Purpose

To create Graduand Records for students eligible or potentially eligible to graduate.

SubSystem

Graduation

Update Process

The process searches the database for Student Course Attempts where either the nominated or derived Completion Periods match the Completion Period(s) associated with the Ceremony Round(s) under consideration. Nominated Completion Periods are as recorded in ADMF3240 or ENRF3000. 

When a Student Course Attempt is found, a Graduand Record is created for the student. If the student's course has multiple awards (more than one Course Award recorded against the course version), a separate Graduand Record is created for each award.

Within each Graduand Record (refer to GRDF4200):

• The Creation Date is set to the current Date and Time. 
• The Graduand Status is set to that defined for either the potential or eligible status in the parameters to this job: 
• It is set to the Eligible Graduand Status where the student has completed course requirements. 
• It is set to the Potential Graduand Status where the student has yet to complete course requirements. 
• The Graduand Approval Status is set to that defined in the parameters to this job. It is normally set to a WAITING status, pending approval. The process of approval to graduate is determined by the institution. Approval status may be set to an APPROVED status. For example, the institution's policy may dictate that all ELIGIBLE Graduands are automatically approved to graduate. Policy may also dictate that all POTENTIAL Graduands are automatically approved, subject to becoming eligible (i.e. Course flagged as Completed). (GRDJ3100 or GRDF4200 can be used subsequently to change the Graduand Statuses of these Graduands.)

• The Course Code is set to the code for the Student's Course Attempt.  
• The Ceremony Round is set to that specified as a parameter to this job.  
• The Graduand Type is set to UNKNOWN. This is manually reset in GRDF4200 or GRDF4210 when the Graduand responds to correspondence regarding attendance at a Ceremony.  
• The Award - Course Code is set to the Course Code for the Student's Course Attempt.  
• The Award - Award Code is set to the Award Code for the course.

• The Graduation Name is set to the Graduand's Given and Surnames, but may be overridden in GRDF4200 or GRDF4210.  (Note that this is the Name printed on the Testamur.) 

All other information is added later.

Run Details

Method

GRDJ3100 runs only in batch mode, through the Job Control & Scheduling Subsystem.

This job will usually be run at the start of a Ceremony Round Processing Period and will create Graduand Records for the majority of students eligible or potentially eligible to graduate in that round. It should then be run periodically, at the discretion of the institution, to pick up those students (usually very few) whose Completion Year/Period has changed.

Note: The processing period is defined by the Ceremony Round Start and End Date Aliases in GRDF2100. If the job is run before the processing Start Date or after the processing End Date it will not produce any output.

This job is accessed from the main menu.

Note: The online process of evaluating Potential Graduand's eligibility to graduate is performed in GRDW5300 and GRDW5310. The GRDJ5700 job is run first to identify Potential Graduands and populate GRDW5300 with Potential Graduand records requiring evaluation. This process is equivalent to running GRDJ3100.

The Identify and Create Graduands block contains:

Parameters Tab

• Ceremony Round (LOV)
• Course
• Course Location (LOV)
• Award (LOV)
• Include Nominated Completion Candidates check box
• Include Derived Completion Candidates check box
• Restrict to Requirements Complete check box
• Include Residual Awards (Not Graduated) check box
• Potential Graduand Status (LOV)
• Eligible Graduand Status (LOV)
• Graduand Approval Status (LOV)

• Button

• Find Course (ADMF1220)

Rules/Notes:

The following fields are mandatory:

• Ceremony Round
• Include Nominated Completion Candidates or Include Derived Completion Candidates check box (at least one must be selected)
• Potential Graduand Status
• Eligible Graduand Status
• Graduand Approval Status

Note: The % symbol indicates that all values relevant to the parameter should be processed. 

Select the Ceremony Round for which processing is to be performed.

Typically, a single Ceremony Round would be targeted. Use of the % symbol causes all Ceremony Rounds, where the job run date falls between their Start and End Date Alias Instances (processing period), to be targeted.

