Important information about Curriculum Information Management and the incoming system, CourseLoop.
As shared in The Week@UCL previously, the university is working to improve how we manage our curriculum information and a new CIM (Curriculum Information Management) system, CourseLoop, will launch in December this year.
The CIM Services team within Student Registry Services will manage CourseLoop once it is live and will help Faculty and Department colleagues with curriculum-related processes in the system such as Stage 0 (Initiation), Education Design, Approval, Marketing (Prospectus Copy Call), Records Management, Review, Amendments and Retiral.
The first large-scale process to launch in CourseLoop will be the marketing copy call exercise to populate the 2027 Undergraduate Prospectus. This will run from Monday 1 December 2025 to late February 2026.
CIM and PEP
CIM improvements and the rollout of CourseLoop are linked to the Programme Excellence Project (PEP) , a Vice-Provost (Education & Student Experience) initiative to review what we teach across the university and embed excellence in all’our taught courses. Faculties and Departments completed the PEP2B Curriculum Review exercise in August and the data resulting from the review will be migrated to and be available on CourseLoop.
CourseLoop training
Training is now underway for CourseLoop Change Champions, running from mid-September to early October. This will equip key system users in Faculties and Departments with the knowledge of how to carry out curriculum processes in the system and will enable Change Champions to become a key point of contact for user queries.
Change Champions will then begin to cascade training to colleagues in their Faculties and Departments who will use the system on a regular basis. In most cases, the cascade training will start in the CIM Autumn Faculty Roadshow which will run from w/c Monday 27 October up until go-live in December. Roadshow dates are currently being scheduled.
In addition to training, a series of comprehensive CourseLoop user guides will also be available to help colleagues navigate the system and there will also be in-system help text to provide further guidance.
CourseLoop testing
Initial configuration testing of all three CourseLoop modules has already taken place. This was conducted by key stakeholders in the central business teams who will own processes in the system once CourseLoop launches.
Faculty and Department colleagues will take part in end-to-end testing of the system from Monday 13 to Friday 24 October. CourseLoop Change Champions will play an active role in this round of testing, as will additional volunteers who have been nominated by Faculty Education teams. There are training sessions and a kick-off meeting ahead of the testing window to ensure colleagues are adequately trained to test the system effectively.
CourseLoop preview period
Ahead of CourseLoop go-live, a small group of Faculty representatives will be asked to review the PEP2B curriculum data that has been migrated and built into CourseLoop. This will take place during a "preview period" running from Monday 17 November to Friday 28 November, and should take approximately 3-4 hours per Faculty to complete.
The preview period will be a good opportunity for Faculties to get familiar with how their data appears in the system and check it is correct. In particular, it will allow colleagues to flag any issues that need to be amended ahead of the data being used in the marketing copy call process for the 2027 Undergraduate Prospectus.
Curriculum Data Maintenance in 2025
The annual Curriculum Data Maintenance (CDM) exercise will take place in SITS/Portico as usual from December 2025 to February 2026 and will inform the Module Catalogue for September 2026. This will allow us to migrate the most up to date module and diet data into CourseLoop, ready for it to be updated in the new system for the 2027/28 academic year. Information about other curriculum-related processes and how they will change over time once CourseLoop is live can be found here (page 2 onwards).
The CIM Network on Teams, where we post regular updates about CourseLoop implementation. Our aim is that the Network will operate like a Community of Practice once CourseLoop launches and colleagues will be able to share best practice on using the system. If you would like to join, please click the following link: General
Similarly, we circulate a monthly CIM Bulletin with detailed updates on progress in the last month, activity planned for the upcoming month, and any challenges we are facing. If you are not on the mailing but would like to be, please send your request to curriculummanagementproduct@ucl.ac.uk.
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