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GRDW5300 - Potential Graduands

Table of Contents

• Overview
• Page Navigation
• Find Potential Graduands Page
  • Field Descriptions
• Evaluate Potential Graduand Page
  • To Evaluate Potential Graduands - Instructions
  • Field Descriptions
• Reference Data Set-Up
• Related Process and Pages

Overview

This page is used to evaluate and approve Potential Graduands' eligibility to graduate by evaluating course details and course requirements for each, and assigning an Evaluation Outcome Status to their enrolled Course and Unit Sets.

Evaluation is performed manually for selected individuals (as described in this page), or alternatively can be completed automatically in bulk for multiple records (see the 'Evaluate Batch of Potential Graduands' page).

Eligibility to graduate can be determined by assessing minimum Credit Points and/or Course Completion Rules; which can also be specified in the parameters of the GRDJ5700 job (a prerequisite for GRDW5300).

The Find Potential Graduands page is populated with 'Potential Graduands' identified by the GRDJ5700 job according to the specified parameters, for example, the job can be run with or without Rules or with Predictive mode set.
If the job is run in Predictive mode, it picks up all enrolled SUAs with a final result recorded, plus those with an INCOMPLETE status based on the assumption that they will be successfully completed. 'Incomplete' SUAs are listed on the Find Potential Graduands page with a Assessment Outcome Status of PRED-PASS. (For more information, see step 4 of To Evaluate a Potential Graduand, below).

To evaluate Potential Graduands online, staff ('Evaluators') must have the appropriate Security Role that allows them to access the GRDW5300 page. They must also be a member of a Business Activity Process (BAP) (see GENF4920) defined by the institution for the purpose of evaluating and approving graduation eligibility in GRW5300. For example, a BAP with a System Type of GRAD-EVAL. (See the Reference Data Set-Up section, below.)

Institutions can indicate via GRDJ5700 which Evaluators will evaluate which Potential Graduands (for example, by selecting the Organisational Units to which the Evaluators belong). This results in a BAP Type being recorded. The BAP Type can be a Org. Unit, Course Offering Option or Course version. Evaluators will only see Potential Graduand records on the Find Potential Graduands page that belong to the Org. Unit(s) to which they have BAP access.

The process described on this page to evaluate Potential Graduands is referred to as the 'Online Eligibility to Graduate' process. It is equivalent and alternative to running the GRDJ6200 job in SMS Forms that automatically approves Potential Graduands (but excludes Graduation Evaluation Types (GETs)).

This page is accessed from the main menu.

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Page Navigation

Page navigation from the Find Potential Graduands page to the 'Evaluate Potential Graduand' and 'Evaluate Batch of Potential Graduands' pages and related pages, is shown below.

Figure 1: Page navigation
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Find Potential Graduands Page

The Find Potential Graduands page displays a list of all Potential Graduands who have been identified by the GRDJ5700 job as potentially eligible to graduate. These are Potential Graduand records with a Rule and/or Credit Point Outcome Status of PASS, NOT-ASSESS or PRED-PASS; depending on the parameters specified when running the GRDJ5700 job.

Note: Records identified by the GRDJ5700 job will also have an 'Evaluation Outcome Status' of NOT-EVAL (see GRDF5200) - displayed in the Status field on the Evaluate Potential Graduand Outcome pop-up page. (For more information, see the Evaluate Potential Graduand Page section, below.)

Details displayed on the Find Potential Graduands page are not updated by actions subsequently performed by Evaluators in GRDW5300. This page only displays data retrieved by the GRDJ5700 job. The GRDJ5700 job may be re-run at any time to pick up new data. If the job is re-run the details displayed on the Find Potential Graduands page are overwritten.

From this page you can:

• Search for one or more Potential Graduands. See the Working with Lists Help page for information about finding and sorting records in the table.
• Evaluate one or more Potential Graduands via the Evaluate Individually icon. See the Evaluate Potential Graduand Page, below.
• Evaluate a batch of Potential Graduands via the Evaluate Batch icon. See the 'Evaluate Batch of Potential Graduands' page).
  This icon is only displayed if you have been assigned the Security Role GRDW5300BA.

Note: Evaluators will only see Potential Graduand records that belong to the Org Unit(s) to which they have BAP access. (For more information, see GENF4920 and GRDW4890, and the Related Pages and Reference Data Set-Up sections, below.)

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Field Descriptions

The following table describes each field on the Find Potential Graduands page, including applicable Table values.

Note: For instructions on how to search for records on this page, see the Working with Callista Lists Help page.

