Curriculum Delivery Setup

Epic summary

The Curriculum Delivery Setup workspace explains how one institute will deliver its curriculum.

The Curriculum Builder defines what is required. This epic connects those requirements to real institute resources.

Curriculum requirement
  General Medicine posting in Phase II
    -> Responsible department: General Medicine
    -> Delivery site: Institute Teaching Hospital
    -> Eligible units: Medicine Unit 1, Medicine Unit 2
    -> Eligible locations: Medicine wards and OPD
    -> Required academic assignment: Medicine Posting Supervisor
    -> Planned group capacity: 30 learners

The workspace does not choose actual posting dates, allocate named learners, or create timetable events. Academic Planning and Delivery and operational modules perform those transactions later.

Before you start

The institute curriculum version must exist in Draft and contain its course placements and clinical-posting requirements. Institute departments, optional department units, facilities, and external learning sites must exist before they can be selected. Faculty records are not required to define academic-assignment requirements, but standing coordinator or accountable-owner assignments need verified faculty records and academic associations.

Actors and access

Access source	Access in this epic
Institute member with Academic Registrar role	Coordinates delivery setup and readiness
Institute member with Curriculum Committee role	Reviews whether the delivery setup satisfies the curriculum
Department Admin, normally with HOD appointment	Confirms department responsibility, capacity, and supervisor requirements
Institute member with Facilities Officer role	Confirms rooms, facilities, site capabilities, and capacity
Institute member with Programme or Clinical Posting Coordinator role	Prepares delivery constraints and academic-assignment requirements
Institute member with Curriculum Approver role	Approves the complete curriculum and delivery setup
Auditor role	Views mappings, confirmations, exceptions, evidence, and history

What the user does

The workspace contains seven screens:

Delivery Readiness Summary
Course and Department Mapping
Clinical Posting and Site Mapping
Facility and Capability Mapping
Academic Assignment Requirements
Capacity and Scheduling Constraints
Exceptions and Review

Screen 1: Delivery Readiness Summary

The summary lists every curriculum item requiring institute setup.

Status	Meaning
Not started	No institute mapping has been made
Incomplete	Some required mappings are missing
Awaiting confirmation	Mapping exists but the responsible owner has not confirmed it
Ready	All mandatory mapping, capacity, and evidence checks have passed
Exception requested	Institute cannot meet the standard arrangement and has proposed an allowed exception

Filters show gaps by stage, course, department, posting, facility type, site, or responsible role. Selecting a gap opens the exact screen and field that needs attention.

Screen 2: Course and Department Mapping

The Course Catalogue already stores one lead and any contributing departments. This screen defines their curriculum-specific delivery roles.

Field	Required	What the user defines
Curriculum course	Yes	Course placement in the selected curriculum version
Responsible department	Yes	Department accountable for delivery in this curriculum
Contributing department(s)	No	Other departments participating in integrated teaching or assessment
Delivery responsibility	Yes	Teaching, practical, clinical delivery, assessment, coordination, or another controlled role
Applicable stage/requirement	Yes	Part of the curriculum covered by the mapping
Effective period	Yes	Period for which the mapping applies
Confirmation	Yes	Responsible HOD confirmation state
Local delivery note	No	Plain description of how responsibility is shared

The responsible department normally matches the course’s lead department. A different choice requires a reason and approval. Contributing departments may differ by stage or requirement.

Screen 3: Clinical Posting and Site Mapping

For each posting requirement, the institute selects suitable delivery sites, department units where applicable, and facility locations. These choices remain separate because a unit is a clinical team, while a ward, OPD, laboratory, or community centre is a place.

Field	Required	What the user defines
Clinical-posting requirement	Yes	Requirement from the curriculum version
Responsible department	Yes	Department responsible for delivery
Primary learning site	Yes	Institute or affiliated site capable of the required posting type
Alternative learning site	No	Approved fallback site
Eligible department unit(s)	Conditional	Published units beneath the responsible department that may deliver this posting
Eligible facility location(s)	Conditional	Ward, OPD, emergency area, community centre, laboratory, or another location from the facility tree
Site capability	Yes	Capability that satisfies the curriculum requirement
Approval evidence	Conditional	Recognition, affiliation, agreement, or local approval
Effective dates	Yes	Period during which the site may be used
Maximum concurrent learners	Yes	Safe planned learner capacity
Supervisor role	Conditional	Eligible role for supervision and sign-off
Confirmation	Yes	Department and site confirmation state

The user can map more than one site or unit when the posting is allowed to be distributed. MedCES checks that every site is active, every institute-owned unit belongs to the responsible department, and every selected unit and location can support the required activity during the applicable period.

Screen 4: Facility and Capability Mapping

Curriculum requirements may need a dissection hall, laboratory, lecture room, simulation centre, skills lab, library service, or another capability.

