My Intray, Group Intrays & Role Groups

There are several distinct functions involved in the Creation, Approval and Maintenance of course data. Access to the various functions will be determined by the use of Role Groups and Intrays.

What is My Intray?

All EUCLID users have a personal intray (My Intray) where system communications, messages and tasks intended for an individual user will be sent. In CCAM, for example, individual staff proposing a new course will receive updates detailing the courses progression through the approval process via their personal Intray.

Your personal Intray is displayed on the Homepage when you login to EUCLID.

What are Group Intrays?

Group Intrays are used to give a specific group of staff access to a shared Intray. In CCAM a Group Intray has been created for each role in each School/College at both PG and UG level.

Tasks generated by new course proposals or approvals are sent to the appropraite Group Intray for processing.

This means, for example, that staff in the School of History, Classics and Archaeology with the responsibility of recording level 1 approval for a new UG course proposal can be given access to the appropriate Group Intray. Only this group of staff will be able to record the approval allowing the process to be easily managed.

Staff can be given access to multiple Group Intrays allowing them to carry out a number of CCAM processes.

Group Intrays for CCAM are found under the DPTs and Courses link in the left-hand menu of your EUCLID Homepage.

The Group Intrays displayed in the DPTs and Courses Group Intrays menu will depend upon the CCAM access an individual has.

Role Groups

Proposer Role
All members of staff with EUCLID access will have the authority to:

• propose a new course
• view course proposals
• view open courses

Level 1 Approval Role
The Level 1 approver is usually the representative of the School Board of Studies who approves a new course. If required, a number of people within a school can be allocated to this role, and have access to the Level 1 Approval tasks in the Group Intray.

There are seperate Level 1 Approval Roles for UG and PG in each school.

Level 2 Approval Role
If a course requires further approval it can be sent to the Level 2 Approver (generally Level 2 Approval is given at College level).  If required, a number of people within the College can be allocated to this role, and have access to the Level 2 Approval tasks in the Group Intray.

There are seperate Level 2 Approval Roles for UG and PG in each school.

Senatus Approval
If required a course can be sent for Senatus Approval.  However, in system terms, there is not a separate Senatus Approval Role group – the Level Two Approver role group will record the approval when Senatus Approval has been given.

Input & Amend Course Details
For a new course proposal to be approved, not all course related data is required to be entered. On final approval of a course, a task will be sent to the Intray for staff nominated as holding the Input & Amend Course Details role to complete the course details and create course instances.

Staff holding the role will have the authority to:

• Maintain basic course details
• Create and amend course instances
• Maintain Entry Requirements (pre-requisites, co-requisites and prohibited combinations)
• Record teaching load information for HESA returns