Course Material Filename Conventions

These instructions are intended for academic staff creating new Course Material documents. Filename Conventions are to be used across all subjects in The Source, and for all Course Materials linked to the LMS via The Source. The objective is to standardise the structure of filenames across all materials and all subjects.  This will help students after downloading subject documents, so they will see the files sorted by subject code and week.  The Source uses a platform called SharePoint, which automatically applies version control so documents do not require the year in the filename.

WHAT ARE NAMING CONVENTIONS?  'File names' are the names that are listed in the file directory and that users give to new files when they save them for the first time.  The conventions assume that a logical directory structure or filing scheme is in place and that similar conventions are used for naming the levels and folders within the directory structure.  This document is intended to provide a common set of rules to apply to the naming of electronic files. The ‘naming conventions’ are primarily intended for use with Windows based software and documents such as word-processed documents, spreadsheets and slide-show presentations. WHY USE THEM?  Naming records consistently, logically and in a predictable way will distinguish similar records from one another at a glance, and by doing so will facilitate the storage and retrieval of records, which will enable users to browse file names more effectively and efficiently.  Naming records according to agreed naming conventions should also make file naming process easier for staff because they will not have to ‘re-think’ the process each time.

All Course Materials Non-negotiable requirements for all files Some details remain constant while some details change depending on the type of the document and who will be using it. When applying naming conventions the following requirements must always be satisfied:  All subject codes should be in capital letters only with numerals. Lowercase letters must not be used in the subject code ‘fields’ of the naming convention.  The total amount of characters in the filename must not exceed 60. (Characters includes letters, underscores, dashes and numerals). In instances where the filename length exceeds 60 characters, this will prevent the file from being PDF’d and will prevent the file from being linked to the LMS. (This causes the ‘workflow’ to fail).  Spaces must not be used. Spaces will automatically convert to “%20” when the file is uploaded to The Source’s Course Materials library. This elongates the filename as this is included in the file’s URL location when it is stored in The Source, so much so that it may exceed the maximum of 60 characters and prevent automated workflows as per the previous point.  No symbols other than the underscore and a dash may be used. This includes plus symbols, forward or backward slashes, hashtags, asterisks and ampersands (&).  Version control is automatically managed by The Source so do not add the calendar year to the filename.  Naming conventions are divided in to ‘fields’ by the underscore symbol “_” instead of spaces. Each field is indicative and helps distinguish one file from all others. Depending on who uses the document and what they use it for, will dictate which fields are to be used. Consider the type of document you have and apply the relevant naming convention based on the following sections and information.

Resource Type Dependent Conventions Handouts, Lectures, Readings, Tutorials Format: [SUBJECTCODE]_[WEEKNUMBER]_[DocumentType]_[Descriptor] Examples: ACC100_WK01_Lecture ACC100_WK02_Reading-List BIOM111_SN03_Forum-Activity

Study Group Australia Higher Education Division: ACPE Limited trading as The Australian College of Physical Education (NSW CRICOS Provider #01822J); Australian College of Natural Medicine Pty Ltd (ACNM) trading as Endeavour College of Natural Health (National CRICOS Provider #00231G); Study Group Australia trading as Martin College, Martin Higher Education (National CRICOS Provider #01682E) HE - Course Material Filename Conventions Effective Date: 14-Jul-17 Version: 0.2 Page 1 of 3

 The four fields separated by underscores are shown above (Refer to Format). The fields are:

