Program versions explained
Why study program versions exist for accreditation and regulation changes, how they differ from curriculum versions, and a worked example of a multi-year intake transition.
A program version is a named snapshot of a study program’s rules and configuration for a particular regulation or intake cycle. It lets your institution change what new students follow without rewriting history for students already enrolled under earlier rules.
This chapter explains the why and when of versioning — especially accreditation-driven and examination-regulation changes. For the click-path to create and switch versions, see Manage program versions.
Why it matters
Universities revise degree offerings regularly:
- An accreditation visit requires updated learning outcomes or workload assumptions
- A new Prüfungsordnung (examination regulation) changes attempt limits or progression rules
- Fee plans, responsible owners, or connected curricula change for the next catalog year
- A curriculum reform adds or retires modules for students who start after a cutoff date
Without program versions, staff either overwrite settings under an active intake (mixing old and new students) or create duplicate “Bachelor of X 2024 / 2025” programs that fragment reporting and admissions. Versions keep one offering with many rule snapshots, each owning its own cohorts.
How it fits
| Layer | What it versions | Typical trigger |
|---|---|---|
| Study program | Lasting degree identity (name, code, type) | New offering or major rename |
| Program version | Settings, connected curricula context, ruleset links, cohort container | New regulation / intake year |
| Curriculum version | Modules, study periods, electives | Module catalog or structure change |
| Academic ruleset version | Attempt limits, grading schema, deadlines | Exam policy change |
Program version and curriculum version are different layers. They often move together for a new intake, but you manage them in different places. See Manage curriculum versions.
Accreditation and regulation changes (domain context)
In many higher-education systems, students remain under the examination regulations in force when they started (or under transitional rules the institution publishes). Fuxam’s program versions support that practice:
| Institutional event | What to do in Fuxam |
|---|---|
| New accreditation cycle for the next intake | Create a new program version; create new cohorts under it; leave earlier cohorts on the old version |
| Correct a typo or update responsible users | Edit the current version via Edit a study program |
| Exam attempt limits change for one regulation year | Create or assign an academic ruleset to the relevant program or cohort — see assignment priority |
| Module list changes but program Settings stay the same | Prefer a new curriculum version assigned to new cohorts |
| Program closed to all future activity | Archive the study program |
Worked example: Bachelor of Nursing reform
Imagine your institution offers Bachelor of Nursing as one study program.
| Year | What changes | Fuxam setup |
|---|---|---|
| 2024 | Current regulation; curriculum v1 | Program version 2024 intake; cohort Nursing WS 2024/25 on curriculum v1; ruleset “Nursing 2024” |
| 2025 | Accreditation requires a new clinical module and updated attempt policy for new starters only | Program version 2025 intake; cohort Nursing WS 2025/26 on curriculum v2; ruleset “Nursing 2025” |
| Ongoing | 2024 students continue under old modules and attempt limits | Nursing WS 2024/25 stays on version 2024 intake — never moved |
Admissions in Apply for Winter 2025/26 should link to cohorts under the 2025 program version, not the 2024 cohort. Registry adds accepted applicants to Nursing WS 2025/26 so study plans clone curriculum v2.
Program version vs editing Settings
| Change type | Prefer |
|---|---|
| Metadata cleanup (name clarity, ownership, drive folder) | Edit current version Settings |
| Next intake needs different rules / curricula context | New program version + new cohorts |
| Only one cohort needs a different module blueprint | Change that cohort’s curriculum |
| Individual student exception on exam policy | User-level ruleset assignment |
Creating a new version does not move existing cohorts. Plan the correct version at cohort creation time.
Connection to Apply and exams
- Apply: Each admissions cycle should target cohorts under the program version that matches that cycle’s regulation. See Application programs.
- Exams: Attach the right academic ruleset for the version or cohort so examiners see consistent attempt tabs and grading schemas. Cohort assignments override program assignments; user assignments override both.
Best practices
- Name versions after the intake or regulation staff will recognize (“2025 PO”, “WS 2025/26 rules”).
- Create the matching curriculum version and ruleset before opening Apply for that intake.
- Document which accreditation or senate decision created the version so later staff do not “merge” intakes incorrectly.
- Use the Versions column on the Programs table as a health check — unexplained growth can mean accidental duplicates.
FAQ
Do I need a new study program for every regulation year?
No. Keep one study program for the lasting degree. Add a program version (and new cohorts) when the next intake must follow different rules.
Is a program version the same as a curriculum version?
No. The program version scopes cohorts and program Settings; the curriculum version scopes the module blueprint those cohorts receive. Both may change for a new intake — often together, but managed separately.
Where do I perform the create and switch steps?
See Manage program versions for the version selector and Manage versions dialog.