gra 1 - managing graduation · office of convocation begins preparation for the convocation...

GRA 1

MANAGING GRADUATION

It is imperative that all exercises be done in the ROSI ‘Training’ environment at Student

Information Systems for Staff (SIS), using the SecurID card provided for training.

Do not attempt these exercises with your personal SecurID card.

Contact ROSI Help at [email protected] or visit www.sis.utoronto.ca to reserve a time.

©Student Information Systems, University of Toronto May 23, 2007

GRA1: Managing Graduation Table of Contents ______________________________________________________________________________

©Student Information Systems, University of Toronto of 37 May 23, 2007

Table of Contents

INTRODUCTION....................................................................................................................5

IDENTIFYING GRADUANDS ..............................................................................................6 CREATING DEGREE REQUESTS IN BATCH ............................................................................6

CREATE DEGREE REQUESTS IN BATCH SCREEN (5 A A)......................................................8

TABLE 1: DESCRIPTION OF FIELDS ON THE CREATE DEGREE REQUESTS IN BATCH SCREEN 8

MAINTAINING DEPARTMENT ELIGIBILITY STATUS ............................................................10

STUDENT OPTIONS FOR ACCESSING DEGREE REQUEST INFORMATION ..............................11

MAINTAIN DEPARTMENT ELIGIBILITY STATUS SCREEN (5 A C)........................................12

MAINTAIN DEPARTMENT ELIGIBILITY STATUS (BROWSE) SCREEN ...................................12

TABLE 2: DESCRIPTION OF FIELDS ON THE MAINTAIN DEPARTMENT ELIGIBILITY STATUS SCREEN..........................................................................................................................................13

MAINTAINING FACULTY ELIGIBILITY STATUS...................................................................14

PURGING A DEGREE REQUEST ...........................................................................................14

MAINTAIN FACULTY ELIGIBILITY STATUS SCREEN (5 A D) ..............................................15

MAINTAIN FACULTY ELIGIBILITY STATUS (BROWSE) SCREEN ..........................................15

TABLE 3: DESCRIPTION OF FIELDS ON THE MAINTAIN FACULTY ELIGIBILITY STATUS SCREEN..........................................................................................................................................16

EXERCISE 1 – MAINTAINING DEPARTMENT AND FACULTY ELIGIBILITY............................19

VIEWING/BROWSING OUTSTANDING STUDENT REQUESTS ................................................20

BROWSE OUTSTANDING STUDENT REQUESTS SCREEN (5 A E)..........................................20

IDENTIFYING STUDENTS TO BE CONSIDERED FOR CITATION..............................................21

IDENTIFY STUDENTS TO BE CONSIDERED FOR CITATION SCREEN (5 A F) ..........................21

TABLE 4: DESCRIPTION OF FIELDS ON THE IDENTIFY STUDENTS TO BE CONSIDERED FOR CITATION SCREEN..............................................................................................................................22

EXAMPLE OF THE STUDENTS TO BE CONSIDERED FOR CITATION REPORT..........................23

MANAGING GRADUATION CEREMONIES..................................................................24 MANAGE GRADUATION CEREMONIES MENU SCREEN (5 C) ..............................................24

ASSIGNING GRADUATION CEREMONIES.............................................................................24

Table of Contents GRA1: Managing Graduation ______________________________________________________________________________

©Student Information Systems, University of Toronto May 23, 2007

ASSIGN GRADUATION CEREMONIES SCREEN (5 C B) ........................................................25

BROWSE GRADUATION CEREMONIES SCREEN ...................................................................25

MAINTAINING GRADUATION CEREMONY INFORMATION ...................................................26

MAINTAIN GRADUATION CEREMONY INFORMATION SCREEN (5 C A)...............................26

MAINTAIN GRADUATION CEREMONY INFORMATION (BROWSE) SCREEN ..........................26

BATCH ASSIGN GRADUATION CEREMONIES SCREEN (5 C D) ............................................27

PREPARING FOR GRADUATION CEREMONIES .....................................................................27

PREPARE FOR GRADUATION CEREMONIES SCREEN (5 C C) ...............................................28

PRODUCING CEREMONY PRESENTERS’ CARDS AND DIPLOMA SIGNATURE LISTS..............29

PRODUCE CEREMONY PRESENTERS’ CARDS AND SIGNATURE LISTS SCREEN (5 C F) ........29

MANAGING DEGREES CONFERRED ............................................................................30 MANAGE DEGREES CONFERRED INFORMATION MENU SCREEN (5 B)................................30

UPDATING THE DEGREE CONFERRED DATE.......................................................................30

UPDATE DEGREE CONFERRED DATE SCREEN (5 B A) .......................................................31

TABLE 5: DESCRIPTION OF FIELDS ON THE UPDATE DEGREE CONFERRED DATE SCREEN.32

MAINTAIN GRADUATION POST CHANGE INFORMATION TABLE........................................33

MAINTAIN GRADUATION POST CHANGE INFORMATION SCREEN (1 A A H) .....................33

BROWSE GRADUATION POST CHANGE INFORMATION SCREEN.........................................34

TABLE 6: DESCRIPTION OF FIELDS ON THE BROWSE/MAINTAIN GRADUATION POST CHANGE INFORMATION SCREEN ......................................................................................................34

APPENDIX A: ROSI GLOSSARY OF TERMS.................................................................35

APPENDIX B: GETTING HELP.........................................................................................37

GRA1: Managing Graduation Introduction ______________________________________________________________________________


INTRODUCTION The Graduation course is presented from two perspectives. First, it looks at the necessary steps taken and tasks performed by the divisions in order to identify graduands and to record their degree eligibility. Secondly, it looks at the steps the Office of Convocation takes to manage the actual Convocation ceremony. There are three Convocations each year: • Fall Convocation in November • Spring Convocation in March (in absentia, i.e., no ceremony takes place), and • Summer Convocation in June.

There is also an additional convocation ceremony that takes place every second December in Hong Kong.

In this course, you will learn how to: • identify graduands and how to create degree requests (5 A A) • maintain degree requests at the department level (5 A C) • maintain degree requests at the faculty level (5 A D) • view and browse outstanding graduand requests (5 A E) • identify students to be considered for degree citation (5 A F) • record the date of conferral of the degree (5 A G)

You will also learn how the Office of Convocation uses ROSI to manage the graduation ceremonies by: • grouping and sequencing degrees conferred at the same ceremony (5 C A) • assigning ceremonies to degree groups (5 C B) • gathering information to prepare for the graduation ceremonies (5 C C) • producing ceremony presenters’ cards and diploma signature lists (5 C F)

Identifying Graduands GRA1: Managing Graduation ______________________________________________________________________________

of 37 ©Student Information Systems, University of Toronto May 23, 2007

IDENTIFYING GRADUANDS Divisions can use either one of two ways to create degree requests in ROSI: 1. Creating Degree Requests in Batch via the Create Degree Requests in Batch

Screen (5 A A), or 2. Creating Degree Requests Manually via the Maintain Department Eligibility

Status Screen (5 A C) or the Maintain Faculty Eligibility Status Screen (5 A D).

