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This form can be called from GRDF4200 (Maintain Graduand Details), or directly from a menu. Its primary purpose is to alter individual graduands' ceremony arrangements after the automatic allocation of graduands to ceremonies by the job GRDJ5100.
For recipients of honorary awards, using this form is the only way to allocate them to a ceremony.
For convenience some graduand details can be amended here as well as in GRDF4200. Graduand records are created by job GRDJ3100, or in form GRDF4200.
Ceremony maintenance includes:
- creation of 'graduand award ceremony records' indicating attendance at a specific ceremony.
If graduands already have a ceremony record (normally achieved by running GRDJ5100), alternative ceremonies can be recorded for them here - for example, for those people who might attend a ceremony locally and/or at an overseas location, or whose graduation may be announced at more than one ceremony.
- amendment
of ceremony records, whether created in this form or by running GRDJ5100
- deletion
of ceremony records, normally as a part of deferment or changing ceremonies for a graduand.
Graduand maintenance includes:
- amendment of selected graduand details,
including a graduand's intentions with regard to the ceremony recorded for them. They may elect to attend, receive an award in absentia, postpone or decline graduation. Postponement may be because they want to graduate in a future ceremony round (normally a deferment) or advance to an articulated course
- the moving of graduands to a different ceremony round as a part of the deferment process.
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. Of these, you can only change graduand type in this form. Values for the other two statuses are maintained in GRDF4200. Graduand status can also be changed by the job GRDJ3140, and approval status by the bulk process initiated from GRDF3200.
Deferment of graduation/changing ceremonies
In Callista, a distinction is made between deferment of graduation, and changing to another ceremony in the same or a different round.
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 more likely because ceremonies in a future round are not yet recorded on the database. Instructions for changing ceremonies, and for handling 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 the change to an articulated course are given below. |
The Graduand block
.. if accessed from GRDF4200
- shows context information carried forward from that form. Only the ceremony round in the T-list can be changed.
Two different ceremony rounds . A ceremony round shown in this block is the round linked to completion periods used in identifying the student as a possible graduand. It is not necessarily the same as the round/s shown in the next block, which are linked to the ceremony/ies the graduand will attend.
.. if accessed from a menu
- allows for query on any graduand. A graduand may have more than one award - scroll to see all graduand records.
- the graduand type can be changed to indicate the student's intentions for receiving the award (see notes opposite)
- in the T-list these can be changed:
graduation name - 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
ceremony round (deferment only)
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 recorded if someone is attending a ceremony
'surrendered for' details - to surrender or articulate a course award.
The statuses and dates shown are for information only in this form (see notes opposite), as is the honours level information.
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Notes/Rules:
- Courses shown in the Award Course Code and Course Code will differ if the graduand is taking out an alternative exit award (see documentation of
alternative exits in GRDF4200). The Course Code field shows the course attempt for which the student was originally identified as a possible graduand.
A change to the ceremony round in this block is normally only required as a part of deferment. A warning is given if you attempt to change to a round after the date of its associated end date alias (which signifies the cut-off for automatic creation of graduand records). The round can still be changed.
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 - a graduand is only recorded as 'deferred' in Callista when assigned to a future round, but not to a ceremony. The graduand may not have decided on a specific ceremony to attend, or ceremonies in the future round may not yet be recorded on the database
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.
If the graduand is deceased and the graduand type is recorded as ATTENDING, proxy award details must be recorded.
Status and Dates: graduand status indicates academic eligibility for the award; approval status refers to formal approval to graduate, whether determined by Council or an academic organisational unit; creation date and time of the graduand record is recorded automatically by the system; conferral date of the award is normally either the date of Council approval or the ceremony date (normally set in form GRDF3200).
Context information is carried when zooming from this form to the Person Addresses form (ENRF3030).
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Creating graduand award ceremony records
In the Graduand Award Ceremony block, ceremony details can be recorded for graduands with a graduand type of ATTENDING, INABSENTIA or UNKNOWN.
The minimum information that must be recorded is:
- a ceremony round - valid rounds are those which have a ceremony conferring an award which matches the graduand's award, and are active
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 ceremony from those which confer an award matching the graduand's award
- a unit set group - an option is available to group graduands for presentation by unit set group within a course award or award. If the graduand's award has been subdivided in this way (in
GRDF2110/GRDF2120) record the applicable unit set group for the graduand (see note opposite)
a value for the fees paid indicator - either blank or selected.
Optional entries
Further details that can be recorded against a ceremony are:
- a graduand seat number - the seat number is checked to ensure it is unique within the ceremony. No other validation is currently applied
- academic dress
requirements - the indicator must be set before recorded gown and hat sizes can be saved
- details of guests attending the ceremony. The seat numbers recorded are checked for uniqueness within the ceremony.
T-list items
- the name to be announced at the ceremony, if this is different from the graduation name
- any special requirements - for example, for graduands with a disability
- comments
- generally of an administrative nature - not used for lists or reports.
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- When tabbing from the context block to award ceremony details, the cursor is placed initially in the Fees paid field.
- More than one ceremony can be recorded for a graduand.
- Unit set groups.
For a graduand's selected course award, the list of values (LOV) shows all unit set groups associated with that course award (in GRDF2120) as long as the graduand has a primary unit set attempt in the course that matches one of the unit sets in one of the groups.
However, graduands can only be allocated to a ceremony with a unit set group whose component unit set/s exactly match those the graduand has attempted as primary unit sets.
If a graduand is taking out an alternative exit award (documented for GRDF4200), the unit set attempt/s used for matching are those of the graduand's original course attempt.
- The Order in Presentation value is supplied by the system once job GRDJ5200 has been run. It indicates the graduand's position within the ceremony as a whole.
- Seat numbers are currently recorded for information only. There is no cross referencing to venue seating capacity, or allowable number of seats per guest.
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Changing to a different ceremony
All changes are within the Graduand Award Ceremony block.
.. in the same round
- simply select a new ceremony number, enter a new graduand seat number (if required) and save
.. in a different round
Either
- using the New Record facility, create a duplicate record (using the Edit menu or F4) so that information already recorded about the graduand is not lost
- change the ceremony round, ceremony, unit set group where applicable, and graduand seat number (if required)
- save, and re-query
- delete the previous record
or
- delete the entire graduand award ceremony record
- create a new record for a different round and ceremony.
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Deferring graduation
Deferment only applies when a graduand cannot be placed in a ceremony in a new round. To defer graduation for a graduand:
- change graduand type to DEFERRED
- select another ceremony round from the T-list in the Graduand block.
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- Ceremony details will be deleted automatically - a message asks for confirmation of this action.
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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.
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- Articulating an award does not apply to honorary awards.
- Ceremony details will be deleted automatically - a message asks for confirmation of this action.
- 'Surrendered for' details must be entered if graduand type is set to ARTICULATE.
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