mycampus training guide document control · title: graduation ceremony set up version: 1.1 owner:...

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MyCampus Training Guide Document Control Title: Graduation Ceremony Set Up Version: 1.1 Owner: Linsay Black Production/Review Date March 2015 Review action: Review Next review due: January 2016 This document describes the administrative processes required to prepare for a diet of graduation ceremonies. Useful Queries UOG_SR_GRAD_POTG_EMAIL Potential graduands email address by event. EXCLUDING PGT AND EXTERNAL CAREER UOG_SR_GRAD_POTG_EMAIL_ALL Potential graduands email address by event. UOG_SR_GRAD_EMAIL_EVENT Potential graduand emails by event and attendance status UOG_SR_GRAD_EMAIL_BY_SCHOOL Potential graduands by event and school

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Table of Contents Useful Queries ........................................................................................................................... 1 Section 1: Events and Meetings ................................................................................................ 3 Section 2: Batch Processes ....................................................................................................... 9 Section 3: Potential Graduands ............................................................................................... 13 Section 4: General Configuration ............................................................................................ 19 Appendix 1 – Admit Term ........................................................................................................ 21 Appendix 3 – Year of Student Year of Program ...................................................................... 23

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Section 1: Events and Meetings Step Action 1.1 Set-up Event

Create a single event for each graduation diet. There are currently 3 diets, April (in abs only), Summer, and Winter. Navigation: Records and Enrolment > Graduation > SetUp > Events Note – this is a short cut/alternative route to the required pages. Events can also be found -Navigation: Campus Community > Campus Event Planning > Event Management > Event > Add a new value

Step Action 1.2 Click Add button – the Event ID is simply a counter.

This code will be auto generated on saving the record. Do not amend the Event ID at this stage.

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Table 3: Graduation Event data Step Action 1.3 Select Graduation Ceremony tab to set the publish dates.

The dates entered here determine when on-line enrolment will be available in student self-service

Field Examples Comment Event ID When adding a new value this will show as

000000000. Once the record is saved a real event ID will be allocated. This number should not be updated manually

Description 30 character description of the ceremony Recommended naming convention ‘Graduation Summer/Winter Term’ This will allow for easier searching in future

Short Description 10 character Event Type GRDS

GRDW GRDA

These values should be selected for Summer, Winter and April Events respectively

Academic Institution GLSGW Event Manager Optional field Primary Meeting This will be set automatically as meetings are

attached to the event Location This will be set automatically as meetings are

attached to the event Comment Optional field

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Table 4: Graduation Ceremony data Step Action 1.4 Click Save. An event ID will be allocated when the record is saved.

If an Event has been created in error, click the Delete button to delete the Event. Note: Deleting an event will not delete any associated enrolments if this student data has been created.

1.5 Create Meetings – one meeting for each ceremony that will take place within the graduation diet. Navigation: Records and Enrolment > Graduation > Timetable > Meetings Note – this is a short cut/alternative route to the required pages. Meetings can also be found -Navigation: Campus Community > Campus Event Planning > Event Management > Meetings

Field Examples Comment Publish From Enter the date on which enrolment will open To Select the Date on which enrolment will close Last date to Update Normally equal to To date, details become read

only to students on this date Publish Event Tick this box to open enrolment in student self

service Last Time to Update Enter last time to update

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Step Action 1.6 Enter search criteria (or click search to view a full list of all events) to locate the

required event and Select.

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Table 5: Meeting details Step Action 1.7 Enter all relevant information relating to the meeting as detailed in Table 5 above.

Click the icon to add a new row in order to create multiple meetings against this event. Create a meeting for each ceremony that will take place during the graduation diet. Notes: • Event Meeting 1 should always be titled Unscheduled with no date assigned. • All students will automatically be placed in meeting 1 until timetable data has

Field Examples Comment Event Meeting This field is auto populated but can be

over written. As additional rows are added, this number will increment sequentially.

Primary Meeting Check this box to indicate the first meeting in the event

Description 30 character Short Description 10 char short description Campus Meeting Type Graduation Select from drop down. Meeting Date Meeting date Day of the Week Auto populated from meeting date Meeting start Time 24hr Meeting End Time 24hr Contact Minutes Auto populated from start and end time Expected Attendance Optional field Maximum Attendance Optional field Nbr of Attendees Auto populated Comments Note: for the Unscheduled meeting, the

Comments field will be displayed on the enrolment form. Suggested text e.g. ‘Summer 2012’

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been posted • Text in the Comment field of Meeting 1 will display to students in self service.

Although we would not expect any current students to go through in this meeting (timetable queries should be used to identify and resolve any students in meeting 1 before enrolment opens), the Comments field should be populated. Suggested text is e.g. ‘Summer 2013’

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Section 2: Batch Processes The Batch Processes are a collection of processes which, when run together, provide a full refresh of graduation data. Step Action 2.1 Batch Processes

Navigation: Records and Enrolment > Graduation Other > Batch Processes The job Graduation Daily Batch can be scheduled to run daily and includes each process shown in Table 1 below. Each process can also be run on an ad hoc basis by the user selecting the required process from the list. Table 1 below defines each process.

Step Action 2.2 Click Search or enter the Run Control ID.

If running the report for the first time, use the Add a New Value tab to create a suitable Run Control ID name. The same run control can be used each time the process is run. Run Controls are specific to your user ID.

