and Outline Development Process.

if ANY section not exempt from QA has been edited, the Outline obtains an 'Awaiting QA' status, the Head of School will receive an email notification advising the Outline is awaiting review. The HOS must enter the Subject Outlines QA screen and undertake QA as normal. To learn more see Quality Assure an Outline, Publish an Outline and the Outline Development Process.

7.	the Outline is marked 'Ready to Publish' by the Head of School (or the Author if the variations were exempt from QA).

8.	the system increments the version number and date of publication of the varied Outline in all relevant places. To learn more see Versioning.

9.	the system publishes the varied Outline to the subject site in both online and PDF formats.

10.	the system automatically generates an Announcement to the subject site including a list of which section/s of the Outline have been varied. See section above re Student communication & notification for further information.