Overview
The annual paper management process for the 2025 enrolment year will begin 13 March. There are two due dates:
| 3 April | Guide to Enrolment information |
|---|---|
| 7 June | Supplementary information |
Strict deadlines are necessary for the submission of prescription and availability information in order to ensure that publication of the Guide to Enrolment, Summer School Prospectus, Distance Learning Prospectus, and the opening of applications for enrolment in 2024 are on time.
Adding occurrences - It is possible for users to request the addition of a new occurrence themselves in the 'new occurrence' section.
Divisional review of occurrence changes - Requests to change availability (e.g. moving from available to not available) or changes to semester (e.g. moving from S1 to S2) will be indicated by Departments via the capture tool, and these requests will then be reviewed by your Divisional Office. Departments will be asked to indicate that they have considered the implications of these changes (e.g. to timetables, workload, degree completion) and to indicate other departments that they have spoken to regarding the change (where applicable).
Suspending papers - Suspended papers are not expected to be offered again and will not be published online or in the Guide to Enrolment or other publications. Making suspended papers available requires the 'Form 9 reinstatement of a paper' process. If your department does not intend to offer one of its papers in 2022, but may want to offer that paper in future years, set the status to 'not available'.
Non-standard dates - Unless a paper has a non-standard teaching period in its occurrence details (e.g. N1, N2, etc.), standard semester dates will auto-populate for the paper. If non-standard dates are necessary, please ensure that all start and end dates are correct.
Supplementary information - Many of the supplementary information fields are now compulsory.
Streamlining processes - Summer School and Distance Learning will be using the occurrence and supplementary information captured as the basis for the Summer School and Distance Learning Prospectuses accordingly.
This page provides guidance on 2025 paper information fields, and on the presentation of information in those fields.
General Style Guidelines
Style Guide
It is important that there is consistency in the way paper information is presented by the University. This allows students to make reasonable comparisons when deciding what they want to study. As this information is primarily viewed online, the Web Services style guide will be used. We encourage you to review this style guide when returning your information.
Visit the Web Services Style Guide
Developing content for new fields
The additional fields for the corporate website are a good opportunity to help inform students on what your papers and departments have to offer. If you would like assistance with tailoring content for this purpose please contact your Divisional Marketing Co-ordinator or Divisional Office for advice.
Use of key terminology
- Use 'semester 1' instead of 'first semester' or 'semester one'
- Use 'semester 2' instead of 'second semester' or 'semester two'
- A paper is the term used to refer to the units of study in which students enrol. Each paper has a unique paper code
- A course is the collection of papers for which a student is enrolled in a particular semester or year
- A programme is the entire requirements for the qualification towards which a student is studying
Help with Guide to Enrolment information
| Field name | Description | Example | Optional? | Editable? | Guidance |
|---|---|---|---|---|---|
| Title | The full-length title of the paper | Advanced use of Examples | N/A | Non-editable (except Special Topics) | Special Topic papers may request a title change. All other title changes should be made through appropriate boards. |
| Code | The paper code of the paper | EXPL304 | N/A | Non-editable | |
| Subject | The subject area that the paper belongs to. This would also act as a link to more information about that subject on the corporate website. | Example Studies | N/A | Non-editable | |
| EFTS | The EFTS value of the paper | 0.15 EFTS | N/A | Non-editable | |
| Points | The points value of the paper | 18 Points | N/A | Non-editable | |
| Occurrence details | Basic details of each occurrence of the paper. Includes year, teaching period, campus being taught at or from. | 2024 S2 DN | N/A | Editable | An occurrence is defined by a combination of paper, year, teaching period, campus, and teaching method (on campus or distance learning). Each combination of the above will be its own occurrence. The following types of occurrence changes are editable: opening a semester occurrence for a paper previously taught in a semester, opening a full-year occurrence for a paper previously taught in a full-year, opening a Summer School occurrence for a paper previously taught in Summer School, opening a non-standard occurrence for a paper previously taught as non-standard, making any occurrence not available, suspending papers. These changes are reviewed by the corresponding Divisional office. The following types of occurrence changes are not editable: opening a semester occurrence for a paper not previously taught in a semester, opening a full-year occurrence for a paper not previously taught in a full-year, opening a Summer School occurrence for a paper not previously taught in Summer School, opening a non-standard occurrence for a paper not previously taught as a non-standard occurrence, opening a distance occurrence for a paper not previously taught as a distance paper, opening an on-campus occurrence for a paper not previously taught as on-campus |
