Create a Course Instance: Add Instance

Staff holding the Input & Amend Course Details role will be required to set-up and maintain course instances.

Once a course is approved, a further transaction is required in order to enable students to be enrolled against it via Online Course Enrolment. This is the creation of a course instance also referred to as a ‘delivery’.

As a course may be delivered more than once in the same session, multiple instances of the course can be created.

Substantial data is held against the course delivery including:

The following example describes the EUCLID process for creating a course instance.


Step 1
Retrieve the Course Summary screen for the course being amended. This can be done through the Input & Amend Course Details Task for newly approved courses requiring initial set-up or using the Amend Details link in the DPTs and Courses homepage for open courses.

From the Course Summary screen scroll down to Course Instances. In this example there are currently no course instances created for the course, to create a course instance click the EUCLID Screenshot button.

NB It is not possible to create, amend or delete courses instances for previous academic years including 2009/10 as these will continue to be maintained through WISARD. For more information see the Transition from WISARD to EUCLID section of the Online User Guide.

EUCLID Screenshot


Step 2
The Add Course Instance screen contains 6 mandatory fields that need to be completed. To the right hand column there is a short description of each field.

The following fields must be completed:

Add Course Instance


Academic Year

Select the Academic Year in which the course instance will be available.

Availability Select the Availability for the course instance. (Note for a part year Visiting Student instance select 'Visiting Students only')


Select the Period in which course instance will be available, the course default delivery period is initially displayed.

Course Start Date

Pre-populated with default start date (DD/MM/YYYY). This date will be used for course fee creation. The date entered is amended, this will be validated by the Period selected. If the date is outwith the period, an error message will appear.

Main Teaching Location

Select the Teaching Location in which a majority of the course will be delivered e.g. Kings Buildings, Central etc…


If there is a course quota, enter it here. If there is NOT a quota, you must enter 999.

Virtual Learning Environment Will the course include a Virtual Learning Environment provided by Learn?
Roll Forward? Should the course instance be automatically rolled forward to the following year?

Complete the fields with the relevant course instance details and click the  button.


Step 3

The Add Breakdown of Assessment Methods screen is displayed:

Key in the breakdown of assessment method as a % into the field available.

The total must equal 100%.

Click the  button.

Step 4

The Add Breakdown of Learning and Teaching Activities screen is displayed:

The screen is provided to record the breakdown of Learning and Teaching activities for the course.

The Total Hours displayed at the top corner of the screen is calculated automatically as the number of Module Credits*10 (e.g. for a 20 credit course the Total Hours will equal 200 hours).

The purpose of this screen is to define how the Total Hours is broken down into

  • A: Scheduled Learning and Teaching
  • B: Placement/Study Abroad
  • C: Directed Learning and Independent Learning Hours

The total of the section A: Scheduled Learning and Teaching is the sum of its sub-categories (e.g. Lecture Hours, Seminar/Tutorial Hours etc).

The figure that appears in C: Directed Learning and Independent Learning Hours is automatically calculated as the difference between the Total Hours minus the sum of section A & B. So for example, if Total Hours = 200 and A: Scheduled Learning and Teaching = 110 and B: Placement/Study Abroad = 40, C: Directed Learning and Independent Learning Hours will equal 50. 

Click on the button to record the details.

Step 5
The course instance is created and the Amend Course Instance screen displayed.

Step 6
The course instance is now ready for additional information to be recorded. The links below provide guidance on how to record the additional information.