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Evaluate Potential Graduand Page

This page is used to evaluate one or more Potential Graduands and, if possible, approve their eligibility by setting the Evaluation Outcome Status to ACCEPTED or APPR-COND (in the Status field located on the Evaluate Potential Graduand Outcome page).

Note: Potential Graduands are eligible for graduation if they have satisfied all requirements of their enrolled course.

The Evaluate Potential Graduand page is accessed via the Evaluate Individually icon on the Find Potential Graduands page for one or more selected Potential Graduands.

The page is divided into three sections:

• Context Graduand section - located at the top of the page. It displays summary details of the Potential Graduand.
• Outcomes for Evaluation section - comprised of multiple tabs that list Course and Unit Set Outcomes, and GETs. The tabs in this section are used to approve a Potential Graduand's eligibility to graduate.
• Other Details section - located at the bottom of the page. It is comprised of multiple tabs (i.e. Course, Unit Sets, Units, Credit Points, Contact Hours, Org Units, Progression, and Encumbrances) that display information which can assist the Evaluator in making an evaluation of the Potential Graduand's eligibility to graduate.

For information about each field, see Field Descriptions, below.

Note: The interface on this page can be configured by the institution.

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To Evaluate Potential Graduands

The evaluation of individual Potential Graduands involves the following steps. These steps are a guide only as the process of approving Potential Graduands (including BAPs and Workflow) is determined by the institution according to its specific requirements.

Figure 2: Evaluate Potential Graduand Steps
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Note: The process used in GRDW5300 to evaluate a Potential Graduate does not automatically flag the Student Course (or Unit Set) Attempt as complete - this is done by subsequently running the GRDJ5600 job. For more information, see Related Pages, below.

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STEPS:

1. Select Graduand(s)

a). From the Find Potential Graduands page find and select the Graduands that you want to evaluate, then click the Evaluate Individually icon.

Note: Alternatively, click the Evaluate Batch icon to evaluate a batch of Potential Graduands and assign Evaluation Outcome Statuses to records as a bulk update. See Evaluate Batch of Potential Graduands.

b). If you have selected more than one Potential Graduand to evaluate, use the First, Prev, Next and Last buttons located at the bottom of the page to move successively through the Evaluate Potential Graduand pages for each Potential Graduand.

2. Review Details

Evaluate the Potential Graduand's eligibility to graduate by viewing their Course, Unit Set(s) and other details in the Other Details section of the page.

3. Run Course Completion Rules Check

a). To determine if the Potential Graduand has satisfied all course requirements, the SCA can be tested against existing Course Completion Rules by running the Completion Rules check to determine if the associated Completion Rules are satisfied. For example, 'must pass 8 credit points', or 'must pass all units in {Unit Set Code}'. The Course Completion Rule check can be run for the Potential Graduand's Course Version(s), Unit Set(s), Course Stage(s) and Alternative Exit(s).

Note: An 'Alternative Exit' is an additional course version created in PRGF4170 from which the Potential Graduand may be able to exit their enrolled course.

b). To run the Run Completion Rules function (that is used to run the Completion Rule check), firstly open the 'Course Completion' pop-up page (PRGW9030) via the Course Completion icon located on:

• the Evaluate Potential Graduand Outcome pop-up page, or
• the Course tab, located in the Other Details section of the page, or
• the 'Search and Select Enrolled Units to Add Evaluation Conditions To' pop-up page (used to add a Condition to incomplete Unit Attempts).

c). On the Course Completion pop-up page, you can run the Completion Rules check either:

• As a standard check based on the status of the context course(s) (SCAs), Course Stages and/or Unit Sets (SUSAs). Only SCAs and SUSAs with a final result recorded are included in the check.
  Or
• In Predictive mode - with the Predictive checkbox selected. This mode assumes all currently enrolled SUAs and SUSAs that are not completed will be successfully completed at a future date. It checks all SUAs/SUSAs with a final result recorded plus those with an INCOMPLETE status.

Note: If the Completion Rule fails you cannot approve the Potential Graduand's eligibility and would set the Evaluation Outcome Status to Rejected (step 4, below).

4. Update Outcome Statuses

An Evaluation Outcome Status is recorded for the enrolled Course(s) and all Unit Sets, and a Response added to GETs.

a). Select the required record under the respective Course Outcomes or Unit Set Outcomes tab, then click the Evaluate icon. The Evaluate Potential Graduand Outcome pop-up page is displayed.

b). Enter an Evaluation Outcome Status in the Status field to indicate whether or not the Potential Graduand is eligible for graduation. For example, to approve the Graduand's eligibility, select a status that is mapped to the System Status of APPROVED (see GRDF5200).

