Admissions VTAC Publication Information Session

1
Admissions VTAC Publication Information Session
UPDATING VTAC PUBLICATIONS(VTAC Guide 2009
VICTER 2011)

• Faculty role
• Admissions Unit role
• Process for editing
• VTAC Style
• Process for new courses
• Process for approval
• Key dates
• Contacts

2
Admissions VTAC Publication Information Session

• Faculty role
• Use the VOICES course editing facility to check
  current course entries and make required edits
  (in line with VTAC publication guidelines)
• Forward details of new courses and cancelled
  courses with Faculty Board approval and CRICOS
  codes to Admissions (to then be approved by
  University Statistics and Planning)
• Update major studies by clicking on Major
  studies selector 2008
• Request new majors by emailing AU by 2nd April
  2008
• Check edits using the report function and view
  their approval status
• Auxiliary Copy Editors will have read-only
  access, to view course details
• and drafts in assisting Prime Copy Editors.

3
Admissions VTAC Publication Information Session

• Admissions Unit (AU) role
• Co-ordinate the VTAC course editing process
• Allocate Primary/Auxiliary editor user accounts,
  passwords to copy editors to access VOICES
• Approve/reject edits made on VOICES by faculty
  copy editors
• Liaise with faculties and VTAC (eg, for requests
  for new major studies)
• Update institutional header pages
• Enter new course information and cancel courses
  on VOICES

4
Admissions VTAC Publication Information Session

• Process for editing
• AU to provide Faculty Copy Editors with
• User account, password and instructions to log
  into Omega to access VOICES
• Information on using VOICES
• VTAC guidelines for VTAC Guide 2009/VICTER 2011
• Editing timeline for VTAC Guide 2009/VICTER 2011
• Text of institutional header page to the relevant
  faculties and other departments for updating

5
Admissions VTAC Publication Information Session

• Updating institutional header pages
• All institutions are given an institutional
  page to inform applicants of
• general information about the institution.
• The header pages are not edited online using
  VOICES. PDF files are provided and must be
  circulated to
• - Faculty of Art and Design
• - Faculty of Education (for updating Graduate
  Entry Teaching header page)
• - Onshore Recruitment Office
• - Coursework Scholarships Unit
• - Monash Residential Services
• - Enrolments Unit
• - Centre for Aboriginal and Indigenous studies
  (CAIS)
• - Disability Liaison Unit
• Inform AU if you have other info to be included
  in institutional pages.

6
Admissions VTAC Publication Information Session

• VTAC style guide for course entries
• Title and length
• Official name of the course (to appear on
  testamurs). Must include mode (full-time or
  part-time) and duration.
• Example Bachelor of Multimedia FT3, PTA.
• Course entry title
• Course entry titles are restricted to 150
  characters.
• Headings provided to VTAC must reflect exactly
  the title given to the course in all
  institutional advertising and promotional
  material.

7
Admissions VTAC Publication Information Session

• About the course Intro
• Course structure
• The intro should be a single sentence stating
  what the course offers a
• student eg, types of career it prepares the
  student for.
• The course structure should state briefly the
  structural requirements to
• complete the course, such as
• ? compulsory and elective elements,
• ? any clinical or practicum
  placements, and
• ? whether the course involves travel
  between campuses or study at different campuses
  in different years.
• (2000 characters max)

8
Admissions VTAC Publication Information Session

• Prerequisite statements
• Prerequisite statement must be written with
  studies available in VCE. List of VCE studies on
  VCAA website www.vcaa.vic.edu.au/studies/index.htm
  l
• Prerequisite studies must match the VICTER Guide
  for that year.
• Faculties wanting to change prerequisites must
  post them in the VTAC Bulletin, in line with the
  two-year rule (VICTER is published for Year 10
  students who use it to select VCE studies).
• With VICTER being published in June (alongside
  the Guide), we can only change prerequisite
  subjects in the October Bulletin of that year.
• Changes to study scores required can be made in
  the relevant VTAC Guide.
• Check publishing manual for statement
  writing style

9
Admissions VTAC Publication Information Session

• Selection mode
• Outlines the selection criteria applied by each
  course. Factors should be listed in order of
  weighting.
• If different methods of selection are used for
  each applicant cohort, it is split into CY12 and
  NONY12.
• This section must match the more detailed
  information in Extra requirements ie, if
  interview is listed in Selection mode, give
  interview details in Extra requirements.
• Courses that indicate Enter and two-stage
  process with a middle-band of
• approximately 20 are to include a middle-band
  statement.
• Do not include the word possible. Define the
  requirements and who must complete them in Extra
  requirements.

10
Admissions VTAC Publication Information Session

• Middle-band
• If no middle-band consideration is given
• Standard wording Consideration will be given to
  SEAS applicants
• Generic statement
• Example Re-ranking based on performance in
  prerequisite studies
• Specific statements
• Example Re-ranking based on results in English
  (any) and LOTE (any)
• Automatic re-ranking statements - if aggregate
  points are awarded for specific studies, each
  study must be listed)
• If number of studies listed is different from max
  number of aggregate points available, the max
  number of points available must be stated.
• Remember SEAS Eg, Re-ranking based on
  performance in prerequisite studies, SEAS
  consideration.

