Purpose

To allow the creation and maintenance of institution-defined Awards.

This form is used to record and maintain an institution's Awards. Students receive Awards for satisfying the completion requirements of their courses. Awards may be assigned to course versions (using the System Award Type 'COURSE' in CRSF1250) and ultimately applied to Testamurs, Academic Transcripts and Graduation processes.

Students may receive Awards representing a medal or prize. Creating an Award mapped to either the System Award Type 'MEDAL' or 'PRIZE' permits its use in Student Course Attempt Special Award records in GRDF3600.

Creating an Award with the System Award Type 'HONORARY' permits its assignment to new Graduand records (in GRDF4200) and its ultimate application to Testamurs and other graduation processes.

Mapping an Award to a Testamur type allows differentiation between different types of Testamurs in the Testamur Extract.

The Course Award Inquiry button permits the display of all courses with which a particular award has been associated.

To access the Maintain Award Regalia form (CRSF1195), select the Award Regalia button.

For example, Bachelor of Commerce, Bachelor of Arts in Education with Honours and Master of Education are awards assigned to course versions. The award code for each award may be alpha and/or numeric.

The Award block contains:

• Award Code
• Award Title
• System Award Type
• Testamur Type
• Closed check box
• Include in ARTS Extract check box
• Include in AHEGS
• Notes

  Buttons

  • Graduation Statement
  • Award Regalia
  • Course Award Inquiry

Rules/Notes:

The Graduation Statement button opens the Award Statement (CRSW1193) page where Statement text can be added to the Award Type for inclusion in an AHEGS. This button is only enabled for Awards of System Award Type COURSE or HONORARY.

The Award Regalia button opens CRSF1195 - Maintain Award Regalia.

The Course Award Inquiry button opens another window in CRSF1190. See below.

The 'Include in AHEGS' check box is only available if the Award is of type MEDAL or PRIZE. If the 'Include in AHEGS' check box is selected for an Award (of Type MEDAL or PRIZE) it will automatically be included in the relevant section in the Australian Higher Education Graduation Statement (AHEGS).

Validations include:

• Only AWARD records with a System Award Type of MEDAL or PRIZE are able to have the Include in ARTS Extract check box selected for inclusion in the ARTS extract process .

To create a new Award using the Maintain Awards form:

• Enter Insert Mode
• Enter a code representing the Award in the Award Code field of a blank record
• Enter the title of the Award exactly as it will appear on Testamurs or announced at graduation or prize-giving ceremonies, in the Award Title field
• Select a System Award Type
• Optionally, select a Testamur Type which is to be linked to the Award. (Institution-defined Testamur Types are maintained in GRDF1600)
• Select the Include in ARTS Extract check box if the award is to be reported to the ARTS results file (refer to TAC Academic Results Requisition process)
• Enter any notes associated with the Award in the Notes field (optional)
• Save

Rules/Notes:

The System Award Type enables the system to determine if the Award is a Course Award, Honorary Award or Special Award (medal or prize).

While optional, institutions may require a Testamur Type to be entered if the institution has multiple Testamur Types.

The Closed checkbox (in the overflow area) closes the current Award (and its link to a Testamur Type) against further use. It does not close the Testamur Type.

Closing an Award with the System Award Type of 'COURSE' prevents any further application of that Award to course versions and the creation of new Graduand records associated with the Course Version/Award.

Closing an Award with the System Award Type of 'MEDAL' or 'PRIZE' prevents its further use in Student Course Attempt Special Award records in GRDF3600.

Only AWARDS records with a System Award Type of Medal or Prize can have the Include in ARTS Extract indicator checked for inclusion in the ARTS extract process.

To delete an Award using the Maintain Awards form:

• Find the record to be deleted
• Locate the cursor in the record to be deleted
• Delete record
• Save

Rules/Notes:

The creation and definition of Awards is the result of rigorous consideration by institutions. The maintenance of a record of all Awards, which will have been approved through a due process, demands that an Award, once it has been properly created, should not be deleted. It can be closed to prevent any further use, by selecting the Closed check box (in the overflow area). Deletion of an Award should only take place where it is necessary to remove a record which has been created in error.

• Find the record to be modified.
• Modify the record as required.
• Save.

Rules/Notes:

Awards which have been conferred should not be modified. It is recommended that a new record be created for a changed Award and the prior Award be closed.

Where graduand records are using an award, its System Award Type cannot be changed.

Modification of records should only be undertaken where it is necessary to correct incorrectly entered data.

The Course Award Inquiry button

This overlay screen displays all course versions associated with the selected Award. The link between an Award and a course version is maintained using (CRSF1250).

For example, If Bachelor of Commerce is selected in the Award block, this block will display all those courses which have been associated with Bachelor of Commerce. Students successfully completing one of these courses will be awarded a Bachelor of Commerce degree.

To inquire on the courses associated with an Award:

• In the Award block, select the Award for which you wish to display associated courses.
• Select the Course Award Inquiry button to display the overlay. The associated courses will be displayed.

To inquire on the courses associated with a different Award:

• Return to the Award block.
• Select the Award for which you wish to display associated courses.
• Return to the Course Award Inquiry screen by selecting the button. The associated courses will be displayed.