Maintain Graduand Details - GRDF4200

Purpose

To create, maintain and query graduand records on an individual basis, and access the ceremony details for a graduand

Subsystem

Graduation

Structure

Two blocks

Person
Graduand

 

Navigation button invokes:

Maintain Graduand Ceremony Details (GRDF4210)

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Students identified as possible candidates to graduate from a course in a ceremony round will normally have graduand records created by the job GRDJ3100. This form enables query on such records. It is also used to create and maintain graduand records on an individual basis.

Use this form to create new records when:

  • recording recipients of honorary awards
  • creating graduand records for students who have elected to take out an alternative exit award
  • eligible or potentially eligible graduands have not been identified by the job GRDJ3100.

Once graduand records are created, details which might need to be altered using this form are:

  • late changes to some graduation information (also in GRDF4210)
  • recording a request for deferment to a later round, where the ceremony is unspecified
  • recording the intention to articulate an award
  • maintenance of honours levels
  • individual setting of a conferral date and status indicating a person has graduated. (This date can be set for groups of graduands by a process initiated in the form GRDF3200 - Manage Ceremony Graduands.)

At a later date, the form might also be used to record a graduate's decision to surrender a conferred award (normally to take out a higher award). Instructions on recording a surrender are given below.

Statuses and other indicators

The progress of a graduand through the administrative processes leading up to the graduation ceremony is largely controlled by their graduand status, approval status and graduand type. These values are entered and/or displayed in this form. The system performs validations to check for permitted combinations when changes are made.

Certain values of the graduand status are themselves dependent on the value of the course requirements complete indicator, set in the interim form PRGF4170.

Alternative exit

Typically, a record is created for an alternative exit when students take out a lower level of qualification than the one they originally enrolled in. For example, a student enrolled in a 'combined' BCom/BSc course leading to two awards may have the option to discontinue their course and take out either a BCom or a BSc award.

Instructions for recording an alternative exit for a graduand are given below.

Deferment of graduation

In Callista, a distinction is made between deferment of graduation, and changing to another ceremony in the same or a different round. Changing ceremonies should be done in GRDF4210.

Graduands are only said to have deferred (and have Graduand Type set to DEFERRED) where they have been assigned to a future round, but not to a ceremony. This may be because the student has not decided on a specific ceremony to attend, or because ceremonies in a future round are not yet recorded on the database.

Instructions for handling a deferment are given below.

Articulating an award

Before graduation, students can indicate their intention not to take out an award, in favour of taking out a different (usually higher level) course award at a later date. The facility to do this in Callista is normally used for 'articulated' courses where students are not permitted to take out an award if electing to proceed to the next level course. Instructions for handling transfer to an articulated course are given below.

 

The Person block operates in query mode only.

  • Select an existing graduand, or a student for whom a graduand record is to be created, either by entering a known person ID, or by selecting the button to use the Find Person facility (ADMF1211).

Notes/Rules:

  • A lamp displays if the student has an encumbrance.
Creating graduand records

One or more records can be created. Each record represents an award for which this student is eligible or potentially eligible.

.. for an honorary award

The minimum information that must be recorded in the Graduand block is:

  • a graduand status equivalent to the system values POTENTIAL or ELIGIBLE, used to indicate academic eligibility for the award
  • an approval status referring to formal approval to graduate
  • the active or planned ceremony round at which the graduand will receive the award. Note that the start and end dates refer to the 'processing' date alias instances associated with the round, not the calendar start and end dates (See 'Ceremony rounds and dates' in Understanding Graduation).
  • a graduand type indicating the student's intentions for receiving the award. This defaults to UNKNOWN, but would normally be set to ATTENDING for honorary awards
  • an award code recorded in CRSF1190 for a system award type of HONORARY.
.. for a course award

The minimum information to be recorded is:

  • the graduand status, approval status, ceremony round and graduand type as above
  • the course code (and version) for the student course attempt to which the award applies. The list of values (LOV) displays all the student's course attempts
  • the award course code (normally as for course code, but will be different if the student is taking an alternative exit for the course)
  • the award code (this will default if there is only one award for the course).
Optional entries

Further details that can be recorded for the graduand are:

  • their desire for convocation membership (alumnus) - indicated by selecting the checkbox
  • the date of conferral of the award - normally either the date of Council approval or the ceremony date
  • the honours level awarded to the graduand. This should be recorded for honours degrees, but can be recorded for other achievement levels (see GRDF1800).

