Purpose

To allow the definition and maintenance of significant Relationships which exist between two Locations

SubSystem

Organisational Structure

Locations are the places at which an institution conducts its business activities. Each location is assigned a Location Type, defined in the form ORGF0117, which may be mapped to one of three available System Location Types (CAMPUS, EXAM_CTR or GRAD_CTR). This form allows relationships between the various types of locations to be established. Default Graduation and Examination Locations can be set for each Campus Location. These default locations are used by both the Graduation and Assessment Subsystems when allocating Graduands to Ceremonies and determining default Exam Locations for Student Unit Attempts. For a more detailed understanding of Exam Location and Graduation Location relationships, consult Assessment for the Subsystem Specialist and Graduation Specialist Functions respectively.

The middle of the three blocks - the Location block - displays the context location record. On the right side of the Description fields of both Owning Locations and Sub Locations blocks are zoom buttons ( , ) corresponding to each record displayed in these blocks. These buttons permit the adjacent record to be dropped or elevated into the Location block, thus becoming the context record with its Owning Locations and Sub Locations displayed.

Owning Locations block

The Owning Locations block displays all locations defined as owning the context location (displayed in the central block). New Owning Locations can be added in this block and owning relationships can be severed.

For example, a Location of the System Type GRD_CTR (identifying locations for Graduation Ceremonies) may have many Campus Locations as its 'Owning Locations'. This enables students studying at any of the Owning Campuses to be allocated by the System to Graduation Ceremonies associated with the context Graduation Location.

Location block

This context block displays the location for which Owning Locations and Sub Locations are displayed, added or deleted. When the form is entered via the button in the Maintain Locations form, it displays the location in use there.

For example, a university may have several campuses. Each Campus Location may have multiple Examination Locations and a Graduation Location. It is possible for a Location to have more than one Owning Location and many Sub Locations.

Sub Locations block

This block displays all locations defined as subordinate to the location displayed in the context block. New Sub Locations can be added in this block, and existing Sub Location relationships can be severed.

For example, a location with the System Type of CAMPUS may have several Sub-Locations. Some may be Locations for Examinations; others could be locations where Graduation Ceremonies are held.

The Owning Locations block contains:

• Location Code
• Description
• Location Type
• Default check box
• Off Campus Default check box

The Location block contains:

• Location Code
• Closed check box

The Sub Locations block contains:

• Location Code
• Description
• Location Type
• Default check box
• Off Campus Default check box

Rules/Notes:

Changes to Location relationships may affect the ability to inquire or report on related/previously related groups of locations.

Changing the Graduation and/or Examination Location relationship (including the setting of default check box) affects future automatic allocation of Graduands/Students to Graduation/Examination Venues.

To create a new Owning Location relationship to the displayed location, using the Maintain Location Relationships form:

• Navigate to the Owning Location block
• Enter Insert mode or select a blank record
• Select the required location code from the list of values (or key a valid value)
• Set the Default check box if required where this location is to be the default examination or Graduation Location for the Owning Campus, or
• Set the Off Campus Default check box if required where this location is to be the default off campus location for the Owning Campus.
• Save

Rules/Notes:

Location relationships cannot be created with an 'inactive' location.

A location cannot be 'owned' by itself.

A location of type GRD_CTR or EXAM_CTR may have multiple Owning Locations (campuses) for which it is the default.

There can only be a single Owning Location (of a specified Location Type) set as the default.

There can only be a single Owning Location (of a specified Location Type) set as the Off Campus default.

The Default check box defines the default exam location and Graduation Location for On Campus Units.

The Off Campus Default check box defines the default exam location for Off Campus Units.

The Off Campus Default check box can only be set for locations mapped to the System Location Type EXAM_CTR.

• Ensure that the correct Location is displayed in the Location block
• Select the desired Owning Location
• Delete record
• Save

• Select the displayed Location in the context block
• Enter Query mode
• Enter query details in the appropriate field(s)
• Execute the query
• Where more than one Location is selected, scroll through the records until the correct record is located or
• Redefine the query details and repeat this process

• Navigate to the Sub Location block
• Enter Insert mode or select a blank record
• Select the required Location Code from the list of values (or key a valid value)
• Set the Default check box where this Location is to be the default Examination or Graduation Location for the Owning Campus, or
• Set the Off Campus Default check box where the location is to be the default off campus Examination Location
• Save

Rules/Notes:

Location relationships cannot be created with an 'inactive' location.

A Location cannot have a child relationship to itself.

There can only be a single Sub Location (of a specified Location Type) set as the default.

There can only be a single Sub Location (of a specified Location Type) set as the Off Campus default.

The Default check box defines the default Exam Location for On Campus Units and the default Graduation Location.

The Off Campus Default check box defines the default Exam Location for Off Campus Units.

The Off Campus Default check box can only be set for Locations mapped to the System Location Type EXAM_CTR.

To delete a Sub Location relationship, using the Maintain Location Relationships form:

• Ensure that the correct Location is displayed in the context block
• Select the desired Sub Location
• Delete record
• Save