Aston University
ISA – Information Systems Aston
Aston Vision Training Programme
Creating and Maintaining Modules
"Aiming for Excellence in ICT services"
Aston Vision Training Programme
Creating and Maintaining Modules
Creation Date:
14 February 2011
Created By:
Joy Atkins
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Aston Vision Training Programme
Creating and Maintaining Modules
Version History
Version
No.
1.0
2.0
3.0
4.0
Release Date
Released By
Description of Changes
18 May 2006
4 Jan 2009
18 Oct 2010
14 Feb 2011
Joy Atkins
Joy Atkins
Joy Atkins
Joy Atkins
Final Version
Amended Version
Amended Version
Amended Version
Document Information
Purpose of Document
Before modules can be attached to students it is important that the base data is accurate and
available for the appropriate academic year. It is compulsory for the following four main tables to
be set up before any modules are attached to students.
MAP (Module Assessment Pattern), MOD (Module), MAV (Module Availability), MAB
(Module Assessment Body)
These tables must be updated or completed as it is an essential requirement for the assessment
process. Each module must reference an assessment pattern (MAP) which describes both the
weighting and methods by which a module is to be assessed e.g. coursework 50% and a 2 hour
exam 50%. The MAB record defines the number and content of assessments which make up an
assessment pattern.
Module availability records (MAV) must be made available for the
appropriate academic year. A module is an agreed unit of teaching, learning and assessment
comprising 100 hours of notional student effort for 10 credits. Integer multiples of the standard
module are permitted but fractions are not.
Intended Participants:
This document is intended for:
Staff who have responsibility for creating and setting up modules:

School Staff:
Aston Business School
Engineering & Applied Science
Languages & Social Sciences
Life and Health Sciences
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Creating and Maintaining Modules
Table of Contents
VERSION HISTORY ....................................................................................................................... 2
DOCUMENT INFORMATION ......................................................................................................... 2
PURPOSE OF DOCUMENT ............................................................................................................... 2
INTENDED AUDIENCE FOR THIS DOCUMENT ..................................................................................... 2
1
CREATING MAP (MODULE ASSESSMENT PATTERN) RECORDS ........................... 4
2
CREATING MOD (MODULE) RECORDS .............................................................................. 6
3
CREATING MAV (MODULE AVAILABILITY) RECORDS ................................................... 11
4
CREATING MAB (MODULE ASSESSMENT BODY) RECORDS ........................................ 14
5
CHANGING THE ASSESSMENT OF AN EXISTING MODULE ................................... 18
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Aston Vision Training Programme
Creating and Maintaining Modules
CREATING AND SETTING UP MODULES
Before modules can be attached to students it is important that the base data is accurate and
available for the appropriate academic year. It is compulsory for the following four main tables to
be set up before any modules are attached to students. MAP (Module Assessment Pattern),
MOD (Module), MAV (Module Availability), MAB (Module Assessment Body)
(1) MAP (MODULE ASSESSMENT PATTERN)
This table must be completed as it is an essential requirement for the assessment process. Each
module must reference an assessment pattern which describes both the weighting and methods
by which a module is to be assessed e.g. coursework 50% and a 2 hour exam 50%.
An example of how a Module Assessment Pattern coding is created where the assessment for a
module has changed to that of the previous year.
Academic Year
2001/2
2002/3
2003/4
Module Code
AM10CO
AM10CO
AM10CO
MAP Code
AM10CO
AM10COA
AM10COB
Weighting
50%E, 50%CW
100% exam
40%E, 60%CW
If the assessment of a module has not changed the MAP record remains unaltered. However if the
assessment is to be changed then a new MAP record will need to be created.
Please ensure that only the fields as the above example are populated.
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Aston Vision Training Programme
Creating and Maintaining Modules
Code
Short Name
Name
Assess
MKSCH
Re-ass
MKSCH
High Mark
Examples of the marking scheme (element) codes are as follows
Mark
Scheme
code
ASSMOD
ASSMO2
DOC
ASS50
ASSLPG
ASSPF
AMBKUP
ASSPIE
ASSPEE
ASSNFR
Short name
UG ASS MOD
ABS PG ASS
DOCTORAL
UG 50% ASS
LSS PG ASS
PASS FAIL ASS
BKUP
EAS IE PG ASS
EAS EE PG ASS
LHS PH UG ASS
Full name
UG Assessment Mark Scheme
ABS PG Assessment Mark Scheme
Doctoral Assessment Mark Scheme
UG 50% Pass Assessment Mark Scheme
LSS PG Assessment Mark Scheme
Pass-Fail Assessment Mark Scheme
EAS Info Eng PG Assessment Mark Scheme
EAS Elec Eng PG Assessment Mark Scheme
LHS Pharm Non-reassessed Assessment
DO NOT FLAG EITHER THE “DEF AGP” OR TICK THE AGR FIELDS.
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(2)
Aston Vision Training Programme
Creating and Maintaining Modules
MOD (Module)
A module is an agreed unit of teaching, learning and assessment comprising 100 hours of notional
student effort for 10 credits. Integer multiples of the standard module are permitted but fractions
are not.
The following fields are to be completed:
Module Code
Aston has a coding convention for modules which is compulsory and users are requested to
adhere to the university guidelines. A module code should comprise 6 digits: 2 letters for subject,
1 Alphanumeric for the level and 3 Alphanumeric for a unique identifier. Approved Subject Titles
are listed on the intranet under Modularisation ‘Module Codes’.
Short Name
Short Name for the Module. Up to 6 characters. The short name will be used on Business
Objects Board of Examiners reports.
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Creating and Maintaining Modules
In Use?
Click on the box to record that the module is currently in use.
Full Name
This is the full title, for use in relevant publications, student transcripts. (Title must not exceed 55
characters in length).
Domain
DOMAIN CODE
Aston Business School
ABS
ABSF
ABSH
ABSL
ABSM
ABSN
ABSP
ABSS
Combined Honours
CHX
School of Engineering
& Applied Science
EAS
EASCEAC
EASCEL
EASCS
EASEE
EASESM
EASIE
EASME
School of Languages &
Social Sciences
LESC
LESE
LESF
LESG
LESI
LESP
LESS
School of Life and
Health Sciences
LHS
LHSAU
LHSAUD
LHSBY
LHSCCP
LHSEBP
LHSHPM
LHSOP
LHSPH
LHSPSP
LHSPY
FULL NAME
ASTON BUSINESS SCHOOL
FINANCE & ACCOUNTING
WORK AND ORGAISATIONAL PSYCHOLOGY
LAW
MARKETING
OPERATIONS AND INFORMATION
PUBLIC SERVICES MANAGEMENT
STRATEGIC MANAGEMENT
COMBINED HONOURS EXEMPTIONS
SCHOOL OF ENGINEERING & APPLIED SCIENCE
CHEMICAL ENGINEERING & APPLIED CHEMISTRY
CIVIL ENGINEERING & LOGISTICS
COMPUTER SCIENCE
ELECTRONIC ENGINEERING
ENGINEERING SYSTEMS AND MANAGEMENT
INFORMATION ENGINEERING
MECHANICAL ENGINEERING
LANGUAGE PLACEMENT
ENGLISH
FRENCH
GERMAN
LES INTERDISIPLINARY MODULES
POLITICS AND MODERN HISTORY INCLUDING EURO STUDIES
SPANISH
LIFE AND HEALTH SCIENCE
YEAR ZERO MODULE AT MATTHEW BOULTON
AUDIOLOGY
APPLIED & HUMAN BIOLOGY
COMMUNITY CLINICAL PHARMACY
EVIDENCE BASED PHARMACY
HOSPITAL PHARMACY MANAGEMENT
OPTOMETRY
PHARMACY
PSYCHIATRIC PHARMACY
PSYCHOLOGY
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Creating and Maintaining Modules
Department
Department Code
ABS
EAS
LES
LHS
School
Aston Business School
School of Engineering & Applied Science
School of Languages and Social
Sciences
School of Life and Health Sciences
Scheme
001
Level
Each module is ascribed one of the following levels only. Levels are assigned to a module by
considering the award to which the programme is leading and the prior knowledge or expertise
required to undertake the module.
Level 0
the knowledge and understanding required to commence the preliminary Stage of an
Honours Degree, not to be used in determining the final degree classification or to
contribute to the credit totals set out in 1.4 below,
Level 4
the standard of modules designed principally for the first Stage of an Honours
Degree, normally not to be used in determining the final degree classification,
the standard of modules designed principally for the second Stage of an Honours
Degree,
Level 5
Level 6
the standard of modules designed principally for the final Stage(s) of a Bachelors
Honours Degree,
Level 7
the standard of modules appropriate to a postgraduate programme.Programmes at
