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MyCampus Job Aid Document Control
This document provides information on how to run various graduation reports along with details of set up tables that drive data on these reports
Useful Queries UOG_SR_GRAD_PRESS_PRIVACY Enrolled students with No Press flag checked – to be used as a check for Press List report UOG_SR_GRAD_ADDRESS_LABELS In absentia with address
Title: Graduation Reports Version: 1.1 Owner: Linsay Black Production/Review Date March 2015 Review action: Update Next review due: January 2016
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Table of Contents Useful Queries ........................................................................................................................... 1 1. Graduation Ceremony Lists ................................................................................................... 3 2. Graduation Press List ............................................................................................................ 6 3. Graduation Medical Report .................................................................................................... 8 4. HEAR ................................................................................................................................... 10
4.1 Run Individual HEAR..................................................................................................... 10 4.2 Run Batch HEAR ........................................................................................................... 12 4.3 Run Ceremony HEAR ................................................................................................... 14
5. Set Up Tables ...................................................................................................................... 16 5.1 Parchment Name ..................................................................................................... 16 5.2 Presenters ............................................................................................................... 17 5.3 Ceremony Sort Order .............................................................................................. 18 5.4 Subject ..................................................................................................................... 21 5.5 Plan Subject ............................................................................................................. 22 5.6 Declaration ............................................................................................................... 22 5.7 Degree Declaration .................................................................................................. 22 5.8 Prizes ....................................................................................................................... 23 5.9 Prize Winners .......................................................................................................... 25 5.10 Special Awards ........................................................................................................... 26 5.11 Post Script .................................................................................................................. 28
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1. Graduation Ceremony Lists Use this page to produce: Report Name Purpose Ceremony Programme • List of all student attending and in absentia
• Used to print the official programme • In ceremony sort order
Deans Script • List of students attending the ceremony
• Used to read out student names during ceremony
• In ceremony sort order
Album List • List of students attending the ceremony • Used as a register to allow students to sign in
prior to the ceremony • In alpha order
By default, lists will print for students who are enrolled AND who have been completed on the corresponding program/plan. Navigation: Records and Enrollment > Graduation > Ceremony > Print Programme
Search for and existing run control ID or add a new value
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Select the Event ID Select Meeting OR tick the All Meetings check box to run lists for all meetings Select the required Report Format(s) The following options can be used to modify the default settings for each report. These may be useful for pre-ceremony testing/checking of data. Flag Purpose Include Unqualified tick this option to include unqualified students Include Unenrolled tick this option to include all students in the
meeting (regardless of enrolment status) Show codes tick this option to show codes (e.g. Emplid,
plan, org) on the report Click Run to start the process
Click OK Use the Process Monitor to track the progress of the process.
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Use the Refresh button to update the status. Once Success/Posted click the Details then View Log/Trace links to acces the generated files Chosen report can then be selected from the log list
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2. Graduation Press List Generate a text file of students to be sent for press publication All ceremonies on the selected date will be printed on the same list Navigation: Records and Enrollment > Graduation > Ceremony > Print Press List
Search for existing run control ID or Add a New Value
Select run parameters Select default overrides if appropriate (as described in section 1 of this document) by ticking the checkbox Click Run to start the process
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Click OK All outputs will be generated to a log file which can be access in the usual way using the Process Monitor.
