Subsystem

Assessments

Purpose

Produces letters that are sent to examination location coordinators to determine the availability of examination location venues during one or more examination periods.

Normally Run By

Assessments Specialist / Examination Coordinator

Anticipated Frequency

Infrequently during the examination planning cycle

Parameter Sample

Report Sample

Related/Dependent Jobs

In order for this report to run, a user-defined correspondence type record must exist in the form CORF2110 with a correspondence type of EXAMVENUE. The report will fail if this record does not exist.

Run Details

The report is run through Job Scheduler in both immediate and batch modes. It is usually run once to produce a letter to all examination venue coordinators and may be run on further occasions, for a limited set of examination locations, for purposes such as follow-up of alternative locations.

Job Parameters

Parameters can be selected to:

• Limit the set of examination periods. The selected academic period determines the set of examination periods (all the examination calendars subordinate to the academic calendar). However, the set may be further restricted by optionally selecting a specific examination period.
• Limit the set of examination locations for which letters are produced. Internal, external or both internal and external exam locations may be selected. An internal location is one set up in ORGF0133 as a sub location of a campus location. An external location is one that is not related to a campus location. The Exam Location parameter may be used to limit the job to a specific location.
• Include or exclude a panel in the letter in which the location coordinator can confirm/update their personal and address details.
• Include or exclude examination session details. If session details are excluded the letter is produced with a list of examination periods.
• Enter introductory and concluding text to the letter. This text may include items such as a general introduction, instructions, further requests for information, declarations by the location coordinator or any other textual information.
• Nominate a return organisational unit. The return organisational unit is normally the name of the division or department responsible for examination management and is printed above the return address on the first page of each letter.
• Nominate a return address type. The return address type is the institution address to which the location coordinators should reply. (For example, an address type such as ASS-CORR, which could be the institution address type used for all assessments related correspondence). It is printed below the name of the return organisational unit, on the first page of each letter.

Report(s)

 Examination Venue Availability Letter

The report produces letters with the location coordinators address details positioned to suit standard window faced business envelopes. The letter contains either a listing of examination periods or all session details within the examination periods. Provision is made for the location coordinator to indicate whether or not their venue(s) is available for each period or session. By altering the nature of the free text within the letters, they can be used to allow location coordinators to indicate their own availability.