Step Action 2.3 Select the required event from the look up

Click the Run button to start the process

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Process Detail Set Active Event This process sets the active graduation event (General

Configuration page) based on the current active event. If all the meeting dates in the current event have passed, the event with the next highest meeting date is set as the active event

Bring Forward Undecided Rolls students forward from one ceremony to the next. Summer to Winter - All meeting attendees with an attendance status of Undecided Winter to Summer All meeting attendees with and attendance status of Undecided and a Degree Status of Awarded

Recalculate Timetable Updates the timetable head count taking into account any new students, programs or plans that have been added

Update Sort Order Refreshes ceremony sort order taking into account any new programs or plans or any changes made to the ordering

Publish Sort Order Publishes ceremony sort order taking into account any new programs or plans or any changes made to the ordering

Refresh Lead Orgs Updates lead orgs taking into account any changes that have been made to plan ownership

Winter 2012 Blank Plans Required for Winter 2012 only Winter 2012 Data Conversion Required for Winter 2012 only Identify Potential Graduands Student who should be eligible to graduate in the current

term. Rules used are detailed in section 3 of this document

Post Timetable Publishes the timetable and allocates attendees to the meeting set for their plan in the timetable

Update Plans Identifies any students who have had a program or plan change and updates their graduation enrolment record with the current details.

Table 1: Process Scheduler Note: From the Home page, a navigation collection can be found in the Graduation Ceremony tab. This provides a short cut to graduation folder and log files of any changes made by the batch processes

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Section 3: Potential Graduands The potential graduands process creates a Ceremony Enrolment record for each student identified as potentially eligible to graduate in that term. Any changes to records (e.g. program/plan, acad level) should be picked up and updated automatically in the batch processes described in step one of this document. The process can be scheduled to run automatically however, the following steps can be followed if running on an ad hoc basis. Running the process regularly will ensure any new potential graduands are identified. Navigation: Records and Enrolment > Graduation Other > Batch Processes Step Action 3.1 Follow steps 2.1-2.3 above

Select Identify Potential Graduands Click OK

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Step Action 3.2 Click the View Log/Trace link

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Step Action 3.3 Click the link to open the generated excel file: GRADUATION CEREMONY

ATTENDEES.xls The output of this process details all students who have been identified as potentially eligible to graduation in the current session (Summer and Winter) based on the rules prescribed.

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If there are issues with the program or plan displayed on a student’s enrolment form it’s advisable to check here for any anomalies. 3.4 Potential graduands are selected as follows

• UG FT – Those who are determined to be in there final year, based on academic

level and program duration (Academic Level = FT length of program)

• PGT FT – Those with an Admit Term (see Appendix 1) of the current term

• PGT PT – Those who have an admit term of any previous term

• PGT Calendar Year – Those who have a Calendar Year attribute and an admit

term of a previous term

• PGR – those who have an expected submission date that falls within the current

Summer-Winter graduation period (set in General Configuration – see section 4)

• Intercalated – those on an intercalated plan (Field of Study value of INT/CALATE)

• PGDE students – those on program codes 5324 and 5318 (and also following previous PGT rules re admit term)

• Diploma in Legal Practice – those on plan codes M302-5322 and M302-5322 (and also following precious PGT rules re admit term)

• UG Part time – Year of Program >= length of plan or program (see Appendix 3)

• GSA and SAC - Student Career = External, Program Acad Org = 99057000 (SAC) or 99052000 (GSA) and Student year of program >= SPLENGTH of plan or program

Potential Graduand Details Navigation: Records and Enrollment > Graduation > Other > Potential Graduand Details Data can be viewed on this page until the timetable has been posted. Any manual amendments to data should be made on the Ceremony Enrolment record.

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Step Action 3.5 Enter the required Event and Emplid

Click Search

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Table 2: Potential Graduand data

Field Examples Comment Event Event ID as selected on search page Status Valid

Duplicate Deleted Missing Data Already Awarded

Valid entry Duplicate entry Deleted entry Missing data within entry Student already completed

Career From Student Program/Plan Career Nbr From Student Program/Plan Program From Student Program/Plan Plan From Student Program/Plan Start Date From Student Program/Plan Organisation Plan Owner Source Rule used to identify potential graduand.

These are detailed in step 2.1 of this document

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Section 4: General Configuration This page is used to set default values. Many of the field are not required at UoG Navigation: Records and Enrolment > Graduation > Other > General Configuration

Table 6: General Configuration

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Field Examples Comment SetID GLSGW GLSGW Workplay Function ID Do not use Group Type Do not use Origin ID Do not use Guest Tickets Cap Do not use Free Guest Tickets Do not use Server Name PSUNX Server used in processes

Do not amend this field Active Event Set the active event to default into

Event field on search pages No Active Graduation Do not use Thesis Submission Deadline Select the submission deadline as

per the PGR rule described in section 2.1 of this document

Tracking Group Do not use Graduation Fee Type Do not use

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Appendix 1 – Admit Term

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Appendix 2 – Length of Program

These HESA values - SPLENGTH and UNITLENGTH – are used to help determine students who are in their final year. The process looks firstly at the Plan table and if no value exists there, it looks next at the Program table

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Appendix 3 – Year of Student Year of Program

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