Graduation in ROSI works by a process of elimination. When degree requests are created, the assumption is that the student is eligible to graduate. This changes only when the degree request is cancelled or when the student fails to meet the degree requirements (Department or Faculty Eligibility Indicator = ‘N’).

Creating Degree Requests in Batch The Create Degree Requests in Batch Screen (5 A A) in ROSI allows you to identify potential graduates in one of the following two ways: 1. Based on the student’s Year of Study, or 2. Based on the number of credits the student has accumulated to date, plus the

number of credits in which the student is currently enrolled.

When the batch process is executed, ROSI checks the POSt Offering information for the Degree Program of Study (1 A A B) and identifies the Year of Study to be used or the Minimum Number of Credits required for the degree.

When identifying graduands, ROSI does not check any degree requirements. While the procedure works for the majority of students, it is possible that degree requests will be created for some students who will not have completed their degree in time to graduate at the specified Convocation. This is especially so for those programs which identify graduands by Minimum Number of Credits. Conversely, records may be missed for students who are eligible to graduate; however, you are able to manually add the missing records.

You can use the Create Degree Requests in Batch Screen (5 A A) to identify graduands before or after the current degree conferral update has taken place, and you can re-run the job at various stages throughout the session or academic period to create requests for students whose circumstances have changed since the last update.

This is accomplished by selecting either Option 1 or 2 for the “Create the degree request, even if the degree already exists in previous session(s) but with no degree conferred or upgraded yet” field: • Option 1 – regardless the student has confirmed or not (Y/N): is used when

the prior degree conferral update has taken place.

GRA1: Managing Graduation Identifying Graduands ______________________________________________________________________________


• Option 2 – only if the student has not confirmed with Y (Y/N): is used when the prior degree conferral update has not yet taken place.

Entering a Y in Option 1 creates degree requests for eligible students including students with previous degree requests, but no degree conferrals. The future degree request is created without considering whether or not a student has confirmed the previous degree request. An example of this is where this option creates degree requests for students eligible to graduate in November after the June degree conferral update has already taken place and also picks up any students who have a degree request for June but, for whatever reason, did not graduate.

Entering a Y in Option 2 creates degree requests for eligible students including students with a previous degree request, but no degree conferral, who either confirmed the previous degree request with ‘N’ or did not confirm the previous degree request at all. (To follow through with the above example, if a student confirmed with ‘Y’, it is assumed for the time being that the student will actually graduate in June and does not need a degree request created for November).

Note: If Create Degree Requests in Batch is first run using Option 2, you will need to re-run the job after degree conferral for the current session has taken place using Option 1. This will ensure that future degree requests are created for students who did not graduate in the prior session, regardless of their confirmation to the degree request. The job can also be re-run throughout the session to create degree requests for newly eligible students.

If degrees offered in your division are based on the number of credits a student completes in the current year, you can start creating requests for the Summer Convocation as soon as the registration period for the Fall session has passed. This will allow you to start reviewing student records well ahead of the actual Convocation. You can then re-run the job after the winter registration period has passed. This way, ROSI will add requests for students who have enrolled in courses in the winter session and who are now potential graduates.

Once the degree requests have been created you either: • Assume the students will want to graduate unless they tell you otherwise (in other

words, there is no need for the students to confirm their intent to graduate), or • Request that students confirm their intent to graduate.

Students in divisions that require their students to confirm their intent to graduate can do it on the Student Web Service (SWS). The confirmation period is controlled through a division-specific N10 date on the Maintain Session Event Information Screen (1 A D A). You should ensure that the deadline you set is prior to the date the Office of Convocation begins preparation for the Convocation ceremonies.

The automated correspondence function in ROSI, the Produce Selected Letter Code Screen (1 A F J), can be used to generate a letter for each student for whom a degree request is created, and who has the specified Letter Code. The Letter Code for graduands is stored on the Maintain Faculty and Department Eligibility Status



Screens (5 A D/5 A C). However, if you want more flexibility, you can use the Download Students Eligible to Graduate Screen (5 E B) to create your own letters.

Create Degree Requests in Batch Screen (5 A A)

To generate a letter for the students, there must be a value in both the Letter Code and Letter Request Date fields.

SGP0004 ***** Student Information System ***** SGM0041 Oct 19,03 - CREATE DEGREE REQUESTS IN BATCH - 11:08 AM Enter Selection Criteria *From Academic Session Code: 20009_ *To Academic Session Code.: ______ *Graduation Session Code...: 20025_ *Primary Org Code.........: _____ *Secondary Org Code........: _____ *Post Code................: __________ *Count Activities of Types.: ______ ______ ______ ______ ______ *Letter Code...............: ________ Letter Request Print Date: __________ Create the degree request, even if the degree request already exists in previous session(s), but with no degree conferred or upgraded yet. option: 1) regardless the student has confirmed or not(Y/N): _ or 2) only if the student has not confirmed with Y (Y/N): _ Input Data Set Name........: __________________________ Enter 'Y' to submit: N Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip main

Table 1: Description of Fields on the

Create Degree Requests in Batch Screen

Field Type Field Name Description System Required From/To Academic Session

Code Students who are registered in the sessions indicated will be selected. For the Fall Convocation, both the From and the To Academic Session Codes will likely be the Summer Session. For the Spring Convocation, the From Session Code will likely be either the Fall or the Winter Session, and the To Session Code will be the Winter Session. However, you can go further back in time and pick up students who may have completed the degree requirements in an earlier session, but who did not graduate.



Field Type Field Name Description System Required Graduation Session Code Identifies the session in which the Convocation

ceremony takes place, and is not necessarily the session in which the students meet the degree requirements. There are three Convocation periods represented by the following Session Codes: 20031 (Winter Convocation) 20035 (Summer Convocation) 20039 (Fall Convocation) The Winter Session runs from January to April. Degrees are conferred in absentia in February, so the Convocation Session is the Winter Session. The Summer Session runs from May until August. Summer Convocation takes place in June, and the Convocation Session is the Summer Session. For example, students graduating at the 2003 Summer Convocation will have their Graduation Session set to 20035. The Fall Session runs from September to December and the Fall Convocation takes place in November, which makes the Convocation Session the Fall Session.

System Required Primary Organization Code The Primary Organization Code is a required field when you don’t specify a Degree POSt Code. Depending on your division, if you wanted to narrow down the graduand population, you would enter a value in either the Secondary Org Code field or the POSt Code field (Program of Study).

Optional Input Data Set Name You can also identify the population you want considered through an Input Dataset containing Person IDs. If you select this option, you still need to identify the From/To Academic Session Code, the Primary Org Code and the Graduation Session Code.

Optional Letter Code/Letter Request Print Date

You have the option of having ROSI produce letters for students identified as potential grads, provided the template exists in ROSI’s automated correspondence function. The Letter Request Print Date is the date on which you want the letter printed.

