2012 Handbook schedule

2011 dates for production of 2012 Handbook

This schedule covers all sections of the Handbook: Faculty information 'chapters', and course, areas of study and unit entries.

NOTES on marked (*,^) dates below:

* From this date the Handbook coordinator will be reviewing and editing courses to ensure compliance with University editorial style guidelines and Handbook production guidelines.

** This sign-off is for faculty information chapters, lists of course offerings, and course and areas of study entries only - at this time URLs will not link correctly to units.

^ When updating UNIT data in CUPID you must select 01/Jan/2012 as the 'Start Date' for all changes for publication in the 2012 Handbook, otherwise, changes will take immediate effect, overwrite 2011 CUPID data and be published in the 2011 Handbook. For units not being published in 2012, faculties should 'expire' or 'end date' these units in Callista and untick to publish in CUPID on or after 1 Sept 2011. This is to ensure that the units are archived with the 2011 Unit Handbook on 31 August. These instructions apply to UNITS ONLY; course/AOS Handbook fields must NOT be forward dated.

Preparation of content by faculties	Course / AOS updates commence in CUPID	AREAS OF STUDY COURSES	Updating of course/AOS entries occurs in CUPID from October of the previous year until the end of the following July NOTE: Course/AOS entries are NOT to be future dated
	Unit updates commence in CUPID	UNITS	Updating of unit entries occurs in CUPID after the unit offerings for 2011 have rolled over in Callista on 10 May. NOTE: Unit updates MUST be dated 01 Jan 2012.	May	10	Tue
	Faculties sent first scheduled CUPID extract	AREAS OF STUDY COURSES UNITS	'Stray character report' to be checked for symbols etc which can corrupt data and affect the upload to the online Handbook (more information is available in Appendix 1 of the CUPID training manual).	Jun	1	Wed
	Faculties sent final scheduled CUPID extract	AREAS OF STUDY COURSES	Extract sent to faculty editors for checking the 'status' of course and area of study updates and as a reminder that all entries are to be completed and ticked to publish in 2 weeks - look particularly for, eg inclusion of compulsory information, blank fields which may be missing data, use of standard statements etc. NOTE: Hereafter no scheduled CUPID extracts will be sent, but faculties can request extracts and/or mail merge Word documents as needed from cupid@adm.monash.edu.au.	Jul	15	Fri
Deadline and finalisation of content by faculties	Faculties submit 'Faculty info' section to Handbook coordinator	FACULTY INFO	Word documents - content stripped from current web pages, track changed and emailed (this can be completed earlier if ready)	Jul	29	Fri
Deadline and finalisation of content by faculties	Faculties submit 'Courses / AOS' sections to Handbook coordinator	AREAS OF STUDY COURSES	All faculty entries to be complete, APPROVED, and final in CUPID at this date	Jul	29	Fri
2011 Units archived	Faculties cannot make any further updates to 2011 units	UNITS	2011 Unit handbook is archived (ie daily uploads stop) NOTE: Hereafter any vital changes to 2011 units must be sent to cupid@adm.monash.edu.au to be manually uploaded	Aug	31	Wed
Review and editing by Handbook coordinator	HBK coordinator editing* Corresponding with faculty editors, making agreed changes to CUPID / HTML Faculty editors must be available during this period to answer queries from Handbook coordinator	AREAS OF STUDY COURSES FACULTY INFO	(1.) 'Faculty info' section; making changes into copy of current Handbook web pages (HTML) based on docs submitted, corresponding with faculty editors as necessary. (2.) Course / AOS entries; reviewing CUPID change reports - doing faculty-based mail merges as necessary and reviewing consequent Word docs in conjunction with faculty editors where necessary. NOTE: During this month there will be progressive extracts/uploads to web staging as each faculty is finished so as to get early sign-offs where possible - therefore, the items detailed below may already have been finished for some and the listed dates will only apply to faculties who have not already signed off on their entries.	Aug 1 -Sep 2		Mon-Fri
Review of unit data by faculties	Faculties sent preliminary CUPID unit extract	UNITS	Preliminary CUPID unit extract sent to faculties for checking status of unit updates and as reminder that faculties have until 16 September to make final changes to unit data	Sep	5-16	Mon-Fri
Finalisation of unit data by faculties	Faculties sent final CUPID unit extract	UNITS	Final CUPID unit extract sent to faculties for sign off by 23 September	Sep	19	Mon
Sign off of 2012 Handbook	FACULTIES SIGN-OFF by 5pm, 23 September	AREAS OF STUDY COURSES FACULTY INFO UNITS	Any final minor course/AOS changes are to be made in CUPID only after correspondence with HBK coordinator. (NB: At this time URLs from courses/AOS will not link correctly) Unit content alterations can continue to be made in CUPID, but all units must be ticked to publish before 30 September otherwise permission to publish for 2012 may be required from the Minister.	Sep	23	Fri
Upload to web production	2012 Handbook published online	AREAS OF STUDY COURSES FACULTY INFO UNITS	CPU doing final check of Handbook. Faculties not to make changes in CUPID course/AOS entries until notified (approx. one week) in case further extracts are needed by the web publication team. All edits to 2012 HBK from this point - except for units - is via Word doc update request email to the Handbook coordinator who will amend the web pages (once CUPID updates recommence, faculties are to make the same changes into CUPID to keep it up-to-date)	Sep	26-28	Mon-Wed
Unit data submitted to DEEWR	2012 unit extract sent to Student Finance	UNITS	Final 2012 unit extract sent to DEEWR by Student Finance	Sep	30	Fri
2013 Handbook		AREAS OF STUDY COURSES	Faculties can commence entry of 2013 course and 'Areas of study' publication data in CUPID	Oct	7	Mon