Definitive versions of Course and Unit Information Forms (CIFs and UIFs) are stored on either SharePoint or UCIF once approved by Quality and Standards. Staff should not keep copies locally, as changes to CIFs/UIFs may have been approved since the document was downloaded.
This page contains information on the following areas;
All CIFs and UIFs are currently being migrated to the University’s UCIF system. All documents that can be migrated must complete this process as soon as possible. All new CIFs and UIFs must be created in UCIF.
For details of how to migrate documents to UCIF, or create new ones in the system, please contact your Faculty Quality lead.
The UCIF Support Teams site includes migration details in the Files tab, including Faculty spreadsheets of what documents are left to migrate and the current approved Word versions of those documents.
It will not be possible to migrate some validated partnership provision documents to UCIF (where they use an approved, non-standard, format), or Professional Doctorate CIFs (PIFs). These documents will be moved to the new Quality and Standards SharePoint site in the near future.
Quality and Standards are currently removing, and archiving, documents from SharePoint that have migrated to UCIF.
If you feel that an incorrect UIF is being pulled through to BREO (or if no document is being pulled through at all), please first check whether the version in BREO matches the approved published document in UCIF/SharePoint (it may be that a proposed change within the Faculty was not approved and passed on to Quality & Standards to action, or is still in the approval process).
If the document in UCIF/SharePoint does not match the BREO version or is not showing in the relevant BREO shell, please raise this to CLE.
If you feel that an incorrect CIF is being pulled through to the website, or no CIF is showing on the relevant course page, please follow the same steps as mentioned for BREO to check if the document is the current published version. If not, then please contact the web team in MARC.
The University’s SharePoint system did not act as an archive, with modified documents, instead overwriting previous versions. This was one of the driving factors for the introduction of the UCIF system, which will show a clear timeline of when each version of a document was approved for teaching.
Quality and Standards may be able to locate previous versions of CIFs and UIFs from the past five years from the records they keep of course approvals, reviews and modifications, but beyond this timeframe it is unlikely that we will be able to provide copies of them.
To download a CIF or UIF, you should first check the UCIF viewer to check if it has been migrated from SharePoint (See the video below). You can access the UCIF viewer here, and there is a link to it in the footer of all inBeds pages.
If the document is not on UCIF, then please check the non-migrated CIFs and UIFs area in the Document Library of the Q&S SharePoint site, where you can find the current approved Word versions of CIFs and UIFs that have not yet migrated and Faculty spreadsheets of what documents are left to migrate.
All changes to courses and units must be made following the modifications processes set out in the Academic Quality Framework (the modifications process and form can be found in this area of the AQF site)
Please follow the below process for which documentation/system to use;
A. The document has been published in UCIF and is live for the current Academic Year;
B. The document has begun the process of migration to UCIF, but has not yet been published;
C. The document completes the UCIF migration process during this Academic Year and is marked to ‘go live’ from the next academic year;
D. The document has not yet begun the UCIF migration process
All course and periodic review approval memos that have been issued since 2016/17 can be accessed via the Definitive Documents area of the Q&S Information SharePoint site
Reports of these events are also available in the same area, once ratified by the appropriate committee. Where an approval memo has been issued, but the event report has not yet been ratified, the event outcomes are available in their place.