Maintain Unit Set Ceremony - GRDF2120

Purpose

To record constituent unit sets groups for course awards

Subsystem

Graduation

Structure

Three blocks

Award Ceremony
Award Ceremony Unit Set Group
Award Ceremony Unit Set

 

Navigation button invokes:

Manage Ceremony Graduands (GRDF2130)

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Optionally, a course award recorded in GRDF2110 can be further subdivided into groups of unit sets related to it, using this form. These groups are placed in order of presentation within the award, with their component unit sets listed within the group.

Reasons for subdividing course awards in this way include:

  • splitting an award across ceremonies (for example where the award involves large numbers of graduands who are to be divided between ceremonies according to their major)
  • presenting graduands in alphabetical order within their unit set grouping, rather than in straight alphabetical order within the award.

Unit set groups are created solely for use in the Graduation subsystem. They have no wider applicability.

Jobs using this data

The groupings established in this form and in the Maintain Award Ceremony form (GRDF2110) are the basis for allocating graduands to ceremonies in job GRDJ5100, and for placing them in order of presentation within a ceremony in GRDJ5200. To make parameter choices in those jobs requires an understanding of how awards have been ordered in these two forms.

Effects on allocating graduands

Within any particular ceremony, the institution may choose only to subdivide some awards into unit set groups.

However, within an award, the decision to subdivide into unit sets/groups has the following implications. Unless the process allocating graduands to ceremonies (GRDJ5100) has been instructed to ignore unit sets -

  • if a graduand has one or more primary unit set attempts for a course, then they must match exactly the unit sets recorded as a group against the relevant course award. If not, the graduand is not allocated to the ceremony.

It follows that if, for one award, some graduands are eligible for the award after studying one unit set and others after studying two, then unit set groups must be recorded to cover both cases.

  • only graduands who do not have a unit set attempt for the course are allocated to the ceremony at course award level.

Example

This example illustrates:

  • a course version (S300/2) that has been broken down into two unit set groups and ordered accordingly. (Note that the unit set group comprising the unit sets ECMJ and RBMJ has a title formed by concatenating the two unit set titles)
  • two very similar course versions (M300/1 and M300D/1) with the same award. These have been ordered so that graduands who studied the same unit sets under different courses will still be presented together. The rules for ordering in this situation are given in the Notes/Rules section below.

Course award (established in GRDF2110)

Unit set components (this form)

Course Version

Award

Order in Ceremony

Unit Set Group

Unit Sets

Order in Award

S300/2

1188

1

Electronics Major & Robotics Major

ECMJ
RBMJ

1

 

 

 

Manufacturing Major

MFMJ

2

M300/1

1002

2

Accounting Major & Banking and Finance Major

ACMJ001
BFMJ0001

1

 

 

 

Economics Major

ECMJ001

2

M300D/1

1002

2

Accounting Major & Banking and Finance Major

ACMJ001
BFMJ0001

1

 

This form can only be entered in context from course award records in GRDF2110 (Maintain Award Ceremony) and new award queries cannot be performed here.

Notes/Rules:

  • New information cannot be entered in this form if the award ceremony shown as context has been closed (in GRDF2110).

 Recording unit set groups and their component unit sets for a course award is achieved by:

  • entering a number signifying the order of presentation within the course award in the Award Ceremony Unit Set Group block
  • optionally, entering an override title (see 'Group titles' notes in the opposite column)
  • in the Award Ceremony Unit Set block,
    • keying a number for each component unit set. This affects the concatenation of group titles (see next column). It does not control the ordering of graduands
    • keying or selecting a unit set code. The list of values (LOV) shows the valid academic unit sets for the course version. If a unit set is keyed, a LOV displays when relevant, giving a choice of versions.

Unit set group records can be closed (see note in opposite column).

The group title and totals fields cannot be accessed. Totals fields reflect the number of graduands (not including guests) either confirmed as attending, or potentially attending, the selected ceremony as a part of this group. These totals are automatically calculated each time the form is queried, using statuses held against the records of individual students. (See note in opposite column.)

Navigation button
  • Use the Graduands button to access GRDF3200 (Manage Ceremony Graduands) listing graduands in the unit set group selected.

 

 
  • A unit set group must be created even when the intention is to allocate graduands to ceremonies on the basis of single unit sets (i.e. unit set groups containing only one unit set).
  • When a unit set group contains multiple unit sets, the graduand ceremony allocation process (GRDJ5100) targets graduands with attempts in all unit sets within the group. In the example above, the group 'Accounting Major & Banking and Finance Major' seeks to target graduands in course award M300 1/1002 with primary unit sets Account Major and Finance Major.
  • Order in award. Each value must be unique within an award, except where
    • two similar course versions (with same award) have been given the same order in ceremony number (e.g. M300/1 and M300D/1 both appear with an Order In Ceremony value of 2 in GRDF2110), and
    • the unit sets for each group given the same Order In Award number are identical.

The example above illustrates this rule. In such cases, the unit set groups containing identical unit sets must have the same Order in Award value.
  • Administrative unit sets cannot be recorded against course awards in this form.
  • A warning is given if no student records exist for the specified unit set version studied as a primary set - for example, where the unit set is studied as a minor (non-primary) rather than major set. This does not prevent the unit set from being recorded.
  • Closing records. After running the job to allocate graduands to ceremonies (GRDJ5100), it may be necessary to re-allocate if the numbers in each ceremony are unbalanced or the structure of each ceremony is inappropriate. This can be achieved by closing one or more unit set groups and adding them to other ceremonies. When GRDJ5100 is re-run, graduands in the closed award ceremonies are deleted from the relevant ceremonies and re-allocated to another ceremony associated with their award/unit set(s). If the unit set groups are not added to another ceremony, the graduands are not allocated to a ceremony.
  • Group titles:
    • A group title is provided automatically by the system. It is formed by concatenating the short titles of the component unit sets, using an ampersand (&). The titles are concatenated in the order indicated by the Order In Group values.
    • The group title will appear in ceremony lists.
    • The override title, if provided, is substituted wherever a group title would normally appear. Examples of its use are where an automatically created title would be unwieldy or repetitious, or two versions of the same unit set are included in the group.
  • Totals. Combinations of the graduand status, graduand approval status and the graduand type are used in determining totals, as follows:
    • Total: graduands with statuses of POTENTIAL or ELIGIBLE to graduate, APPROVED or WAITING approval, and either having indicated they are ATTENDING or their intention is UNKNOWN
    • Total Attending: All those ELIGIBLE, APPROVED or WAITING approval, and who have indicated they will be ATTENDING
    • Total Possible: Total minus Total Attending.

 Last Modified on 8 May 1999