ModCat
Module Catalogue Direct Entry
New Course/Module Approval and Module Amendment
Information for ASSU Authorisers
Version 5
January 2002
1
Module Catalogue
Direct Entry for New Course/Module Approval and Module
Amendment
Background Information
The University has introducing a new system of direct data entry to the
module catalogue for new and amended modules. The purpose of this
initiative is to ensure that the catalogue is as accurate as possible and to
avoid duplication of effort within the University. The new system will ensure
that only the definitive and approved version of the module descriptor is
available for consultation on the web and will enable people involved in new
course development within and across School boundaries to access the most
up-to-date information.
The approval process itself, whereby School Boards and University
committees consider new courses and modules and major amendments to
existing modules, remains the same. The direct data entry system links with
our existing approval procedures and is part of an electronically administered
process designed to deliver more accurate and accessible information.
ModCat is used to process


all amendments to existing modules and all new modules which come
forward for approval by Chair's Action.
and all new modules and any existing module that is to be amended and
included in a new course proposal to go forward for approval by a
University Course Approval and Review Team (CART).
This document is intended to supplement the online guidance available to
Academic Standards Administrators and to explain the different procedures
that need to be followed in order to gain approval for new and amended
modules.
Who Can Use the System?
It is for Schools to decide who should be allowed to submit new or amended
descriptors. Schools may nominate as many authorised Users as they require.

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Some Schools will want to limit access to Course Co-ordinators or Course
Administrators and Secretaries so only they can input new modules and
module amendments.
Some Schools will want each member of academic staff to manage their
own new modules and module amendments.
Some Schools will want to send all their amendments and new modules
via their Director of Undergraduate Studies/Quality
Ask the School Administrator to submit a list of authorised Users and to
keep the list updated as staff join and leave the University or as their roles
change within the School.
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
The School Administrator will need to specify which areas of the module
catalogue the User is permitted to access, e.g., modules from their own
department or modules from the whole School.
You will set up User access via the Modcat User database in ModCat
Authoriser
and allocate each authorised person a user name and a
password that will permit secure access to all the module descriptors currently
on ISIS for their area of the School.
The User, in agreement with the relevant Dean, School Administrator or
Director of Undergraduate Studies, may be given access to a wider range of
descriptors within the University if necessary.
Note: Full instructions about how to Authorise modules using ModCat and
how to set up User access are available on the web at
http://www.brad.ac.uk/admin/mis/prowess/ModCatApps/. You can have the
web guidance running whilst ModCat is open and work the through the system
step by step. If you have any problems give me a ring on 3027.
There’s lots of information included in the web guidance which you may find
useful once you are more familiar with the system. But initially, if you are
primarily concerned with the practicalities of processing descriptors sent to
you, you really only need to concentrate on the area entitled
The information that follows is supplemental to the web-guidance, it is
intended to provide some additional explanation about certain features of the
electronic form and to clarify the process of approval using this system.
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Receiving Module Amendments to be approved by Chair’s
Action
1.
School Users will complete the electronic module entry form using the
online guidance,
http://www.brad.ac.uk/admin/mis/prowess/ModCatApps/
and will send their descriptor to you for authorisation.
2.
When you access the Authoriser area
you will be told if there are
any descriptors waiting for you to open. If new descriptors have
arrived access them by going to the File menu or the
clicking on Open Descriptor Awaiting Attention.
icon and
Each module will have a file name extension:
AP0307MCURRENT THIS YEAR VSN
AP0307MCURRENT NEXT YEAR VSN
The version taught this year
The version taught from next year
onwards
New modules will be identified by the first eight letters of the module
title and the file name extension. NEW MODULE FOR NEXT YEAR
When you click on the module the title will appear along with some text
asking you if this is really the module you want to open. If it is – say
OK
What are all the different pages for?
3.
The electronic form is made up of 6 pages. To move between the
pages click on the page tabs at the top of the form.
Pages 1-5 contain the module descriptor information and page 6, the
Notes and Covering Statement Page, contains the request for Chair’s
Action.
This information is entered into pro forma which must be properly
completed by the User so that the Chair has enough information to
base their approval decision on and so that ASSU staff have enough
information to amend the Standard Programme Details.
Making sure the correct version of the module appears on the
Web
4.
You will see 3 buttons at the bottom of page 1
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
For This Year Only
From Next Year Onwards
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
For Both Years
It’s important that the correct button is selected so that the approved version
of a module isn’t accidentally overwritten.