Examples:

• The institution uses 2 Ceremony Rounds in a year. The job is run separately for each Ceremony Round by specifying the individual Ceremony Round as a parameter. Each job must be run during the processing period of the Ceremony Round.
• The institution uses 2 Ceremony Rounds in a year. The job could be run for both ROUND 1 2003 and ROUND 2 2003 (% specified as Ceremony Round parameter). The job would have to be run on dates when the processing periods of the Ceremony Rounds overlapped. Each of these rounds should be targeting different Completion Periods. ROUND 1 would typically target completions at the end of 2002 and Summer of 2003, and ROUND 2 would target mid-year 2003 completions.
• The institution uses concurrent rounds (e.g. where decentralised management is the norm), such as a metropolitan Round 1 and a regional Round 1. Both the metropolitan and regional centres have multiple campuses. Separate Ceremony Rounds, METRO-RND1 and REGNL-RND1 would need to be created. To isolate Graduands to their correct Ceremony Round, the job must be run separately for each Ceremony Round/campus location combination - i.e. run for METRO-RND1/CAMPUS-A and METRO-RND1/CAMPUS B to allocate metropolitan students to their Ceremony Round, and REGNL-RND1/CAMPUS-D and REGNL-RND1/CAMPUS-E to allocate regional students to their Ceremony Round.

Further example scenarios are given in Special Topics.

All students whose nominated (or, in the future, derived) Course Attempt Completion Period falls within the Ceremony Round Start and End Dates will have a Graduand Record created for them.

A Course, Course Location and/or Award can be specified where it is required to create Graduand Records for a limited subset of students. For example, a Course Location could be specified where Graduation management is decentralised (see above example).

At least one of the Include Nominated or Include Derived Completion Candidates checkboxes must be selected. Both may be selected.

The 'Include Residual Awards (Not Graduated)' checkbox is used to identify students enrolled in a Multiple Award course where one or more awards may have been previously awarded and have a Graduand status of GRADUATED or SURRENDER.
Any residual awards NOT having a Graduand status of GRADUATED or SURRENDER for the Multiple Award course, will have new Graduand records created for the current round, if the check box is selected. If the checkbox is de-selected (default), Graduand records will NOT be created for the residual Awards where the associated Award course has an existing Graduand record with a status of GRADUATED or SURRENDER.

Selecting the 'Restrict to Requirements Complete' checkbox means that Graduand Records will only be created for students who have completed course requirements.

The Potential and Eligible Graduand Status parameters are used to inform Callista which institution-defined status to record against students who have (eligible), or have not (potential), completed course requirements. Institution-defined statuses are recorded in GRDF1200.

The Graduand Approval Status parameter is used to inform Callista which institution-defined status to record against all students for whom a Graduand Record is created when this job is run. Institution-defined statuses are recorded in GRDF1300. The value specified will depend on the institution's procedure for approving Graduation of students. Only a WAITING or APPROVED status may be selected.

Rules/Notes:

This job does not create a Graduand Record where a Graduand Record already exists in the target Ceremony Round for the same Student Course Attempt and Award.

If a Student's Course Attempt is for a Course Version where the 'Graduate Students' check box is set to 'No' (in CRSF1210), the Course Attempt is not considered by this job. Similarly, the Course Attempt is not considered if no Course Awards exist for the course version.

Graduand records are not created for unconfirmed or discontinued Student Course Attempts but can be created for intermitted Course Attempts. However, Graduand Records may be manually created in GRDF4200 for discontinued Course Attempts. 

Where a student discontinues their Course Attempt but is eligible for an Award for an alternative exit, the Graduand Record for the Alternative Exit Award must be created manually. 

The job GRDJ3300 (Clean Up Graduand Records) should be run after each Graduation cycle to remove the records of any Graduands who have not completed their Course Requirements.

When creating Graduand Records the Testamur Delivery Timeframe (will default to CEREMONY) and Testamur Delivery Method (if defined in GRDF1700) are populated.

The Graduand Name is determined according to the preferred name format recorded against the Graduand’s Person record.
If the preferred name format record is NULL, the Graduand Name will be in the standard ‘Given Names- Surname’ format.