Purpose

To automatically approve Graduands.

SubSystem

Graduation

This job streamlines the Graduation Evaluation process by changing the status of the identified records to APPROVED.

If the user elects to use the Course Completion Rules option then Completion Rules are tested and if passed, the Graduand will be set to ‘Approved’ otherwise they will be set to the default status recorded for Rejected. A similar process is performed for unit sets.

The Predictive mode will not be available for this job.

If the user elects to use the Approved with Conditions option then the conditions are assessed and if satisfied, the graduand will be set to ‘Approved’ otherwise they will be set to the default status recorded for Rejected. A similar process is performed for unit sets.

The user can also indicate if an email will be sent by the system after evaluation. The Send Email function (GENJ0100) sends an email to graduands that have been approved by the system.

Graduation Evaluation Types (GETs) (defined in GRDF5100) will not be evaluated by this job. GET responses need to be manually captured so cannot be automated in this job. (For example, this would be done in GRDW5300).

The job inserts records identifying Graduands who have been approved and have not been approved by automatic approval, and also provide reasons behind the failed approvals into the S_EXTRACT and S_EXTRACT_RECORD tables. (S_extract_type = 'GRAD_APPRV'). GENJ1000 can be used to generate an extract XML file.

This job should be run after hours.

This job is accessed from the main menu.

The Graduand Type Listing block contains:

Parameters Tab

Automatically Approve Potential Graduands that meet the requiremnts of:

• Course Completion Rule check box
• Approve with Conditions are to be Assessed check box

Assess Potential Graduands Identified by:

• Person ID/s
• Person ID Group
• Owning Org Unit
• Course Code
• Location Code
• Attendance Mode
• Attendance Type
• Graduation Period
• Potential Graduation Outcome Status

More Tab

Assess Potential Graduands identified by:

Potential Graduation Outcome Status:

To be approved by:

Approval Person ID

Send Approved Potential Graduands Email:

Email Type

Rules/Notes:

Either the Course Completion Rule check box or Approve with Conditions are to be Assessed check box must be selected.

If the Completion Rule Parameter Ind check box is selected in GRDF1000 then the Course Completion Rule check box is selected by default in this parameter form, but can be changed.

If the Completion Rule Parameter Ind check box is not selected in GRDF1000 then the Approve with Conditions are to be Assessed check box is selected on this parameter form and cannot be changed.

Person IDs can be recorded and must be separated by commas.

Entries cannot be made for both Person IDs and Person ID Group fields.

Only Person IDs created by the user can be selected.

The Graduation Period parameter only displays if the 'Graduation Ceremony Round Parameter Ind' check box is selected in GRDF1000.

A Graduation Ceremony does not need to exist against a Ceremony Round for that Ceremony Round to be selected for the Graduation Period parameter.

The Potential Graduation Outcome Status fields are optional. They are only displayed if the Course Completion Rule check box is selected.

When one, two or three Potential Graduation Outcome statuses are specified, the job will only identify Graduands with those specified statuses.

Note: The following System Potential Graduand Outcome Statuses are excluded from the LOV for this field: APPROVED, REJECTED and APPR-COND.

Approval Person ID is user by default, but can be changed.

Closed Email Types cannot be selected.