11
Admissions VTAC Publication Information Session

• Extra requirements
• Defined as actions or conditions applicants must
  fulfil to be eligible for selection that is,
  compulsory requirement.
• VTAC requires a standard format for Extra
  Requirements.
• If the requirements for CY12 and NONY12 are
  different, divide the content into CY12 and
  NONY12 sections, with requirements listed
  separately for each cohort (even if there is some
  repetition).
• Descriptors eg, Folio, interview, audition, will
  each begin on a new line.
• Supplementary information forms All forms
  should be able to be filled in online and the url
  (succinct) for the form should be given.
  Admissions Unit will assist courses to develop
  these online forms.

12
Admissions VTAC Publication Information Session

• Extra requirements (contd)
• Dos
• If applicants are required to find more
  information on requirements, provide a url
  (succinct) or refer to institutional header page
• Late and change of preference statements will
  only be referenced as New applicants for this
  course will not be accepted after date even if
  the Extra requirements have been completed.
• Donts
• Use the statement as soon as possible
• Mention a course brochure unless specifically
  needed for selection requirements
• Check publishing manual for statement writing
  style

13
Admissions VTAC Publication Information Session

• Major studies
• The VTAC major master list contains approx 2000
  studies. Add new majors to courses from this list
  available for download on Major Studies
  Selector.
• Please DO NOT type majors into the course entry
  text. Select major from box.
• You may remove or clear all majors for a course
  by choosing the appropriate function button from
  the Major studies Edit menu item.
• New major requests must be sent to AU by 2 April
  2008.
• Double degrees will have the option of stating
  As for and . If you want this statement,
  leave the entry black.
• If you want a non-standard major statement for a
  course, email AU with details.

14
Admissions VTAC Publication Information Session

• Additional information
• Information or instructions provided in this
  section cannot be used for
• selection purposes
• Information that is permitted includes Optional
  course information session/s changes to campus
  in future years, deferment exceptions, warnings
  of future changes to course.
• Information to be excluded website and email
  addresses, telephone numbers, open day dates,
  deferment information, pathways information.
• Example of a typical additional information
  statement
• Additional information Optional information
  session 7pm, Monday 4 September 2008, Room
  A4.16, A Building, Peninsula campus, McMahons Rd,
  Frankston VIC 3199.

15
Admissions VTAC Publication Information Session

• Process for adding new course entries in the VTAC
  system
• The AU adds new courses through the VOICES add
  new courses function in VOICES
• Before you send us information for a new course
• check the Publications timetable for the final
  date to submit new courses
• Have your faculty manager email the details of
  new courses to the AU (admissions.unit_at_adm.monash.
  edu.au). Include details of Faculty Board
  approval and CRICOS codes (where applicable). We
  will forward this email to the University
  Planning and Statistics Unit for approval.
• A new campus offering or fee place offering is
  considered a new course. Changes to course
  title not considered a new course.
• VTAC is responsible for the allocation of all new
  VTAC Course codes

16
Admissions VTAC Publication Information Session

• Process for edit approval
• Refer to the VTAC Publications timetable for
  VOICES editing periods.
• After each draft deadline, faculty write access
  to VOICES will be suspended while AU checks and
  approves changes.
• Until changes are approved by the Admissions
  Unit, they will have a status of Pending. If we
  notice a problem, we will contact you to discuss
  a revised version.
• Changes that dont conform to the VTAC style
  would be rejected by VTAC.
• Accordingly, Admissions Unit will check changes
  submitted for conformity to the style.
• Admissions Unit to update CUPID after the final
  draft with all editorial changes approved by VTAC.

17
Admissions VTAC Publication Information Session

• Changes this year
• Major studies selector separate function.
  Provides full majors list and a report of Monash
  majors by course. Multiple campus courses now
  separate.
• Drafts available in HTML, RTF and XML formats.
• Report function improved can report by campus,
  course and status.
• Change Campus and Cancel Course function
  available under course editing dont use these
  functions without first consulting the AU
• Timeline and drafts changes extra chance for
  finalising/checking edits in late May. No major
  edits permitted as they must have been approved
  after draft 2.
• Selection mode Factors should be listed in order
  of weighting.
• GET entry - PDF commenting method for the first
  draft of editing.

18
Admissions VTAC Publication Information Session

• Key dates
• Mon 4 February VOICES meeting for Faculty Copy
  Editors (FCEs)
• Fri 29 Feb FCEs to complete editing course
  entries for draft 1
• Wed 2 April Last day for FCEs to submit new
  majors to AU
• Mon 7 April VOICES re-opens for draft 2
  editing
• Fri 25 April FCEs to complete editing course
  entries for draft 2
• Wed 7 May Last day to submit to AU new
  course information or cancel courses in printed
  VTAC Guide and VICTER
• Mon 26 May Final corrections to be made in
  VOICES by 12pm,
• 27 May
• Mon 2 June Final sign-off available in PDF
  final edits by 5pm

19
ADMISSIONS VTAC Publication Information Session
Contacts

• Key contacts
• Jacqueline Perdriau Manager Admissions
• Ext. 55051
• Email Jacqueline.Perdriau_at_adm.monash.edu.au
• Ajanti Atputhanathan Admissions Officer
• Ext. 55887
• Email Ajanti.Atputhanathan_at_adm.monash.edu.au
• Jude Little Admissions Officer
• Ext. 53013
• Email Judith.Little_at_adm.monash.edu.au