Purpose

To Allow the Subdivision of Course Awards

SubSystem

Graduation

This form is used to subdivide a Course Award recorded in GRDF2110. This form can only be entered in context from Course Award records in GRDF2110 (Maintain Award Ceremony). Course Awards can be subdivided by:

• Unit Set Groups
• Honours Levels
• Graduand Type

This enables the institution to form a number of combinations of the above three attributes and order these subdivisions within the course award appropriately.

The Award Ceremony Group Composition may constitute a Unit Set Group, an Honours Level, a Graduand Type, or any combinations of these attributes. For example, an Award Ceremony Group may contain Unit Set Groups only (and only graduands who are in those unit sets will be allocated and ordered appropriately); it may contain Honours Levels only (and only graduands who have those Honours Levels will be allocated and ordered); or it may contain Graduand Type only (and only graduands with the specified graduand type will be allocated to the course award and ordered appropriately in the ceremony). Alternatively the Award Ceremony Group can have a combination of these attributes. For example, the institution may elect to present the Children’s Fiction Unit Set for Attending graduands prior to those graduating In Absentia.

If no value is specified in the Unit Set Group, Honours Level, or Graduand Type fields in the Award Ceremony Group Composition (despite values appearing in another field) it will be assumed that no subdivision of the course award will occur for the attribute. For example, if a Unit Set Group and a Graduand Type are specified but no Honours Level is specified, Honours Levels will not be considered in the allocation or the ordering of the presentation.

Jobs Using this Data

The subdivisions established in this form and in the Maintain Award Ceremony form (GRDF2110) and the Maintain Unit Set Ceremony form (GRDF 2120) are the basis for allocating Graduands to Ceremonies in job GRDJ5100, and for placing them in order of presentation within a Ceremony in GRDJ5200. To make parameter choices in those jobs requires an understanding of how Awards have been ordered in these two forms.

The Award Ceremony block contains:

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

The Award Ceremony Group block contains:

• Order in Award
• Unit Set Group (LOV)
• Honours Level (LOV)
• Graduand Type (LOV)
• Group Title
• Closed check box
• Attending
• Possible
• Total

Button

• Graduands (GRDF3200)

Rule/Notes:

The Graduands button accesses Manage Ceremony Graduands (GRDF3200) in context of an Award Ceremony Group.

Award Ceremony Group

Ordering the subdivisions of an Award Group is achieved by:

• Entering a number signifying the Order of presentation within the Course Award
• Selecting one or more of Unit Set Group, Honours Level and Graduand Type
• Entering a Group Title for the Award Ceremony Group

Award Ceremony Group records can be Closed (see note in opposite column).

Rules/Notes:

New information cannot be entered in this form if the Award Ceremony shown as context has passed or been closed (in GRDF2110).

Each Award Ceremony Group must have a unique combination of Unit Set Group, Honours Level and Graduand Type.

An Award Ceremony Group must have an Award Ceremony Group Composition before it will be used in graduand allocation or order in presentations.

Order in Award. Each value must be unique within an Award, except where:

• Two similar Course Versions (with same Award) have been given the same order in Ceremony Number (e.g. M300/1 and M300D/1 both appear with an Order In Ceremony value of 2 in GRDF2110), and
• The Unit Sets for each group given the same Order In Award Number are identical

The example above illustrates this rule. In such cases, the Unit Set Groups containing identical Unit Sets must have the same Order in Award value.

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 of each Ceremony is inappropriate. This can be achieved by closing one or more Award Ceremony Groups and adding them to other Ceremonies. When GRDJ5100 is re-run, Graduands in the closed Award Ceremonies are deleted from the relevant Ceremonies and re-allocated to another Ceremony associated with their Award/Unit Set(s). If the Award Ceremony Groups are not added to another Ceremony, the Graduands are not allocated to a Ceremony.