Purpose

To list Graduands at Ceremony round, Ceremony, Award or Unit Set Group level depending on access point, and to set the Approval Status and Conferral Date as single actions for the selected set of Graduands

SubSystem

Graduation

Access to this form is via either GRDF2100 (Maintain Graduation Ceremonies), GRDF2110 (Maintain Award Ceremony) or GRDF2120 (Maintain Unit Set Ceremony). It cannot be accessed directly from a menu.

The range of Graduands listed here will depend on which form was used to gain access.

Access Form (context)

.. lists all Graduands recorded:

GRDF2100

In a Ceremony Round, or for a particular Ceremony, depending which of two buttons was used in the access form

GRDF2110

For a specific Honorary or Course Award within a Ceremony

GRDF2120

For a particular Unit Set Group in a Course Award and Ceremony.

Graduands are listed either:

• According to the Order Number assigned to them, which indicates their place in the Ceremony, or
• In alphabetical sequence if they have not yet been assigned an Order Number

If some Graduands have an Order Number and some do not, those with a number are listed first. Order Numbers are assigned by running the job GRDJ5200.

Set Approval Status and Conferral Date

Two processes can be run to update values 'en masse' for all the Graduands listed, with the exception of those specifically excluded by setting a check box. These processes, initiated from buttons on the form, are:

• Setting of the Approval Status to a value supplied by the user from those equivalent to the System Value APPROVED
• Recording of an Award Conferral Date, which includes the setting of the Graduand Status to a value selected by the user from those equivalent to GRADUATED 

The Ceremony Round block contains:

• Calendar Type
• Start Date
• End Date
• Ceremony Number
• Venue Code
• Ceremony Date
• Course Version
• Award Code
• Unit Set Group
• Award Ceremony Group

The Graduand block contains:

• Order
• Person ID
• Name

Spread Table

• Graduand Status
• Approval Status
• System Graduand Type
• Exclude check box
• Encumbered check box
• Encumbrance Effect Type

• Conferral Date
• Honours Level
• Proxy Award check box

  Buttons

• Set Approval (overlay)
• Set Conferral Date (overlay)
• Edit Graduand (GRDF4200)

The Ceremony Round block carries context from the access form.

New queries can be entered in this block to list different Graduands, but the range is still determined by the initial Access Method.

In the Graduand block, all Graduands matching the context data shown in the block above are listed.

Excluding Graduands

When using the Set Approval (All) or the Set Conferral Date (All) buttons, select the Exclude check box to exclude particular Graduands from the processing initiated via these buttons.

Encumbered Graduands

The Encumbered check box allows the user to query on students with an encumbrance of GRAD_BLK, RVK_SRVC, and/or SUS_SRVC. A display indicates which of these encumbrances exist against the graduand.

Notes:

Since data for new queries must be typed in, it is sometimes quicker to return to the calling form to make a new selection.

To Set Approval

All students listed with an Approval Status equivalent to the WAITING system status can automatically have this status set to an equivalent of APPROVED.

To process:

• Select the Set Approval (All) button
• If only one user defined value equates to APPROVED, this is shown by default. Otherwise, select the required user defined value to which these Graduands should have their Approval Status set.
• Select OK (or Cancel to discontinue the operation).
• You are prompted to confirm your intentions. Select OK (or Cancel to discontinue the operation).

The process is run, after which a further message indicates the outcome (see Notes opposite).

If necessary, the Approval Status can be reset manually in GRDF4200 after running this job.

Notes:

Students graduating in absentia are not given an Order Number.

Graduands are first sorted by Order Number, and then by Surname. This means that when the context is a complete Ceremony round, the Order Numbers for different Ceremonies sort together - all Graduands in the round with an Order Number of '1' appear first, then all '2' Graduands and so on.

The System will not set approval for Graduands with an GRAD_BLK (block graduation) Encumbrance Effect.

To Set Conferral Date and Graduand Status

All students listed with:

• an ELIGIBLE Graduand Status
• an APPROVED Approval Status, and
• an ATTENDING or INABSENTIA Graduand Type

can have a Conferral Date and GRADUATED status set automatically.

To process:

• Select the Set Conferral Date (All) button.
• If only one user defined value equates to GRADUATED, this is shown by default. Otherwise, select the required user defined value to which these Graduands should have their Graduand Status set.
• Enter the Conferral Date if different from today's date (the default).
• Select OK (or Cancel to discontinue the operation).
• You are prompted to confirm your intentions. Select OK (or Cancel to discontinue the operation).
• A warning is given if any records cannot be changed because of incorrect initial statuses.

The process is run, after which a further message indicates the outcome (see notes opposite).

Button

Use the Edit Graduand button to navigate to GRDF4200, where statuses can be changed and other Graduand details amended.

Notes:

The information message shown after setting Approval Status gives the number of records successfully updated with an APPROVED value, and those that could not be updated because

• The Graduand has an Encumbrance blocking graduation
• Another process was accessing the same record (locking conflict)

The information message shown after recording Conferral Date and GRADUATED Graduand Status displays the number of records successfully updated and those that could not be updated because

• Original statuses for the Graduand prevented the update (see next note)
• Another process was accessing the same record, or changes to a record in a form had not yet been saved (locking conflict)

The System will only set the Conferral Date and GRADUATED status for Graduands with:

• An ELIGIBLE Graduand Status
• An APPROVED Approval Status
• A System Graduand Type of ATTENDING, INABSENTIA, UNKNOWN or DEFERRED

Note that if the System Graduand Type is UNKNOWN or DEFERRED, a warning ‘Graduand status GRADUATED has been set for the graduand type UNKNOWN or DEFERRED’ is generated. The number of records updated with warnings where system graduand type is UNKNOWN or DEFERRED is also displayed.

When setting the Conferral Date, a message about an incorrect format might indicate an invalid date (i.e. 30 February).

Once APPROVED statuses and Conferral Dates have been recorded, this information can only be changed at individual Graduand level, using GRDF4200 (Maintain Graduand Details).