Subject Code In capital letter and numerals Examples Martin HE ACC100 Endeavour BIOB111 Week Number The week number field is used to set up the links within the correct weekly tag on the LMS. When referring to [WEEKNUMBER] fields only: Files are sorted alphabetically, therefore single digit numbers require a zero before the number - as below Examples 00, 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, 12, 13, 14, etc. This ensures that the files display sorted correctly on The Source. Examples WK01, WK02, WK03, etc. Endeavour ONLY: For subjects where there are more than one session per week, this includes all subjects which could be offered in Summer School. In these instances ‘WK’ is replaced with ‘SN’ indicating the session number. This change from ‘SN’ to ‘WK’ will be rolled out progressively. Examples SN01, SN02, SN03, etc. Where WK00 is typically used for files that reside in the ‘Welcome’ tag on the LMS. Examples ACC100_WK00_Welcome-Letter Document Type Capitalise the first letter of each word. Dashes between words or camel case may be used. Examples Lecture, StudyGuide, Tutorial, Activity, Reading, Handout, CaseStudy, Reading-List, Forum-Activity Descriptor Only used for uploaded PDF documents when linking to the LMS. Examples Title-Of-Handout, Name-Of-Author

Assessments Format: [SUBJECTCODE]_[WEEKNUMBER]_[DocumentType]_[Descriptor] Examples: BIOB111_Assessment_Essay-01_S2 SOCF111_A_Business-Plan_S1 COM100_Assessment-01_Outline  The four fields separated by underscores are shown above (Refer to Format). The fields are:

Subject Code In capital letter and numerals Examples Martin HE ACC100 Endeavour BIOB111 Week Number For assessment items, this is shown either as the full word ‘Assessment’ as per the subject outline, or represented by ‘A’ (short for Assessment tab page on the LMS). Examples SOCF111_A_Business-Plan_S1 COM100_Assessment-01_Outline Document Type Capitalise the first letter of each word. Dashes between words or camel case may be used. Assignment specifications should include the marking guide / rubric for students. Examples Assignment-2, Outline, Essay, Report, Business-Plan, Presentation, Quiz1 Descriptor This field is used to describe the cohort - only if there is a need for a different document for each teaching cohort. Calendar years are not to be used. Use the abbreviated month or the nearest semester/trimester cohort. Examples S1, S2, SS, T1, T2, May, Jun, Jul, Aug

Teacher Resources - Access only via The Source Format: [SUBJECTCODE]_[WEEKNUMBER]_[DocumentType]_[Descriptor] Examples: BIOH122_A_Quiz1-Answers-TR_S2 ACC100_WK03_TR-TutorialAnswers COM100_Assessment1_TR-MarkingGuide  The four fields separated by underscores are shown above (Refer to Format). The fields are:

Subject Code In capital letter and numerals Examples Martin HE ACC100 Endeavour BIOB111 Week Number Examples A, WK01, WK02, WK03, Assessment1, Assessment-1 Study Group Australia Higher Education Division: ACPE Limited trading as The Australian College of Physical Education (NSW CRICOS Provider #01822J); Australian College of Natural Medicine Pty Ltd (ACNM) trading as Endeavour College of Natural Health (National CRICOS Provider #00231G); Study Group Australia trading as Martin College, Martin Higher Education (National CRICOS Provider #01682E) HE - Course Material Filename Conventions Effective Date: 14-Jul-17 Version: 0.2 Page 2 of 3

Document Type Must have ‘TR’ stated at the beginning or end of the [Document Type] field. Capitalise the first letter of each word. Dashes between words or camel case may be used. Examples TR-Tutorial-Answers, TR-MarkingGuide, Quiz1-Answers-TR, LecturerGuide-TR Descriptor This field is used to describe the cohort - only if there is a need for a different document for each teaching cohort. Calendar years are not to be used. Use the abbreviated month or the nearest semester/trimester cohort. Examples S1, S2, SS, T1, T2, May, Jun, Jul, Aug

Pictorial Examples for Guidance Assessment

Subject Week Document Descriptor Code Number Type (Cohort)

ACC100_Assessment1_Outline_T1 Lecture Subject Week Document Code Number Type

ACC100_WK03_Lecture Reading

Subject Week Document Code Number Type

ACC100_WK03_Reading Study Guide Subject Week Document Code Number Type

ACC100_WK03_StudyGuide Teacher Resource

Subject Week Document Type with TR Descriptor Code Number (Teacher Resource) (Cohort)

ACC100_Assessment1_TR-AnswerGuide_T1