If the amendment is to take effect during the current academic year but the
Users wants to revert to the original version of the module next year they
should send you the CURRENT THIS YEAR VSN and choose the For This
Year Only button. The amendment will only overwrite the current version
of the module – next year’s version will be unaffected.

If next year’s version of a module is to be amended but the User doesn’t
want the amendment to effect the current year’s version, they should send
you the CURRENT NEXT YEAR VSN and choose the From Next Year
Onwards button. The amendment will only overwrite the next year’s
version of the module, not this year’s version.

If the User wants to make a change to a module and wants to apply the
change to the current academic year and next year as well they should
open the CURRENT THIS YEAR VSN of the module and choose the For
Both Years button. The amendment will then overwrite the module record
for both years.
Printing out copies of the Descriptor and Notes and Covering
Statement Page
5.
When you are sure that the descriptor information is accurate and that
the correct overwrite button is checked print out the module and notes
page and send them for Chair’s approval.
To print hard copies of the descriptor click the print icon
tool bar.

6.
on the top
This saves a copy of the descriptor to your MC print folder on your
C drive. It appears as a file with the suffix – rtf. You can now print
a hard copy of the descriptor when required.
To print a hard copy of the Notes and Covering Statement Page click
the

icon on the toolbar
This saves a copy of the Notes and Covering Statement Page to the
MC print folder on your C drive. It appears as a file with the suffix
TXT. You can now print a hard copy of the Notes and Covering
Statement Page when required.
In the first instance the file is saved to your MC print folder on your C
drive, it is not possible to divert the save to any other area of your
server. You can copy the file to another area of your server if required.
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The file is automatically formatted by the system so that the descriptor
information fits on 1 page of A4 paper. If the narrative is very long you
may have to change the font size to 11point in order to fit it onto one
page.
7.
At present ModCat does not have its own spell-checker so when you
access the descriptor text file you will need to run the spell checker and
make any amendments both within the text file and within the ModCat
version. Click the
corrections.
button within ModCat after making any spelling
Returning a Module to the User
8.
If you or the Chair of any of the Committees are not satisfied with the
information that’s been sent you can send the submission back to the
User for remedial action.
You can do this by clicking the
icon. This sends the descriptor
back to the User and puts it in their ISIS Descriptor for Editing area

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The system asks you if you want to delete the Messages to
Authoriser before you send the descriptor back, SAY YES. This
saves confusion when they send the descriptor back yet again as
you will not have 2 sets of User Messages to wade through

