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GRDJ6000 - Create Testamur Extract

Purpose

To Extract Data containing relevant information for inclusion on a Testamur (Award Certificate/Parchment).
Subsystem Graduation
Normally Run By Graduation Administrator
Anticipated Frequency In the period immediately preceding a Graduation Ceremony
Structure Block Create a Testamur Extract
Tabs Parameters
More
Button Find Person

 

Extract Process

This job uses the generic 'Extract Table' structure to store extracted data which can be used for the production of Testamurs. A program which uses the extracted data (and data from other Callista tables if required) to produce Testamurs can be custom built by the institution. The program accesses the extracted data via views specifically created for the Testamur Extract process. Extract Creation Processes describes this methodology.

Technical detail regarding Testamur Extracts is provided in the Callista Product Centre (wiki.callista.com.au/display/CPC).

Details of the data available in Testamur Extract views is available in Testamur Extract - View Details

Record Selection

Records can be selected for batches of Graduands or for a single Graduand Award. Primary record selection is dependent on which of certain parameters are used. Records are extracted only for Graduands with a Graduand Status of GRADUATED, and:

  • If a Ceremony Round is specified, records are extracted for:
    • Those Graduands allocated to Ceremonies within that round plus
    • Those Graduands within that round who have not been allocated to a Ceremony (receiving an Award in-Absentia)
  • If a Ceremony Number is specified, records are extracted only for those Graduands allocated to the specified Ceremony
  • If no Ceremony round or Ceremony number is specified, then a Person ID and Award Code must be specified and a single Testamur Extract Record will result

Other parameters can be used for batch Testamur Extraction to further refine the set of records extracted.

Record Extraction

The extract process creates a record in the S_EXTRACT table which identifies the particular extract job run. It creates corresponding records of Graduands for whom a Testamur Extract Record has been created in the S_EXTRACT_RECORD table.

Records are not normally created where a Testamur record has already been extracted once, however, a parameter allows this job to be run to produce a replacement Testamur.

Update Process

For each Student Course Attempt for which a Testamur record is extracted, the process can register an outgoing Correspondence Item, with a specific Testamur Correspondence Type (CORF2320). If required a parameter allows Testamur Extract Records to be produced without the recording of Correspondence Items.

Run Details

Method

GRDJ6000 runs only in batch mode, through the Job Control & Scheduling Subsystem.

Place in Cycle

This job would typically be run after the Set Graduand Order in Presentation job (GRDJ5200) although it could be run prior to this job for Graduands receiving their Awards in-absentia (System Graduand Status of INABSENTIA).

Viewing the Extracted Data

Data is usually processed by the institution's custom built Testamur creation and printing job. Data can be viewed in the S_EXTRACT and S_EXTRACT_RECORD tables, or in a more useable form in the views Testamur_EXTRACT_V and Testamur_RECORD_V, using an ad-hoc query tool.

Batch Testamur Parameters
Ceremony Round The Ceremony round from which Graduands are to be considered. A value must be entered here unless a single Testamur is being produced.
Ceremony Number Optional - a single Ceremony for which Testamurs are to be produced. Note that a Ceremony selected from the list of values must belong to the Ceremony Round specified against the previous parameter. The default is all Ceremonies within a Ceremony Round.
Organisational Unit Optional - a single, active, Organisational Unit can be selected. Limits the production of Testamurs to those for Student Course Attempts in Course Versions with a corresponding Responsible Organisational Unit. The default is all Organisational Units.
Award Code Optional - the code of a single 'Course' or 'Honorary' Award can be selected. Limits the production of Testamurs to those for Student Course Attempts in (a) Course Version(s) with which the course is associated. The default is all Awards.
Location Code Optional - the code of a single open location can be selected. Limits the production of Testamurs to those for Student Course Attempts with the specified Course Location. The default is all locations.
Course Type Optional - the code of a single open Course Type can be selected. Limits the production of Testamurs to those for Student Course Attempts with courses of the specified Course Type. The default is all Course Types.
Combined Degrees Mandatory - indicates whether combined degrees are to be included in the Testamur Extract. Specifying INCLUDE means that an Extract Record is created for each Student Course Attempt Award making up the combined degree. The default value is INCLUDE. Specifying EXCLUDE means that no Extract Records are created for any of the components of a combined degreee. Specifying ONLY means that Extract Records are created only if the student is in a combined degree.
System Graduand Type

