MyCampus Job Aid Document Control Title: Graduation Parchments Version: 1.0 Owner: Linsay Black Production/Review Date March 2015 Review action: Update Next review due: January 2016 This document outlines the steps required to run parchments Useful Queries UOG_SR_GRAD_COMP_UGC_UGDIP Completed UG Cert and Dip UOG_SR_GRAD_COMPLETED_PGC_PGD Completed PG Cert and Dip UOG_SR_GRAD_COMP_PGC_PGD_DEBTS Comp PG Cert and Dip Debtors

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Table of Contents 1. Graduation Parchments ...................................................................................................................... 3

1.1 Parchment By ID ........................................................................................................................... 3 1.2 Parchment by Criteria ................................................................................................................... 6 1.3 Parchment by Event ................................................................................................................... 11

2. Parchment Set Up ............................................................................................................................. 12 2.1 Latin Program Name ................................................................................................................... 12 2.2 Latin Degree Class ..................................................................................................................... 13 2.3 Diploma Description .................................................................................................................... 13

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1. Graduation Parchments

1.1 Parchment By ID Run a parchment for an individual student Navigation: Records and Enrolment > Graduation > Parchments > Parchment By ID

Enter or lookup student ID If the student has multiple awards, a list of these will appear for selection Use the Print Address Label and/or Print Tube Label check boxes if address or tube label is required Select the document format by using the Format drop down. Parchments can be run in HTM, PDF or RTF format. PDF is recommended Any warning or error messages will be shown in the Warnings column. Errors can be resolved before the parchment is run. Click the Run button to start the parchment generation process. If Immediately is selected, the document will pop up automatically on screen (ensure pop-up blockers are off). If Use Process Scheduler is selected the document will be generated to a log file which can be access in the usual way using the Process Monitor.

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Use the Details tab to view the data that will be pulled onto the parchment. This will vary depending on whether a Diploma/Certificate or Hons parchment is being produced.

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Use the Preview tab to view a sample parchment before it is generated.

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1.2 Parchment by Criteria Run parchments from a csv file Navigation: Records and Enrolment > Graduation > Parchments > Parchment By Criteria

Search for an existing run control ID or Add a New Value

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Selection Tool – External file (there are other options available however these will not be used for parchment printing purposes). Attach File – Use the Upload File button to browse for a saved file. It must be in csv format with a list of emplids is column A ONLY Use the Delete File button to delete and existing file Use the View File button to open the attached file File Mapping – DEFAULT Print – Select which documents to print by ticking the checkbox If Already Printed - Choose to ignore the Parchment Printed flag (from Student Degrees page) by ticking the Print again checkbox Choose to only print parchments that have yet to be printed by ticking the Do not reprint checkbox Number of Parchments to Print – Select All to print all parchment from the file. Uncheck All to select a range from withi the list

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Test Mode – tick this box to run the process without generating any files. This will allow any warnings

or errors to be fixed before the batch is run. Ignore Warnings – tick this box to generate a parchment regardless of errors. This may result in some

blank templates being produced. Click Run to run the process. All outputs will be generated to a log file which can be access in the usual way using the Process Monitor. Results Use the results tab to view a list of parchments that have been generated

Click Load to view the list

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Any warning or error messages will show in the Warnings colum A Print Now link will appear beside any parchments that have generated successfully. This allows individual parchments to be printed or reprinted if required. Details

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Use the Details tab to view the data that will be pulled onto the parchment for each student. This will vary depending on whether a Diploma/Certificate or Hons parchment is being produced. Preview

Use the Preview tab to view a sample parchment before it is generated

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1.3 Parchment by Event Run parchments for an event or meeting Navigation: Records and Enrolment > Graduation > Parchments > Parchment By Event

Event – select the required event All Meetings – tick this box to print all parchments for all meetings associated with this event Attendance status – select which attendance status to be printed All other selections are as described in section 1.2 of this document. Click Run to run the process. All outputs will be generated to a log file which can be access in the usual way using the Process Monitor. The Results, Details and Preview tabs are used as described in sections 1.2 of this document.

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2. Parchment Set Up

2.1 Latin Program Name Latin program names to display on degree parchment Navigation: Records and Enrollment > Graduation > Academic Structure > Latin Program Names Search for an existing value or Add New if a new program has been created

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2.2 Latin Degree Class Latin degree class to be printed on honours parchments Records and Enrollment > Graduation > Academic Structure > Latin Degree Class

Search for an existing value or Add New if a new classification has been created

2.3 Diploma Description This is the degree title that will display on each parchment Navigation: Set Up SACR > Foundation Tables > Academic Structure > Academic Plan Table

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