1. Administrators and System Administrators
Administrators and System Administrators
Akari Curriculum Management System

2. Log-in & Basic Navigation
Log-in & Basic Navigation
Log in using your staff number and OASIS
password
Use the Akari Banner (shown above) to create new, navigate to your study packages, search for study packages
Help text is available in system to provide further guidance, along with links to user guides
Return to your dashboard by clicking “Home” or the Akari Logo

3. Dashboard The screen after log-in has links to all of your study
Dashboard
The screen after log-in has links to all of your study
packages, broken down by approval status
A study package will be included in your assigned entities if
You are listed as the coordinator or other staff, OR
You are listed as a reviewer or approver of the change and it is going through the workflow
Once you are assigned to a study package, you cannot remove yourself
Contact another administrator or the study package coordinator to remove you from the list of other staff if required
Search screens will display all study packages according to the rights of the user
Administrators can search for, view and edit drafts that they are not assigned to

4.
Using the System
Administrators have powers of the content creators, reviewers and approvers, along with administrator only powers
See later slides for more details of system use by content creators, reviewers and approvers
Admin Power – View & Edit Drafts
Changes should only be made in the context of your role and in collaboration with the content creators
Admin Power – Review / Approve study packages
This functionality is to be used by Courses Management, Curtin X and Curtin-OUA only when there is written confirmation of review/approval from the relevant approval authority
Admin Power – Edit at all approval status
This functionality is not to be used until rules, processes and guidelines are established
Admin Power – Help text
Help text will be managed by the system administrator in Contact Craig Zimitat in Curtin Learning and Teaching or Megan Jenkinson in Student Services to request corrections to the help text

5. Searching and Reports
Search for units by selecting “All Units” (same for courses & components)
Course and Units can be searched by multiple fields, component search is more basic
View/Download individual course, component and unit reports in the search/assigned entities screens
Left click on the study package you are interested in to view or download a course or unit report at any approval status
Additional Reports available in Reporting Screen
Reports that are available in system are provided in the Reporting screen.
Useful reports: Course Book of Units, Course Book of Units with Unit Updates,

6. Creating or changing curriculum
Creating or changing curriculum
This information is for content creators and is replicated for information purposes
To create a completely new study package, use the “Create new” functionality from the Akari banner
This will create a new study package without any information pre-populated
To create an administratively new study package, or a new equivalent study package, use the “Copy” functionality from the action menu pop-up (click on the relevant study package to bring up this menu)
This will create a new study package with some information pre-populated from the existing. All locked fields are unlocked for editing.
To create a new version of an existing study package, use the “Change or Modify” functionality from the action menu pop-up
This will create a new version
After the draft is created, navigate through to the edit screens using the action menu pop-up

7. Editing Screen Types of data entry fields found in the editing screens
Editing Screen
Types of data entry fields found in the editing screens
Multi-select
Use the arrows to select from the relevant options
Look-up
Type at least 3 characters to narrow down options
Flag / Checkbox
Simple Yes/No fields
Radio button
Choice of options
Free Text
Enter text
Drop-downs
Select from the relevant option

8. Drafting and collaborating
Drafting and collaborating
This information is for content creators and is replicated for information purposes
Drafts can be edited by all staff listed in the “Other
Staff”, as well as the Unit Coordinator.
Internal collaboration / review is supported by adding all contributors to “Other staff”
External review / benchmarking is supported offline using the unit/course report
Contributors should leave discussion notes for other contributors in the “Extra Information” sections in the final tab of the editing screens
This information appears in the report as “Discussion Notes” and provides additional information for committees about the discussions, considerations and collaborations that occurred during drafting
Once the changes have been fully drafted, contact Courses Management for final administrative check prior to submission