T-list items

  • Graduation Name defaults from the given name and surname recorded for the student, but can be amended. This name appears on the testamur.
  • Previous Qualifications - may be announced or included in reports.
  • Comments - generally of an administrative nature - not used for lists or reports.
  • Proxy Award - set the indicator and record the identity of a person receiving the award on the graduand's behalf, either by entering a known person ID, or by selecting the button to use the Find Person facility (ADMF1211). Normally these details should only be entered if the graduand has already been recorded as attending a ceremony.

(If the proxy person is not already recorded in Callista, create a person record in ADMF1213.)
Navigation button
  • Use the Ceremony button to access form GRDF4210, where ceremony details can be entered for the graduand.
  • The creation date and time of the graduand record is entered automatically by the system.
  • Validation prevents identical graduand records being created for the same round.
  • There is a warning if an identical graduand record exists in another round.
  • A graduand status equivalent to ELIGIBLE can only be set for course awards if the course requirements complete indicator in PRGF4170 is selected.
  • Approval status would normally be set to the equivalent of APPROVED for honorary awards, and WAITING for course awards, depending on the stage at which the graduand record is created.
  • It is not possible to set the approval status to an equivalent of APPROVAL if an encumbrance to block graduation exists.
  • Possible graduand types are:
    ATTENDING
    UNKNOWN
    INABSENTIA - will be included in reports like the council list, AOU approval list, and programme extract, although the graduand is not attending a ceremony
    ARTICULATE - a graduand surrenders the right to take out the award in favour of proceeding to further studies (in an articulated course) normally resulting in a higher award
    DEFERRED - see     above
    DECLINED - the graduand has declined to accept the award. It is still possible to create a further graduand record for the award, but only in a different ceremony round.
  • A lamp displays if more than one award exists for a course.
  • In order to retain information about the round for which a graduand was originally identified and a record created (even if they have later been manually transferred to a different round) the value of the ceremony round in this form should not be amended except for deferment.
  • The conferral date can only be set and saved in this form if the graduand status is also set to an equivalent of GRADUATED.
  • There is currently no validation checking on which courses can have honours levels recorded.
  • If the graduand is deceased and the graduand type is recorded as ATTENDING, proxy award details must be recorded.
Recording an alternative exit award

An alternative exit for the graduand's student course attempt must first be recorded in PRGF4170.

In this form:

  • If a graduand record already exists, amend the value of the award course code to the course code of the alternative exit. The LOV displays the choice of alternative courses.
  • If creating a new graduand record, record the graduand's original course in the first Course Code field, and the alternative exit course in the Award Course Code field.
  • Possible alternative exits for a course are recorded in CRSF1240.
  • The graduand status for an alternative exit graduand record cannot be set to ELIGIBLE unless the student's alternative exit course attempt has the requirements complete indicator set to Y.
Recording graduation deferment

Deferment can only be effected in this form if there are no related ceremony records for the graduand.

  • Amend the value of the ceremony round to the code for the future ceremony round in which the student is to take out an award.
  • Change the graduand type to DEFERRED.
  • Graduands should only be recorded as 'deferring' if they are being assigned to a future round without a ceremony being recorded for them. See 'Deferment of graduation' above.
  • If ceremony records already exist, deferment can be handled in form GRDF4210.
Recording surrender of an award

Once graduated, students can surrender a course award.

  • Set graduand status to the equivalent of SURRENDER (from GRADUATED)
  • In the surrendered for tab in the T-list, enter the course code of the course award for which this award is being surrendered. The list of values (LOV) displays all the courses/awards in which the student has a course attempt except those from which graduation is precluded.
  • Surrendering an award does not apply to honorary awards.
  • 'Surrendered for' details must be recorded when graduand status is set to SURRENDER.
Recording an articulated award

Before graduation, students can elect to articulate the award.

  • Set the graduand type to ARTICULATE
  • In the surrendered for tab in the T-list, enter the course code of the intended future course. The LOV lists all course awards.
  • Articulating an award does not apply to honorary awards.
  • Form GRDF4210 can also be used to articulate an award.
  • 'Surrendered for' details must be recorded when graduand type is set to ARTICULATE.

 Last Modified on 8 May 1999