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 ID: 169695
Download Presentation The PPT/PDF document "EUCLID Student" is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
Slide1
EUCLID Student
Award Processing Preview DemonstrationsStudent Systems
Presented by Matthew Taylor Student SystemsSlide2
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 normalSlide3
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 experienceSlide4
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 24
th
Online tutorials published (mid
April
)
‘Process Award’ software available on April 24
th
Confirmation of students on programme (early April)
All summer awards published by 13
th
June deadline
End of working day on 13
th
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 passedSlide5
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 EUCLIDSlide6
Process Awards linksSlide7Slide8
Process Awards – Students on ProgrammeSlide9
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 reward
for each student individually
All students on a programme must have a entry for their award before they can be published Slide10
Process Awards – Manual EditSlide11
Process Awards – Edit screenSlide12
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 awardSlide13
Process Awards – Award list of values (UG)Slide14
Process Awards – Award list of values (PGT)Slide15
Process Awards – Manual EditSlide16
Process Awards – Manual Edit - SavedSlide17
Process Awards – Ready to PublishSlide18
Process Awards – Confirm PublishSlide19
Process Awards – PublishedSlide20
Process Awards – Published – Programme listSlide21
Method 2: Direct x
ml 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).Slide22
Upload Awards XML fileSlide23
Browse & Validate Awards XML fileSlide24
Awards file – Successful validationSlide25
Awards file – Failed validationSlide26
Awards file upload - savedSlide27
Awards file upload - confirmedSlide28
Process Awards – Ready to PublishSlide29
Process Awards – PublishingSlide30
Process Awards – Confirm PublishSlide31
Process Awards – PublishedSlide32
Process Awards – PublishedSlide33
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 Slide34
Process Awards – Students on ProgrammeSlide35
Process Awards – Exporting StudentsSlide36
Open XML file in Excel spread sheetSlide37
Key Awards in Excel templateSlide38
Export as XMLSlide39
Upload Awards XML fileSlide40
Browse & Validate Awards XML fileSlide41
Awards file – Successful validationSlide42
Process Awards – SavedSlide43
Process Awards – Ready to PublishSlide44
Process Awards – Confirm PublishSlide45
Process Awards – PublishedSlide46
Process Awards – Published – Programme listSlide47
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
OperationsSlide48
Student view
Email notification on publish
Published to ‘Student Personal Details’ MyEd ChannelSlide49
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. Slide50
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 agreedStudents on programmes that have not been published by the graduation deadlineSlide51
Hints & Tips
Publishing of student awards should be done as soon after the data entry exercise to ensure students are made aware as soon as possible, and avoid missing the deadline.
If possible, publish awards at the beginning of a working day to allow students to contact schools in office hours e.g. avoiding publication on a Friday evening.
Consider how long it will take to key awards into the xml template for upload to EUCLID, against directly keying these into EUCLID – is this a duplication of a task? Remember that you can export students with awards data from EUCLID if you need this for external record keeping. Slide52
What’s next?
School Visits
Chris Giles (Senior Business Analyst
)User Acceptance TestingStaff testing of new software w/c 14
th
April
Online tutorials
Short, step by step guidelines on award processing published prior to ‘go-live’
Classroom training
Hands on experience of award processing prior to ‘go-live’
Support
Dedicated Student Systems support for staff after ‘go-live’
Marking Boycott
www.ed.ac.uk/schools-departments/student-administration/marking-boycott
Slide53
Questions?