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3. Graduation Medical Report Text file produced by plan to be sent to General Medical Council For MBChB and BDS plans only. Navigation: Records and Enrollment > Graduation > Ceremony > Graduation Medical Report
Search for existing run control ID or Add a New Value
Select Institution – GLSGW Event – e.g. Graduation Summer 2012 Plan – select the plan to be reported. Click the icon to run multiple plans on the same file. Click Run
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Click OK The output (txt file) will be generated and can be accessed in the usual way using the Process Monitor View Log/Trace
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4. HEAR
4.1 Run Individual HEAR Navigation: Records and Enrolment > Transcripts > Request Transcript Report
Click on the Add New Value tab – this will ensure you are always running an up to date transcript
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Select Transcript Type - HEAR
Enter Student number then click Process Request
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Click View Report to open the document
4.2 Run Batch HEAR Navigation: Records and Enrollment > Transcripts > Batch Transcripts > Process Transcripts
Run Control ID must be unique (including from other users – include own initials/user ID in all run control IDs) Search for existing or Add new run control ID
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Field Value Comment Institution UoG Always Transcript Type Higher Education Achievement
Report Always
Process Action Request, Generate, Print Always Override Service Indicator
Off Transcript should not be produced for students with –ve SI
Population Selection
On
Selection Tool External File Load csv file (file format - emplid in column A)
File Mapping HEAR Print Sort Option Student ID, Last Name Select the order in which the
reports print Report Name UOG_TS_HEAR Always Template ID UOG_TS_HEAR_1 Always Click Run
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Click OK Check Process Monitor for Status of Success and Posted Go back to the Process Transcripts main page and click on Report Manager link to access the file output PDF File is created in Administration tab
Click the file description to view document
4.3 Run Ceremony HEAR For graduation purposes, HEAR reports can be generated in ceremony sort order Navigation: Records and Enrollment > Graduation > Other > Ceremony HEAR
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Search for event
Click Generate Transcript Request to produce HEARs for that meeting
Note Transcript Request number Go to Process Transcripts Navigation: Records and Enrollment > Transcripts > Batch Transcripts > Process Transcripts
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Set up run control as shown Run and access output as described in section 4.2 of this document 5. Set Up Tables The pages detailed here all contribute to the formatting or data retrieved in graduation reports
5.1 Parchment Name Use this page to amend the name displayed on the parchment and other reports. By default the current primary name is printed on parchments and reports. During enrolment, students have options to amend the student name without amending the primary name – adding accents/special characters or selecting to print family name first. If these options are selected, a Parchment Name record is created and any further amendments can be made here. Records and Enrolment > Graduation > Students > Parchment Name Search for an existing or if required Add New Value
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Any reports run for this plan will display the Parchment name recorded here.
5.2 Presenters Use this page to set default presenters for a school Navigation: Records and Enrollment > Graduation > Ceremony > Presenter Details
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Exceptions are not currently used at UoG
5.3 Ceremony Sort Order 5.3.1 Event sort order Use this page to configure the main sort order for a specific event This page was built so as the sort order could be varied between events i.e. between summer and winter graduations
Navigation: Records and Enrollment > Graduation > Timetable Events
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Update the Sort Order number to make an amendment 5.3.2 Ceremony Sort order Use these pages to determine the ordering within the 5 main categories detailed above Navigation: Records and Enrollment > Graduation > Ceremony > Define Sort Order Search for event and select meeting
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Sort Order 1 This page allows you to update a presenter or title and lists the headcount for each plan
Sort Order 2 Use this page to determine the ordering within the 5 main categories detailed in 5.3.1
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Additional Presenters Not currently used at UoG
5.4 Subject Use this page to maintain Subject descriptions Subject codes are linked to plans (see section 5.4) and the descriptions recorded here are used on Deans Script and Ceremony Programme Navigation: Records and Enrolment > Graduation > Academic Structure > Subject
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5.5 Plan Subject Use this page to link Subject to an academic plan. Any students enrolled to graduate on that plan will be printed under that subject description on the Ceremony Programme Students on different plans linked to the same Subject code will be grouped together on reports Navigation: Records and Enrolment > Graduation > Academic Structure > Plan Subject
5.6 Declaration Use this page to add notes to a student. Text stored here will be displayed on the Deans Script Navigation: Records and Enrolment > Graduation > Ceremony > Declaration
Use the + and – buttons to add additional students Use Find or the scroll to search for existing records.
5.7 Degree Declaration Use this page to maintain the medical oath Records and Enrolment > Graduation > Ceremony > Degree Declaration
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5.8 Prizes Use this page to set up graduation prizes
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5.9 Prize Winners
Use this page to attach a prize to a student Navigation: Records and Enrolment > Graduation > Ceremony > Prize Winners
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5.10 Special Awards
Use this page to enter details of any honorary degrees. These are normally non-students (have no person or academic record in MyCampus) but are receiving a degree at the ceremony. Print on Deans Script and Ceremony Programme
Navigation: Records and Enrolment > Graduation > Ceremony > Special Awards
Click search and select Event ID
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Field Purpose Position Details print either at top or bottom of report - select Name Enter awardee name Title Enter awardee title Award Select award (from acad degree table) Meeting Select meeting award will be received at School Select school Presenter Select presenter Introduction Enter full presenter description Click the + icon to add multiple awards
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5.11 Post Script
Use this page to configure text displayed at the end of the Deans Script
