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EUCLID Student Award Processing Preview Demonstrations Student Systems

EUCLID Student Award Processing Preview Demonstrations Student Systems. Presented by Matthew Taylor Student Systems. Introduction . Current process Schools send awards details for all students to Student Records Team (SRT) by Excel spread sheet

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EUCLID Student Award Processing Preview Demonstrations Student Systems

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  1. EUCLID Student Award Processing Preview DemonstrationsStudent Systems • Presented by Matthew Taylor • Student Systems

  2. Introduction Current process • Schools send awards details for all students to Student Records Team (SRT) by Excel spread sheet • Students Awards are published by Schools through various means • SRT manually record the awards for each student in EUCLID student record New Process • Schools confirm students due to complete are on programmes within EUCLID • Schools record awards directly into EUCLID for UG & PG taught students • Schools publish student award in EUCLID before deadline • Students are notified by email of award update to their EUCLID Student view (link on email notification) • Schools forward PGR student awards to SRT as normal

  3. New Process Benefits • Schools are able to ensure all students due for an award are on programme • Schools having access to IT tools to enable effective compliance with policy: EUCLID Student View is the online system to be used for the formal communication of the award, final degree programme, and final course results to students. This may be supplemented by the communication of assessment component results via virtual learning environments. • Quicker turn around of awards recording on the student record • Schools have control of taught student award publication times • Consistency of approach for award communications improving student experience

  4. Timelines • User Acceptance Testing (UAT) mid April • Classroom training to be scheduled for last 2 weeks of April • 6 x 1.5 hour workshops • Hands on experience in the EUCLID training environment • ‘Process Award’ software available on April 24th • Online tutorials published (mid April) • ‘Process Award’ software available on April 24th • Confirmation of students on programme (early April) • All summer awards published by 13th June deadline • End of working day on 13th June • Graduations ceremony administration is dependent on this deadline being adhered to • Missing the deadline may result in missing graduation ceremony • Awards can not be published after the deadline has passed

  5. Processing Awards - Methods *Schools should confirm that their students are on the correct programme in advance of processing awards • Direct keying of awards for each student in EUCLID • Direct xml file upload from local database to EUCLID (e.g. SMART) • Awards have already been keyed within the database • Export/import of students requiring award keying within EUCLID • Keying awards for each student into xml file and importing back into EUCLID

  6. Process Awards links

  7. Process Awards – Students on Programme

  8. Method 1: Direct keying of awards in EUCLID • Suitable for small groups of students on programme • Selecting the Award,Classification, Award Text, Note to student if no rewardfor each student individually • All students on a programme must have a entry for their award before they can be published

  9. Process Awards – Manual Edit

  10. Process Awards – Edit screen

  11. Process Awards – Edit screen • Award • Defaults to the current award recorded on the student record • Classification • E.g. First Class, Ordinary, etc. • Award Text • Only entered by certain schools • Note to student if no reward • Note to student if no award (e.g. Please arrange a meeting with your Personal Tutor to discuss your award) • Any programmes with published awards including an alternative outcome will have a ! Flag along side • Schools should contact SRT to communicate the final award

  12. Process Awards – Award list of values (UG)

  13. Process Awards – Award list of values (PGT)

  14. Process Awards – Manual Edit

  15. Process Awards – Manual Edit - Saved

  16. Process Awards – Ready to Publish

  17. Process Awards – Confirm Publish

  18. Process Awards – Published

  19. Process Awards – Published – Programme list

  20. Method 2: Direct xml file upload into EUCLID • Suitable for schools that record awards in a local database, that has an xml file export facility • Validated awards can still be imported from a file, even when there are awards with validation errors • Staff can either fix the validation error in their local database or fix the error in the XML file (see method 3).

  21. Upload Awards XML file

  22. Browse & Validate Awards XML file

  23. Awards file – Successful validation

  24. Awards file – Failed validation

  25. Awards file upload - saved

  26. Awards file upload - confirmed

  27. Process Awards – Ready to Publish

  28. Process Awards – Publishing

  29. Process Awards – Confirm Publish

  30. Process Awards – Published

  31. Process Awards – Published

  32. Method 3: Export/import of students requiring award keying within EUCLID • Suitable for programme with large group of students • School requires awards data to be held outside of EUCLID

  33. Process Awards – Students on Programme

  34. Process Awards – Exporting Students

  35. Open XML file in Excel spread sheet

  36. Key Awards in Excel template

  37. Export as XML

  38. Upload Awards XML file

  39. Browse & Validate Awards XML file

  40. Awards file – Successful validation

  41. Process Awards – Saved

  42. Process Awards – Ready to Publish

  43. Process Awards – Confirm Publish

  44. Process Awards – Published

  45. Process Awards – Published – Programme list

  46. Student email notification Subject: Degree Outcome Notification Dear <student forename>, This email is to let you know that details of your degree outcome have been added/amended and can be viewed in EUCLID. If you require support or advice for any aspect of your assessment outcomes please see your School's guidance page With best wishes, Student Support Operations

  47. Student view • Email notification on publish • Published to ‘Student Personal Details’ MyEd Channel

  48. Programmes that won’t appear in this process • PGR (including MSC Research) • Non-graduating programmes (e.g. VS) • Students who are Intercalators won’t appear on the programme list (end date on student record is the end date of their main programme) • Students exiting before their expected end date e.g. PGTs existing with PGDip (failing to/choosing not to progress to MSc) • DClinPsychol • These are required to be sent to the Student Record Team for manual entry.

  49. Exceptions The following exceptions should be forwarded to the Student Record Team and not keyed in EUCLID: • Changes to awards already published within EUCLID • E.g. Students with alternative outcome published, and final award agreed • Students on programmes that have not been published by the graduation deadline

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