Purpose

To identify potential graduands and create Potential Graduand records for identified students.

Identification of Potential Graduands

This job identifies potential graduands and creates Potential Graduand records for the identified students with a Graduand Status of POTENTIAL (i.e. these are students who have yet to complete course requirements).

Potential Graduands identified by this job are automatically transferred to the Potential Graduands (GRDW5300) page where their eligibility to graduate is manually evaluated. If their eligibility is successfully approved, the records are picked up by the 'Automated Completion' job (GRDJ5600).

The parameters of this job may include Rules parameters for course and unit set evaluation with an option to use the Predictive Rule assessment mode.

Using this job, eligibility to graduate can be determined by using minimum Credit Points or Course Completion rules or both.
It can also be determined in Predictive Mode. When this is used; graduands are identified assuming that they will pass their current unit enrolment. If Predictive Mode is not used, then students are identified based on the current status of the Student Course Attempt.
Where Completion Rules are used only Student Unit Attempts that have a final result recorded will be considered.

The job has a time context which depends on a Graduation Calendar. The administrator will select a Graduation Calendar. The identified Potential Graduands’ records will be given this time context. The job will also have a configurable Graduation Calendar parameter which will be used to identify Potential Graduands. The institution will be able to restrict the records identified by the Graduation Ceremony Round. Therefore the job may have two Graduation Calendar parameters. One a configurable search field and the other used to place the identified potential Graduands in a time context.

Potential Graduand records produced by this job include two indicators that indicate if the Potential Graduand was created using a Predictive assessment. When Predictive rules is used then the Predictive Rules Indicator is set, and when Predictive credit points is used then the Predictive Credit Points Indicator is set.

The records that are identified will have a status of ‘Not Evaluated’.

Important: A default Potential Graduand Outcome Status for the System Potential Graduand Outcome Status of ‘NOT-EVAL’ needs to be defined prior to running this job. See GRDF5200.

This job can be scheduled to run ASAP or at later time using Job Scheduler.

The system also keeps details when this job was run and by whom. See Job Scheduler Details.

Tabs which limit the search for Potential Graduands

Parameters Tab

• Course Type
• Course Code
• Course Attempt Status
• Enrolment Category
• Fee Category
• Progression Status
• Graduation Ceremony Round
• Filter Graduands on Evaluation Results check box

Credit Points

• Completed at least
• Predictive Mode (check box)

Rules

• Course Completion Rule (check box)
• Predictive Mode (check box)
• Unit Set Completion Rule (check box)
• Predictive Mode (check box)

More Tab

• Course Owning Org Unit
• Course Responsible Org Unit
• Person IDs - (Optional)

Or

• Person ID Group
• Attendance Mode
• Attendance Type
• Location
• Sector
• Nominated Completion Year and Period - (Optional)
• Derived Completion Year and Period - (Optional)

Rules/Notes:

It is recommended that this job is not run with just wild card (%) parameters set. For each job run, set parameter values to ensure that reasonable numbers of records are processed.

Important: The italicised parameters under the Parameters tab are configurable, i.e. they can be made to appear or not appear using the Maintain Graduation Configuration Details (GRDF1000) form. If they are not selected in GRDF1000 then they will not appear in this form (GRDJ5700).

The job parameters are grouped into three tabs: Parameters, More and Results.

• The first two tabs are used to limit the search for Potential Graduands.
  The lower parameters on the first tab are configurable – they can be made to appear or not (using the Maintain Graduation Configuration Details (GRDF1000) form.
• The third tab (Results) supplies values with which to update the identified Potential Graduands.
  

Only 'open' Course Types are available for selection.

Person IDs must be separated by commas.

Only Person ID Groups created by the user are available for selection.

Only 'open' Attendance Modes are available for selection.

Only 'open' Attendance Types are available for selection.

Only 'open' Locations are available for selection.

Completion Year may be End, Mid or Summer.

Sector may be HE, VET or null.

If the Filter Graduands on Evaluation Results check box is ticked then the student will be included as a potential graduand only if they have met One of the conditions required as per the minimum credit point, Course and Unit Set rules indicators.  e.g. If the check box is ticked and the credit points completed at least parameter is set and the course completion rule indicator is set then the student only needs to meet one condition to be created as a potential graduand.

Only one of the Credit Points 'Completed at least' or 'Completed % of' parameters can be populated.
A Credit Points parameter must be populated and/or the Course Completion Rule check box must be selected for this job to run.