A box called Compose Returned Descriptor Message will appear.
At this point you have 3 options:
1.
If you click the Send no message button the User will
never know that you have send the descriptor back so
it’s best to ignore this one. This option is only there for
use in cases where the User knows they are getting the
descriptor back and they know they have to go back into
it and edit it – e.g. in cases where you discussing the
return with them on the phone as you send it back.
2.
The Send default message button sends a standard
message telling them the descriptor has been returned
but does not give any details about why it has been
returned. (So this isn’t a great deal of help either unless
they already know what’s going on).
3.
The best button to use is the Send bespoke message
button. This button provides you with a text box that you
can type in to inform the User why the descriptor has
been returned.
When you have finished your message click the Message Completed
button and the descriptor will be returned to the User for further editing.
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The User will be notified automatically that the descriptor has been
returned and will be able to read your message.
Back to the Descriptor…
9.
If you have printed a copy of the descriptor and Notes page out to send
to the Chair for action or to the CART for approval, exit the descriptor
by choosing File and Close Current Document.
At this point the system will ask you if you want to transfer the
descriptor from the Descriptors Awaiting Attention
area to the
Descriptors Awaiting Approval
area. If you are sending the
descriptor for Chair’s Action say Yes to permit the transfer.
10.
If the Committee Chair or CART feel that the descriptor requires further
development you access it via the
return it to the user.
icon and click the
icon to
11.
When the approval process is complete and the documents have been
returned with all the relevant Committee signatures, click the
icon to
automatically update ISIS with the new version of the descriptor. This
update takes place overnight so the new approved version will be
accessible via prowess or the web the next morning.
12.
Updating the ISIS Front Page for Examination Purposes
Please Note: There isn’t an automatic update from the mode of
assessment field on ISIS to the ISIS front page so if the Chair’s Action
involves a change to the mode of assessment you must remember to
access the ISIS module front page and change the information held
there. You will need to change the ‘Examined’ field and the ‘Length of
Exam’ field accordingly.
13.
Send the User a hard copy of the approved version, including the
signatures of the Committee Chair’s in the normal way.
14.
You can print out a copy of any approved descriptor via the Prowess
Home Page or by calling a module up from the system and saving it to your
hard disk.
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New Modules:
The process for receiving and authorising a new module is very similar but
slightly more complex.
New modules as part of an existing course of study to be
approved by Chair’s Action
1.
When the new module arrives in the Authoriser application: If the new
module is an addition to an existing course check that a request for
Chair’s Action and a reading list have been included in the Notes page
(page 6 of the electronic form).
The User should also send, via the internal mail
 A new module proposal form
 Clarification of who the changes will effect the structure of the
degree programme.
Print the module and Chair’s Action request out and send them for
approval. When the approval process is complete click the
icon on
toolbar to automatically update ISIS with the new descriptor.
New and amended modules as part of a new course proposal
Please Note: Unless there is a real problem in a department, for instance,
not having anyone trained to use ModCat or long term staff sickness, we
would expect the modules connected with any detailed new course proposal
to be submitted using the ModCat system – therefore the hard copies sent to
you should be in ModCat format
2.
Schools will use ModCat as a kind of word processor for preparing new
(and amended modules) and will only send you the electronic version
of the new module or amended module when you tell them that it has
been approved by the CART.
When the CART has considered the proposal you will need to contact
the Course Planning Team and ask them to send through the electronic
versions of the new and amended modules. If the CART requires
further module amendments you can let the CPT know at this time so
that the amendments can be made before the electronic version is
sent.
If the new module is part of a new degree course check that the User
has included a reading list in the Notes page along with the title of the
new degree programme so you know which course document to tie it
up with.
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Prior to the CART you would still expect to receive in hard copy
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A new course proposal form
A rationale document
A Programme Specification
Any course specific regulations
New module proposal forms
A complete set of new and amended modules to be included in
the course
3. When CART approval is complete:
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
Send a copy of Programme Specification to Laura so that she can
build the course on SAINT
Laura will provide you with new module numbers for you to insert
into the appropriate ModCat record.

Then click the
icon on toolbar to automatically update ISIS with
the new descriptor. The update will appear immediately in either
the ‘current’ or the ‘next year’ area of ISIS depending on its
designation.

