Set Graduand Order in Presentation - GRDJ5200

This process updates the database

Subsystem

Graduation

Purpose

To order graduands within a ceremony to ensure correct presentation sequence

Normally Run By

Graduation administrator

Anticipated Frequency

As required

Update Process(es)

Sets one or more 'order in presentation' numbers for each graduand attending a graduation ceremony, based on structures created in GRDF2110 and GRDF2120. Graduands are numbered sequentially across the entire ceremony.

Parameter Sample

Related/Dependent Jobs

This job uses 'graduand award ceremony' records created by GRDJ5100

   

Update Process

The process only targets graduands with

  • a graduand status equivalent to the system value ELIGIBLE
  • a graduand approval status equivalent to the system value APPROVED
  • a graduand type of ATTENDING

For each applicable ceremony (selected by parameter), it

  • accesses relevant 'graduand award ceremony' records. These records represent graduands allocated to the ceremony. Individual graduands may have more than one record if they are receiving more than one award (for instance, for a combined degree) at the ceremony.

Based on groupings established by 'Order in Ceremony' in GRDF2110 and 'Order in Award' in GRDF2120, and in accord with parameter settings, the process

  • assigns sequence numbers to participating graduands, representing their place within a single ceremony. For information on graduands receiving more than one award, see the 'multi award' parameter.

Within a single award, if some graduands are members of a unit set group but others are allocated to the ceremony because of their course award, unit set group members are placed before course award members.

 

Run Details

Method

GRDJ5200 runs only in batch mode, through the Job Control & Scheduling subsystem.

Place in processing

The job GRDJ5100, allocating graduands to ceremonies, must be run before this one.

After running this job, the graduand's Order in Presentation number appears in forms GRDF4210 and GRDF3200.

To re-order graduands

This job can be re-run as many times as needed to re-order graduands in a ceremony. Reasons to re-run include:

  • after modifying ceremony structures in GRDF2110 and/or GRDF2120 and re-allocating graduands to ceremonies (see GRDJ5100)
  • after manually adding graduands to ceremonies or changing the ceremony they are to attend (in GRDF4210) or changing their graduand type from ATTENDING to INABSENTIA or vice versa (in GRDF4200 or GRDF4210).

 

Job Parameters

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

Either

  • select a ceremony round for processing of all ceremonies within that round. The list of values (LOV) gives all active rounds

or

  • select a specific graduation ceremony within a round. The LOV gives all rounds and ceremonies.

The grouping of graduands can be at award level or at unit set group level, depending on the structures recorded in GRDF2110 and GRDF2120 and the value of the Ignore Unit Sets parameter.

Within this primary grouping, the Order Graduands By parameter controls whether honours level students will or will not be separated from other graduands in the same grouping:

  • ALPHABETICAL – all graduands, includes honours graduands, are ordered alphabetically within the primary grouping.
  • HONOURS LEVEL – all graduands in the primary grouping are ordered firstly by rank, and then alphabetically within that rank. Parameter values allow ordering either from 'High to Low' or 'Low to High' (further explanation is given below).

If the Ignore Unit Sets parameter is set to 'Y', graduands are grouped solely according to the Order in Ceremony values recorded for awards in GRDF2110, even when course awards are divided into unit set groups. This allows for the allocation of graduands to ceremonies on the basis of unit set groups without necessarily presenting graduands grouped by unit set group at a ceremony.

A single graduand may have been allocated to the same ceremony more than once, in order to receive two awards. The Announce Multi Award Graduands Once indicator will determine whether such a graduand is assigned only one sequence number (for the first award presented) or a sequence number for each award.

 

Other Details
Ordering graduands by honours level

Honours graduands, and others to whom merit values apply (for example, awards granted 'with distinction') may have this information recorded against their award in the Honours Level field of GRDF4200. For other graduands, this field will be left blank.

A ranking value for each of these levels is recorded in GRDF1800.

In this job, selection of the 'High to Low' parameter value will place graduands with honours (or other values in the Honours Level field) before other graduands in the same primary grouping. Selecting 'Low to High' will place honours graduands after other graduands in the grouping.

Example

Where ranking has been assigned so that 1st class honours = rank 1 through to 3rd class honours = rank 4, and other merit values are recorded as rank 5 and below, graduands would be ordered for presentation within a primary grouping as follows:

High to Low: First class honours graduands will be presented first, then other honours classes in order, then 'merit' awards (all in alphabetical order within class or merit value) and lastly other graduands (in alphabetical order).

Low to High: The order will be reversed, with honours graduands coming after other graduands, and first class honours being presented last.

Last Modified on 9 May 1999