If Credit Points Predictive Mode is selected, the job will assume pass results for any 'Incomplete' Unit Attempts in the evaluation and, in GRDW5300, assign them one of the following Credit Point Outcome Statuses:

• FAIL - Student has completed all units and has failed.
• PRED-FAIL - Student has not completed all units but they will fail, even with pass results for their remaining units
• PASS - Student has completed all units and has passed
• PRED-PASS - Student has not completed all units , but they could pass if they gain pass results for their remaining units
• NOT-ASSESS - Credit points not assessed (Completed Credit Point value or percentage not recorded on the GRDJ5700 parameter form when the job was run)

If Rules Predictive Mode is selected, the job will assume pass results for any 'Incomplete' Unit Attempts when evaluating course completion rulesand in GRDW5300, assign them one of the following Rule Outcome Statuses:

• FAIL - Student has completed all units and has not satisfied the course completion rule.
• PRED-FAIL - Student has not completed all units but they will not satisy the course completion rule, even with pass results for their remaining units
• PASS - Student has completed all units and has satisfied the course completion rule.
• PRED-PASS - Student has not completed all units , but they could satisfy the course completion rule if they gain pass results for their remaining units
• NOT-ASSESS - Completion rules not assessed (Completion Rule check box parameter not selected when the job was run)

The Unit Set Completion Rule check box provides users with the option of selecting unit sets (in predictive or non-predictive mode) as part of identifying potential graduands when Unit Set Completion Rules will be checked. Results are displayed in GRDW5300 on the Unit Set Outcomes tab.
If the 'Unit Set Completion Rule' check box is selected, the job will assign an Outcome status of PASS or FAIL for Unit Set Attempts.

If the Unit Set Predictive Mode is selected, then the Unit Set records displayed on the Units Set tab in GRDW5300 may take a Rule Outcome value from:

• FAIL - Student has completed all units and has not satisfied the unit set completion rule.
• PRED-FAIL - Student has not completed all units but they will not satisy the unit set completion rule, even with pass results for their remaining units
• PASS - Student has completed all units and has satisfied the unit set completion rule.
• PRED-PASS - Student has not completed all units, but they could satisfy the unit set completion rule if they gain pass results for their remaining units
• NOT-ASSESS - Unit Set rule not assessed (Completion Rule check box parameter not selected when the job was run

For Unit Set completion Rule checking, the Course Completion Rule check box must be also be selected.This job only assesses non-end-dated Unit Set Attempts with Unit Set completion rules.

If a Unit Set Attempt Attempt has the Completed check box selected but has the Completion Date set to a future date in ENRF3252, then if GRDJ5700 is ran prior to that date then the Unit Set Attempt will not be considered as Completed. Note that re-running GRDJ5700 after the Completion Date has passed will not update the record.

Validations include:

• Credit Point 'Completed at least' must not be a negative value.
• Either Person IDs or Person ID Group can be entered, but not both.
• At least one Evaluated By check box must be selected.
• If Nominated Completion Year is entered, its Period must be entered too.
• If Derived Completion Year is entered, its Period must be entered too.
• Either Credit Points and/or Rules indicator must be entered.

Result Parameters** Tab

Assessed for the following

• Graduation Period

  Initial evaluation Status

• Student Course Attempt
• Student Unit Attempt

  Evaluated By

• Course Version Owning Org Unit check box - (Optional)
• Course Award Org Unit check box - (Optional)
• Course Responsible Org Unit check box - (Optional)
• Course Version check box - (Optional)
• Course Offering Option check box - (Optional)

Evaluation Workflow

• Workflow Code - (Optional)

Evaluators can be defined as belonging to the following ‘GRAD-EVAL’ BAPs. Institutions can choose one or more of these:

• Course Version Owning Org Unit
• Course Award Org Unit
• Course Responsible Org Unit
• Course Version
• Course Offering Option

The selected Org Units will determine the Business Activity Process (BAP) that will be able to evaluate the Potential Graduands. For an example, double degree course such as the Bachelor of Arts/Bachelor of Laws may have the Course Responsible Org Unit and Course Award Org Units set to be the Evaluators.
The workflow for the Potential Graduands could then have a number of steps for each of the different Org Units. It may happen that the person who belongs to Course Award Org Unit may take the final decision.

A workflow can be specified as a parameter to this job. The workflow is used to notify users that Potential Graduands are available to be assessed. The identification function will identify and attach a workflow against identified graduands.