| Start Date (for occurrence) | The expected first date of classes for the occurrence. | 22 February 2019 | Compulsory | Editable | Standard semester dates will auto-populate where applicable (excludes N1, N2 etc.). For non-standard dates, please list the date coinciding with the Monday of the first week of classes. |
| End Date (for occurrence) | The expected end date of the occurrence, including examination period. | 9 November 2019 | Compulsory | Editable | Standard semester dates will auto-populate where applicable (excludes N1, N2 etc.). For non-standard dates, please list the date coinciding with the end of the examination period for the occurrence. |
| Teaching Method (for occurrence) | The mode in which the occurrence of the paper is taught (on campus or distance learning). | This paper is taught on campus. | Compulsory | Editable | Used to define whether the occurrence of the paper is going to be taught via Distance Learning or On Campus. Please note: moving to a teaching method that has not been used by the paper before would require approval through the board process, and cannot be added via the paper information capture process. (e.g. opening a distance occurrence for a paper not previously taught as a distance paper). |
| Learning Management System Used (for occurrence) | The primary learning management system used by the occurrence of the paper. | Blackboard | Compulsory | Editable | Please list the primary Learning Management System used as part of your paper. If no such system is used, please specify 'none' |
| Status (for occurrence) | The status of that occurrence of the paper (not available, available, or suspended) | Available | Compulsory | Editable | Each occurrence must have a status. If you want the occurrence to be offered in 2019 you must select 'available'. If a paper is to be suspended, every occurrence must have its status changed to suspended. This will suspend the paper indefinitely for all future years until the Divisional Academic Board approves the reinstatement of the paper. |
| Next offered | The year in which the paper is to next be offered (if all occurrences are marked as not available). | 2025 | Optional | Editable (if all occurrences are marked as not available) | This is to advise the year in which the paper is next expected to be offered, where all occurrences for the paper are marked as not available for 2019. Some papers are only offered on alternate years. If unsure, leave blank. |
| Comments for Review Staff | A field used to provide comments to staff involved with the review process. | This paper is changing semester due to staff RSL. | Compulsory (when making changes to Occurrence information) | Editable | |
| Paper Rules | The academic rules associated with the paper, as published in the Guide to Enrolment. This includes Prerequisites, Corequisites, Restrictions, Recommended Preparation, Recommended Concurrent Study, and 'Limited To'. | Prerequisites: Three 200-level EXPL papers | N/A | Non-editable | Non-editable. Changes to paper rules should be made through appropriate boards. |
| Schedule C | Details of the schedule that the paper is associated with. | Schedule C, Arts and Music | N/A | Non-editable | Non-editable. Changes to schedules should be made through appropriate boards. Please note that not all papers are associated with Schedule C. |
| Distance | Specifics of how the distance paper is delivered | Distance with in-person assessment components. | Compulsory (if paper has an available distance offering) | Editable | This is to allow departments to describe the delivery of the distance learning paper. Some will be completely remote, whereas others will have in-person teaching or assessment components. |
| Children's Act | To identify if a paper does or doesn't fall under the Children's Act to ensure the University can fulfil it's requirements by completing a safety check for students taking papers that fall under the Act. |
Does this paper fall under the Children's Act? Yes – this paper includes a two week placement where the student will have direct contact with a child/children. | Compulsory | Editable | To come under the Children's Act a student would expect to have contact with a child or children aged 17 years or younger, overnight, or at least once each week, or four days each month, without the parent or guardian* of that child being present. *A teacher/supervisor/lecturer, etc is not considered a guardian. If you are not sure if the paper falls under this criteria please select Unsure and include the details in the comments field. The listed teaching staff will be contacted to discuss the content of the paper to confirm if it does or doesn't fall under the Act. |
Help with supplementary information
| Field name | Description | Example | Optional? | Editable? | Guidance |
|---|---|---|---|---|---|
| Marketing Description | A description of the paper with a promotional focus, that supplements the prescription. This could be larger than the formal paper prescription. This field is presented in conjunction with the prescription, so it should be different. | The economic and commercial value of examples, their discovery and extraction and environmental consequences, are critical to the global economy. Example Studies graduates are in high demand where they can use their technical and managerial skills in many organisations dealing with groundwater, coal, oil, metal mining and associated regulatory bodies, and geological hazards such as earthquakes, landslides and volcanoes. | Optional | Editable |