9. System Validation Assessments Learning Outcomes User Defined Codes
System Validation
Assessments
All assessments must add up to 100%, and the assessment breakdown must match the detailed assessment tasks
Each assessment must address at least one unit learning outcome
Learning Outcomes
Each learning outcome must be assessed at least once
User Defined Codes
The user defined code must match the system validation applied in Student One. Refer to the study package coding and naming conventions
Mandatory & Locked Fields
Mandatory fields are indicated with an asterisk
Some fields (eg FOE, UDC) are locked for editing from version 2 onwards
Centrally approved fields cannot be changed when a faculty workflow is selected
System validation will prevent submission, and an error will be displayed

10. Submitting & revising drafts
Submitting & revising drafts
This information is for content creators and is replicated for information purposes
Enter the rationale for the change in the pop-up that appears on submission
This rationale will be used for Faculty and Central courses committees. Include relevant information about what has changed and the reason for this change.
Include any additional information about stakeholder engagement and collaboration that is not already included in the extra information
The change will be submitted for approval through the Central or Faculty workflow
Refer to the following slide for more information
If further review is required, the study package will be reverted to draft
Refer to the status log for the reasons why a change has been reverted to draft
Make the required changes in the draft, and resubmit. Include in your rationale how the feedback was addressed

11.
Workflow
Faculty approval end
Central approval end
Head of School or nominee 2 cc
Faculty CC / Dean L&T or nominee 3 cc
(Central) University CC 4
(Central)
DVCA / AB / Council 5
Teaching & Support Staff 1
Step 1 (Draft): Academics & support staff create/edit a draft and submit for approval
Step 2 (Submitted): Head of School or nominee reviews & recommends
Step 3 (Endorsed – Central; Recommended – Faculty): Faculty CC / Dean L&T or nominee reviews & recommends (if central) or approves (if faculty)
Step 4 (Reviewed): University CC reviews & recommends
Step 5 (Recommended): DVCA / AB / Council reviews & approves

12. Review changes in Akari
Review changes in Akari
This information is for reviewers / approvers and is replicated for information purposes
Navigate to all of the units, courses or components
that are at the correct approval status
Click on the required study package and choose “View” or “Download” unit, course or component from the Action Menu Pop-up
If the study package has a previous version, this will be noted underneath the study package. You should also view this study package report for comparison with the requested changes
Review the curricula information provided in the report
Look for the administration notes, discussion notes and status log sections of the report for more information about what has changed, and who has been involved in the drafting and review
Revert to draft if changes are required
If a change is needed to a study package before it can be recommended for the next reviewer, revert the change to draft and provide clear instructions in the pop-up about what changes are required.

13. Recommending or Approving changes
Recommending or Approving changes
This information is for reviewers / approvers and is replicated for information purposes
Select “Set to Endorsed”, “… Reviewed”, “… Recommended”, or “… Approved” from the action menu pop-up
Select Set to Draft if there are changes that need to be made prior to recommendation or approval
Do not use Set to Rejected – to reject a study package, set it to draft
Enter review notes in the pop-up window that appears.
This may include meeting minutes or resolutions as appropriate
Include any notes or comments relevant for the next reviewer.
If reverting to draft, be clear about the changes that are required
Heads of School (and their nominees) indicate in this pop-up if a Faculty change should be reviewed by FCC
Details of the review / approval will appear in the status log

14.
User Set-up
All users, including administrative users, are set-up manually by the system administrators
Administrators are made up of staff within Curtin Learning & Teaching and Student Services only
At go-live, the following administrative users have been set-up
All team leaders/managers in these areas
All staff within Course Administration Team
All staff within Courses Management, Course Design and Assessment
All other teams within CLT/SS need to request admin access
Team leaders / managers to alert Courses Management when administrator access should be removed from a user (due to secondment or movement within Curtin)
Staff who leave Curtin will automatically lose access to Akari

15.
Where to from here?
Contact Courses Management for advice/assistance with
Setting up administrators
One-on-one support
Proposed changes to help text (after verification by Megan / Craig)
Visit
User Guides
Training Materials
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