System Required Create the degree request, even if the degree already exists in previous session(s), but with no degree conferred or upgraded yet. Option: 1. regardless the student has confirmed or not (Y/N) or 2. only if the student has not

ROSI automatically looks at previous degree requests, and if the degree for a particular student identified in the population has not been conferred or upgraded, ROSI selects the record in order to create a new degree request. However, before doing so, ROSI looks further to the above option the user has chosen. If Option 1 is chosen (Y), ROSI will look at all previous records, regardless of whether or not the student has



Field Type Field Name Description confirmed with Y (Y/N)

confirmed their intent to graduate at the earlier ceremony. Option 1 should be used to create degree requests after the previous degree conferral update has taken place. Degree requests are created for students who did not graduate in the previous graduation. If Option 2 is chosen (Y), ROSI will look only at the previous degree request records of students who have not confirmed with (Y) their intent to graduate at the earlier convocation ceremony. Option 2 should be used to create degree requests for a future graduation session where the degree conferral update of the current graduation session has not yet taken place. Future degree requests are created only for those students whose Req Recd Ind is either (N) or (blank) for the current graduation session. If you use Option 2 prior to degree conferral update of the current session, you will need to run the batch requests again after the degree conferral update has taken place. This will ensure that requests are created for students who did not graduate in the current graduation session regardless of the Deg Req Ind being Y or N. If you enter Y in Option 1, Option 2 must be N and vice-versa.

Once you’ve correctly entered the selection criteria, to submit the job you simply put ‘Y’ in the Enter Y to Submit field. Similar to all ROSI jobs, a pop-up screen will appear asking for a destination printer for the error report. Once you have entered the printer name and the number of copies, you press [Enter] and the job is submitted. If you decide at this stage that you do not want to submit the job, you may cancel it by pressing [F2] instead of [Enter].

Maintaining Department Eligibility Status Creating and maintaining degree requests on a student-by-student basis can be either a one-step procedure where all maintenance is performed at the faculty level via the Maintain Faculty Eligibility Status Screen (5 A D) or a two-step procedure where the maintenance is performed at the department level via the Maintain Department Eligibility Status Screen (5 A C). Changes to the ‘Department Eligibility Ind’ are only maintained on the Maintain Department Eligibility Status Screen.

The Maintain Department Eligibility Status Screen serves several purposes. On this screen, you are able to: 1. add degree requests for students who were not included in the batch job 2. indicate that the student has confirmed his/her intent to graduate 3. record that the student has failed to meet the departmental requirements for

graduation



4. purge a request to graduate if the student decides he/she does not want to graduate at this convocation

5. produce a letter for a student at any one of these stages, provided the letter you request is in the Automated Correspondence function of ROSI (Produce Selected Letter Code Screen (1 A F J)).

On this screen, you are unable to: 1. add a degree request if the student is not actively associated with the Degree POSt

(the student has to change to the appropriate POSt first) 2. modify or purge a request if the degree has already been conferred or upgraded 3. purge a degree request if either the Department or Faculty Eligibility Indicator is

‘Y’. In this case, it will be necessary first to set the Indicator/s to ‘N’

Student Options for Accessing Degree Request Information For students from a division that requires they confirm their intent to graduate, they have two options for accessing their degree request information and confirming whether they intend to graduate in the degree specified. They can either: 1. Access their graduation information directly via the SWS, or 2. Confirm in person at their department or faculty



Maintain Department Eligibility Status Screen (5 A C)

SGP0006 ***** Student Information System ***** C SGM0061 Mar 22,07 - MAINTAIN DEPARTMENT ELIGIBILITY STATUS - 10:30 AM Action (A,B,C,D,M,N,P) _ *Graduation Session Cd: 20075_ Person Id: 9999999990 *Post Cd: AS BA4__ Name: Test00 MR Rosi Post Title: A&S Bachelor's Degree Program Candidacy POSt Code : AS BA4 Candidacy Session Code: 19809 Faculty Eligibility Ind....: Y Degree Conferred Date : Upgrade Completed Sess: Department Eligibility Ind.: Y Department Eligibility Date: 2006-09-30 Request Received Ind.......: _ Request Received Date......: *Letter Code................: ________ Letter Request Print Date..: __________ Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- confm help retrn quit flip pref main

Maintain Department Eligibility Status (Browse) Screen

SGN006 ***** Student Information System ***** Mar 22,07 - MAINTAIN DEPARTMENT ELIGIBILITY STATUS - 10:28 AM Department Department Faculty Faculty Session Eligibility Eligibility Eligibility Eligibility Code Person Id POSt Code Ind Status Dt Ind Status Dt ------- ---------- ---------- ----------- ----------- ----------- ----------- 20075 9999999990 AS BA4 Y 2006-09-30 Y 2006-09-30 20075 9999999991 AS BA4 U Y 2006-09-30 Y 2006-09-30 20075 9999999992 AS BA4 U Y 2006-09-30 Y 2006-09-30 20075 9999999993 AS BA4 U Y 2006-09-30 Y 2006-09-30 20075 9999999994 AS BA4 U Y 2006-09-30 Y 2006-09-30 20075 9999999995 AS BA4 U Y 2006-09-30 Y 2006-09-30 20075 9999999996 AS BA4 U Y 2006-09-30 Y 2006-09-30 20075 9999999997 AS BA4 U Y 2006-09-30 Y 2006-09-30 20075 9999999998 AS BA4 U Y 2006-09-30 Y 2006-09-30 20075 9999999999 AS BA4 U Y 2006-09-30 Y 2006-09-30 *Session Code: 20075_ Person Id: __________ Post Code: __________ *Primary Org Code: _____ *Secondary Org Code: _____ Dept Elig Ind: _ Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip bkwrd frwrd main



Table 2: Description of Fields on the Maintain Department Eligibility Status Screen

Field Name Description Graduation Session Cd As with the Create Degree requests in Batch function, the Graduation

Session Cd is the session in which the Convocation takes place. Candidacy POSt Cd. Identifies the POSt Code to which the applicant was admitted. This can

either be an Admission POSt or a Degree POSt. For divisions that admit to an Admission POSt and roll to a different Degree POSt, the Candidacy POSt is the Admission POSt. For divisions that admit to a Degree POSt and roll to the same Degree POSt, the Candidacy POSt is the Degree POSt.

Candidacy Session Cd. The session in which the student was first admitted to the Candidacy POSt.

Degree Conferred Date/Upgrade Completed Sess

If the degree has already been conferred or upgraded, the date is displayed for information purposes only. These dates cannot be modified or deleted from this screen.

Department Eligibility Ind As mentioned above, when a degree request is added from this screen, the Department Eligibility Ind is automatically set to ‘Y’. If after departmental or faculty assessment it has been determined the department requirements have not been met, the Department Eligibility Ind can be changed to ‘N’. When bids are added in batch, the Department Eligibility Ind is left blank, so if you are from a division that does not maintain degree requests at the department level, the Indicator can be left blank.

Department Eligibility Date

When a change is made to the Department Eligibility Indicator, the Department Eligibility Date defaults to the date the change was made.

Request Received Ind/Request Received Date

Identifies whether or not the student has confirmed their intent to graduate in the specified Convocation. When degree requests are added in batch, this field is left blank. However, when added on-line, the field is set to ‘Y’ as it’s assumed that with a manual addition of a degree request the student has already confirmed to the department/faculty their wish to graduate. If a division requires student confirmation, the Office of Convocation will select only those records that have an Indicator of ‘Y’ when retrieving the information it requires to manage the Convocation ceremonies. If a division does not require student confirmation, the value of the Request Received Ind has no effect on future processing and does not need to be maintained. When a student confirms his/her intention to graduate through the SWS, the Request Received Ind is set to ‘Y’, and the Request Received Date is updated to the corresponding date.