The Evaluation Outcome Status is based on the Evaluator's assessment of the Potential Graduand's details (see step 2, above) and whether or not they have satisfied all course requirements, including passing Completion Rule checks (see step 3, above).

Note: Evaluation Outcome Statuses are set up on the Maintain Potential Graduand Outcome Status (GRDF5200) form.

c). If the selected Evaluation Outcome Status is mapped to the System Status of APPR-COND, then add a Condition to the Potential Graduand's enrolled Units (see step 5, below). The Evaluation Outcome Status will remain unchanged as APPR-COND. These Potential Graduand records will be picked up by the 'Potential Graduand Automated Approval (GRDJ6200) job which sets the Course Completion Indicator for each Unit Attempt to 'Y' if the student has successfully passed the Unit.

d). If required, add a Reason to the selected Evaluation Outcome Status. Click on the Reason radio button to view the Reason associated with the Evaluation Outcome Status, or enter a free text Reason.

A Reason is displayed only if a Reason Code and text exists for the Evaluation Outcome Status in GRDF5200.

e). If required, enter a comment in the Comments area.

GETs:

f). For GETs, open the Graduation Evaluation Types tab to view GETs for the Potential Graduand.

If the Potential Graduand is eligible for a higher award, click on the Evaluate icon to add a Response.

Note: GETs are defined in GRDF5100 and Response values and Input fields are customised there to display in GRDW5300 as a pop-list, checkbox, indicator or text field, as required. They can also be defined to appear for either Courses or Org. Units.

5. Apply Condition

a). If you selected an Outcome Evaluation Status that is mapped to the System Status of APPR-COND (see step 4c). above), then you must add a Condition to each enrolled unit that the Potential Graduand has not yet completed but is required to pass to complete their course (or unit set). The units are subsequently flagged and considered by the 'Potential Graduand Automatic Approval' job (GRDJ6200).

A Condition can be added by clicking the Apply to All Units or Apply/Clear by Unit button located on the Evaluate Potential Graduand Outcome pop-up page. These buttons are only displayed if the status in the Status field is mapped to a System Status of APPR-COND.

To apply a Condition:

1. To automatically apply a Condition to all enrolled units, click the Apply to All Units button.
2. Alternatively, to manually apply a Condition to specific units, click the Apply/Clear by Unit button.
   The 'Search and Select Enrolled Units to Add Evaluation Conditions To' pop-up page is then displayed with a list of enrolled units.
   
   Note: Units with existing Conditions (e.g. that have been applied previously) are shown as pre-selected. To de-select pre-selected units, simply click any record in the list. Alternatively, to select additional units whilst retaining the preselected units, press and hold down the <Ctrl> button on your keyboard while selecting each additional unit.
   
   i). Find and select all units to which you want to add a Condition.
   (Note: To select multiple units, press and hold down the <Ctrl> button on your keyboard while selecting each unit.)
   
   ii). Click the Add Conditions to Selected button to apply the Condition to all selected units.

b). A PTNL_GRDND_CONDITION record is created for each selected Unit Attempt(s) to which the Condition was added. The records are saved in the Potential Graduand Condition entity so that they are picked up by the 'Potential Graduand Automatic Approval' job (GRDJ6200) (i.e. if the Approved with Conditions check box is selected in GRDJ6200 then the conditions are assessed and if satisfied, the graduand is set to ‘Approved’).

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Field Descriptions

The following tables describe each field in the different sections of the Evaluate Potential Graduand page for an individual Potential Graduand, including applicable table values. There are three main sections on the Evaluate Potential Graduand page (as described below):

• Context Graduand
• Outcomes - Course Outcomes, Unit Set Outcomes, Graduation Evaluation Types, Comments.
• Other Details - Course, Unit Sets, Units, Contact Hours, Org Units, Progression, Encumbrances.

1. Context Graduand Section

This section is located at the top of the page and displays the context Potential Graduand's personal details, and graduation and course details.

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2. Outcomes Section

This is the middle section of the Evaluate Potential Graduand page. It is used to approve Course(s) and Unit Set(s), add a Condition to selected Units, and add Responses to GETs (if the Potential Graduand is eligible for a higher award).

This section contains the following tabs:

• Course Outcomes
• Unit Set Outcomes
• Graduation Evaluation Types
• Comments

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Course Outcomes Tab

From this tab you can set the Evaluation Outcome Status for a Potential Graduand, run the Course Completion Rules check, and if required, add Conditions to incomplete Units. See To Evaluate a Potential Graduand, above.

