The information in this guide is intended for Space Creators.
Creating New Delivery Spaces
(Higher Ed - Multi Unit)
VU Collaborate Manager (VUCM) allows authorised staff members to create spaces and enrol staff into these spaces. Creating VU Collaborate spaces prior to the beginning of every teaching period ensures that staff can prepare spaces for delivery of their unit/course.
There are differences between creating spaces for HE and VE, specifically whether units are based on Delivery Plan codes or Unit codes. However, in both cases existing student data is pulled from VU Connect.
You have different options available for configuring your spaces, according to how you would like to organise campus delivery. A single VU Collaborate space can be used to deliver content to multiple campuses. By utilising this option students at each campus can be sorted into groups within the one space. Alternatively you can create multiple spaces allowing each campus group to maintain its own space.
Note: In order to create delivery spaces in VU Collaborate, it is important to have the correct details on the unit delivery, otherwise students may not be enrolled into your VU Collaborate space correctly. Please check Unit/Delivery Plan details in Staff Connect to ensure details are correct. If you do not have Staff Connect access fill in the Access Request Form and submit according to instructions on the form.
Before You Start
Before using VUCM you will need to set your default role in MYVU Portal to Space Creator. To do this log into MYVU portal and choose the VU Access Management tab. Select the Default Role tab and check the radio button for LMSSpaceCreator so that you will be able to create spaces in VUCM.
After switching your role, you should:
- Log out of the MYVU Portal
- Close all browser windows
- Wait 1 or 2 minutes for changes to take effect, then log back in.
These steps are typically only for first time use. They should not need to occur for subsequent times using VUCM, unless you switch your role in future for other purposes.
Step One: Login to VUC Manager
Log into MYVU portal and in the Application access section, click the VU Collaborate Manager.
Once logged into VUCM, click on the Spaces tab to work through the steps in setting up a new space.
Step Two: Specify space Type
Select Delivery space as this will pull student enrolments from the student management system.
Step Three: Search for Unit
Specify the Unit code, Course code or Delivery plan code based on the type of space you want to create. For HE, select Unit Code.
For multi-unit spaces you search and add more than one unit to the space.
Click the Search button after filling in the appropriate search criteria.
You may see a pop up window with multiple unit versions listed. Typically you would choose the latest version of the unit.
Note: If you are unsure of the Unit code you will need to go to Staff Connect to check current enrolments for a unit instance.
Please view the VU Connect training videos
Step Four: Specify Unit locations
Decide if you wish to use the Add all units and locations option or use the Select location option.
Select the location(s) from which the student enrolments should be pulled for this unit.
Click the Add button
Select the campus location(s) from the drop down list and click the Add button.
Units added to the space are then collated in a table.
Click the Add more units button to continue adding more units.
Repeat the Search for units process again with a different Unit code.
In this example there are multiple campus locations to pull enrolments details from.
Clicking Add will also add this unit to the same space.
Note: Specifying multiple locations will create one space with students enrolled from the specified locations.
If you have selected all the units you wish to add to this space, click the Next button.
Step Five: Specify College Details
Specify the College, Discipline and Teaching period under which the space should be created.
Note: Some fields may be automatically filled once you select the College for your space.
Select the Prefix you would like to identify your unit. In this case Multi-unit would be appropriate. Also add a short Description that relates to the space.
Select the Campus code Suffix type you would like to use to identify the unit.
Note: The description of the space name has no physical impact on the setting up of the space.
You can optionally specify the student access dates if you want to extend the period a space is available to the students.
Click Next to continue.
Step Six: Enrol Staff
Enter the Staff ID of the staff member you want to enrol and click on the Search button.
Select the staff member from the search table.
Select the Role you want to assign to the staff member and click on the Add button.
Repeat the steps above for any additional staff members you want to add to the space.
Note: You can use the radio buttons to also add yourself as a Teaching Convenor or Space Convenor in this space.
Click Next when finished.
Step Seven: Review Details
Review the space details that you have entered and click the Finish button once you are satisfied that all the details are correct.
Click on the Create button on the confirmation dialogue to finish creating the space.
You will receive a positive confirmation message when your space is created successfully.
Step Eight: Trouble Shooting
If you need to amend the details for the space, you can do so via the Home tab of VUCM.
Search for the Space name and then click Options in the Matching Spaces table.
You can then make changes to that space as required.
The details you enter need to match the student enrolment data as listed in VU Connect, as the details you enter in VU Collaborate Manager control student access to the space. Please ensure you have verified the data in VU Connect and enter the relevant matching data within VU Collaborate Manager.
If you require further support on gathering or verifying the data in VU Connect, please view the training videos
If you suspect students are not being enrolled correctly, you can:
- Check which students enrolled in your VU Collaborate Space by going to Communication > Classlist. Students who have access to your Delivery Space will appear here or
- Check the enrolment report in VU Connect (no students in the VU Connect report means they are not enrolled yet or not enrolled in the chosen teaching period/location)
If you still experience issues or students are not being enrolled in the space, contact ITS Service Desk for further support on on 03 9919 2777 or email servicedesk
Contact ITS Service Desk on (03) 9919 2777 or via self-service for further technical support.
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