Letter Code/Letter Request Print Date

The Letter Code field may be used to request that a letter be generated that would inform the student of their graduation status. You must select the code associated with the appropriate letter to be sent to the student. The letter will be generated via the automated correspondence function. The Letter Request Print Date is the date on which the letter should be printed. If the date is not entered, the field will default to the current date.



Maintaining Faculty Eligibility Status The Maintain Faculty Eligibility Screen allows you to perform exactly the same functions as the Maintain Department Eligibility Screen, but at the Faculty level. At this level, you have a few more options. Similar to the Maintain Department Eligibility Screen, you are able to: • add degree requests for students who were not included in the batch job • indicate that students have confirmed their intention to graduate • purge a request to graduate • produce a letter

In addition to the options listed above, you are also able to: • assign a Degree Citation to a student • record that a student has met the Faculty requirements for graduation, • identify students who plan to attend a “special” ceremony • record and, if necessary, make changes to the date on which the degree was

conferred • identify the session in which students upgrade their three-year degrees to an

Honours or a four-year degree

Purging a Degree Request Prior to purging a degree request, you need to ensure that the Faculty Eligibility Indicator on the Maintain Faculty Eligibility Status Screen (5 A D) and/or the Department Eligibility Indicator on the Maintain Department Eligibility Status Screen (5 A C) have a value of ‘N’. If you previously added a degree request via the Maintain Faculty Eligibility Status Screen, then you only need to purge the degree request from this screen. If you added a degree request via the Maintain Department Eligibility Status Screen, ROSI puts a ‘Y’ value in both the Department Eligibility Indicator and the Faculty Eligibility Indicator, so it is necessary to modify both indicators to ‘N’ before purging the degree request from either of these two screens.



Maintain Faculty Eligibility Status Screen (5 A D)

SGP0007 ***** Student Information System ***** SGM0071 Mar 23,07 - MAINTAIN FACULTY ELIGIBILITY STATUS - 03:23 PM Action (A,B,C,D,M,N,P) _ *Graduation Session Cd: 20075_ Person Id: 9999999990 *Post Cd: AS BA4__ Name: Test00 MR Rosi Post Title: A&S Bachelor's Degree Program Candidacy POSt Code: AS BA4 Candidacy Session Code : 19809 Department Eligibility Ind.: Y Faculty Eligibility Ind....: Y Degree Conferred Date..: __________ Faculty Eligibility Date...: 2006-09-30 Ceremony Attendance Ind: _ Request Received Ind.......: _ Upgrade Completed Sess : ______ Request Received Date......: *Degree Citation Code.......: ___ *Ceremony Override Reason Cd: _____ *Letter Code................: ________ Letter Request Print Date: __________ Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- confm help retrn quit flip pref main

Maintain Faculty Eligibility Status (Browse) Screen

SGN007 ***** Student Information System ***** Mar 23,07 - MAINTAIN FACULTY ELIGIBILITY STATUS - 3:22 PM Department Department Faculty Faculty Session Eligibility Eligibility Eligibility Eligibility Code Person Id POSt Code Ind Status Dt Ind Status Dt ------- ---------- ---------- ----------- ----------- ----------- ----------- 20075 9999999990 AS BA4 Y 2006-09-30 Y 2006-09-30 20075 9999999991 AS BA4 U Y 2006-09-30 Y 2006-09-30 20075 9999999992 AS BA4 U Y 2006-09-30 Y 2006-09-30 20075 9999999993 AS BA4 U Y 2006-09-30 Y 2006-09-30 20075 9999999994 AS BA4 U Y 2006-09-30 Y 2006-09-30 20075 9999999995 AS BA4 U Y 2006-09-30 Y 2006-09-30 20075 9999999996 AS BA4 U Y 2006-09-30 Y 2006-09-30 20075 9999999997 AS BA4 U Y 2006-09-30 Y 2006-09-30 20075 9999999998 AS BA4 U Y 2006-09-30 Y 2006-09-30 20075 9999999999 AS BA4 U Y 2006-09-30 Y 2006-09-30 *Session Cd: 20075_ Person Id: __________ Post Code: __________ *Primary Org Code: _____ *Secondary Org Code: _____ Fac Elig Ind: _ Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip bkwrd frwrd main



Table 3: Description of Fields on the Maintain Faculty Eligibility Status Screen

Field Name Description Candidacy POSt Cd. Identifies the POSt Code to which the applicant was

admitted. This can either be an Admission POSt or a Degree POSt. For divisions that admit to an Admission POSt and roll to a different Degree POSt, the Candidacy POSt is the Admission POSt. For divisions that admit to a Degree POSt and roll to the same Degree POSt, the Candidacy POSt is the Degree POSt.

Candidacy Session Cd. The session in which the student was first admitted to the Candidacy POSt.

Department Eligibility Ind The Department Eligibility Ind is displayed on this screen for information purposes. Changes to this field must be made through the Maintain Department Eligibility Status Screen.

Faculty Eligibility Ind/Faculty Eligibility Date

When degree requests are recorded, whether in batch or through the Department/Faculty Eligibility Status Screens, the Faculty Eligibility Ind defaults to ‘Y’. It needs to be changed only when the student fails to meet the Faculty’s requirements. The Faculty Eligibility Date defaults to the current date whenever a change is made to the Faculty Eligibility Ind. Similar to the Department Eligibility Indicator, the Faculty Eligibility Indicator cannot be changed once the Degree Conferred Date or the Upgrade Completed Session has been entered.

Request Received Ind/Request Received Date

The information you see in these two fields is the same as that which you would see on the Maintain Department Eligibility Screen. The Request Received Ind identifies students who have confirmed their intention to graduate at the specified Convocation, and the date on which this has been confirmed is indicated in the Request Received Date.

Degree Citation Code The Degree Citation Code is used to assign a Degree Citation to the student's record (Distinction, High Distinction, Honours, and High Honours). These Citations are noted in the Convocation Program. It is not necessary to remove the degree conferred date first when adding a citation after the degree conferral update. Citations can also be added in batch using 5 A F as described later in this workbook.

Ceremony Override Reason Cd The Ceremony Override Reason Cd is used to indicate that the student is attending a special ceremony. At present, there are only two ceremonies outside of the regular scheduled convocation, one of which is the Hong Kong ceremony. Every two years a special ceremony is held in Hong Kong that students from most divisions can attend.

Letter Code/Letter Request Date The Letter Code and the Letter Request Date on this screen are the same you would see on the Maintain Department Eligibility Screen.