this level normally require the prerequisite experience and skills of an Honours
graduate or equivalent,
Level 8
the standard of modules appropriate to a doctoral programme. Programmes at this
Level normally require the prerequisite experience and skills of a Master’s graduate
or equivalent,
Level P
assessed sandwich placement, linguistic experience, academic study abroad or
professional practice.
Module Tutor
The name of the member of academic staff with responsibility for this module and who will act as a
contact point.
Double click on this field and select appropriate name.
PRS – UDF2
In addition to the Module Tutor field being populated, the above field (PRS UDF2), is also to be
populated with the correct cost centre associated with the Module Tutor. If it is unclear which is
the correct cost centre for a member of staff it will be necessary to check with the Subject Leader
or Deputy Dean etc. This is because where the member of staff is attached to a module as the
teacher, then all the student FTE for students taking that module will be reported in whichever cost
centre the member of staff has been coded to, and this will impact on reported staff:student ratios
in the published league tables.
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Access to the above field is as follows:
Retrieve the module in MOD and double click the value in the Module Tutor field. This will open
up the module Tutor’s PRS (Personnel) record. Click on the UDF button in the top right hand
corner of the screen and populate the HESA Cost Centre field with the appropriate cost centre.
Assessment Pattern – (see also MAP (Module Assessment Pattern) set-up on page 4)
Insert Code for Assessment Pattern.
Module Assessment Patterns (MAP) defines how modules are assessed. Typically, each module
has a unique assessment pattern.
Modules (MOD) are assigned a default assessment pattern and marking scheme but each
occurrence (MAV) may have an alternative assessment pattern and/or marking scheme. Patterns do
not need to be changed or updated unless the nature of the assessment has changed. If the
assessment method is to be altered dramatically (e.g. number of assessment items), users are
advised to create a new pattern. The new MAP should become the default for the module and be
used on subsequent module occurrences. The original MAP should be retained to prevent
invalidating historical assessment records, (data fetch errors would be produced when retrieving
assessment records).
Marking Scheme
Insert code for Marking Scheme.
The Mark Scheme table is used at two levels. One which controls which marks and grades which
can be given to a piece of assessment (Assessment Mark Scheme) and one which controls how a
Module Result is calculated and the outcomes that are possible (Module Mark Scheme).
Examples of the marking scheme codes (module) are as follows:
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Mark Scheme code
M1
M2
DOC2
M50
MLPG
MPF
AMBKUP
MODPIE
MODPEE
Aston Vision Training Programme
Creating and Maintaining Modules
Full name
UG Module Mark Scheme
ABS PG Module Mark Scheme
Doctoral Module Mark Scheme
UG 50% Pass Module Mark Scheme
LSS PG Module Mark Scheme
Pass-Fail Module Mark Scheme
EAS Info Eng PG Module Mark Scheme
EAS Elec Eng PG Module Mark Scheme
Credits
Insert the number of credits:
Single Modules = 10 Credits,
Double Modules = 20 Credits
A credit is a measure of the amount of work attached to each unit of teaching, learning and
assessment; 10 learning hours = 1 credit. Students are required to obtain credit by compliance
with the University General Regulations and the Special Regulations for their programme.
No of Periods
Insert 1 or 2
1 = the module is taught over 1 single teaching period
2 = the module is taught over two teaching periods
Active Module
Tick for Active Module.
Last Update
Double click to insert the date.
Assessment Method
Select Module (M)
Print Results of
Select Module (M)
Module Type
Select one of the following
Module Type Code
DISS
DORM
FLDW
FNDN
PLAC
PRAC
PROJ
STAN
WKSHOP
Full name
Dissertation
Dormant Module
Fieldweek
Foundation
Placement
Practical
Project
Standard Module
Workshop
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Creating and Maintaining Modules
External Subject
A JACS code will need to be recorded on all MOD records. A full list of JACS subject codes can
be found here.
Some general HESA guidance:
“From 2009/10 institutions are required to make appropriate use of the full 4-digit JACS coding in
all subject areas. This is needed to future-proof work on strategically important and vulnerable
subjects, so that as the landscape changes, it will be possible to assess the past performance of
newly important subjects. This requirement applies to both Courses and Modules. There will be
some courses and modules where it remains appropriate to code at principal subject level, but
others where a more detailed code should be used. So for example, a general Biology course
would continue to be coded as C100, but a specific course/module in Biodiversity would be coded
C181. Similarly, a generic Religious Studies course would be V600, but as specific Islamic Studies
course would be V622.”
(3)
MAV (MODULE AVAILABILITY)
GMV – Generate Module Availability
GMV will generate automatically the module availability records for those modules where none of
the module availability details have changed from the previous academic year. This reduces the
amount of effort and risk of error possible during the creation of a large collection of records.
Records can be modified or deleted after they have been generated.
The modules do not become available until the status code has been set to A.
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Creating and Maintaining Modules
To manually assign MAV records
Populate the following fields:
Module Code
Occurrence A, B, C etc.
Year (Academic Year)
Period (Teaching Period)
S = “Y” (Yes the module starts at the beginning of this period)
E = “Y” (Yes the module ends this period)
PS = “1” (This module is taught over one teaching period)
SW = “1” (Start Week – this module begins in week 1 of the particular teaching period)
EW = “12” (End Week – this module ends in week 12 of the particular teaching period).
Location = If the location is not ASTON then record the location where the module is taught. (Double
click the field and a list of options will be available to choose from.
AssPattern = normally be the default defined in the Module table. This can be changed for a
particular occurrence of a module. (module element assessment).
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This field is validated by an entry in the Module Assessment Pattern (MAP) table.
Mks Sch = This field will be defaulted from the data held in the Module table (overall module
assessment).
Examples of the marking scheme codes (module) are as follows:
Mark Scheme code
M1
M2
DOC2
M50
MLPG
MPF
