Purpose

To allocate Graduands to specific Ceremonies within a Ceremony Round

Update Process

This job accesses Graduand records created by running GRDJ3100 (Identify and Create Graduands) or by entering individual Graduands in the form GRDF4200 (Maintain Graduand Details).

Graduands may be allocated to Ceremonies by this process if:

• They are taking out a Course Award (but not an Honorary Award)
• Their Graduand Status has a System Value of ELIGIBLE or POTENTIAL
• They have a Graduand Approval Status with a System Value of APPROVED or WAITING
• They have a Graduand Type of ATTENDING, INABSENTIA, DEFERRED or UNKNOWN

(The standing of individual Graduands can be checked in GRDF4200).

Outline

The intention of this job is to allocate Graduands to a Ceremony at a venue associated with the campus at which they have been studying. This is based on Ceremony structures recorded in GRDF2100, GRDF2110, GRDF2120, GRDF2130 and on the association of Venues, Graduation Locations and Campus Locations recorded in ORGF0131, ORGF0133 and ASSF4200. (For more detail, see Locations below).

Allocation of a Graduand to a Ceremony can depend solely on the Course Award to be conferred. However, some Course Awards are subdivided into Unit Set Groups and, optionally, allocation can be based on membership of a particular Unit Set Group.

Graduands may have more than one Graduand record if they have completed more than one course or taken a combined degree with two Awards.

Course Award level. For each Graduand record meeting the parameter requirements the process:

• Attempts to find Ceremonies with a Course Award (recorded in GRDF2110) matching the Course Award of the Graduand record
• Checks that the nominated campus location of the Student Course Attempt for this Award matches a Campus Location associated (via Graduation Location) with the venue of one of the identified Ceremonies

For allocation at Course Award level, Graduands satisfying the conditions above are allocated to the appropriate Ceremony for each award. If only one valid Ceremony is found, the Graduand is allocated to that Ceremony, irrespective of whether it is at a default or non-default Graduation Location.

If there is more than one possible Ceremony, for instance where a Course Award has been split across Ceremonies, see the rules under Ceremony Contention, below.

Graduands with no match are not allocated to a Ceremony.

Unit Set Group level. Depending on parameter setting, allocation for some Course Awards might be at the level of Unit Set Groups. In this case, the following further conditions apply:

• If a Graduand has valid primary Unit Sets associated with the Course Award, they must match exactly the Unit Sets recorded for a Unit Set Group in an Award Ceremony in GRDF2120. If not, the Graduand is not allocated to a Ceremony

Valid primary Unit Sets are those that are confirmed and have not been voluntarily ended (even if the Unit Set is incomplete at the time this process is run).

• Graduands without such primary Unit Sets are still allocated at Course Award level.

Where a match has been made to only one Ceremony, the Graduand is allocated to that Ceremony. If a match is made on more than one Ceremony, see the rules under 'Ceremony Contention', below.

If successful, a 'Graduand Award Ceremony' record is created. Details can be seen in GRDF3200 (Manage Ceremony Graduands) or GRDF4210 (Maintain Graduand Ceremony Details).

It is possible that a Graduand satisfies the criteria for allocation to more than one Ceremony. To resolve this:

• If only one of the matching Ceremonies is associated with the default Graduation Location, the process allocates the Graduand to that Ceremony

The process uses Stalemate Resolution if:

• There is more than one Ceremony associated with the default Graduation Location

There is not a Ceremony associated with the default location but:

• There are valid Ceremonies associated with more than one non-default Graduation Location
• There is more than one Ceremony associated with a non-default location

Run Details

Method

GRDJ5100 runs only in batch mode, through the Job Control & Scheduling Subsystem.

This job will normally be run for the first time shortly after GRDJ3100, which identifies potential Graduands and creates Graduand records for a specific Ceremony Round.

As additional Graduand records are created or Ceremonies changed, GRDJ5100 can be run to make new allocations. It will not overwrite or update existing Graduand Award Ceremony records.

The Allocate Graduands to Ceremonies block contains:

Parameters Tab

Select either

• Log Creation Date (LOV)

Or a combination of the following parameters...

