Purpose

To allow the definition of awards resulting from successful completion of a course. For example, Bachelor of Science or Diploma of Business Administration. The award codes, their corresponding titles and testamur types are maintained using the Maintain Awards form (CRSF1190).

This function also allows ownership of an award to be defined. An award may be owned by more than one organisational unit in varying proportions.

Subsystem

Course Structure & Planning

Structure

Three Blocks

Course Award Ownership

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Course Version

Explanation

The Course Version block (context block) displays the current course version record (context record) from the Maintain Basic Course Details form. The displayed records in the Course Award block are the course awards for the context record.

Example

If course version A300 - Bachelor of Arts, version x is selected in the Maintain Basic Course Details form, the Other Course Details navigation button is selected and the Course Award navigation button is selected from the displayed navigation buttons, then this form will display A300 - Bachelor of Arts, version x as the context record and any existing course awards relating to this course version will be displayed.

To inquire on the course awards of a course version other than that initially displayed:

1. Return to the Maintain Basic Course Details form.
2. Select the course version for which course awards are required.
3. Select the navigation button for Other Course Detail.
4. Select the navigation button for course award.

Course Award

Explanation

This block is used to record and maintain the set of awards for the displayed course version. A course award is represented by an institution defined code and a title which are created and maintained using the Maintain Awards form. Students satisfying the completion requirements of the course version become eligible for the award(s) listed.

A selected record in this block is the context record for the Course Award Ownership block.

The user can access the Maintain Course Award Regalia form (CRSF1255) via the Course Award Regalia button.

Example

Combined degrees are an example of courses which may have more than one award.

To attach a new course award to a course version using the Maintain Course Awards form:

1. Enter Insert Mode.
2. Select the appropriate award code from the list of values (or key a valid course code) in the Award Code field of a blank record.
3. Repeat step 2 if more than one award is to be entered against the course version.
4. If course award ownership can be defined now, follow the instructions in Course Award Ownership (below) or
5. Save.
6. A message warning that award ownership has not been defined will appear. Click OK to this.

To delete a course award from a course version using the Maintain Course Awards form:

1. Find the record to be deleted.
2. Locate the cursor in the record to be deleted.
3. Delete record.
4. Save.

• Any ownership records for the course award must be deleted first.

To modify a course award of a course version using the Maintain Course Awards form:

Course Award Ownership

Explanation

Course award ownership identifies the organisational unit(s) responsible for a course award. A course award may be owned by more than one organisational unit in varying proportions.

Example

BA Bachelor of Arts may be owned by organisational unit 0401 - Faculty of Arts.

To assign ownership of a course award, for a particular course version, using the Maintain Course Awards form:

1. In the Course Award block, select the course award for which ownership is to be defined.
2. Navigate to the Course Award Ownership block.
3. Enter Insert Mode.
4. Select the appropriate owning organisational unit from the list of values (or key a valid organisational unit code) in the Org Unit Code field of a blank record.
5. If the award is owned entirely by this organisational unit, enter 100 in the Percentage field.
6. If the award is owned by more than one organisational unit, enter the proportion of ownership of this organisational unit (up to 2 decimal places) in the Percentage field. e.g. One third ownership is entered as 33.33
7. Where an award is owned by more than one organisational unit, repeat steps 4 to 6 until the total of all percentages is exactly 100.
8. Save.

• Ownership of a course award must total 100%.
• Course award ownership can only be added against organisational units which are ACTIVE.
• Course award ownership cannot be altered, inserted or deleted once the Course Version has been made INACTIVE.

To modify ownership of a course award, for a particular course version, using the Maintain Course Awards form:

1. Select the record to be modified.
2. Alter the value in the Percentage field.
3. If there is only one owning organisational unit, the percentage will now be less than 100. It will be necessary to add another owning organisational unit or return the percentage ownership of this organisational unit to 100.
4. If there is more than one owning organisational unit, the percentages will no longer total 100. Either adjust the percentages of the other organisational unit(s), add an organisational unit or delete an organisational unit until the percentages again total 100.
5. Save.

• The Org Unit Code, Org Start Date and Description fields are protected from alteration. Only the Percentage field can be modified.
• To change an owning organisational unit, the existing owning organisational unit must be deleted and a new owning organisational unit added.
• Any alteration to ownership percentages must still result in the total of all percentages being exactly 100.

To delete an organisational unit from ownership of a course award, for a particular course version, using the Maintain Course Awards form:

1. Ensure that the correct course version is displayed in the Course Version block and the correct course award is selected in the Course award block.
2. Select the desired course award ownership record.
3. Delete record.
4. If any owning organisational units remain, ensure that the total of their percentages is exactly 100.
5. Save.
6. If no owning organisational units remain, a message warning that award ownership has not been defined will appear. Click OK to this.

• If, after deleting an owning organisational unit, any owning organisational units still remain, the percentages for the remaining organisational units must be adjusted until their total is exactly 100.

Changes within this form will have the following notable effects:

• Adding course awards to course versions will permit the use of this information by the Graduation subsystem. In particular, this information is available for use when creating / modifying graduand and graduation award ceremony records.
• Assigning ownership of a course award to one or more organisational units will permit use of this information elsewhere in the System. In particular, the information may be used in reports and statistics.