AMBKUP
MODPIE
MODPEE
Full name
UG Module Mark Scheme
ABS PG Module Mark Scheme
Doctoral Module Mark Scheme
UG 50% Pass Module Mark Scheme
LSS PG Module Mark Scheme
Pass-Fail Module Mark Scheme
EAS Info Eng PG Module Mark Scheme
EAS Elec Eng PG Module Mark Scheme
Target = Maximum number of students to take this module.
NOTE: for information. In “Other” and “Module Title and Details” there are details on the
Module Title and Credit Value of the Module.
Modules being taught over more than one academic year
Modules being taught over more than one academic year are required to have the appropriate
number of MAVs (one for each academic year).
DO NOT ATTEMPT TO ATTACH STUDENTS TO MODULES (SMO’s) IF THE ABOVE
THREE TABLES HAVE NOT BEEN CORRECTLY CREATED.
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(4) MAB (MODULE ASSESSMENT BODY)
The MAB record defines the number and content of assessment which make up an assessment
pattern. These are defined using a code, description of the assessment and the percentage
weighting.
Optionally groups of assessment bodies can be defined which apply to a particular group of
students e.g. A or B and as long as all the As add up to 100% then the records can be stored.
Complete the following fields:
MAP Code: Module assessment pattern code. A unique code to define the module assessment
pattern. This field is validated by an entry in the Module Assessment Pattern (MAP) table.
Seq No: e.g., 001, 002, 003 etc.
Ass: Double click the field and select as appropriate. If the module has an EXAM please enter
this as the first record in the MAB. This will enable the examinations office to identify students and
assessment in the Exam Scheduler.
NOTE:
January Examinations = EXAM.
Summer Examinations = EXAM2
Agr: Assessment groups are intended to allow students an element of choice in the method of
assessment, without having to define separate module assessment patterns to cover each
eventuality. Define the Module Assessment Body records which make up the group and assign
the same alpha character to each of them in the Agr Group field. The % field needs to reflect that
item's weight within the assessment group and the sum of the assessment group elements must
equal 100%. The Assessment Group can be attached to the Student Module Taking SMO) record
using the option SMO.
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Mrk Sch:
Mark
Scheme
code
ASSMOD
ASSMO2
DOC
ASS50
ASSLPG
ASSPF
AMBKUP
ASSPIE
ASSPEE
ASSNFR
Aston Vision Training Programme
Creating and Maintaining Modules
Examples of Marking Schemes for the element of the module:
Short name
UG ASS MOD
ABS PG ASS
DOCTORAL
UG 50% ASS
LSS PG ASS
PASS FAIL ASS
BKUP
EAS IE PG ASS
EAS EE PG ASS
LHS PH UG ASS
Full name
UG Assessment Mark Scheme
ABS PG Assessment Mark Scheme
Doctoral Assessment Mark Scheme
UG 50% Pass Assessment Mark Scheme
LSS PG Assessment Mark Scheme
Pass-Fail Assessment Mark Scheme
EAS Info Eng PG Assessment Mark Scheme
EAS Elec Eng PG Assessment Mark Scheme
LHS Pharm Non-reassessed Assessment
Wt:
The proportion of the total assessment which this element is worth. Zero may be
used for assessments which do not contribute to the overall result. However a MAB share can be
used as an alternative. In using a Share rather then a percentage the system will add the MAB
weightings together and then use the ratio between the individual weightings and the total
weighting to determine the overall module result.
For example, if the weighting on each MAB was set to 1 then the total weighting would be 3 if
there were three assessment items. Then during calculation, the system would multiple the
assessment mark by 1/3 which is the equivalent of 33.3333%. This prevents any rounding errors
in cases where the weightings are not whole number values.
None exam assessments
Due Prd:
Due period (2 char) (2 digits). The Period when the assessment is due. This is
especially important for multi-period modules. If multi period modules are not used then 1 is
always the value required. See note below.
Due Wk:
Due week (relative to the beginning of the module) (2 digits). The Week within the
period that the assessment is due.
Due Day:
Due day (1 digit). The Day of the week when the assessment is due.
EXAM type assessments
Due Prd:
Undergraduate Modules
January Exams:
Summer Exams :
1
2
Postgraduate Taught Modules
December Exams (EAS & ABS):
March Exams (EAS & ABS):
Summer Exams (ABS only):
1
2
3
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NOTE 2:
If you wish to use SAL (Student Assessment Log), ADR (Assessment Due
Dates) these will need to be generated. Any staff wishing to use this facility please contact
ISA.
Paper:
This field refers to examination paper codes and if the paper is not common with
other papers then this is to be recorded as the module code. If there is a common examination
paper then the appropriate common paper code is to be recorded. However this is a validated
field and the record is to be set up beforehand in the ATP screen and the fields below populated.
If there are common papers then the MAB record should be as follows:
Common examination papers
Duration.
This refers to the duration of an EXAM or TEST. IT IS ESSENTIAL THAT THIS FIELD IS COMPLETED.
Final?
This field is to be flagged to indicate that a particular assessment is the final assessment associated with the
module/module assessment pattern e.g. if a module/MAP is associated with two assessments (exam,
coursework) and the exam is the final assessment that a student undertakes, the MAB EXAM record final
assessment box is to be ticked.
When the above records have been created it is important to ensure that “More Details” in “Other” are
recorded correctly:
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Please ensure that the above fields are correctly completed. It is particularly important that the
“Use Student Check Digit” and “Mark Check Digit Form” and recorded as “N”.
After the MAB record and the “More Details” are recorded and the students have been
attached to modules (SMOs) it is only at this stage should the modules be generated in
SAS to produce assessment records (SMRs).
CREATING A MAB FOR STUDENTS THAT ARE BEING ASSSESSED DIFFERENTLY TO
INITIAL ASSESSMENT (100% Examination)
A MAV AND MAB are to be created as detailed below:
MAP
MAB
The module code is to end with an X and a sequence no. of 500 is to be used to identify the
records more easily.
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(5) CHANGING THE ASSESSMENT FOR AN EXISTING MODULE
The assessment details that are attached to a module are recorded in the Module Assessment
Body (MAB) table.
Before any new assessment can be attached to the MAB record, a number of other tables need to
be created or amended. For example, let us say that module ME1009 needs to have a new
assessment attached, the process is as follows:
5.1 Create a new Module Assessment Pattern (MAP) record.