The following icons are available on this tab:

• Evaluate icon - opens the 'Evaluate Potential Graduand Outcome' pop-up page from where you can approve the Potential Graduand's eligibility to graduate by setting the Evaluation Outcome Status to a status mapped to the System Status of ACCEPTED or APPR-COND (as defined in GRDF5200).
  The Apply to All Units and Apply/Clear by Unit buttons located on the 'Evaluate Potential Graduand Outcome' pop-up page are used to access the 'Select Enrolled Units to Add Evaluation Conditions To' pop-up page from where you can add a Condition to enrolled 'Incomplete' Units when the Evaluation Outcome Status is mapped to the System Status of APPR-COND. (See Step 5 in the 'To Evaluate Potential Graduands' section, above.)
• Course Completion icon (PRGW9030) - located on the 'Evaluate Potential Graduand Outcome' pop-up page. This icon accesses the 'Course Completions' pop-up page from where you can run the Completion Rules function for Course Version(s), Course Stages, Unit Sets, and/or 'Alternative Exits'.

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'Evaluate Potential Graduand Outcome' Pop-Up Page

This pop-up page allows the user to approve a Potential Graduand's eligibility for graduation by selecting an Evaluation Outcome Status.

This pop-up page is accessed via the Evaluate icon on the:

• Course tab, or
• Unit Set tab.

The context Potential Graduand details are shown at the top of the page.
If the record has already been approved, an Approver Details section is included on the page.

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'Search and Select Enrolled Units to Add Evaluation Conditions To' Pop-Up Page

This pop-up page is used to apply a Condition to selected enrolled Units.

It is accessed via the Apply/Clear by Unit button located on the Evaluate Potential Graduands Outcome page. This button and the Apply to All Units button are only available when the Status in the status field on this page is set to APPR-COND. (For more information and instructions, see Step 5 in the 'To Evaluate a Potential Graduand' section, above.)

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Unit Set Outcomes Tab

From this tab you can set the Evaluation Outcome Status for a Potential Graduand, run the Course Completion Rules check, and if required, add Conditions to incomplete Units. See To Evaluate a Potential Graduand, above.

The following icons are available on this tab:

• Evaluate icon - opens the 'Evaluate Potential Graduand Outcome' pop-up page from where you can approve the Potential Graduand's eligibility to graduate from a Unit Set by setting the Evaluation Outcome Status to a status mapped to the System Status of ACCEPTED or APPR-COND (as defined in GRDF5200).
  • The Apply to All Units and Apply/Clear by Unit buttons located on the 'Evaluate Potential Graduand Outcome' pop-up page (accessed via the Evaluate icon) are used to access the 'Select Enrolled Units to Add Evaluation Conditions To' pop-up page from where you can add a Condition to enrolled 'Incomplete' Units. This is only done if the Evaluation Outcome Status on this page is mapped to the System Status of APPR-COND. (For more information and instructions, see Step 5 in the 'To Evaluate a Potential Graduand' section, above.)
• Course Completion icon (PRGW9030) - located on the 'Evaluate Potential Graduand Outcome' pop-up page. This icon accesses the 'Course Completions' pop-up page from where you can run the Completion Rules function for Course Version(s), Course Stages, Unit Sets, and/or 'Alternative Exits'.

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Graduation Evaluation Types Tab

This tab displays GETs for the Potential Graduand. From this tab (via the Evaluate icon) you can approve a selected GET if the Potential Graduand is eligible for a higher award, by adding a Response to the GET. (For more information, see To Evaluate a Potential Graduand, above.)

GETs are defined in GRDF5100 and are used to qualify Potential Graduands eligibility for higher awards.

This tab is only displayed if there are existing associated GETs.

Comments Tab

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3.Other Details Section

This section is located at the bottom of the Evaluate Potential Graduand page and is used to view detailed information about the Potential Graduand in order to assist the Evaluator make a decision regarding the Potential Graduand's eligibility.

The 'Other Details' section displays the following tabs:

• Course
• Unit Sets
• Units
• Credit Points
• Contact Hours
• Org Units
• Progression
• Encumbrances
• Advanced Standing

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Course Tab

This tab is used to view Course details for the purpose of assessing the Potential Graduand's eligibility to graduate.

This tab contains the following buttons:

• Course Completion button - Opens the Course Completion (PRGW9030) page which is used to run the Course Completion Rules check for a Course Version and its components - Course Stages, Unit Sets and Alternative Exits.
• Attempt Notes button - Opens the Student Course Attempt Notes (ENRW3083) page.
• Awards button - Opens the Course Awards (CRSW1251) page.
• Academic History button - Opens the Academic History Report (ENRR08M0) in the context of the selected Student Course Attempt.
  Note that custom source code will enable institutions to specify a report other than the Academic History Report. See information for the Custom Source Code function GRDP_GET_ACAD_HIST_REP_URL in the Callista Product Centre - wiki.callista.com.au/display/CPC.

