Rule Sets are a data set within Shared Data that define and manage the logic applied to course requirements, programs, or other curriculum components. Instead of manually recreating the same conditions across multiple areas, a rule set can be created once and referenced wherever that same logic applies.
For example, a Rule Set might define that “Undergraduate students must complete at least 120 credits from the following courses.” With such a large number of credits, it will likely be a long list of courses - so instead of creating this for multiple programs, it can be created once as a Rule Set, and then be applied consistently across multiple programs.
Rule Sets can also be versioned, ensuring that the correct Rule Set is brought into an item based on the overlapping date ranges. For example, a Rule Set created for use within the Fall 2024 term would apply to items within the same term, and then when a new version is created for Fall 2026, the new version will be used instead.
Rule Sets include version control, effective terms, and workflows to manage approval and tracking. Each rule set has standard fields, such as Rule Set Name, Start and End Term, and Rules.
Creating New Rule Sets
To access rule sets:
- Navigate to the Academic Ops suite.
- Select Shared Data.
- Choose Rule Sets from the navigation on the left.
- From the Rule Sets page, click the New button.
- Complete the form with the required information, including the rule set name, term range, and defined rules.
- Submit the form to workflow for approval.
- Once approved, the rule set will be available for use in requirements.
Editing a Rule Set
Rule Sets may be edited by an Admin or a user with appropriate permissions.
- If an existing rule set is modified, those changes will take effect immediately wherever that rule set is referenced.
- If a new version of a rule set is created, the updated version will replace the previous one wherever the new version is used, and will not update the previous instances.
Modify an Existing Rule Set
Editing an existing rule set is typically used when you need to make a correction to a rule set, but not necessarily create an entirely new version. For instance, if ACCT 101 was linked but it should have been ACCT 102.
- From the document list for Rule Sets, select the rule set you would like to modify.
- In the new modal window, click Edit.
- While in Edit mode, you can update any field in the form, including term ranges or rule definitions.
- When finished, click Apply Edits to save the changes.
Create a New Version of an Existing Rule Set
When a rule set needs to be updated for a new term, a new version can be created instead. This will allow you to have rule set specific to a term such as Fall 2024, and then use a new version of the same rule set starting in Fall 2025.
- From the document list for Rule Sets, select the rule set you’d like to create a new version of.
- In the modal window, access the drop-down menu and select +Create New Version.
- Complete the form with updated information as needed.
- Submit the form to workflow for approval.
- Once approved, the new version will be available for use while maintaining historical versions for reference.
Deleting a Rule Set
Rule Sets may be deleted from the system when no longer needed. This action may only be performed by an Admin or user who has been granted specific permissions to do so. Once deleted, a rule set and its data cannot be recovered.
To delete an existing rule set:
- From the document list for Rule Sets, select the rule set you would like to delete.
- In the modal, click on the
icon next to the Edit button, and click Delete.
- A confirmation message will appear to indicate that deleting this document will permanently remove the document.
- Rule Sets that are deleted will not be deleted from programs or courses that reference it. This prevents the information from being removed from past records or affecting catalogs negatively. If it should be removed from a program/course record, it will need to be manually removed from that item.
For more information, see the following article(s):
Comments
0 comments
Article is closed for comments.