Purpose

To allow the recording of Venue details within a Location

This form is used to record Venue details for an Exam or Graduation Location. The form may be accessed from a menu, or in context from the Maintain Locations form (ORGF0131).

For further details on Examination Locations and Venues refer to Managing Examination Details in Assessments for the Subsystem Specialist.

For further information on Graduation Locations and Venues, refer to Specialist Functions documentation.

The Location block contains:

• Location Code
• Closed check box

The Venue block contains:

• Venue Code
• Closed check box
• Description
• Coordinator
• Supervisor Limit
• Priority Code

T-List

• Seating Details
  • No. of Seats
  • Seating Info
• Booking and Resource Details
  • Booking Cost
  • Booking Info
  • Avail Resources
• Instructions and Announcements
  • Instructions
  • Announcements

• Comments

Buttons

• Find Person
• Venue Addresses (ASSF4201)
• Venue Session Availibility (ASSF4212)

Location (top block)

Perform a query to retrieve required Location Code records. If accessing the form via ORGF0131, the context location will already be selected.

See the Maintain Locations form (ORGF0131) for details on creating and maintaining locations.

Rules/Notes:

Venue Codes can only be created for locations with a System defined location type of EXAM-CTR, GRD_CTR or CAMPUS.

Each open Examination Location must have at least one open exam venue to enable timetable functionality to schedule examinations at the location.

Venue Codes cannot be created against a Closed location.

A Closed venue code cannot be reopened where the location is Closed.

A lamp indicates the type of location displayed (either an Examination or a Graduation location).

Venue (bottom block)

This block is used to create and maintain venues associated with a location.

• Create a new record by entering the unique Venue Code.
• Coordinator
  To record the Venue Coordinator, either:
  • Enter the coordinator ID code; or
  • Select the Find Person button and perform a query to locate the required person. Select the OK button to return to the main form.
• Supervisor Limit
  Record the Supervisor Limit. This indicates the maximum number of supervisors required for a venue. It is used in the Allocate Supervisors to Venues form (ASSF4630) to validate the number of supervisors assigned to a venue within a session.
• Priority Code
  Set the Priority Code. This indicates the order of preference for usage of venues where there is more than one venue available for the Examination Location. There is no automated functionality associated with this value.

Record venue details for each T-list item.

• Seating Details - the Number of Seats field is mandatory and is used by the exam timetabling subsystem when allocating students to venues.
• Booking and Resources Details
• Instructions and Announcements.

Venue Addresses button

Selecting the Venue Addresses button navigates to the Maintain Venue Addresses form (ASSF4201).

Venue Session Availability button

Selecting the Venue Session Availability button navigates to the Maintain Venue Session Availability form, ASSF4212 (examination venues only).

Rules/Notes:

Once used in the System, Venue Codes should not be deleted. Select the Closed check box to prevent further use.

A Venue Code cannot be used more than once. Thus, if the same venue is used by more than one location (for example as a venue for both an exam and a graduation location), the venue code must be different in each case. For example, MELBEX-HALL, MELBGR-HALL.

A venue associated with a graduation location does not require Supervisor Limit or Priority Code values.

A warning is displayed if a venue with availabilities recorded against it is closed. Availabilities are recorded in the Maintain Venue Availabilities form (ASSF4212).