Automatically Created Courses
Each night, the Student Record System (SRS) and the Scheduling and Workload System (SAWS) send information to VIULearn letting it know what all the courses at VIU are currently open for registration, who is teaching them, which students are registered in those courses, and details about students’ contact information. In order for a change in any of those bits of information to get to VIULearn, they first have to be changed in SRS or SAWS, which will then send the changes to VIULearn overnight. In this way, the vast majority of the courses in VIULearn are created and maintained automatically by our internal information systems.
Learn more about: Automatically Created Courses
Manually Created Courses
In some cases, staff in the Center for Innovation and Excellence in Learning may create courses manually in VIULearn. As these courses are not linked to SRS or SAWS, the courses, instructors, and student enrolments have to be created and maintained manually by a representative from the requesting department. As these courses require more work and attention, the Centre has internal procedures governing the creation and maintenance of manually created courses.
Learn more about: Manually Created Courses
The connection between VIULearn and SAWS means that every course section will have its own course shell in VIULearn. Iinstructors will often be teaching multiple sections of the same course so they will have two or more course shells to update.
Instructors can send a request to firstname.lastname@example.org to have these course sections “mapped” or combined together, so that they will only have to update one course shell for multiple course sections. The automatically generated course shells will disappear overnight and be replaced with the mapped course shell. The process of mapping a course will maintain the connection between the course shell and the SRS and SAWS systems, so the course will continue to update nightly like any other automatically created course.
Courses are best mapped before any content is put into the course or there will be loss of information.
The Centre for Innovation and Excellence in Learning requires the explicit written permission of all individuals listed as instructors in the VIULearn class list before a mapping request will be processed. The process of mapping courses is permanent, and grants all instructors and students enrolled in the automatically generated courses to access the single course shell.
VIULearn is a place for current courses. Manually created courses and the information they contain will remain available until the instructor of record follows the Centre’s procedure for permanently deleting courses. Courses which are automatically created as part of a regular semester will be retained in VIULearn for two years. For more on VIULearn Course Retention, please click here.