• Ceremony Round (LOV)
• Course Location Code (LOV)
• Graduand Status (LOV)
• Stalemate Resolution (Pop)
• Ignore Award Ceremony Groups check box
• Exclude Encumbered Graduands check box
• Remove Encumbered Graduands check box
• Exclude Deferred Graduands check box
• Overwrite Existing Records check box
• Print Exceptions Only checkbox
• Overwrite Manually Created Records check box

Rules/Notes:

Note: The % symbol indicates that all values relevant to the parameter should be processed.

Select the Ceremony Round for which processing is to be done. The list of values (LOV) gives all active rounds.

The next two parameters control the range of Graduand records processed. If required, select

• A specific Course Location Code. The LOV gives all locations with a System Location Type of CAMPUS. This parameter is useful where the management of graduations is decentralised. Selecting a specific location will:
• Target only those Graduands whose nominated location for studying the relevant course matches the selected parameter location
• Allocate Graduands only to the Graduation Locations and venues associated with that campus
• A specific Graduand Status from those with a System equivalent of either POTENTIAL or ELIGIBLE.

The Final Two Parameters Control Processing Methods

Set the Stalemate Resolution parameter to determine the outcome if Graduands satisfy criteria for more than one Ceremony:

• NONE - these Graduands will not be allocated to any Ceremony for this award
• ALPHA DISTRIBUTION - Graduands are allocated according to an alphabetic split determined by the process. For example, where two Ceremonies are possible, Graduands with a Surname in the range A–M will be allocated to Ceremony 1, and those in the range N–Z to Ceremony 2
• NUMERIC DISTRIBUTION - Graduands are allocated proportionally, using a split determined by the process. If there are two possible Ceremonies, half of the Graduands are assigned to one Ceremony, half to the second. If three Ceremonies, a third of the Graduands are allocated to each Ceremony.

The Exclude Encumbered Graduands check box provides the option to exclude encumbered students from the graduation process.

The Remove Encumbered Graduands check box provides the option of removing encumbered students from ceremonies if they have already been allocated to one. This option can only be selected if Exclude Encumbered Graduands is also selected.

The Exclude Deferred Grauands check box gives users the option to avoid updating DEFERRED graduands to UNKNOWN graduand type. If this parameter is set to ‘Y’, the process will not update the DEFERRED graduand to UNKNOWN graduand type and will not create a graduand award ceremony record for this graduand.  Otherwise DEFFERED graduands will be updated to UNKNOWN graduand type.

The Overwrite Existing Records check box provides the option of re-allocating graduands who have already been allocated to ceremonies. This process will delete the current graduand_award_ceremony record and then insert a new one.

Note: The process will only do this if the new award ceremony or award ceremony group is different to the existing record.

The Overwrite Manually Created Records check box provides the option of re-allocating graduands who have been manually allocated to ceremonies. This option can only be set if the Overwrite Existing Records parameter is also set.

Note: The process will only do this if the new award ceremony or award ceremony group is different to the existing record.

The Ignore Award Ceremony Groups check box allows the job to ignore Award Ceremony Group structure when allocating graduands to ceremonies. If this is not selected, Award Ceremony Groups will be taken into account.

To Re-allocate Graduands

The following method is suggested to adjust allocations:

• Close the Award Ceremony (in GRDF2110) and/or Award Ceremony Unit Set Group (in GRDF2120) and/or Ceremony Group (in GRDF2130)
• Create a new relationship between the Course Awards and Unit Set Groups involved and an existing or new Ceremony
• Run this process again. The records associated with the Closed Course Awards and groups are deleted, and Graduands are re-allocated as for a normal allocation

Rules/Notes:

Venues, Graduation Locations and Campus Locations

Each Graduation Ceremony is held at a specified venue (created in ASSF4200). Each venue is associated with a single Graduation Location (created in ORGF0131).

Relationships are created between campus and Graduation Locations in ORGF0133, with each campus having one or more subordinate Graduation Location. One of these Graduation Locations must be marked as the default. The default is considered to be the location at which Graduands will normally attend a Ceremony if one is available.