Remember to email a list of the new module numbers the School
Administrator or course contact.
The next 4 pages contain flow charts with accompanying notes which have
been developed to explain the approval process to Users in Schools who are
submitting new and amended modules via ModCat. It details the
arrangements for submitting new and amended modules as part of a detailed
new course proposal and as a Chair’s Action submission.
Please take the time to go through this information, as it is very relevant in
terms of how and when ASAs receive module information to be submitted to
CART.
Amanda Huggon
Academic Standards and Support Unit
January 2002
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The Approvals Process using ModCat
Chart One
Inputting new modules and amending existing modules to be included in
a detailed new course proposal for approval by a Course Approval and
Review Team
1. Access ModCat using your user name and password.
2. Open and amended the existing module. Alternatively open a new
blank module and input the new descriptor information.
Remember: If the new module is very similar to an existing module
remember you can open the existing module, go to file and choose
save as. Give the new module a name and just edit out or add
information as required.
3. Complete the pro-forma in the Notes and Covering Statement page. All
that is required is the name of the new degree course the amended
module is to become part of and a statement confirming that the
module has been approved by the School Board once the appropriate
meeting has taken place.
4. Save and print a copy of the Descriptor and include it in the detailed
new course documentation for consideration and approval by your
School Board/ School Academic Programmes Committee. You don't
need a copy on the Notes and Covering Statement page in this
instance.
5. Close the new or amended descriptor
6. As part of its consideration of the detailed new course proposal the
School Board or SAPC will either approve the new or amended
modules as they stand or ask for amendments to be made.
7. It amendments are required open the new or amended module, make
the alterations and print out a new copy of the descriptor. Close the
descriptor without sending it to your ASA.
8. The detailed new course proposal, including all the new and amended
modules should now be sent to your ASA in hard copy for
consideration by the CART.
9. Once the meeting has taken place your ASA will contact you with
details of any amendments required by the CART. Open the descriptor
and make the amendments as required. Then click the icon to send the
descriptor to your ASA. Alternatively, the modules may be approved
without further amendment and your ASA will contact you to this effect
and ask that the modules be sent electronically for update.
10. New module numbers will be allocated and you will be notified by
email. Electronic update of ISIS will take place overnight.
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The Approval Process using ModCat
Chart Two
Approval of a new module or an amendment to an existing module as
part of an existing degree course - to be approved by Chair's Action
1. Access ModCat using your user name and password.
2. Open and amended the existing module. Alternatively open a
new blank module and input the new descriptor information
Remember: If the new module is very similar to an existing
module remember you can open the existing module, go to file
and choose save as. Give the new module a name and just edit
out or add information as required.
3. Complete the Chair's Action pro-forma in the Notes and
Covering Statement page
4. Save and print a copy of both the Notes and Covering Statement
page and the Descriptor for your own records. When saving a
new module the process is exactly the same but when you come
to save the module it will ask you to give it a name. Use eight
letters and no spaces.
5. Check to see if the amended/new module needs approval from
your School Board (or delegated committee e.g. School
Academic Programmes Committee). If approval is required close
the descriptor and send a hard copy of the module to your
School Board or SAPC for consideration
6. The School Board or SAPC will either approve the
amended/new module as it stands or ask for further
amendments to be made.
7. If not, amendments are required open the module and click the
Send Descriptor to Authoriser icon to send the descriptor to your
ASA in ASSU
8. If further amendments are required open the module and make
the alterations.
Then click the Send Descriptor to Authoriser icon to send the
descriptor to your ASA in ASSU
9. The ASA will print out the Descriptor and the Chair's Action
request on the Notes and Covering Statement page and send
them to the Dean of School (or delegated deputy), the Chair of
CART and the Chair of APC for approval
10. When approval has been obtained the ASA will send the
Department a copy of the signed approval slip and will click the
update ISIS icon. The update will take place overnight and the
revised descriptor will be accessible via ModCat the following
morning. If the revision applies to a module approved to run
during the current academic session the information will also be
accessible via PROWESS
11. When the approval procedure is complete the ASA allocate new
modules numbers as required and inform you via email.
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CHART 1: INPUT NEW MODULES OR AMEND EXISTING MODULES AS PART OF NEW
COURSE PROPOSAL (APPROVAL BY COMMITTEE)
START
Key to flowcharts
Amend an existing
module in ModCat,
or input new module
from scratch
Complete proforma in
‘Notes’ section
Items in boxes refer
to actions performed
using the ModCat
Software
1.
Items in Italic
refer to other
actions that
need to be
taken
(Repeat for all
modules in a
course)
Save and print copy
Process
complete?
N
o
Yes
Add all (paper)
module descriptors to
course document (=
detailed new course
proposal)
Send to SAPC for
approval
[If new, include
NMPF]
N
Approved o
?
Yes
Send DNCP to ASA
Send modules to ASA
with ‘Notes’ page
ASA takes DNCP to
CART
‘Click the cheese’ –
update ISIS
Approved
?
With amendments
Unchanged
[If new, ASA sends
module no. by email]
Amend details in
ModCat
FINISH
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CHART TWO: INPUT NEW MODULES OR AMEND EXISTING
MODULES
(APPROVAL BY CHAIR’S ACTION)
START
Existing
New
Enter new details (or
use existing module
as a template)
Amend details in
ModCat
New or
existing?
Complete proforma in
‘Notes’ section.
Save and print.
Yes
Needs
approval ?
Send to School
Academic
Approvals
Committee
N
o
Yes
Approved
?
N
o
Amend detaiils in
ModCat
Send to ASA
ASA prints out
Descriptor and Notes
page – sends to
committees for
approval
Send NMPF to ASA
via post
ASA sends paper copy of
descriptor (sigs included)
to user. If new module,
send mod no. by email
Approved
?
Yes
Amend details in
ModCat
N
o
ASA mails reasons for
refusal to user
‘Click the cheese’ – update
ISIS (replaces last version
of descriptor)
FINISH
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