Field Name Description Degree Conferred Date/Upgrade Completed Sess

The Degree Conferred Date is normally set via the batch process “Update Degree Conferred Date”. The date can be entered only if the Faculty Eligibility Indicator is ‘Y’ and the Department Eligibility Indicator is not ‘N’. If entered or modified, the date must fall within the Graduation Session specified (e.g., if the degree request is recorded in a Summer Graduation Session, the Degree Conferred Date must fall between May and August of that year) and the Upgrade Completed Session must be blank. If you are required to modify the date, and the Degree POSt of the student record you are modifying is in the POSt Change Table (Maintain Graduation POSt Change Information Screen (1 A A H)), you will be unsuccessful as the upgraded POSt already exists. This concept, along with an explanation of the POSt Change Table will be addressed in more detail further along in the workbook. When entering a session in the Upgrade Completed Sess field, ROSI confirms the fields on the Faculty/ Department Eligibility Ind are entered as they should be, otherwise the user will be unsuccessful in updating this information. When entered, the Upgrade Completed Session will appear at the top of the student’s transcript. Once the Degree Conferred Date/Upgrade Completed Sess fields are entered, the system automatically updates the following data: • Changes the status of the Degree POSt from “ACT”

to “CMP” • Transfers future registration data from the conferred

Degree POSt to the “Upgraded” Degree POSt if one exists in the POSt Change Table

• For those POSts not in the POSt Change table, ROSI will cancel all future registrations and activities

• Registration Subject POSts will be added with a status of IN for all sessions where an active Student Subject POSt matches an active Degree POSt

• Updates thesis completed date. If the Thesis Info. Approval Date has already been entered, the update process will not overwrite this date on the Maintain Student Thesis Title Information Screen (4 A D B A).

• The Thesis Info Approval Date is not deleted from the Maintain Student Thesis Title Information Screen (4 A D B A) when the Degree Conferred Date is deleted on the Maintain Faculty Eligibility Status Screen (5 A D).

• Assigns a mark of “CR” to continuing activities that still have a mark of “IPR” in the last registration (not COFEE-type activities).

• Deletes future Degree Requests for the same Person ID with the same Degree POSt.

Note: The Degree Conferred Date is used in shortened form (month and year) on the academic transcript.



Field Name Description Ceremony Attendance Ind Indicates whether the student plans to attend the

ceremony. It is not a required field, so if left blank that does not necessarily indicate the student does not plan to attend. If the field is ‘N’, you could reliably assume the student does not plan to attend.



Exercise 1 – Maintaining Department and Faculty Eligibility

1. Go to the Maintain Department Eligibility Status Screen (5 A C).

2. Using the Person ID 99601, add a degree request for Spring 19985 Convocation for the POSt AS^^^HBA. Enter values in the Convocation Session, Person ID and POSt Code fields only and let ROSI provide default values elsewhere.

3. Go to the Maintain Faculty Eligibility Status Screen (5 A D) and display the same student’s degree request.

4. Modify the record to indicate the student is graduating at the special ceremony in Hong Kong with high distinction.

5. Clear the screen (Action Code ‘C’) and then add another degree request using Person ID 99901 using the 1998 Spring Convocation and the POSt Code HS^^^PHD. On 4 A D B A, add a Thesis Title and enter THE in the Thesis Option field. Do not add a Thesis Info Approval Date.

6. On the Maintain Faculty Eligibility Status Screen (5 A D) display Person Id 99601 and modify the record with a degree conferred date of 1998-06-20, and then check the changes, which ROSI has automatically made, by viewing the following screen: • Maintain Registration Information (4 A C B) to check the status of the

‘Old’ POSt, whether or not a ‘New’ POSt has been created, and to check the registration status for any future registrations. Note: To check these changes, the most effective way is to Browse with the Person ID, 19979 Session Code, and the POSt Code (either AS^^^HBA or HS^^^PHD).

7. On the Maintain Faculty Eligibility Status Screen (5 A D) display Person Id 99901 and modify the record with a degree conferred date of 1998-06-11 and then check the changes, which ROSI has automatically made, to the following screen: • Maintain Student Thesis Title Information (4 A D B A) to check the Thesis

Info Approval Date field.



Viewing/Browsing Outstanding Student Requests To identify those students who have not yet confirmed their intention to graduate, use the Browse Outstanding Student Requests Screen (5 A E). A student will appear on this list only if: • Request Received Indicator is blank and • Faculty Eligibility Indicator is ‘Y’ and • Departmental Eligibility Indicator is not ‘N’

If your division does not require student confirmation to graduate, your students will have a blank Request Received Indicator and all will appear, except those who have already been identified as having failed to meet Departmental or Faculty requirements.

Browse Outstanding Student Requests Screen (5 A E)

SGP0049 ***** Student Information System ***** Sept 02,03 - BROWSE OUTSTANDING STUDENT REQUESTS - 1:35 PM Grad Primary Secondary Session Organization Organization Code Person Id Name POSt Code Code Code ------- ---------- ---------------------- ---------- ------------ ------------ 20025 9999999990 Test00 AECIVBASC APSC CIVIL 20025 9999999991 Test01 AEINDBASC APSC IND 20025 9999999993 Test02 AECIVBASC APSC CIVIL *Session Code: _20025_____ Person Id: __________ Post Code: __________ *Primary Org Code: _APSC____ *Secondary Org Code: _____ Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip bkwrd frwrd main

There are no required fields on this browse screen. However, you should make an attempt to narrow your search somewhat. It’s advisable to use at least the Session Code (the graduating session). When you use this field, your search will be restricted to the specified session and all later sessions.

As well, you can: • Identify the Graduation Session plus the Primary Organization. This will restrict

the browse to outstanding degree requests in that Organization. • Identify the Graduation Session, the Primary Organization and the Secondary

Organization. This further restricts your search to Secondary Organizations within the Primary Organization.

To narrow down your request, type any available information into these fields.



• Identify the Graduation Session and Person ID. The browse will begin at that student in the specified session.

• Identify the Graduation Session, Person ID and POSt. However, in this case, since you know who it is you want to check and the degree involved, it would make more sense to check on the Maintain Department Eligibility Status Screen or the Maintain Faculty Eligibility Status Screen since these screens contain detailed information about the request.

Identifying Students to be Considered for Citation The Identify Students to Be Considered for Citation Screen (5 A F) produces a report of graduands who have averages that appear to be high enough for them to graduate with a citation, i.e., Distinction, High Distinction, Honours, and High Honours. In order for a student to be selected, the Faculty Eligibility Indicator must be ‘Y’ and the Department Eligibility Indicator must not be ‘N’.

For each student record identified, this function looks for the student’s last Grade Point Average (GPA) in the graduation POSt that matches the Average Type specified. If the GPA is greater than or equal to the minimum average specified, the student is included in the report. The report is sorted in descending order of GPA.

Identify Students to be Considered for Citation Screen (5 A F)

SGP0170 ***** Student Information System ***** SGM1701 Oct 19,03 - IDENTIFY STUDENTS TO BE CONSIDERED FOR CITATION - 11:17 AM Enter Selection Criteria *Graduation Session Code.........................: 20025_ *Primary Organization Cd.........................: ARTSC *Secondary Organization Cd.......................: _____ *POSt Cd.........................................: __________ Only select where Request Received Ind = Y (Y/N): Y *Average Type....................................: CGPA_ Citation Average Range: from 3.20_ to 3.49_ Input Data Set Name......: __________________________ Output Data Set Name.....: __________________________ Enter 'Y' to submit......: N Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip main

Instead of filling out all of the fields, you can type in a data set name. Data sets must contain the Person ID of each student.

