Purpose

To record and order Awards to be presented at a particular Ceremony

SubSystem

Graduation

Once a Ceremony Round with its associated Ceremonies is established in GRDF2100, use this form to record which Awards are to be presented at each Ceremony within the round. Only Awards so recorded will be included in the round. A number (Order in Ceremony) assigned to each Award Record dictates its order of presentation in the Ceremony.

The majority of Awards relate directly to courses (or strictly speaking, to Course Versions) but honorary degrees must also be recorded here. Awards are maintained in CRSF1190.

Grouping Graduands

Different ways of ordering in this form enable Graduands to be grouped:

• In a single Course Version/Award combination (i.e. one record)
• Across Course Versions, but within a single Award (i.e. records with the same Award Code). Grouping can be for two different versions of the same course, or for courses with different Course Codes but leading to the same Award.

Course Awards/Unit Sets

For Course Awards, as opposed to Honorary Awards, an option is to break down the Award into its component Unit Sets. This is done in GRDF2120, accessed from this form. Possible reasons are if:

• An Award is to be split across Ceremonies (for example where the Award involves large numbers of Graduands who are to be divided between Ceremonies according to their major/s)
• Graduands are to be presented in alphabetical order within their Unit Set grouping, rather than in straight alphabetical order within the Award.

Awards are assigned to Course Versions in CRSF1250 (accessed via CRSF1210, Maintain Basic Course Details).

Some grouping examples are given in Specialist Functions.

Award Ceremony Groups

Optionally, Course Awards can be broken down by:

• Unit Set Groups
• Honours Level
• Graduand Type

Awards are subdivided in GRDF2130, accessed by the Award Ceremony Groups button in this form.

Jobs Using this Data

The groupings established in this form and in the Maintain Unit Set Ceremony form (GRDF2120) are the basis for allocating Graduands to Ceremonies in job GRDJ5100, and for placing them in order of presentation within a Ceremony in GRDJ5200. Selecting parameter options in those jobs will require an understanding of how Awards have been ordered in this form and GRDF2120.

The Graduation Ceremony block contains:

• Calendar Type
• Start Date
• End Date
• Ceremony Number
• Venue Code
• Date/Time

The Award Ceremony block contains:

• Order in Ceremony
• Course Code
• Version Number
• Award Code
• Attending
• Possible
• Total
• Course Title
• Award Title
• Closed check box

  Buttons

  • Graduands (GRDF3200)
  • Unit Set Groups (GRDF2120)
  • Award Ceremony Groups (GRDF2130)

This form can be entered in context from GRDF2100 (Maintain Graduation Ceremonies) or directly from the menu. Queries on Ceremony Round/Ceremony Number can be performed in either case.

Notes:

To record Course and Honorary Awards to be presented at the selected Ceremony:

• Assign a Number signifying the order in which the Award is to be presented in the Ceremony.

This number must normally be unique, but can be duplicated for course Awards if:

• Two different Course Versions (e.g. M300, M300D) have the same Award Code and
• Graduands are to be presented in alphabetic order within Award, rather than within Course Version.

• For Course Awards, select or enter a Course Code. The version number will be automatically supplied where only one version exists, or a list of values (LOV) displayed where a choice between versions must be made

For Course Versions with a single Award, the Award code is displayed automatically.

Where multiple relevant Awards exist (e.g. combined degrees) select or enter an Award Code. The LOV displays Awards pertinent to the course entered

• For Honorary Awards, it is only necessary to record an Award Code. If a Course Code is not recorded, the LOV will contain only Honorary Awards.

Totals fields cannot be accessed. They reflect the latest figures for Graduand Attendance (not including guests) at the selected Ceremony. These figures are automatically calculated, each time the form is queried, from statuses held against the records of individual Graduands. (See Totals in column opposite.)

Award records can be closed (see note in opposite column).

Buttons

• Use the Graduands button to access GRDF3200 (Manage Ceremony Graduands) listing Graduands in the Ceremony selected.
• The Unit Set Groups button accesses GRDF2120 (Manage Unit Set Ceremony). This form can optionally be used to record Unit Sets groups, allowing Graduands to be ordered by group within a Course/Award or within an Award which is ordered across Course Versions.
• Use the Award Ceremony Groups button to access GRDF2130 (Maintain Award Ceremony Group). This form can optionally be used to subdivide course awards by Unit Set Groups, Honours Levels or Graduand Type.

Notes:

Active and Inactive Courses are shown in the Course Code LOV - planned courses are excluded.

A warning is given if a Course Version is entered but there are no students with Course Attempts for that Course/Version.

Closed Awards are displayed in the LOV for information, but cannot be selected.

The USG/ACG lamp indicates whether a course Award is broken down into Unit Set groups (USG displayed), or that a Award Ceremony Groups (ACG displayed)have been defined. If both Unit Set Groups and Award Ceremony Groups have been defined then USG/ACG is displayed. Unit Set Groups are are recorded in form GRDF2120 (accessed via the Unit Set Groups button from this form). Award Ceremony Groups are recorded in form GRDF2130 (accessed via the Award Ceremony Groups button from this form). Note that lamps in this form reflect changes in GRDF2120 and GRDF2130 only after re-query.

Where Graduands are to be grouped within an Award across Course Versions (i.e. Course Award records have the same order number), and the Course Awards are subdivided into Unit Set Groups, the content of each course Award Unit Set Group must be identical to every other Course Award Unit Set Group with the same Order in Award value. (See documentation of GRDF2120).

Totals

Combinations of the Graduand Status, Graduand Approval Status and the Graduand Type are used in determining totals, as follows:

• Total
  Graduands with statuses of POTENTIAL or ELIGIBLE to graduate, APPROVED or WAITING approval, and either having indicated they are ATTENDING or their intention is UNKNOWN
• Total Attending
  All those ELIGIBLE, APPROVED or WAITING approval, and who have indicated they will be ATTENDING
• Total Possible
  Total minus Total Attending

Closing records. After running the job to allocate Graduands to Ceremonies (GRDJ5100), it may be necessary to re-allocate if the numbers in each Ceremony are unbalanced or the structure is inappropriate. Do this by closing one or more Award Records and adding the Awards to other Ceremonies. When GRDJ5100 is re-run, the relevant Graduands are deleted from the current Ceremony and re-allocated to another Ceremony associated with their Award. If the Award is not added to another Ceremony, the Graduands are not allocated to a Ceremony.