Department manager responsibilities

Department manager responsibilities

As a Department Manager it is your responsibility to review and approve unit guides, assign and notify Unit Convenors to iLearn spaces, and develop content using Development iLearn spaces. To learn more about these different responsibilities, explore the quick guides below:

Assigning staff to work on a unit guide and iLearn space

Department Managers must assign Unit convenors to work on Unit guides and iLearn spaces via iTeach. Staff will then need to be notified when this has been done as iTeach will not do this automatically. Convenors should be notified of their responsibilities 6 – 8 weeks before the start of each study period.

Once notified, Convenors work on the creation of the unit guide, which is then sent to the Department Manager for approval, and the activation of their iLearn space to which they have been assigned. On activation of the iLearn space Unit convenors can build their online content. If convenors have been building content in a development iLearn space, they will be able to copy all content into the teaching instances of their online unit.

To assign staff to work on a unit guide and iLearn space:

  1. Log into iTeach
  2. Under My department select your department and click Allocate staff.
  3. Your department home page will appear. You will need to select the study period that you are allocating staff for.

  4. Once the correct study period has been selected a list of all the units that you are the Department Manager of will appear.
  5. Locate the Unit that you wish to assign a convenor to.
  6. In the Unit convenor field next to your chosen unit, add the name of the convenor you would like to assign to work on the unit guide and iLearn space for that unit. Adding the name once here, automatically assigns the convenor to work on both the unit guide and iLearn space.
  7. If you need to assign different staff to convene a unit guide and iLearn space click on the icon to be able to do so.
  8. The assigned convenors will now have access to their allocated unit guide and iLearn space via their iTeach but it is important to notify them separately that they have been assigned these responsibilities as iTeach will not send emails automatically.
  9. If required, you can select a Second contact who is an additional convenor on the unit.

Reviewing and approving a unit guide

Once a unit guide has been submitted for approval the Department Manager must review the content of the unit guide and approve it.

  1. Log into iTeach
  2. Click on My unit guides.
  3. Under Units to be approved click Review for the unit you wish to review.
  4. Scroll down the page and review the information added to the Content section.  Then work through the information in the Mapping and Approval sections by clicking on the appropriate arrows.
  5. At the approval stage, you have the option of adding comments to the unit guide by clicking on Add a comment.  This field is mandatory if declining the unit guide.

    On the Approval page it will advise if the unit guide will automatically publish or if the Unit convenor has selected to publish the guide themselves. If they have selected to publish the guide themselves make sure you email them to advise once it has been approved.

  6. If you are happy with the unit guide click Approve.
  7. The unit guide status for the Unit convenor will now change to Published (or Approved if the Unit convenor wishes to publish the guide themselves).
  8. If you are unhappy with the unit guide Add a comment and click Decline.
  9. The unit guide status for the Unit convenor will now change to Changes required.
  10. Notify the convenor if you have declined the unit guide.  The convenor will see your comments and then re-submit when the changes have been made.

Creating a development iLearn space

A Development iLearn space can be used to develop content for a future iLearn space. This space cannot be released to students, but can be copied for use as an active space later on. For example a Unit convenor may wish to begin preparing an iLearn space for a future study period that has not been released in iTeach yet.

The Department Manager must first create an iLearn space. The Unit convenor will then be able to activate their new unit in iTeach and then begin building content within iLearn.

Department Managers:

  1. Log into iTeach
  2. Hover your mouse over My Department and select your department, and then select Create custom iLearn space.
  3. Assign a Location from the available options.
  4. Enter the Unit Code.
  5. Enter the Unit Name.
  6. Select Development, 2014 for the Study Period.
  7. Enter a Unit Convenor.
  8. Enter a Second Contact.
  9. Click Save.

Unit convenors:

The unit convenor can now log in to iTeach and create their development unit.

  1. Log into iTeach
  2. Hover your mouse over My work and click on My iLearn spaces.
  3. Click Development, 2013.
  4. Click Create a new iLearn space.

Step 1 – Enter unit title and delivery mode

  1. Add any Custom text to the unit title if required.
  2. Assign a Delivery Mode from the available options (i.e. All, Internal Only or External Only).
  3. Click Next.

Step 2 – Select initial content

  1. Choose whether to base your unit on a previous unit or to use a blank template.
  2. If you are basing this unit on a previous offering in iLearn and you wish to re-use the previous content, select Copy a past offering of this Unit.
  3. Click Next.

Step 3 – Specify student access dates

  1. You do NOT need to modify the date when students can access the development iLearn space.
  2. Click on the calendar icon and select when you want the iLearn space to change to read-only.
  3. Click Next.

Step 4 – Add teaching staff

  1. Add additional teaching staff that will require access to this unit.
  2. Enter Staff Name. You will notice the system will try to predict the name you are entering. Once you find the right person, select by clicking on their name.
  3. Assign a Role from the available options.
  4. Click Add Teaching Staff and the staff member’s details will appear.
  5. Click Next.

Step 5 – Add enrolments

  1. You do NOT need to enrol any student cohorts for a development unit.
  2. Click Next.

Step 6 – Confirmation

  1. Scroll down the page and view all your selections. If any of your selections are incorrect make the necessary changes.
  2. Read through the Policy Statement. If you agree, tick to certify that you have read and understood the policy.
  3. Click Create this iLearn space.

When you login to iLearn you will see the Development unit under the Development Units category in your My Home section.

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