The bold-faced fields are required fields.



Table 4: Description of Fields on the Identify Students to be Considered for Citation Screen

Field Name Description Graduation Session Code Graduation Session Code is a required field. Primary Organization Cd Primary Organization Cd is a required field. Secondary Organization Cd Include the Secondary Organization Cd when you want the

report for a specific department. POSt Cd POSt Cd is optional, but can be used in cases where you want

to look at records of students in a specific POSt. For example, you might want to view the records for those students considered for citation in the Bachelor of Commerce Program at UTSC.

Only select where Request Received Ind = Y (Y/N)

If you select this field (‘Y’), ROSI will only look at the degree request records for the specified session of students that have confirmed their intent to graduate. This is a required field.

Average Type A required field, which indicates the type of average to be used in the evaluation (e.g., Cumulative GPA - CGPA, Annual GPA - AGPA).

Citation Average Range: from/to

Both these fields are required as they are used to specify the minimum average and the maximum average required for inclusion in the report.

Input Data Set Name To further restrict the population of students considered, you can identify them in the Input Data Set Name field. For example, you may want to restrict the list to a particular Degree POSt, but you have used the 10th character of the POSt Code to identify several different versions of it. You could run separate jobs for each version of the POSt, or you could identify all students in the same basic degree program in a dataset and have them all considered together.

Output Data Set Name The Output Data Set Name is used to update the records identified from this screen with the citation code. For example, the Faculty of Arts & Science assigns a code of High Distinction (HDI) to those students who have a CGPA of 3.50 and above. They would use this screen to identify the population, have the data put into an output dataset, and then use this dataset to update the records with HDI by using the Update Citation Code production request, available on the staff website at: http://www.sis.utoronto.ca/rosi/production_request_forms.html

Please turn to the next page for an example of the Students to be Considered for Citation Report.



Example of the Students to be Considered for Citation Report

***** Student Information System ***** PAGE: 001

List of Students to be Considered for Citation Date: 2002-10-20

2002 Fall

Faculty of Arts and Science

============================================================

NAME PERSON ID POST CD SESSION CD GPA INFO

=============================================================

Test90, Rosi 9999999990 AS BA 20025 CGPA: 3.49 SGPA: 3.40 Test91, Rosi 9999999991 AS BA 20025 CGPA: 3.43 SGPA : 3.70 Test92, Rosi 9999999992 AS BA 20025 CGPA: 3.40 AGPA : 3.00 SGPA : 3.00 Test93, Rosi 9999999993 AS BA 20025 CGPA: 3.33 SGPA : 3.43 Test94, Rosi 9999999994 AS BA 20025 CGPA: 3.30 SGPA : 3.15 Test95, Rosi 9999999995 AS BA 20025 CGPA: 3.29 SGPA: 3.30

Managing Graduation Ceremonies GRA1: Managing Graduation ______________________________________________________________________________


MANAGING GRADUATION CEREMONIES

Manage Graduation Ceremonies Menu Screen (5 C)

SGP0028 ***** Student Information System ***** SGM0281 Dec 15,03 - MANAGE GRADUATION CEREMONIES - 02:29 PM Code Function ---- -------------------------------------------- A Maintain Graduation Ceremony Information B Assign Graduation Ceremonies C Prepare for Graduation Ceremonies D Batch Assign Graduation Ceremonies * Not Developed F Produce Ceremony Presenters' Cards and Diploma Signature List ? Help . Terminate ---- -------------------------------------------- Code: _ Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip main

The five screens listed on the Manage Graduation Ceremonies Menu Screen (5 C) are used only by the Office of Convocation. Convocation ceremonies must be set up in ROSI with dates and times so divisions can successfully manage their student graduation records. These screens assist in the management of the University’s Convocation ceremonies.

Assigning Graduation Ceremonies The Assign Graduation Ceremonies Screen (5 C B) is used to identify groups of degrees that are conferred at the same ceremony, and to identify the sequence in which they are conferred (and appear in the Convocation Program). The groups of degrees are identified by a Ceremony Code and the sequence in which they are presented is identified by a Ceremony Sequence Code. The next page shows an example of the Assign Graduation Ceremonies Screen.

The Convocation Period is identified as follows: • 1 = Winter • 5 = Summer • 9 = Fall

GRA1: Managing Graduation Managing Graduation Ceremonies ______________________________________________________________________________


Assign Graduation Ceremonies Screen (5 C B)

SGP0160 ***** Student Information System ***** SGM1601 Feb 16,07 - ASSIGN GRADUATION CEREMONIES - 09:24 AM Action (A,B,C,D,M,P): _ Convocation Period: 5 *Associated Org Cd..........: *____ *POSt Cd:..........: CA PHD__ *Ceremony Override Reason Cd: _____ Ceremony Code.....: 5_ Ceremony Sequence.: 1____ Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- confm help retrn quit flip pref main Record 1-CA PHD-*- displayed successfully

Browse Graduation Ceremonies Screen

SGN160 ***** Student Information System ***** Jun 6,07 - BROWSE GRADUATION CEREMONIES - 9:47 AM Ceremony Convoc. Org. Override POSt Ceremony Period POSt CD CD Reason Ceremony CD Sequence ------- ---------- ----- -------- ----------- ------------- 5 CA PHD 5 1 5 CA PHLM 2 2 5 CACLAMA 2 5 3 5 CACLAMA 4 5 3 5 CACLAPHD 5 1 5 CAGRHMA 2 5 3 5 CAGRHMA 4 5 3 5 CAGRHPHD 5 1 5 CAGRKMA 2 5 3 5 CAGRKMA 4 5 3 Convocation Period: 5 *Associated Org Cd..........: _____ *POSt Cd...........: CA PHD__ *Ceremony Override Reason Cd: _____ Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip bkwrd frwrd main Position cursor or enter screen value to select

In addition to grouping and sequencing degrees, the Office of Convocation uses the Associated Organization Code field (Assoc Org Cd) to group colleges in the Faculty of Arts and Science, and the Ceremony Override Reason Code field to identify the special ceremony held for the Bachelor of Commerce students.



Maintaining Graduation Ceremony Information The Maintain Graduation Ceremony Information Screen (5 C A) is used by the Office of Convocation to assign a date and a time to each Convocation ceremony.

Maintain Graduation Ceremony Information Screen (5 C A)

SGP0029 ***** Student Information System ***** SGM0291 Sept 02,03 - MAINTAIN GRADUATION CEREMONY INFORMATION - 03:19 PM Action (A,B,C,D,M,N,P,R): _ *Session Code: 20025_ Ceremony Code: _1 Ceremony Date..: 2002-06-18 Ceremony Time..: 10.00.00 Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip pref main

Maintain Graduation Ceremony Information (Browse) Screen

SGN029 ***** Student Information System ***** Sept 02,03 - MAINTAIN GRADUATION CEREMONY INFORMATION - 3:18 PM Session Ceremony Ceremony Ceremony Code Code Date Time ------- -------- ---------- -------- 20025 1 2002-06-08 10.00.00 20025 2 2002-06-09 14.30.00 20025 3 2002-06-10 14.30.00 20025 4 2002-06-11 10.00.00 20025 5 2002-06-11 14.30.00 20025 6 2002-06-12 10.00.00 20025 7 2002-06-12 14.30.00 20025 8 2002-06-15 14.30.00 20025 9 2002-06-16 10.00.00 20025 10 2002-06-16 14.30.00 20025 11 2002-06-17 14.30.00 20025 12 2002-06-18 10.00.00 Session Code: 20025_ Ceremony Code: __ Direct Command: _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip bkwrd frwrd main Position cursor or enter screen value to select



The Batch Assign Graduation Ceremonies Screen (5 C D) is used to change the Ceremony Codes and Ceremony Sequences in batch after they have been recorded on the Assign Graduation Ceremonies Screen (5 C B). In addition, all the data in the POSt Ceremony table for a specific Convocation period can be printed.

