Manage program versions
Create study program versions, switch between them in OrgHub, and see which cohorts belong to each version without moving existing intakes.
Study program versions let you update program rules for new intakes while keeping existing cohorts on the version they started with. Each cohort is created under a specific program version and stays linked to that version.
Versioning is the academic equivalent of “same degree, new regulation year.” Accreditation changes, curriculum reforms, and fee or ruleset updates often apply only to students who start after a cutoff. Program versions give that cutoff a first-class home in FuxamCMS without rewriting history for students already enrolled.
For the conceptual deep dive and a multi-year worked example, see Program versions explained.
Why it matters
Without versions, every configuration change risks applying to every cohort under the program. With versions:
- New intakes get updated rules, connected curricula context, and settings.
- Earlier cohorts remain on the snapshot they started under.
- Staff can see which cohorts use which version via the header selector and Cohorts tab.
- Apply and academic rulesets can target the correct regulation year.
Create a new version when the next intake should differ; keep editing the current version only for administration that should stay on that snapshot.
How it fits
| Related area | Relationship |
|---|---|
| Create a study program | Every new program starts with an initial version |
| Program versions explained | Why versions exist for accreditation and regulations |
| Create a cohort | Cohorts are always created under the currently selected program version |
| Edit a study program | Version-specific Settings after selecting the version |
| Curricula / Manage curriculum versions | Academic blueprints are versioned separately; assign the right curriculum version to each cohort |
| Academic rulesets | Attach regulation-year exam policy to the program or its cohorts |
| Fuxam Apply | New intakes in admissions should target cohorts under the correct program version |
| Study programs and cohorts | Full domain model |
Before you start
- Decide a clear Version Name (for example, “2025 intake” or “Updated curriculum 2025”).
- Confirm whether existing cohorts should stay on the current version (almost always yes).
- Prepare any new curriculum version you will assign to cohorts under the new program version.
- Prepare any new academic ruleset version if exam policy changes with the intake.
- Plan new cohorts for the next intake under the new version after it exists.
View and switch versions
Open a study program from OrgHub → Management → Programs.
Use the version selector in the page header to see all versions for this program.
Select a version to open its Cohorts, Users, Module Planning, Course Planning, and Settings tabs for that version.
The Cohorts tab lists only cohorts that belong to the currently selected version. Switch versions to see which cohorts use each one.
Create a new version
Open the study program and click the version selector in the header.
Select Manage versions to open the Versions dialog.
Create a new version and enter a Version Name (for example, “2025 intake” or “Updated curriculum 2025”).
Save the new version. It appears in the version selector alongside existing versions.
After creation, select the new version and configure its Settings (connected curricula, rulesets, responsible users) before opening admissions for that intake.
Which cohorts use which version
| To see… | Do this… |
|---|---|
| Cohorts on a specific version | Select that version in the header, then open the Cohorts tab |
| Version count from the list view | Check the Versions column on the Programs table |
| Settings for a version | Select the version, then open Settings |
When requirements change mid-cycle, keep the current cohort on its existing version and create a new version with new cohorts for the next intake.
When to create a new version
| Situation | Guidance |
|---|---|
| New regulation or curriculum year for the next intake | Create a new program version; create new cohorts under it |
| Accreditation-driven change for new starters only | New version + new cohorts; see Program versions explained |
| Typo in program name or ownership change | Edit the current version via Edit a study program |
| Only one cohort needs a different curriculum | Change that cohort’s curriculum — see Manage cohort curriculum |
| Exam policy changes for one intake | New or reassigned ruleset; often paired with a new program version |
| Program is closed entirely | Archive the study program rather than adding versions |
Best practices
- Name versions after the intake year or rule set staff will recognize in the selector.
- Always create new cohorts under the version that matches their academic rules — do not “reuse” an old version for a reformed intake.
- Pair program-version changes with the correct curriculum version assignment at cohort creation.
- Use the Versions column on the Programs table as a quick health check: many versions may be fine, but unexplained growth can mean accidental duplicate versions.
- After creating a version, configure its Settings (connected curricula, rulesets, responsible users) before opening admissions for that intake.
- Point Apply forms at cohorts under the new version when the admissions cycle matches that regulation year.
Common pitfalls
| Pitfall | Why it hurts | What to do instead |
|---|---|---|
| Expecting a new version to migrate existing cohorts | Cohorts stay on their original version | Create new cohorts under the new version |
| Creating cohorts under the wrong version | Students follow the wrong Settings and version context | Switch the version selector before opening Cohorts → Cohort |
| Editing Settings on an old version for a new policy | New policy never reaches the new intake | Select the new version first, then edit Settings |
| Confusing program version with curriculum version | Wrong layer gets updated | Change program version for offering/rules snapshot; change curriculum version for module blueprint |
| Opening Apply against last year’s cohort | Applicants land on the wrong regulation snapshot | Link the application program to cohorts under the correct version |
FAQ
Does every program have at least one version?
Yes. Creating a study program also creates an initial version. Additional versions are optional and added when requirements diverge for new intakes.
Can I move a cohort to another program version?
Cohorts remain on the version they were created under. Plan the correct version at cohort creation time.
How do I know how many versions a program has?
Check the Versions column on the Programs table, or open the program and use the version selector / Manage versions dialog.