This job should be run after GRDJ3100

This job accesses graduand records created by running GRDJ3100 (Identify and Create Graduands) or by entering individual graduands in the form GRDF4200 (Maintain Graduand Details).

Graduands may be allocated to ceremonies by this process if

• they are taking out a course award (but not an honorary award)
• their graduand status has a system value of ELIGIBLE or POTENTIAL
• they have a graduand approval status with a system value of APPROVED or WAITING
• they have a graduand type of ATTENDING, INABSENTIA or UNKNOWN.

(The standing of individual graduands can be checked in GRDF4200).

Allocation of a graduand to a ceremony can depend solely on the course award to be conferred. However, some course awards are subdivided into unit set groups and, optionally, allocation can be based on membership of a particular unit set group.

Graduands may have more than one graduand record if they have completed more than one course or taken a combined degree with two awards.

Course award level. For each graduand record meeting the parameter requirements the process:

• attempts to find ceremonies with a course award (recorded in GRDF2110) matching the course award of the graduand record
• checks that the nominated campus location of the student course attempt for this award matches a campus location associated (via graduation location) with the venue of one of the identified ceremonies.

For allocation at course award level, graduands satisfying the conditions above are allocated to the appropriate ceremony for each award. If only one valid ceremony is found, the graduand is allocated to that ceremony, irrespective of whether it is at a default or non-default graduation location.

Graduands with no match are not allocated to a ceremony.

Unit set group level. Depending on parameter setting, allocation for some course awards might be at the level of unit set groups. In this case, the following further conditions apply:

• If a graduand has valid primary unit sets associated with the course award, they must match exactly the unit sets recorded for a unit set group in an award ceremony in GRDF2120. If not, the graduand is not allocated to a ceremony.

• Graduands without such primary unit sets are still allocated at course award level.

Where a match has been made to only one ceremony, the graduand is allocated to that ceremony. If a match is made on more than one ceremony, see the rules under 'ceremony contention', below.

If successful, a 'graduand award ceremony' record is created. Details can be seen in GRDF3200 (Manage Ceremony Graduands) or GRDF4210 (Maintain Graduand Ceremony Details).

It is possible that a graduand satisfies the criteria for allocation to more than one ceremony. To resolve this:

• if only one of the matching ceremonies is associated with the default graduation location, the process allocates the graduand to that ceremony.

• there is more than one ceremony associated with the default graduation location

• there are valid ceremonies associated with more than one non-default graduation location
• there is more than one ceremony associated with a non-default location.

Each graduation ceremony is held at a specified venue (created in ASSF4200). Each venue is associated with a single graduation location (created in ORGF0131).

This job will normally be run for the first time shortly after GRDJ3100, which identifies potential graduands and creates graduand records for a specific ceremony round.

As additional graduand records are created or ceremonies changed, GRDJ5100 can be run to make new allocations. It will not overwrite or update existing graduand award ceremony records.

The following method is suggested to adjust allocations.

1. Close the award ceremony (in GRDF2110) and/or award ceremony unit set group (in GRDF2120)
2. Create a new relationship between the course awards and unit set groups involved and an existing or new ceremony
3. Run this process again. The records associated with the closed course awards and groups are deleted, and graduands are re-allocated as for a normal allocation.

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

Select the ceremony round for which processing is to be done. The list of values (LOV) gives all active rounds.

The next two parameters control the range of graduand records processed. If required, select

• a specific course location code. The LOV gives all locations with a system location type of CAMPUS. This parameter is useful where the management of graduations is decentralised. Selecting a specific location will
• target only those graduands whose nominated location for studying the relevant course matches the selected parameter location
• allocate graduands only to the graduation locations and venues associated with that campus
• a specific graduand status from those with a system equivalent of either POTENTIAL or ELIGIBLE.

The final two parameters control processing methods.

Set the Stalemate Resolution parameter to determine the outcome if graduands satisfy criteria for more than one ceremony:

• NONE - these graduands will not be allocated to any ceremony for this award
• ALPHA DISTRIBUTION - graduands are allocated according to an alphabetic split determined by the process. For example, where two ceremonies are possible, graduands with a surname in the range A–M will be allocated to Ceremony 1, and those in the range N–Z to Ceremony 2
• NUMERIC DISTRIBUTION - graduands are allocated proportionally, using a split determined by the process. If there are two possible ceremonies, half of the graduands are assigned to one ceremony, half to the second. If three ceremonies, a third of the graduands are allocated to each ceremony.