Batch Assign Graduation Ceremonies Screen (5 C D)

SGP0161 ***** Student Information System ***** SGM1611 Jan 12,07 - BATCH ASSIGN GRADUATION CEREMONIES - 02:43 PM Action (B,M) _ Exclude SELECT RECORDS WITH: (Y/N) *Primary Org Cd....: *____ *Secondary Org Cd...........: *____ N Convocation Period: _ *Degree Part of POSt Cd(6-9): ____ N *Ceremony Override Reason Cd: _____ N Ceremony Cd................: __ N *Associated Org Cd..........: *____ _____ _____ _____ _____ _____ _____ _____ _____ _____ N CHANGE RECORDS TO: Ceremony Cd.: __ PRINT SELECTION: Y (No update performed Ceremony Seq: _____ when set to Y) ----------------------------------------------------------------------------- Print Post Ceremony Table: N Sort by POSt Cd.................: N Sort by Ceremony Cd and Sequence: N Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip main

Preparing for Graduation Ceremonies The Office of Convocation uses this function to create the letters for the graduation package, labels for the diploma envelopes, and an extract file that is used for producing the diplomas and the Convocation Program.

Note: Divisions that require student confirmation of intention to graduate should inform the Office of Convocation in advance so that students are excluded from the selection if the Request Received Indicator is not ‘Y’.



Prepare for Graduation Ceremonies Screen (5 C C)

SGP0167 ***** Student Information System ***** SGM1671 Jan 15,07 - PREPARE FOR GRADUATION CEREMONIES - 02:50 PM Enter Selection Criteria Exclude (Y/N) *Graduation Session Code..: 20025_ *Secondary Org Cd..: *____ N *Primary Organization Code: LAW__ *Type of Program...: *____ N *Post Code................: *_________ *Ceremony Over Reas: _____ N Ceremony Cd.......: __ N Only select where Request *Assoc Org Cd......: *____ Received Ind is Y (Y/N)..: Y _____ _____ _____ _____ _____ _____ Process 'Late Adds'......: Y _____ _____ _____ N Input Dataset Name.......: __________________________ Produce: (1) *Letter Cd1: ________ *Ltr Cd2: ________ Ltr Req. Print Dt: __________ (2) Print Diploma Labels (Y/N): Y (3) Extract Dataset Name......: __________________________ Enter 'Y' to submit: N Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip main



Producing Ceremony Presenters’ Cards and Diploma Signature Lists This function is used by the Office of Convocation to produce the cards used by the presenters at the Convocation ceremonies and the list that students sign when they pick up their diploma.

Produce Ceremony Presenters’ Cards and Signature Lists Screen (5 C F)

SGP0055 ***** Student Information System ***** SGM0551 Jan 12,07 - PRODUCE CEREMONY PRESENTERS' CARDS AND SIGNATURE LISTS - 03:59 PM Enter Selection Criteria Exclude (Y/N) *Graduation Session Cd....: 20025_ *Secondary Org Cd....: _____ N *Primary Organization Cd..: ERIN_ *Ceremony Over Reas..: _____ N *Post Cd..................: *_________ Ceremony Cd.........: __ N *Assoc Org Cd........: *____ Only select where Request _____ _____ _____ Received Ind is Y (Y/N)..: Y _____ _____ _____ _____ _____ _____ N Print Presenters' Cards..: Y Input Dataset Name.......: __________________________ Enter 'Y' to submit......: Y Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip main



MANAGING DEGREES CONFERRED The Manage Degrees Conferred Information Menu Screen (5 B) consists of three batch functions: A. Update Degree Conferred Date B. Produce Degree Conferred Extract C. Produce Department of Development Extracts

Manage Degrees Conferred Information Menu Screen (5 B)

SGP0002 ***** Student Information System ***** SGM0021 Oct 19,03 - MANAGE DEGREES CONFERRED INFORMATION - 11:28 AM Code System/Function/Explanation ---- ------------------------------------ A Update Degree Conferred Date B Produce Degree Conferred Extract C Produce Dept of Development Extracts (M) ? Help . Terminate ---- ------------------------------------ Code: _ Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip main

Updating the Degree Conferred Date Divisions use the Update Degree Conferred Date Screen to record that the degree has been conferred and that the student’s status in the program is now “Complete”. The Degree Conferred Date that appears on the Maintain Faculty/Department Eligibility Status Screens is used in an abbreviated form on the student transcript. For example, the date of 2002-11-20 will appear as “November 2002”.

The Transcript Centre produces transcripts for many students who require the degree conferred notation on their official transcript, and because of this, it is important that the Degree Conferred Date be updated immediately following the Convocation Ceremony.

In order for student records to be updated successfully with the Degree Conferred Date, ROSI checks the records for the following: • Faculty Eligibility Indicator must be ‘Y’ • Department Eligibility Indicator must not be ‘N’ • Degree Conferred Date must be blank

GRA1: Managing Graduation Managing Degrees Conferred ______________________________________________________________________________


• Upgrade Completed Session must be blank

Having selected the records, ROSI then: • identifies the appropriate Ceremony Code for the student’s POSt, checking first to

see if the Ceremony Override Code has been used, and • selects the Ceremony Date associated with the Ceremony Code

Then, having recorded the date of conferral of the degree, the student’s status in the POSt is changed to “Complete”. (Refer back to the Degree Conferred Date/Upgraded Completed Session Code fields on the Maintain Faculty Eligibility Status Screen on page 16 for a more detailed explanation of what is actually updated on a student’s record once the degree conferred date has been added.)

If either the Degree Conferred Date or the Upgrade Completed Session is deleted through the Maintain Faculty Eligibility Status Screen, the student’s status in the POSt is changed back to “Active”. However, for POSts automatically assigned an upgraded POSt through the Update Degree Conferred update, the upgraded POSt remains on the student’s record as “Active”.

Update Degree Conferred Date Screen (5 B A)

SGP0166 ***** Student Information System ***** SGM1661 Sept 02,03 - UPDATE DEGREE CONFERRED DATE - 06:39 PM Enter Selection Criteria *Graduation Session Code..: 20025_ *Primary Organization Cd..: SGS__ *Secondary Organization Cd: FIS__ *POSt Cd..................: __________ Only select where Request Received Ind = Y (Y/N): Y Input Dataset Name.......: __________________________ Retry Dataset Name……………….: __________________________ Enter 'Y' to submit......: Y Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip main



Table 5: Description of Fields on the Update Degree Conferred Date Screen

Field Name Description Graduation Session Code Graduation Session Code is a required field. Primary Organization Code Primary Organization Code is a required field. Secondary Organization Code POSt Code

Both the Secondary Organization Code and POSt Code are optional fields. Some divisions may choose to update the Degree Conferred Date by the Secondary Org or POSt Code when the ceremonies are on different days, and the students require transcripts earlier than the latest date of convocation.

