Policy LearnJCU Subject Site Lifecycle Management Procedure
LearnJCU Subject Site Lifecycle Management Procedure
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Policy
- Academic Governance
- Academic Management
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Corporate Governance
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Estate and Facility Management
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- Approval of Works to University Buildings and Site Infrastructure
- Authorised Use of University Facilities, Premises and/or Grounds for Non-core Purposes
- Environmental Policy
- High Voltage Access Policy
- Memorial Plaques
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- Pets on Campus
- Real Estate Dealings Policy
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- Space Allocation and Management Policy
- Timetable and Class Registration Policy
- Tree Protection
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Financial Management
- Appendices
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Assets (FMPM 200 - FMPM 399)
- FMPM 200 Overview - Assets & Cash Management
- FMPM 210 Cash
- FMPM 220 Policy - Bank Accounts
- FMPM 230 - Petty Cash Advances
- FMPM 300 Investments
- FMPM 320 Plant and Equipment
- Financial FMPM 322 - Acquisitions of Plant and Equipment
- FMPM 260 Other Advances
- FMPM 330 Non-Capital Assets
- FMPM 280 Official Stores
- FMPM 290 Prepayments
- FMPM 323 - Disposal of Property, Plant and Equipment Procedure
- FMPM 324 Stocktake
- FMPM 350 Intangible Assets
- FMPM 270-2 Accounts Receivable - Student Debtors - Penalties
- FMPM 240 Travel Advances (Students)
- FMPM 330 Non-Capital Assets
- FMPM 270-1 Accounts Receivable
- FMPM 250 - Policy Salary Advances
- Equity (FMPM 500 - FMPM 599)
- Expenses (FMPM 700 - FMPM799)
- Financial Management and Control (FMPM 800 - FMPM 899)
- Further Applications (FMPM 900 - FMPM 999)
- Introduction (FMPM 100 - FMPM 199)
- Liabilities (FMPM 400 - FMPM 499)
- Revenue (FMPM 600 - FMPM 699)
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Human Resources
- Academic Promotion Policy
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International
- Attendance Monitoring Policy - English Language and Foundation Programs
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Learning and Teaching
- Blended Learning Policy
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Student Matters
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- Media
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- Australian Institute of Tropical Health & Medicine
Intent
To manage the storage requirements of the Learning Management System (LearnJCU) whilst providing a suitable level of access to historical subject data for the purpose of meeting state legislation, and providing academic audit and student access throughout their studies.
This procedure impacts on all users of LearnJCU including:
- staff who have been assigned a role in a subject (such as Subject Coordinator or Lecturer) via the Teaching Role Database (TRDB); and
- students that have been enrolled in those subjects during the course of their degree.
Scope
This procedure applies to:
- LearnJCU - Learning Management System (LMS) (technology)
- LTS - Learning & Teaching Systems Unit (business owner in Centre for Education and Enhancement)
- ICT - Information and Communication Technology (infrastructure provider in the Services and Resources Division)
- Managed hosting provider (3rd party provider of LearnJCU)
Content stored outside of LearnJCU (non-subject data) will NOT be included in the scope of these procedures as maintenance of these files are outside the control of the University. The following content is excluded from these procedures:
- Content stored outside of LearnJCU (e.g. linked or embedded externally hosted resources, websites and media)
- Content that is supplied under commercial contract (e.g. Publisher e-texts and learning resources)
- Content which JCU does not own copyright (e.g. digitised subject readings)
Definitions
Active describes the state of a subject site that is stored on managed hosting and accessible to students who have been enrolled in those subjects and to staff who have been assigned a role in the subject (such as Subject Coordinator or Lecturer) via the Teaching Role Database (TRDB).
Archived describes the state of a subject site that has been archived using the LMS standard archiving procedure and stored on local hosting at JCU.
Subject sites include all ‘subject data’ relating to an individual subject stored within the LearnJCU Learning Management System.
Subject data includes all content stored in LearnJCU subject sites. For example, this may include:
- Learning materials (e.g. blackboard generated content, blogs, discussions, glossary, wikis, uploaded documents/files, lecture notes)
- Assessment specifications and student submissions (e.g. tests, surveys, pools, rubrics and assignment submissions)
- Links to lecture recordings and personal media stored on-premises in MediaSite
- Links to reusable learning objects stored on-premises in the Digital Learning Object Repository (DLOR)
Introduction
Subject sites will remain Active and available for a duration of 6 years. Sites with Active status remain available in the system to students who have completed those subjects and to staff who have been assigned a role in the subject (such as Subject Coordinator or Lecturer) via the Teaching Role Database (TRDB).
Subject sites older than 6 years will assume Archived status and will be removed from the LearnJCU system and stored in JCU’s data centre. Access to the sites will be regulated by ICT to ensure that there is no unauthorized access or information corruption and to provide disaster recovery.
LearnJCU subject sites designated as Archived may be restored to the LearnJCU system via a ServiceNow request to LTS and made available to appropriate staff for auditing and review purposes.
Procedure
Archive procedure
Step | Action |
1. | LTS identify LearnJCU subject sites older than 6yrs to be archived. |
2. | LTS request archive of identified subject sites from managed hosting provider. |
3. | Managed hosting provider to create a Blackboard proprietary storage file for each identified subject site. |
4. | Managed hosting provider to transfer data to ICT storage infrastructure and control access/security and backup. |
5. | LTS to remove identified subject sites from the LearnJCU system. |
Restore procedure
Step | Action |
1. | End user request subject site restore via ServiceNow. |
2. | LTS restore subject site to active status and provide controlled access to end user |
Related policy instruments
Learning Teaching and Assessment Policy - https://www.jcu.edu.au/policy/learning-and-teaching/learning-teaching-and-assessment-policy
LearnJCU Subject Lifecycle website
Schedules/Appendices
Nil
Administration
NOTE: Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.
Approval Details
Policy Domain | Learning and Teaching |
Policy Sponsor | Deputy Vice Chancellor, Education |
Approval Authority | Deputy Vice Chancellor, Education |
Date for next Major Review | 14/10/2019 |
Revision History
Version | Approval date | Implementation date | Details | Author |
16-1 | 14/10/2016 | 18/10/2016 | Procedure established | Head, Blended Learning and Innovation |
Keywords | |
Contact person |