Course Profiles pass through a series of states which control the abilities of different users on the profile.

Stage School AdministratorConvenorModeratorApproverStudents
1. Seeded - - - - -
2. Draft View / Edit View / Edit View View -
3. Submitted View / Edit View / Edit View View -
4. Published View / Edit* View / Edit View View View
5. Archived View View View View View
6. Retired View View View View -

* excluding the assessment plan page

Profiles frequently move from one stage to another automatically, based on a series of milestone dates (such as Archive Date, Retirement Date or Removal Date) which can be different from trimester to trimester and sometimes profile to profile. To check the actual setting of these dates on a profile, visit the profile's 'Status and Settings' page.

The various stages of a profile can be updated either via system processes or manually by Convenors and Academic Support Officers on the profile’s 'Status and Settings' page. This is discussed further in more detail at the 'Changing Profile Status and Settings' help page.

1. Seeded

A seeded profile results from a course offering becoming available in Course Catalogue in the Student System.  Profiles in the Seeded state are in the process of being created with the data from Course Catalogue.  The system will search for the last offering of the course and it will be automatically cloned for the new trimester.


Profiles do not usually stay Seeded for more than a few minutes while the data is imported.  They then move into Draft state.

2. Draft

When a profile is in Draft state, it is ready for editing or it is currently being edited.  The Convenor for the profile will manually move the profile to Submitted when it is ready for review and / or publishing using the profile’s Status and Settings page.

3. Submitted

Staff with Approver access (eg Heads of Schools/Departments) are able to post peer reviews on profiles with Submitted status to the Development Noticeboard.  Peer reviews may include recommendations with a view to publishing the profile.


The Academic Support Officer is able to publish a Submitted profile, by manually changing the profile’s status to Published using the profile’s Status and Settings page, after the profile has been through the appropriate approval processes.

4. Published

Profiles in the published stage are considered complete, with little editing necessary from this point. The profile will be displayed to the public when the status is changed to published.

This stage will last until the profile's Archive Date elapses, when the profile will automatically move into the archived stage.

5. Archived

Profiles are archived automatically on the designated Archive Date.


When a profile is archived it will no longer be visible to the public, i.e. it will not be visible in the Course Catalogue.  Staff and students will continue to be able to view archived profiles in the Course Profile system and on Learning@Griffith.

6. Retired

Retired course profiles are not publicly accessible, but they will remain in the system's database for ongoing archival and reference purposes. They will also still be available as material to be cloned into other profiles.

Although profiles automatically move to this stage after their Retirement Date, profiles can also be manually moved into this stage by a Academic Support Officer if necessary.