Form 2: Professional Services View
I am listed as the Professional Services staff member, but I would like to assign courses to my timetabling team, is that possible?
Yes, you can change the names in that column so that the staff member you require to view and edit the data can access it. To do this, click ‘Edit in Grid View’. This will allow you to update the names. Be advised that if you remove your own name from this field, then you will no longer see the course in your dataset. For more information, please see the relevant user guide. You can also change the name of ‘Course Lead/Convener’ field if required.
I changed the name of the person assigned to the ‘Professional Services Contact’ field and now the course has disappeared from my list:
You will only see courses you are ‘assigned’. Form 2 assigns permissions to see courses based on the persons assigned in the fields ‘Course Lead/Convenor’ and ‘Professional Services Contact’. Therefore, if at any time you or another user removed your name from these fields, then your permissions to review this course will also have been removed. If your name was removed in error, please contact your local timetabler to rectify this.
The listed Course Lead/Convenor is unable to complete Form 2 for their course, what should I do?
Form 2 assigns permissions for courses based on the persons assigned in the fields ‘Course Lead/Convenor’ and ‘Professional Services Contact’. Therefore, if at any time you need to transfer permissions to another academic, such as the Senior Academic Contact, to complete the form, then you should update the person in the field ‘Course Lead/Convenor’ for it appear in their own Form 2 course list.
I cannot see the full column headings:
You can either use your cursor to drag these to make the bigger or if you hover your cursor over the heading it will give you the full title.
Can I export the list?
We recommend only downloading the data once you’re fully satisfied that all the data is complete in the Forms (as you may miss some information otherwise!). To do this, click “Export” and then “Export to CSV” – this will create a local copy of the data for your records and internal reporting.
Some of the courses contain missing information in certain columns what does this mean?
Certain columns, such as, ‘New/Returning, Preferred Delivery Details’, ‘Change to Lecturer’, ‘Change in Size’ etc, may not contain data depending on the course.
These field are completed by the Course Lead / Convener and will be pulled into the admin view. You will only need to update these columns if requested by the Course Lead / Convener. If some of the columns do not contain information once a course’s Form 2 has been completed, it is likely that these fields were not required to be complete. For example, the ‘New/Returning (Preferred Delivery Details)’ field is only completed if the course did not run in session 24/25. Please see guidance for more information on the data input via Form 2.
Will my changes be saved automatically?
Yes, when editing in grid view there is no need to save as your changes will be automatically updated. When you have updated a value, you can click off the field and the new value should be saved.
The forms have been updated and say ‘Details Confirmed’ - is there anything else I need to do?
Once the courses have been completed to reflect any required changes (this is indicated when a course has the value ‘Details Confirmed’ in field ‘Tick to confirm details’), you will need to update CMIS with any agreed changes and update course requirements within timetables and room bookings to advise that a room is required, and that the requirements are confirmed. The ‘Admin View’ tab on Form 2 has built in tracking columns to allow you to keep note of when these tasks have been completed.