Each department has two Data Quality Editors (DQEs) who have advanced access to approve changes (corrections). Proposers in departments can propose corrections via the module catalogue, which will then be submitted to, approved, and sent directly to SITS, by the DQE. Those with the user role of DQE can also propose, approve and send correction changes directly into SITS themselves.

Confirming corrections

DQEs will receive an email notifying them that a correction has been submitted for approval, with a link to take them directly to the proposal. Clicking through to the module takes you to the approve/reject screen, where a selection of options (as buttons) are available, depending upon what you wish to do:

• Print - print a copy of the proposal to PDF;
• Raise Action.. - raise an action for someone else to respond to, typically in relation to one or other aspect of the proposal;
• View proposal changes - see a summary of the changes which have been made;
• Return to Proposer - return the correction to the proposer with a comment if there are errors that need to be fixed before submission;
• Edit... - make alterations to the proposals before approving them;
• Approve and insert to SITS - as its name suggests, this will approve the correction and insert it directly into SITS;
• Reject - this allows you to fully reject the proposal and comment with a reason for rejection. Please note that this will delete any correction proposal. Proposers will be able to see their proposal and the reason for rejection via the link in the email notification but only once as the proposal will be have been deleted.

When selecting Approve and insert to SITS look out for a green pop-up message in the bottom right of the screen to tell you that the insertion has been successful.

If submission fails, a red pop-up message will appear. This may be one of three messages:

• 'A proposal with outstanding actions cannot be inserted into SITS'
• 'Unexpected error loading module proposal details'
• 'Failed to insert proposal into SITS'

If you receive a red error message at this stage, please contact itsupport@york.ac.uk — include in your message, the module code, the name of module, what the problem is, and, if possible, the error message you received.

Approved changes will be reflected in the student-facing Module Catalogue the day after they have been inserted into SITS.

Submitting your own corrections

DQEs can propose, submit and approve a correction themselves by following the process in the Propose Correction section. On the final screen of the proposal process, Confirm this correction is replaced with Approve and insert into SITS.

The Chair of BoS status in the Module Catalogue can approve all modifications submitted by Proposers and Department Editors within the department. The Chair of BoS can edit proposals at the proposal stage (i.e. before it has been submitted), by clicking the Edit... button at the top of the proposal screen.

Approving a module

If a proposal has been submitted for approval, those in the department with Chair of BoS access will receive an email notification with a link to follow to the proposal. Alternatively, in the module catalogue, the Chair of BoS can chose   View single module proposals from the homescreen to bring up a full list of proposals in progress within the department.

On opening a proposal there will be the following options:

• Print - print a copy of the proposal to PDF;
• Raise Action.. - raise an action for someone else to respond to, typically in relation to one or other aspect of the proposal;
• View proposal changes - see a summary of the changes which have been made;
• Return to Proposer - return the correction to the proposer with a comment if there are errors that need to be fixed before submission;
• Approve... - approve minor modifications that do not require University-level approval. This will send the proposal directly to the Student Systems team for setup in SITS;
• Approve and refer to University... - pass forward major modifications that require University-level approval;
• Reject - this cancels the proposal and deletes it entirely from the module catalogue. You will be required to explain the reason for it being rejected by BoS. Note that rejecting a proposal does not return it to the Proposer, it will be deleted outright from the catalogue.

For guidance regarding minor and major modifications that require University-level approval, see details of the modifications policy and/or consult your AQ contact.

If you approve a proposal but wish to work further on it, the proposal can be recalled by using the Recall Proposal button at the top of the screen.

Approved changes will be reflected in the student-facing Module Catalogue the day after they have been inserted into SITS.

Access for Chairs BoS and Department Editors to view/approve proposals is limited by default to modules from your ‘home’ Department (i.e. if you are a member of Biology staff, you can only view proposals for Biology modules). Some colleagues may need further access to view/approve modules from across more than one Department. If you require access to additional departments, please contact your AQ contact.