Purpose

To identify and create a set of graduands (with associated details) to be used to create Australian Higher Education Graduation Statements (AHEGS).

This job identifies and creates a list of graduands that satisfy the parameters entered.

It searches the database for Graduand records; when a record is found that matches the parameters, the Person ID, Graduand Award Course Code, Graduand Award code and sort order sequence number are retained for use in creating an Australian Higher Education Graduation Statement (AHEGS) item for the Graduand via the Callista's Correspondence functionality. (See Communications Overview for further details regarding Communications processing.)

The following values are be passed into the Communication processing function to provide context to the data retrieval when populating the AHEGS template:

• Person Id
• Graduand Award Code
• Graduand Award Course Code
• Graduand Course Code
• Job ID

Run Details

GRDJ5300 runs only in batch mode, through the Job Control & Scheduling Subsystem.

The Graduation Statement Job block contains:

Parameters Tab

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

More Tab

• Person ID Group
• Person ID
• Award Code
• Certification Date
• Sort Order
• Exclude Encumbered Graduands (check box)
• Communication Type
• Course Sector

Rules/Notes:

As a minimum, an Award Code value or Ceremony Number must be specified.
Graduand selection may be further refined by using other parameters.

The Ceremony parameter provides the option of choosing ‘%’ (wildcard) or a specific ceremony within a ceremony round context, or leaving the field blank. The wildcard returns all ceremonies. If a Ceremony Round is specified, the graduands allocated to that ceremony will be extracted, dependent on any other criteria specified, such as Graduand Status and System Award Type. When the field is left blank then at least an award must be selected.
If no Ceremony round or Ceremony Number is specified then a Person ID or Person ID Group and Award Code must be specified.

System Graduand Type may be:

• INABSENTIA
• ATTENDING
• ATTENDING & INABSENTIA
• ATTENDING, INABSENTIA & UNKNOWN
• UNKNOWN

When % is selected for Graduand Approval Status, all graduand approval statuses for a graduand that are mapped to the System Approval Statuses of WAITING or APPROVED are processed. (i.e. REJECTED Graduand Approval statuses are not included.

The Course Sector parameter (under the More tab) is mandatory and enables you to run the job for a specific sector (i.e. HE, VET or both HE and VET) so that only students with course records owned by that sector will be returned. The paremeter defaults to HE.

The Communication Types available for selection may be affected by Communication Category restrictions applied to the user's role in SECF0073.

Validations in the parameter form include:

• The Ceremony Round field must be blank if the Person ID is set to a value.
• The Ceremony Round field must not be blank if the Person ID is set to %.
• The Location Code field must be % if a specific Ceremony Number has been chosen.
• The Person ID must be valid.
• The Batch Graduation Statement Award Code cannot be set to a value other than % when an Individual Person ID has been specified.
  The Individual Graduation Statement Award Code should be used instead.
• The Communication Type field must not be blank.

Sort Orders available are:

• CONFERRAL DATE> SURNAME> GIVEN NAMES
• SURNAME> GIVEN NAMES> AWARD
• PERSON ID> AWARD
• AWARD> SURNAME> GIVEN NAMES
• ORDER IN CEREMONY> ORDER IN AWARD> HONOURS LEVEL> SURNAME> GIVEN NAMES
• COURSE CODE> TITLE> SURNAME> GIVEN NAMES
• PERSON ID GROUP ENTRY ORDER (PERSON_ID_GROUP_MEMBER.SEQUENCE_NUMBER ASC)

If no sort order is specified and the System Graduand Type Parameter is ATTENDING, then records are sorted by: GRADUATION ROUND>CEREMONY NUMBER>ORDER IN CEREMONY>AWARD CODE.

If no sort order is specified and the System Graduand Type Parameter is INABSENTIA, then records are sorted by: SURNAME>GIVEN NAMES.

If no sort order is specified and the System Graduand Type Parameter is BOTH, then records are sorted by:
ATTENDING students first, sorted by: GRADUATION ROUND>CEREMONY NUMBER>AWARD CODE>ORDER IN CEREMONY.
Then INABSENTIA students record sorted by: SURNAME>GIVEN NAMES.