Identify & Create Graduands

Identify and Create Graduands - GRDJ3100

This process updates the database
Subsystem		Graduation
Purpose		To create graduand records within the system for students eligible, or potentially eligible, to graduate
Normally Run By		Graduation administrator
Anticipated Frequency		Set to run periodically during each ceremony round processing period. The initial run in a period will create most graduand records. Subsequent runs will primarily pick up the few students whose completion periods have altered.
Update Process(es)		Creates graduand records for the selected students
Parameter Sample
Related/Dependent Jobs		None

Update Process

The process searches the database for student course attempts where either the nominated or derived completion periods match the completion period(s) associated with the ceremony round(s) under consideration. Nominated completion periods are as recorded in ADMF3240 or ENRF3000.

When a student course attempt is found, a graduand record is created for the student. If the student's course has multiple awards (more than one course award recorded against the course version), a separate graduand record is created for each award.

Within each graduand record (refer to GRDF4200):

the Creation Date is set to the current date and time
the Graduand Status is set to that defined for either the potential or eligible status in the parameters to this job

it is set to the eligible status where the student has completed course requirements
it is set to the potential status where the student has yet to complete course requirements

the Approval Status is set to that defined in the parameters to this job. It is normally set to a WAITING status, pending approval. The process of approval to graduate is determined by the institution. Approval status may be set to an APPROVED status. For example, the institution's policy may dictate that all ELIGIBLE graduands are automatically approved to graduate. Policy may also dictate that all POTENTIAL graduands are automatically approved, subject to becoming eligible (i.e course flagged as completed). (GRDJ3100 or GRDF4200 can be used subsequently to change the graduand statuses of these graduands.)

NOTE: A graduand cannot graduate unless graduand status = eligible, approval status = approved and graduand type = attending or inabsentia.

the Course Code is set to the code for the student's course attempt
the Ceremony Round is set to that specified as a parameter to this job
the Graduand Type is set to UNKNOWN. This is manually reset in GRDF4200 or GRDF4210 when the graduand responds to correspondence regarding attendance at a ceremony
the Award - Course Code is set to the course code for the student's course attempt

the Award - Award Code is set to the award code for the course.

NOTE: Where the student is to graduate with an alternative exit from the course, the graduand record must be manually changed (in GRDF4200) so that the Award - Course Code becomes the course code of the alternative exit, and the Award - Award Code that of the alternative exit's course award.

the Graduation Name is set to the graduand's given and surnames, but may be overridden in GRDF4200 or GRDF4210 (Note that this is the name printed on the testamur).

All other information is added later.

Method

GRDJ3100 runs only in batch mode, through the Job Control & Scheduling subsystem.

Timing

This job will usually be run at the start of a ceremony round processing period and will create graduand records for the majority of students eligible or potentially eligible to graduate in that round. It should then be run periodically, at the discretion of the institution, to pick up those students (usually very few) whose completion year/period has changed.
NOTE: The processing period is defined by the ceremony round start and end date aliases in GRDF2100. If the job is run before the processing start date or after the processing end date it will not produce any output.

Job Parameters

NOTE: The % symbol indicates that all values relevant to the parameter should be processed.

Select the ceremony round for which processing is to be performed.

Typically, a single ceremony round would be targeted. Use of the % symbol causes all ceremony rounds where the job run date falls between their start and end date alias instances (processing period) to be targeted.

Examples

The institution uses 2 ceremony rounds in a year. The job is run separately for each ceremony round by specifying the individual ceremony round as a parameter. Each job must be run during the processing period of the ceremony round.
The institution uses 2 ceremony rounds in a year. The job could be run for both ROUND 1 1999 and ROUND 2 1999 (% specified as Ceremony Round parameter). The job would have to be run on dates when the processing periods of the ceremony rounds overlapped. Each of these rounds should be targeting different completion periods. ROUND 1 would typically target completions at the end of 1998 and Summer of 1999, and ROUND 2 would target mid-year 1999 completions.
The institution uses concurrent rounds (e.g. where decentralised management is the norm), such as a metropolitan Round 1 and a regional Round 1. Both the metropolitan and regional centres have multiple campuses. Separate ceremony rounds, METRO-RND1 and REGNL-RND1 would need to be created. To isolate graduands to their correct ceremony round, the job must be run separately for each ceremony round/campus location combination - i.e. run for METRO-RND1/CAMPUS-A and METRO-RND1/CAMPUS B to allocate metropolitan students to their ceremony round, and REGNL-RND1/CAMPUS-D and REGNL-RND1/CAMPUS-E to allocate regional students to their ceremony round.

Further example scenarios are given in Special Topics.

All students whose nominated (or, in the future, derived) course attempt completion period falls within the ceremony round start and end dates will have a graduand record created for them.

A course, course location and/or award can be specified where it is required to create graduand records for a limited subset of students, e.g. a course location could be specified where graduation management is decentralised (see above example).

At least one of the Include Nominated or Include Derived Completion Candidates must be set to 'Y'. (checked) Both may be set to 'Y'.

Setting the Restrict to Requirements Complete parameter to 'Y' (checked) means that graduand records will only be created for students who have completed course requirements.

The Potential and Eligible Graduand Status parameters are used to tell Callista which institution defined status to record against students who have (eligible), or have not (potential), completed course requirements. Institution defined statuses are recorded in GRDF1200.

The Graduand Approval Status parameter is used to tell Callista which institution defined status to record against all students for whom a graduand record is created when this job is run. Institution defined statuses are recorded in GRDF1300. The value specified will depend on the institution's procedure for approving graduation of students. Only a WAITING or APPROVED status may be selected.

Other Details

Note:

This job does not create a graduand record where a graduand record already exists in the target ceremony round for the same student course attempt and award.

If a student's course attempt is for a course version where the 'graduate students' indicator is set to 'No' (in CRSF1210), the course attempt is not considered by this job. Similarly, the course attempt is not considered if no course awards exist for the course version.

Graduand records are not created for unconfirmed or discontinued student course attempts but can be created for intermitted course attempts. However, graduand records may be manually created in GRDF4200 for discontinued course attempts.
Where a student discontinues their course attempt but is eligible for an award for an alternative exit, the graduand record for the alternative exit award must be created manually.

The job GRDJ3300 (Clean Up Graduand Records) should be run after each graduation cycle to remove the records of any graduands who have not completed their course requirements.

Last Modified on 26 September 2001