Editing Programs

After a program has been published, specific changes can be made to the details, settings, and student outcomes without prompting a new version of the program. Published programs display a padlock to indicate that the program is locked and cannot be edited.

Programs should be edited when only minor non-structural changes are needed. Some examples of these types of edits include:

• Updating Minor Details: Correcting typos in program details or outcomes.

• Changing Administrative Assignments: Updating the assigned Program Coordinator.

• Adding Non-Structural Information: Adding supporting details that do not affect curriculum mapping, learning outcomes, or assessment structures.

These types of changes do not trigger a new program version. Edits are retroactive and will affect historical records and running assessments.

Editing vs. Revising

When editing a program, only specific configurations can be changed:

• Program Details: Learn more.

  • Program Mission

  • Adding/removing Program Coordinator(s)

• Program Settings: Learn more.

  • Enable/Disable Program and Juried Assessment

  • Enable/Disable the Learning Journey

  • Edit the name of the rubric levels and their colors unless this configuration is locked at a higher level of the organizational hierarchy. Learn more.

  • Update platform email notifications for Program Coordinators

• Student Outcomes: Learn more.

  • The code, title, and description can be edited. The relationship between outcomes can only be changed during program revision. Learn more.
    ⚠️ If a program is edited to change an outcome code, the new code must also be reflected in the data files sent to HelioCampus. If the codes do not match, upon import, a new outcome will be created with the old outcome code, resulting in two outcome versions due to the mismatched codes. Learn more about data files.

Considerations

• Confirm Permissions and Roles: The availability and scope of permissions for each role may depend on the configuration of program settings and organizational hierarchy settings. Roles such as Course Section Director or Course Coordinator do not have permissions to create or edit programs, although they may participate in related tasks; however, they cannot make program-level changes.⁠⁠​ Permissions must be assigned to the user’s account and mapped to the appropriate program or administrative unit for access to be available. Learn more about User Roles. The following roles have permissions to create, publish, and edit or revise programs:

  • Institution Admin: Full platform-wide permissions to create, edit, revise, and publish programs.

  • College/Department Admin: Can create and edit programs associated with their assigned college(s)/department(s).

  • Program Coordinator: Can create and edit programs, but only if the institution has enabled this feature in program settings. When enabled, Program Coordinators must also be associated with the relevant program or organizational unit.⁠⁠⁠⁠⁠⁠⁠⁠​

    

• Course Versioning: Make sure all relevant courses are in their most up-to-date published version.

How to Edit a Program

1. Navigate to the Program Homepage and click Update Program.

   

2. When prompted, select the unlock and edit option to unlock the program for minor changes.

   

   1. With the program now unlocked, specific program details and settings can be edited along with the code, title, and description of outcomes.

      

3. When editing is complete, click Done Editing, and when prompted, click OK.

   

📔 Additional Resources

Programs

Revising a Program