Mandatory - must be one of:

  • ATTENDING - Graduand has indicated that they will be attending a Ceremony to receive their Award(s)
  • INABSENTIA - Graduand will not be attending a Ceremony to receive their Award
  • BOTH - Graduands with a System Graduand Type of either ATTENDING or INABSENTIA

The default is BOTH.
System Award Type Optional - a single Award Type for which Testamurs are to be produced. The default is all Award Types.
Testamur Type Optional - a single Award type for which Testamurs are to be produced. The available Testamur Types are institution defined and the LOV displays all possible types. The default is all Testamur Types.
Person ID Group Optional - permits an ID Group to be specified. Testamurs are produced only for students whose ID number is a member of the ID Group. The default is no ID Groups, meaning that only other specified parameters are considered.

Individual Testamur Parameters
Person ID Optional - this parameter is used to produce a single Testamur. When used, an Award Code must be specified. Any batch parameters are ignored when Person ID is specified. Typical usage would include producing a replacement Testamur. The default is no Person ID.
Award Code This parameter must contain a value when a Person ID has been specified, otherwise it must be blank (or %). The combination of Person ID and Award Code must match an existing Graduand record. The default is no Award Code.

Production Detail Parameters
Production Mode Mandatory - the default value, ORIGINAL, means that only original Testamurs are to be produced. If the Graduand already has an outgoing Correspondence Record indicating that a Testamur has been produced, no entry is made in the Testamur Extract and no Testamur will be produced. If Production Mode is set to REPLACEMENT, an entry is created in the Testamur Extract regardless of whether or not an outgoing Correspondence Record already exists for the Testamur and a replacement Testamur will be produced. Register Correspondence must be set to Y, for the 'original' check to be performed.
Register Correspondence

Mandatory - one of:

  • Y - record a Correspondence Item for each Testamur Record extracted OR
  • N - don't record any Correspondence for the Testamur Records extracted must be selected.

The default is Y.

To use this feature, a suitable Correspondence Type (or types) (e.g. Testamur, REPL-TSTMR) should exist (see CORF2110) and be linked to the output from this job.
Create Person ID Group

Mandatory - one of:

  • Y - Create a Person ID Group containing the set of affected students.
  • N - don't create a Person ID Group

The default is N.

That Person ID Group created can then be used to identify the Graduands who will require an Australian Higher Education Graduation Statement.

 

The Create a Testamur Extract block contains:

Parameters Tab

  • Ceremony Round
  • Ceremony Number
  • Organisational Unit
  • Award Code
  • Location Code
  • Course Type
  • Combined Degrees
  • System Graduand Type
  • System Award Type
  • Testamur Type

More Tab

  • Person ID Group

Individual Testamur

  • Person ID
  • Award Code

Production Details

  • Production Mode
  • Register Correspondence check box
  • Create Person ID Group check box

    Button

    • Find Person

Rules/Notes:

This job is run late in the graduation cycle and is typically run following GRDJ5200 (Set Graduand Order in Presentation). This ensures that the Testamurs can be printed in the same order as the Graduands will be presented during the Ceremony. A suitable Correspondence Type (e.g. Testamur) should exist (see CORF2110) and be linked to the output from this job.

The mapping of Awards to particular Testamur Types (in CRSF1190) may be needed.

The parameters for this job are grouped on the parameter form according to whether the job is being run for a batch of Testamurs or for a single Testamur. Batch Testamur parameters are used to refine the set of Testamur Extract Records produced.

Rules/Notes:

The % symbol indicates that the parameter is not considered for processing.

Last modified on 17 August, 2015 3:01 PM

History Information

Release Version Project Change to Document
18.0.0.2

2011 - Calipso

Updated reference and link to the tech docs in the CPC wiki space.
12.1.1.0.0.0 1601 - HE Graduation Statement Added 'Create Person ID Group' check box