• Different Scenarios

Organisational structures and methods of administering students' graduation vary from institution to institution. Some important considerations are whether:

• the management of graduation is centralised or decentralised
• students are studying offshore, and if so, whether they are attached to offshore or domestic campuses
• international students studying in Australia are able to attend graduation ceremonies overseas, and if so whether this is as an alternative, or in addition, to attending local ceremonies.

This section offers suggestions on ways of setting up ceremony rounds and processing graduand records for a variety of scenarios that address these issues. All the scenarios are based on having three sets of ceremonies in the academic year 2001. It is noted that there may be other scenarios not described below.

Two important jobs are described: –
GRDJ3100, which identifies prospective graduands and creates graduand records;
GRDJ5100, which allocates graduands to ceremonies.

Run GRDJ3100 for Round 1 (this will select all graduands, both domestic and international, with completion periods End and Summer). Run GRDJ5100 to allocate graduands to their default ceremony. The default ceremony is normally the ceremony associated with the graduand’s course award at the graduation location linked to the course location (campus). Students wishing to attend an overseas ceremony require their award ceremony to be manually updated to an overseas ceremony in the same round. Students permitted to attend a local and an overseas ceremony must have a new award ceremony record manually created for the overseas ceremony (i.e. they will have two award ceremony records).

• Establish Round 1 for local April ceremonies
• Establish Round 2 for June overseas ceremonies
• Establish Round 3 for September local ceremonies 

• Round 1 - associated with completion periods End/2000 and Summer/2001
• Round 2 - not associated with any completion periods because we do not wish to run GRDJ3100 for this round. To do so would create unwanted graduand records (international and domestic)
• Round 3 -associated with completion period Mid/2001

Run GRDJ3100 for Round 1 (this will select all graduands with completion periods End and Summer). Run GRDJ5100 to allocate graduands to their default ceremony. Students wishing to attend an overseas ceremony instead of a local ceremony must have their existing award ceremony record manually deleted and a new one created for an appropriate ceremony in Round 2. Students permitted to attend a local and an overseas ceremony will need to have a new award ceremony record manually created for the overseas ceremony (i.e. they will have two award ceremony records, each related to a different round).

It will not be possible to automatically handle the group of students studying offshore, as their course attempts are related to a notional Australian campus rather than a real offshore campus. When their graduand records are created it will be in the context of a local round and they will be allocated to a local ceremony. Each will have to be manually updated to an overseas ceremony.

• Establish Round 1 for local April ceremonies
• Establish Round 2 for June overseas ceremonies
• Establish Round 3 for September local ceremonies 

• Round 1 - associated with completion periods End/2000 and Summer/2001
• Round 2 - associated with completion periods Mid/2000, End/2000 & Summer/2001
• Round 3 - associated with completion period Mid/2001

 Run GRDJ3100 for Round 1 (this will select all graduands with completion period End and Summer). The job will need to be run separately for each local course location (campus), to ensure that students with course attempt completion periods End/2000 and Summer/2001 who are studying at offshore locations are not identified for this round.

Run GRDJ3100 for Round 2. Run separately for each offshore course location to ensure that only students studying offshore are identified for this round, and not students studying locally.

 Run GRDJ3100 for Round 3. Run separately for each local campus location, to ensure that students studying offshore are not identified for this round.

Run GRDJ5100 to allocate graduands to their default ceremony. Students studying offshore will be allocated to a ceremony at an offshore graduation location associated with their offshore campus location.

International students studying locally who wish to attend an overseas ceremony need to have their award ceremony manually updated to an overseas ceremony in the overseas round. Students permitted to attend a local and an overseas ceremony must have a new award ceremony record created for the overseas ceremony (i.e. they will have two award ceremony records).

 Processing

• Round 1-M - associated with completion periods End/2000 and Summer/2001
• Round 1-R - associated with completion periods End/2000 and Summer/2001
• Round 2-M - associated with completion period Mid/2001
• Round 2-R - associated with completion period Mid/2001

Run GRDJ3100 for Round 1-M (this will select all graduands with completion period End and Summer). The job will need to be run separately for each metropolitan course location (campus), to ensure that only metropolitan students are identified

Run GRDJ3100 for Round 1-R (to select all graduands with completion period End and Summer). The job will need to be run separately for each regional course location, to ensure that only regional students are identified

Run GRDJ3100 for Round 2-M (to select all graduands with completion period M). The job will need to be run separately for each metropolitan course location, to ensure that only metropolitan students are identified

Run GRDJ3100 for Round 2-R (to select all graduands with completion period M). The job will need to be run separately for each regional course location, to ensure that only regional students are identified.

Run GRDJ5100 to allocate graduands to their default ceremony. Students wishing to attend an overseas ceremony instead of a local ceremony:

• If identified for ROUND1-M, will need to have their ceremony manually updated to an overseas ceremony in the same round
• If identified for ROUND1-R, will need to have their existing award ceremony record manually deleted and a new one created for ROUND1-M and an overseas ceremony.