Field	Required	What the user defines
Curriculum item	Yes	Course delivery component, standalone skill, posting, assessment, or other requirement
Required capability	Yes	Capability stated by the curriculum or delivery policy
Institute facility/location	Yes	Room, laboratory, site, or facility providing it
Capacity	Yes	Maximum concurrent learners for this use
Availability pattern	No	Ordinary days/times available to Academic Planning and Delivery
Evidence/inspection	Conditional	Approval or inspection record where required
Effective dates	Yes	Validity of the mapping
Confirmation owner	Yes	Facilities or academic owner responsible for confirmation

This screen records that a location is suitable and available in principle. It does not book the location for a class.

Screen 5: Academic Roles

Curriculum delivery should depend on stable roles rather than permanently named individuals.

Examples include:

Programme Coordinator;
Phase Coordinator;
Course Coordinator;
Clinical Posting Coordinator;
Eligible Supervisor;
Competency Assessor;
Assessment Approver.

Field	Required	What the user defines
Role name/type	Yes	Controlled role needed for delivery
Applies to	Yes	Programme, curriculum version, stage, course, posting, or assessment
Required department	Conditional	Department from which an assignee must come
Eligibility criteria	Yes	Designation, qualification, faculty category, or approved academic association
Minimum/maximum assignees	Yes	Staffing requirement for readiness
Named assignment	No	Eligible faculty member for an effective period
Delegation allowed	Yes	Whether temporary delegation is permitted
Effective dates	Yes	Assignment or role validity

A role can be defined before a person is assigned. A named person on this screen is a standing coordinator or accountable owner. It is not the faculty member who must teach every future session or supervise every day of a posting. Academic Planning and Delivery selects the actual eligible faculty for each dated activity.

Setup Readiness reports a missing standing assignment only where institute policy requires the role to be filled before operations begin.

Screen 6: Capacity and Scheduling Constraints

This screen provides planning limits used by Academic Planning and Delivery.

Field	Required	What the user defines
Curriculum item	Yes	Course delivery component, posting, standalone practical, or skill requirement
Group-size minimum/maximum	Conditional	Supported planning range
Concurrent groups	Conditional	Number that can run at the same time
Learner-to-supervisor ratio	Conditional	Maximum supported ratio where required
Required session length	No	Minimum or fixed session duration
Time restrictions	No	Days or time windows when delivery is possible
Sequence restriction	No	Delivery order beyond curriculum prerequisites
Resource combination	No	Facility and role that must be available together
Reason/source	Yes	Curriculum, safety, capacity, or institute decision supporting the limit

These constraints guide and validate scheduling. They do not themselves create timetable entries.

Screen 7: Exceptions and Review

If the institute cannot meet a normal mapping, the user may request an exception only when the curriculum or institute policy permits it.

An exception records:

the exact requirement;
the unmet condition;
proposed alternative;
affected stage, course, and batches;
authority or policy allowing the exception;
supporting evidence;
effective period;
approver and review date.

An exception cannot lower a locked regulatory requirement. It may only select an authorised alternative method or mark a requirement advisory until a supported evaluator exists.

Worked example: Medicine clinical posting

The curriculum requires a Phase II General Medicine posting at an approved teaching hospital, with the source-defined duration, attendance, and sign-off conditions.

The institute completes the delivery setup as follows:

Responsible department: Department of General Medicine
Primary site: Institute Teaching Hospital
Eligible units: Medicine Unit 1 and Medicine Unit 2
Eligible locations: Medicine Ward 1, Medicine Ward 2, General Medicine OPD
Maximum concurrent learners: 30
Supervisor role: Eligible Medicine Clinical Supervisor
Learner-to-supervisor ratio: 10:1
Alternative site: Affiliated District Hospital
Alternative-site approval: Valid affiliation agreement

MedCES can now tell Academic Planning and Delivery which units, sites, locations, capacities, and supervisor roles are valid. Academic Planning and Delivery still selects the dates, unit, ward or other location, faculty member, clinical batch, and learners for each actual posting block.

Use case 1: Map curriculum courses to responsible departments

As an institute member with Academic Registrar role
I want to confirm who delivers each curriculum course
So that academic responsibility is clear before publication.

Acceptance criteria

Every mandatory curriculum course has one responsible department.
Contributing departments can be assigned by stage or responsibility.
The selected departments belong to the same institute and are active for the applicable period.
A choice different from the course lead requires a reason and approval.
The relevant HOD can confirm or return the mapping.

Use case 2: Map a clinical posting to sites

As an institute member with Clinical Posting Coordinator role
I want to identify approved sites and units for a posting
So that Academic Planning and Delivery uses only valid delivery locations.

Acceptance criteria

The primary site has the required site type and capability.
External sites have an active institute relationship and supporting approval.
Eligible unit, location, capacity, validity, and supervisor role are captured as separate fields.
An institute-owned unit belongs to the responsible department and is active for the intended period.
Alternative sites are visibly marked and independently validated.
Expiry during the intended delivery period creates a readiness problem.

Use case 3: Map facility requirements

As an institute member with Facilities Officer role
I want to confirm which rooms and facilities satisfy curriculum needs
So that academic planners know what can be delivered.

Acceptance criteria

The facility has the required capability, capacity, and active period.
Evidence is required where the capability needs approval or inspection.
One facility can satisfy several curriculum items without duplicate facility records.
The mapping does not create a booking or timetable event.
A capacity shortage is shown with the affected course and cohort size.

