Purpose

To define Awards resulting from successful completion of a course.

This function also allows ownership of an Award to be defined. An Award may be owned by more than one organisational unit in varying proportions.

For example, Bachelor of Science or Diploma of Business Administration. The Award Codes, their corresponding titles and Testamur Types are maintained using the Maintain Awards form (CRSF1190).

Course Version

The Course Version block (context block) displays the current Course Version record (context record) from the Maintain Basic Course Details form. The displayed records in the Course Award block are the Course Awards for the context record.

For example, if Course Version A300 - Bachelor of Arts, version x is selected in the Maintain Basic Course Details form, the Other Course Details navigation button is selected and the Course Award button is selected from the displayed buttons, then this form will display A300 - Bachelor of Arts, version x as the context record and any existing Course Awards relating to this Course Version will be displayed.

Course Award

This block is used to record and maintain the set of Awards for the displayed Course Version. A Course Award is represented by an institution-defined code and a title, which are created and maintained using the Maintain Awards Form. Students satisfying the completion requirements of the Course Version become eligible for the Award(s) listed.

A selected record in this block is the context record for the Course Award Ownership block.

The user can access the Maintain Course Award Regalia form (CRSF1255) via the Course Award Regalia button.

For example, the Award for successful completion of course A300 - Bachelor of Arts can be recorded using any institution defined Award Code. For this example, BA - Bachelor of Arts is used.

Combined degrees are an example of courses which may have more than one Award.

Course Award Ownership

Course Award Ownership identifies the organisational unit(s) responsible for a Course Award. A Course Award may be owned by more than one organisational unit in varying proportions.

For example, a BA Bachelor of Arts may be owned by organisational unit 0401 - Faculty of Arts.

This form is accessed through CRSF1210, via the Other Course Details button, and selecting Awards.

Note: The View Course Awards (CRSW1251) page is also used for viewing Course Awards. It is accessed from the Evaluate Potential Graduands page (GRDW5300).

The Course Version block contains:

• Course Code
• Version Number
• Course Status
• Title

The Course Award block contains:

• Course Award
• Award Code
• Award Type
• Testamur Type

  Button

  • Course Award Statement (CRSW1196)
  • Course Award Regalia

The Course Award Ownership block contains:

• Org Unit Code
• Org Start Date
• Description
• Percentage

Rules/Notes:

Adding Course Awards to Course Versions will permit the use of this information by the Graduation Subsystem. In particular, this information is available for use when creating/modifying Graduand and Graduation Award Ceremony records.

Assigning ownership of a Course Award to one or more organisational units will permit use of this information elsewhere in the system. In particular, the information may be used in reports and statistics.

The Course Award Statement button navigates to the Course Award Statement page (CRSW1196) where a Statement can be associated to a Course Award for inclusion in an AHEGS.

To inquire on the Course Awards of a Course Version other that that initially displayed:

This block does not permit a query to be entered. It is necessary to:

• Return to the Maintain Basic Course Details form.
• Select the Course Version for which Course Awards are required.
• Select the button for Other Course Detail.
• Select the button for Course Award.

• Enter Insert Mode.
• Select the appropriate Award Code from the list of values (or key a valid course code) in the Award Code field of a blank record.
• Repeat step 2 if more than one Award is to be entered against the Course Version.
• If Course Award Ownership can be defined now, follow the instructions in Course Award Ownership (below), or
• Save.
• A message warning that Award ownership has not been defined will appear. Click OK.

Rules/Notes:

Course Awards cannot be attached to non-Award courses.

Closed Awards cannot be attached to courses.

Only Awards with the System Award Type of 'COURSE' can be attached to courses.

Course Awards cannot be altered, inserted or deleted once the Course Version has been made INACTIVE.

Courses with multiple Awards should normally have multiple fields of study and vice versa.

Course Awards with dependent Graduand and Graduation ceremony records cannot be deleted.

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

Rules/Notes:

Any ownership records for the Course Award must be deleted first.

Rules/Notes:

The Award Code field is protected against modification. An incorrectly entered course code can be deleted and the correct code inserted.

• In the Course Award block, select the Course Award for which ownership is to be defined.
• Navigate to the Course Award Ownership block.
• Enter Insert Mode.
• Select the appropriate owning organisational unit from the list of values (or key a valid organisational unit code) in the Org Unit Code field of a blank record
• If the Award is owned entirely by this organisational unit, enter 100 in the Percentage field.
• If the Award is owned by more than one organisational unit, enter the proportion of ownership of this organisational unit (up to 2 decimal places) in the Percentage field. e.g. One third ownership is entered as 33.33.
• Where an Award is owned by more than one organisational unit, repeat steps 4 to 6 until the total of all Percentages is exactly 100.
• Save.

Rules/Notes:

Ownership of a Course Award must total 100%.

Course Award Ownership can only be added against organisational units which are ACTIVE.

Course Award Ownership cannot be altered, inserted or deleted once the Course Version has been made INACTIVE.

• Select the record to be modified.
• Alter the value in the Percentage field.
• If there is only one owning organisational unit, the Percentage will now be less than 100. It will be necessary to add another owning organisational unit or return the Percentage ownership of this organisational unit to 100.
• If there is more than one owning organisational unit, the Percentages will no longer total 100. Either adjust the Percentages of the other organisational unit(s), add an organisational unit or delete an organisational unit until the Percentages again total 100.
• Save.

Rules/Notes:

The Org Unit Code, Org Start Date and Description fields are protected from alteration. Only the Percentage field can be modified.

To change an owning organisational unit, the existing owning organisational unit must be deleted and a new owning organisational unit added.

Any alteration to ownership Percentages must still result in the total of all Percentages being exactly 100.

• Ensure that the correct Course Version is displayed in the Course Version block and the correct Course Award is selected in the Course Award block.
• Select the desired Course Award Ownership record.
• Delete record.
• If any owning organisational units remain, ensure that the total of their Percentages is exactly 100.
• Save.
• If no owning organisational units remain, a message warning that Award ownership has not been defined will appear. Click OK.

Rules/Notes:

If, after deleting an owning organisational unit, any owning organisational units still remain, the Percentages for the remaining organisational units must be adjusted until their total is exactly 100.