Interim Module Management

The Interim Module Management system (IMM) provides a way for module information to be stored, amended, accessed and shared across the University.

IMM is part of SITS, the new student system being implemented by the Student Lifecycle Project. IMM replaces UMS (part of CIS) although any changes made in IMM will automatically be applied to UMS to ensure that legacy systems are kept up-to-date in the transitional period.

IMM is considered to be “interim” as the essential functionality it provides will be replaced by a fully-featured curriculum management service in a future Student Lifecycle Project release.

Introduction to IMM and Troubleshooting

New - updates to learning materials

20.04.2020

The following user guides and videos have been updated to include new functionality within Interim Module Management (IMM) in SITS:

Module flags - the ability to flag modules available to Study Abroad Students
New module requests - the introduction of character limits within the module title and descriptions, to notify users when they reach the maximum number of characters
Module cost centres - validation of the cost centre data to ensure percentages add up to 100.

Please refer to the user guides and videos below for more information.

2020/21 Interim Module Management Deadlines

After Monday 3 February 2020, you will not be able to edit your modules in IMM. This is to ensure the diets being built are using the correct and most recent module data. You will still be able to view all your module information and create new modules in IMM for the 2021/22 academic year. You will be also able to check the diets for your department once they have been built for you.

If you need to make any exceptional changes to your module information following Monday 3 February, please provide the relevant information here.

Training

Users should familiarise themselves with the new processes by reading the user guides below and watching the tutorial videos on this page.

You can get face-to-face help with the new processes by contacting the Academic Programmes Office.

Access

Departmental administrators with responsibility for managing module data will need access to IMM.

To gain access to the system, first make sure you understand how to use it, by reading the user guides and watching the video tutorials on this page. If you need to, attend one of the drop-in events to build your confidence.

When you are ready to use IMM, request access by completing this Access Request Form.

IMM Access Request Form

Your request will normally be processed within two working days, but if you request access before the system has been released, your request will be approved shortly after the system goes live.

How Module and Programme Codes work in SITS

The Interim Module Management system uses new-format module and programme codes, which have been agreed by University Executive Board.

As the Student Lifecycle Project progresses, new-format codes will begin to appear alongside old-format codes in a variety of systems across the University.

There are several differences between the old and new format codes, both for programmes and modules. This video provides an overview of the key differences you need to be aware of.

User guides and videos

Module Annual Rollover

To allow modules to be assigned to students during registration, they need to be made available for the relevant academic year. This is normally an annual process and results in the creation of one or more new Module Availability (MAV) records for the module (MOD).

IMM is used to create the MAV records as required for each academic year.

IMM User Guide - Module Annual Rollover

Module Suspend / Resume / Withdraw

The module suspend, resume and withdraw tools allow departments to suspend modules temporarily, resume them so they are available to students again, or withdraw them permanently.

When suspending or withdrawing a module, SITS asks you to specify whether students are still studying this module. It can’t determine this automatically as student records aren’t yet available in SITS. The Manage Suspended Modules and Manage Withdrawn Modules tools are provided so you can tell SITS when the last student has finished studying a module.

IMM User Guide - Module Suspend / Resume / Withdraw

Major Amendments

IMM allows departments to submit major amendments, previous known as significant amendments, which are sent to the Academic Programmes Office and/or Faculty for approval, as required.

Departments engage with the Major Amendments process using Google Docs and emails. APO are responsible for submitting these changes onto the system when required. This process is under review and is likely to change.

IMM User Guide - Major Amendments

Minor Amendments: Module Availability

IMM gives departments access to three processes for managing their MAVs:

Changing the student number cap on a MAV.
Changing the period slot of a MAV, for example if a module used to run in autumn semester and will now be running in spring semester.
Deleting a MAV that is no longer required.

There are two processes relating to MAVs that can not be completed using the Update Module Availability tool:

Changing the location of a MAV (this requires a new module request)
Changing the academic year of a MAV (use Module Annual Rollover for this)

IMM User Guide - Module Availability

Minor Amendments: Module Flags

The Update Module Flags tool allows departments to change the value of the following fields on their module records:

Display on the web
Available to Erasmus students
DBS Check Required
Include in unrestricted module choice
Requires departmental approval during build your course (module selection)

IMM User Guide - Module Flags

Minor Amendments: Module Requisites

IMM allows departments to define various types of requisites for their modules, including pre-requisites, co-requisites, future requisites and excluded modules.

IMM User Guide - Module Requisites

Minor Amendments: Module Cost Centres

When a new module is requested, cost centre information is applied uniformly across all the MAVs that are created. After creation, it’s possible to change the cost centres for each MAV to ensure the correct distribution of funds for each academic year.

IMM gives departments access to three processes for managing cost centre data:

Changing the percentage distribution of cost centres
Adding a new cost centre record
Deleting a cost centre record

IMM User Guide - Module Cost Centres

Minor Amendments: Module KIS Data

IMM allows departments to update Teaching & Learning hours and Assessment Percentage data for their modules. This data is required for various statutory returns.

IMM User Guide - Module KIS Data

New Module Request

The Interim Module Management system in SITS allows departments to obtain approval for the creation of new modules. Once submitted, requests are sent to the Academic Programmes Office (APO) for review, then to Faculty Approvers for approval, before they are created on the system.

Before submitting your new module request on SITS, you may find it helpful to use the Module Development Form to discuss and agree the details of the module within your department, by sharing it as a Google Doc or sending it via email.

IMM User Guide - New Module Request

Reviewing Module Requests

Faculty Approvers need to review New Module Requests and Major Amendments before changes are applied to module records.

Faculty Approvers can approve any requests relevant to their own faculty, except ones submitted by their own department. Requests can also be rejected or returned to APO for amendment.

This user guide and video tutorial include guidance on how to access SITS, how to find requests, how to review requests and how to record a decision.

IMM User Guide - Reviewing Module Requests

Help & Support

If you still have questions, or to suggest improvements to the system, please contact the Academic Programmes Office Quality & Standards Team by email at apqteam@sheffield.ac.uk.