Departments should consider the relationship between the Prescription and Marketing Description so as to avoid unnecessary repetition. On the corporate website the Marketing Description will always be presented in conjunction with the Prescription (normally immediately below). In the Guide to Enrolment the Prescription will be presented, but the Marketing Description will not. |
| Eligibility | A plain English description of the necessary academic background for the paper. | Suitable for graduates and professionals of all disciplines interested in working with examples, in any setting. | Optional | Editable | Not all papers will have eligibility requirements. This field is optional. |
| Contact |
Contact details for further enquiries. It could be a generic or role based account rather than an individual staff member. e.g. nursing@otago.ac.nz instead of jane.doe@otago.ac.nz | example@otago.ac.nz | Compulsory | Editable | Must be an email address. |
| More Information | A URL to further information regarding the paper. This could be to any URL that the department running the paper deems appropriate. | View more information about this paper on the Example Studies website (www.otago.ac.nz/example) | Optional | Editable | Departments should supply the URL that they want the link to point to. Departments could choose to point to a departmental website, or a PDF with further information about the paper. |
| Teaching Staff | The teaching staff who are involved with the paper. The entry of information is flexible to allow for differing teaching methods (e.g. some papers may wish to list tutors, while others would not). |
Convenor: Michael Stoklasa Lecturer: Jason Baumann Tutors: Richard Evans, Stephanie Grabowski | Compulsory | Editable |
At least one staff member should be specified (normally the convenor). It is possible to amend and add to this lists at a later stage by contacting ae.info.collection@otago.ac.nz, such as once tutors are known. Staff member names will be made into email hyperlinks where possible. |
| Paper Structure | A short form description of the structure of the paper, covering main 'modules', 'topics', or assessment information. |
The paper covers three key themes: -The history of examples -Examples of examples -The use of examples in online and social media | Optional | Editable | |
| Teaching Arrangements | Additional information around the teaching of the paper. | Four two-day compulsory workshops in Christchurch. Attendance at block days is compulsory. | Optional | Editable | This is a free text field that allows departments to add any additional information they need to display about the teaching of the paper. |
| Textbooks | A list of textbooks students will be expected to use as part of the paper. | Required: Exemplary Structures – a practical guide, by T C Magnum, 1995 Recommended: An introduction to the use of examples, by T S Venture and others, 2010 | Compulsory | Editable | This field is free text. In addition to listing textbooks, this field allows departments to specify that they will be using Course Readers instead of textbooks, or that textbooks are not required for this paper. |
| Course Outline | A link to a PDF copy of the detailed course outline for the paper. | http://www.otago.ac.nz/study/EXPL304.pdf | Optional | Editable | Departments should supply the URL that they want the link to point to. The course outline should be hosted on the CMS or made available on a departmental website as appropriate. Please do not enter other text in this field. |
| Graduate Attributes Emphasised | The graduate attributes the paper emphasises, using the list of graduate attributes specified as part of the Otago Graduate Profile in the Teaching and Learning Plan. | Critical thinking, In-depth knowledge | Compulsory | Editable |
Each paper should have at least one graduate attribute that is emphasised. Please select attributes from the following list: Global perspective, interdisciplinary perspective, lifelong learning, scholarship, communication, critical thinking, cultural understanding, ethics, environmental literacy, information
literacy, self-motivation, teamwork. This list was derived from the University of Otago Teaching and Learning Plan 2013-2020 and can be found on the university website: http://www.otago.ac.nz/staff/otago027123.pdf Please do not list graduate attributes outside of those listed in the Teaching and Learning Plan. |
| Learning Outcomes | The knowledge, skills, attitudes and habits of mind that students take with them from the paper. | Demonstrate in-depth understanding of the central concepts, theories, and current areas of debate in the study of examples. | Compulsory | Editable | Each paper should have at least one learning outcome. |
| Assessment | Specifics on the assessment for this paper | Essay: 20% Group project: 20% Final examination: 60% | Optional | Editable | This is a free text field which allows departments to elaborate on the assessment components of the paper. |
Submitting updates to supplementary information
It is intended that the supplementary information be as dynamic as departments need it to be. While the compulsory fields will need to be submitted by the deadlines, departments can request changes to their supplementary information at any time. Outside of the Paper Management period please contact ae.info.collection@otago.ac.nz with details of the updates required. Changes made will update both the corporate site and CMS departmental page at the same time.
Standardised semester dates for 2025
| Semester | Start Date | End Date |
|---|---|---|
| Summer School | 06/01/2025 | 20/02/2025 |
| Semester 1 | 21/02/2025 | 18/06/2025 |
| Semester 2 | 14/07/2025 | 08/11/2025 |
| Pre-Christmas Summer School | 10/11/2025 | 13/12/2025 |
| Full year | 21/02/2025 | 08/11/2025 |
Contact
Please contact ae.info.collection@otago.ac.nz if you require assistance with this process.