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Unit Sets Tab

This tab displays a list of Unit Sets and related details.

A 'Notes' link may be displayed for a Unit Set which accesses the SUSA Attempt Notes (ENRW3084) page.

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Units Tab

Displays a list of Units and related details, including Status, Mark, and Enrolled and Achieved Credit Points for each Unit.

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Credit Points Tab

Displays Credit Point values calculated for the SCA, including Minimum Credit Points Required for Course Completion and Total Achieved Credit Points and Credit Points by Level details.

Credit Points by Level

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Contact Hours Tab

Displays Contact Hours values calculated for the SCA. This tab only displays for VET sector courses.

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Org Units Tab

This tab displays Organisational Unit details. It includes the following sections:

• Responsible Org Unit
• Owning Org Unit

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Progression Tab

This tab displays details similar to those found on PRGF6610.

Separate Progression Rule check results are displayed in the table, and the Show Cause and Appeal details for the selected row are displayed below.

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Encumbrances Tab

Displays Expired, Academic and/or Administrative encumbrances.

The Include Records drop-down includes:

• Expired - select to include Expired encumbrances in the displayed list of encumbrances.
• Academic - select to include Academic encumbrances in the displayed list of encumbrances.
• Administrative - select to include Administrative encumbrances in the displayed list of encumbrances.

The Effects link (in the Effects column) opens the Encumbrance Effects pop-up page.

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Encumbrance Effects Pop-up Page

Displays details of Encumbrance Effects associated with a selected Encumbrance.

This tab is accessed by clicking the 'Effects' link for a selected Encumbrance.

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Advanced Standing Tab

Displays Advanced Standing related details for Units and Unit Levels. Advanced Standing Details are recorded for a student in ADVF2000 or ADVF4200.

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Reference Data Set-Up

Before working in GRDW5300 the appropriate Security Roles must be assigned to Evaluators; Workflows and Business Activity Processes (BAPs) created; and Reference Data set up. This is done using the following Forms and pages:

• CORF2660 - Maintain Email Type
• CORF2690 - Maintain Email Type Group
• CORW0100 - Maintain Communication Source
• GENF4820 - Maintain Workflow Step
• GENF4830 - Maintain Workflow
• GRDF5100 - Maintain Graduation Evaluation Types
• GRDF5200 - Maintain Potential Graduand Outcome Status
• GRDF1000 - Maintain Online Graduation Configuration
• GENF4910 - Maintain Business Activity Process Person
• GENF4920 - Maintain Business Activity Process Member
• SECF0063 - Maintain Security Role Function Grants

Note: GENF4910 and GENF4920 allow an institution to define Person or Person ID groups to a BAP in order to specify the administrators involved in each Workflow step. To access GENF4920, go to the context page. For example, if you want to assign an Evaluator to an Organisational Unit BAP, then go to the ORGF0141 – Maintain Organisational Unit form and click on the Business Activity button. If you are defining Evaluators to processes for a Course Version, access CRSF1210 - Maintain Course Version and click Other Course Details and then the Business Activity link.

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Related Process and Pages

The high-level process involving GRDW5300 that is used to identify and manually evaluate a Potential Graduand, through to setting Course completions and allocating graduands to ceremonies, is shown in the diagram below.
This 'online' process differs to the alternative process used in SMS Forms which institutions may use instead (for example, GRDJ3100, GRDJ3140, PRGF4170, GRDJ6200, GRDJ5600, GRDJ5800, etc). For more information, see the Understanding Graduation Help page.

Figure 3: The high-level process. Note that GRDJ5800 should be run at the conclusion of each Potential Graduand records creation process.
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Related Pages

• Evaluate Batch of Potential Graduands page (GRDW5300)

• ASSF53B0 - Amend Student Unit Attempt Outcomes
• AUDF3161 - Inquire on Graduand History
• CRSF1240 - Maintain Course Alternative Exits
• GENF4920 - Maintain Business Activity Process Member
• GENJ0100 - Send Scheduled Emails
• GENW4890 - Workflow Instances
• GRDF1000 - Graduation Configuration Details
• GRDF5100 - Graduation Evaluation Type
• GRDF5200 - Maintain Potential Graduand Outcome Status
• GRDJ5100 - Allocate Graduands to Ceremonies
• GRDJ5600 - Automated Completion
• GRDJ5700 - Identify Potential Graduands
• GRDJ5800 - Delete Potential Graduand Records
• GRDJ6200 - Potential Graduand Automated Approval

• Graduation Glossary
• Graduation Overview

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Last modified on 16 September, 2015 3:47 PM

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