Only Select Where Request Received Ind = Y (Y/N)

The Only Select Where Request Received Ind on this screen is the same as the one you see on the Maintain Faculty/Department Eligibility Screens. Divisions that require student confirmation of intention to graduate enter ‘Y’ in this field. Divisions not requiring student confirmation would either enter ‘N’ or leave it blank. This is a required field for the Degree Conferred Update.

Input Data Set Name/Retry Data Set Name

A select group of students can be identified and the IDs dumped into a dataset. From the dataset, the Degree Conferred Date can be updated. Please note that the Graduation Session Code and the Only Select Where Request Received Ind = ‘Y’ are both required fields when using the dataset option. The Retry Data Set Name contains IDs for those records that were not successfully updated with the Degree Conferred Date.

GRA1: Managing Graduation Managing Degrees Conferred ______________________________________________________________________________


Maintain Graduation POSt Change Information Table For some divisions, once their students graduate, they are automatically ‘upgraded’ and put into a subsequent Degree POSt. The Maintain Graduation POSt Change Information Screen (1 A A H) contains the upgraded Degree POSts for these divisions. At present, the Faculty of Arts and Science, UTM and UTSC are the only divisions that have information in this table. The table is maintained by Student Information Systems, and updated whenever the division adds a new Degree POSt.

Maintain Graduation POSt Change Information Screen (1 A A H)

SMP0085 ***** Student Information System ***** SMM0851 Jun 24,03 - Maintain Graduation Post Change Information - 11:51 AM Action (A,B,C,D,M,N,P) _ *POSt Code....: AS BA___ Bachelor of Arts *New POSt Code: AS HBA U Increment Year Of Study: N (Y or N) Calculate Year Of Study: Y (Y or N) Copy Year Of Study.....: Y (Y or N) Direct Command: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- confm help retrn quit flip pref main Post Code AS BA displayed successfully

As the Update Degree Conferred Date is being processed, ROSI looks into this table to see if any data for the Degree POSt being marked as complete exists, and if there is, selects the associated POSt, the New POSt Code. All future registrations for the student are automatically transferred to the upgraded POSt.



Browse Graduation POSt Change Information Screen

SMN0085 ***** Student Information System ***** Jun 24,03 - Browse Graduation POSt Change Information - 11:53 AM Increment Calculate Copy Post New Post Year of Year of Year Of Code Code Study Study Study ---------- ---------- --------- --------- ------- AS BA AS HBA U N Y Y AS BA R AS HBA U N Y Y AS BA3 AS BA4 U N Y Y AS BA3 E AS BA4 E N Y Y AS BA4 AS NDEGP N N N AS BA4 E AS NDEGP N N N AS BA4 U AS NDEGP N N N AS BCOM AS NDEGP N N N AS BCOM1 AS NDEGP N N N AS BSC AS HBSCU N Y Y AS BSC R AS HBSCU N Y Y AS BSC3 AS BSC4U N Y Y Post Code: __________ Direct command...: ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- help retrn quit flip bkwrd frwrd main Position cursor or enter screen value to select

Table 6: Description of Fields on the Browse/Maintain Graduation POSt Change Information Screen

Field Name Description POSt Code The POSt Code in this field is the originating POSt Code;

the one which is being conferred. New POSt Code The New POSt Code is the Upgraded POSt Code; the POSt

for future registrations. Increment Year of Study (Y or N)

If the division increments Year of Study, there would find a ‘Y’ in this field

Calculate Year of Study (Y or N)

If the division calculates Year of Study, there would be a ‘Y’ in this field (Note: the New POSt must be in the “Maintain POSt Year of Study Table, which is maintained by SIS)

Copy Year of Study (Y or N) If the division wants the Year of Study of new POSt to be blank, there would be an “N” in this field. If the division wants the Year of Study to remain the same as the old POSt, there would be a “Y” in this field.

GRA1: Managing Graduation Appendix A: ROSI Glossary of Terms ______________________________________________________________________________


APPENDIX A: ROSI GLOSSARY OF TERMS Associated Organization Code

Students in the Faculty of Arts and Science on the St. George campus are all associated with a College. The College is referred to as an Associated Organization in ROSI. As well, teaching hospitals associated with the Faculty of Medicine, and School Boards affiliated with the Faculty of Education are also Associated Organizations.

GPA

Grade Point Average.

Letter

In ROSI, this refers to a set of correspondence items sent to a student or applicant, which may contain a combination of letters, forms and labels.

Letter Code

A code used to identify one or more pieces of correspondence.

Organizations (Org Codes)

These represent the administrative units of the University. Their primary purposes in ROSI are to identify units that administer courses, programs, processes, etc., and to assign staff with appropriate access privileges.

POSt

A POSt is a Program of Study. There is a great deal of information associated with the POSt Code, information such as the type of degree, the areas of study within that degree, the level of instruction (graduate/undergraduate), whether GPAs are calculated, etc. There are three types of POSts: Admission POSts, Degree POSts and Subject POSts.

ROSI

ROSI is an acronym for the Repository of Student Information.

Session

There are three sessions per year: Fall Session (September - December), Winter Session (January – April) and Summer Session (May - August).

SWS

Appendix A: ROSI Glossary of Terms GRA1: Managing Graduation ______________________________________________________________________________


The SWS is the Student Web Service. Students can perform a multitude of functions on the SWS. They can add courses, order transcripts and even check their fees invoice.

You might want to create a bookmark for the "Glossary of Terms" page using the Bookmarks menu in your browser.

GRA1: Managing Graduation Appendix B ______________________________________________________________________________


APPENDIX B: GETTING HELP There are three main avenues of help available for ROSI users. The Table below describes the types of questions you might have and the proper channel to take to get your questions answered. An explanation of the types of queries is provided for clarity purposes.

Type of Query Help

System Queries ROSI Help: [email protected]

Business Process Queries Divisional ROSI Business Process Representative

Access to ROSI Queries Divisional Access Control Representative

System Queries

E-mail the ROSI Help Desk for any system problems. System problems arise when ROSI is not working as it should or where unexpected error messages occur.

In addition, ROSI Help can be of assistance in the case where you know what the business process is that you are following, but do not know or cannot remember how to accomplish it in ROSI.

Business Process Queries

Business Process questions are handled by your Divisional ROSI Business Representative when advice is needed on how to conduct divisional business. Questions of this nature relate to your division's business rules, i.e., how your division processes, records, performs, enrolls, etc. The Divisional Rep is the person who contacts the SIS Client Representative.

Access to ROSI Queries

For access to ROSI, whether first-time access or replacing a lost card, call your Divisional Access Control Representative. To find out who is your Divisional Access Control Rep is, check the web site at the following address: http://www.utoronto.ca/security/ams_rosi/access_rep.htm

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