The 'Vary' functionality supports the process required by the Course and Subject Life Cycle Procedure for varying an Outline. A ‘variation’ is defined as an Outline that is edited after its initial publication.
Note that the Set Publication Date function should be used by Authors to delay initial publication until the date that the Interact2 (i2) site opens to students. Any changes that are required while an Outline is awaiting publication of Version 1 can be made using the Update workflow; thus ensuring that students see Version 1 when the i2 site opens.
During a variation, all usual Edit Outline functionality applies as per ‘Draft’ status. However, several sections are exempt from QA if they are varied following publication. Learn more: QA Exemption on Varied Outlines
The Course and Subject Life Cycle Procedure states that Outline variations must not disadvantage students and thus requires Heads of School (HOS) to approve them. If a section that is not exempt from QA requires variation, it is suggested that you consult your HOS prior to initiating the variations process in the SOT to ensure they intend to approve the proposed changes. It is also wise to discuss turnaround times with your HOS to ensure student access to the varied Outline is expedient.
Once the HOS has indicated a variation may progress, a variation can be initiated within the SOT. Outlines with a Published status have an action of ‘Vary’ on the Authoring dashboard. An Author must confirm their Vary action to open the Outline in the Edit Outline screen with:
Once the Author clicks ‘Submit for QA', all usual technical processes run plus the Outline is assessed for QA exemption.
If QA is not required, the Author is able to submit the Outline for publication.
If QA is required, the Outline obtains an Awaiting QA status; and the HOS (and Support HOS, if any) receive an email notification advising that the Outline is available for QA. The HOS/Support HOS must access the Outline from their Quality Assuring dashboard. All usual QA processes and basic functions apply; including edit permissions (if granted) and QA Declarations (if a new Assessment Item was added during the variation).
While an Outline undergoes a variation, students experience a custom sorry page on their i2 site if they click the Subject Outline Tool. The PDF version of the last version remains available from the sorry page.
The i2 Announcement that auto-generates on publication of the new version includes a list of sections that were edited during the variation.
The superseded PDF version is available via the Download/Print PDF Version link at the top of the student site map; and the version number displays below the site map and in the footer of the PDF.
Outlines are exempt from QA if the Outline has been published to students then only the following is varied: subject data; the Subject Coordinator’s name and contact details (including SC Profile information); the ‘Consultation procedures’ section; and/or Fixed Autotext.