Use case 4: Define and staff academic assignments

As a Department Admin with HOD appointment
I want to define eligible academic assignments and assign a standing coordinator where required
So that accountability is clear without fixing every future activity to one faculty member.

Acceptance criteria

Assignment scope, department, eligibility, staffing count, and effective dates are recorded.
A named faculty member must meet the assignment and academic-association criteria.
Expired employment or department association invalidates a future assignment.
Changing the named person does not require a new curriculum version unless the curriculum itself changes.
The academic assignment does not grant application access. Any required functional role is granted separately through Users and Access Assignment.
The standing assignee does not become the actual teacher or supervisor for every dated activity.

Use case 5: Define delivery capacity and constraints

As an institute member with Programme Coordinator role
I want to record safe and practical delivery limits
So that Academic Planning and Delivery can create feasible plans.

Acceptance criteria

Limits are attached to a clear curriculum item and source.
Learner capacity, supervisor ratio, session length, and resource combinations use typed fields.
Contradictory constraints are explained before submission.
The screen previews capacity against intended cohort size without creating groups or events.

Use case 6: Submit curriculum delivery for approval

As an institute member with Academic Registrar role
I want to review all delivery gaps and submit the setup
So that an incomplete curriculum is not published for use.

Acceptance criteria

Every mandatory course, posting, facility capability, role, and capacity requirement is classified.
Missing confirmations and expiring resources link to the responsible screen.
Approved exceptions are listed separately from standard mappings.
The approver sees the curriculum and delivery setup together.
Publication is blocked while a mandatory gap remains.

Business rules

Delivery setup belongs to one institute curriculum version.
The curriculum defines the requirement; delivery setup selects the institute resources that satisfy it.
Every mandatory curriculum course has one responsible department for the applicable period.
External learning sites require an active relationship and appropriate evidence.
Facility and site mappings are effective-dated and capability-based.
A department unit and a facility location are separate records and must not be stored in one free-text field.
Academic roles may be stable while named assignees change.
Faculty assignment does not grant system access.
Capacity and scheduling constraints guide Academic Planning and Delivery but do not create operational allocations.
A delivery setup cannot weaken a pack-locked or regulator-required condition.
Published setup is read-only; material changes create a successor curriculum version or governed implementation amendment, based on impact.

Technical design

How the records relate

academic.curriculum_version
  ├── academic.curriculum_course_placement
  │    └── academic.course_delivery_mapping -> org department(s)
  ├── academic.clinical_posting_requirement
  │    └── academic.posting_delivery_mapping
  │         ├── academic.delivery_site_eligibility -> facility site
  │         ├── academic.delivery_unit_eligibility -> org department unit
  │         └── academic.delivery_location_eligibility -> facility location
  ├── academic.facility_requirement
  ├── academic.delivery_assignment_requirement
  │    └── academic.faculty_academic_assignment (optional standing assignee)
  └── academic.delivery_capacity_rule

Conceptual schema

Record	Important fields
`academic.course_delivery_mapping`	course placement, responsible department, contributing department, responsibility type, validity, confirmation
`academic.posting_delivery_mapping`	posting requirement, responsible department, delivery mode, validity, confirmation
`academic.delivery_site_eligibility`	posting mapping, site, primary/alternative status, capability, capacity, evidence, validity
`academic.delivery_unit_eligibility`	posting mapping, department unit, allowed/primary status, activity type, validity
`academic.delivery_location_eligibility`	posting mapping, facility location, activity type, capacity, availability, validity
`academic.facility_requirement`	curriculum item or course delivery component, required capability, eligible location/capability record, capacity, availability, evidence, validity
`academic.delivery_assignment_requirement`	curriculum item, assignment type, department, eligibility rule, required count, delegation, validity
`academic.faculty_academic_assignment`	delivery-assignment requirement, faculty academic association, assignment type, scope, validity, confirmation
`academic.delivery_capacity_rule`	curriculum item or course delivery component, constraint type, value/unit, related resource, reason/source, validity
`academic.delivery_exception`	requirement, gap, alternative, authority/source, affected scope, validity, status, approval
`setup.curriculum_delivery_readiness`	curriculum version, requirement, resolution state, reason, checked at

Process-layer responsibilities

The process layer:

expands curriculum requirements into delivery tasks;
validates department, unit, site, facility, role, and capacity applicability;
checks that institute-owned units sit beneath the responsible department and are active for the intended delivery period;
checks external-site relationships and evidence validity;
checks faculty eligibility from effective-dated academic associations;
compares cohort size with group, facility, site, and supervisor capacity;
provides Academic Planning and Delivery with valid resources and constraints;
calculates clear readiness gaps and identifies their owner;
performs impact analysis when a mapping or resource changes.

It does not:

change the source curriculum requirement;
schedule a class or clinical-posting block;
allocate a learner to a group or a faculty member to a dated activity;
record attendance, competency evidence, or assessment results;
treat resource mapping as a permission grant.

Success outcome

Every curriculum requirement has a clear, approved institute delivery arrangement, and operational modules can use validated departments, sites, facilities, capacities, and academic assignments without guessing.