Open the MAP table.

As a guide to how this table needs to be completed, retrieve the current record for
module ME1009 (or another module that you know has already been set up
successfully).

Select Add from the File drop-down menu – another line of fields will appear in the
table.

Insert the module code as ME1009A (‘A’ will be assessments for 2002/3, ‘B’ will be for
2003/4, ‘C’ will be for 2004/5, ‘D’ will be 2005/6 etc.)

Add a short name and name for the module.

Copy the rest of the fields from the record above, namely the assessment and reassessment marking scheme fields and the high mark check box.

Finally, press Store to save this new MAP record.
5.2 Amend the Module (MOD) record.

Open the MOD table.

Retrieve the module that you are changing the assessment of, i.e. ME1009.

In the Assessment Pattern field, change the code to reflect the new MAP record that
you have already created, i.e. ME1009A.

Store the data to save this amended MOD record.
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5.3 Amend the Module Availability (MAV) record.

Open the MAV table.

Retrieve the module and academic year that you are changing the assessment of, i.e.
ME1009.

In the Assessment Pattern field, change the code to reflect the new MAP record that
you have already created, i.e. ME1009A (ensure that you do this on the correct record
for this academic year).

Finally, press Store to save this new MAV record.
Once all of the above records have been created or amended, a new assessment pattern can
then be created.
5.4 Create a new Module Assessment Body (MAB) record using the new MAP
assessment code.
See Section 4 on creating new MAB records.
IT IS IMPORTANT TO REMEMBER NOT TO AMEND OR DELETE ANY EXISTING MAB
RECORDS.
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