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

• Students Awards are published by Schools through various means• SRT manually record the awards for each student in EUCLID student recordNew 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

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

Timelines1. User Acceptance Testing (UAT) mid April2. Classroom training to be scheduled for last 2 weeks of April

1. 6 x 1.5 hour workshops2. Hands on experience in the EUCLID training environment3. ‘Process Award’ software available on April 24th

3. Online tutorials published (mid April)4. ‘Process Award’ software available on April 24th 5. Confirmation of students on programme (early April)6. All summer awards published by 13th June deadline

1. End of working day on 13th June2. Graduations ceremony administration is dependent on this deadline

being adhered to3. Missing the deadline may result in missing graduation ceremony4. Awards can not be published after the deadline has passed

Processing Awards - Methods

*Schools should confirm that their students are on the correct programme in advance of processing awards

1. Direct keying of awards for each student in EUCLID2. Direct xml file upload from local database to EUCLID (e.g. SMART)

– Awards have already been keyed within the database3. Export/import of students requiring award keying within EUCLID

– Keying awards for each student into xml file and importing back into EUCLID

Process Awards links

Process Awards – Students on Programme

Method 1: Direct keying of awards in EUCLID

1. Suitable for small groups of students on programme2. Selecting the Award, Classification, Award Text, Note to student if

no reward for each student individually3. All students on a programme must have a entry for their award

before they can be published

Process Awards – Manual Edit

Process Awards – Edit screen

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

Process Awards – Award list of values (UG)

Process Awards – Award list of values (PGT)

Process Awards – Manual Edit

Process Awards – Manual Edit - Saved

Process Awards – Ready to Publish

Process Awards – Confirm Publish

Process Awards – Published

Process Awards – Published – Programme list

Method 2: Direct xml file upload into EUCLID

1. Suitable for schools that record awards in a local database, that has an xml file export facility

2. Validated awards can still be imported from a file, even when there are awards with validation errors

3. Staff can either fix the validation error in their local database or fix the error in the XML file (see method 3).

Upload Awards XML file

Browse & Validate Awards XML file

Awards file – Successful validation

Awards file – Failed validation

Awards file upload - saved

Awards file upload - confirmed

Process Awards – Ready to Publish

Process Awards – Publishing

Process Awards – Confirm Publish

Process Awards – Published

Process Awards – Published

Method 3: Export/import of students requiring award keying within EUCLID1. Suitable for programme

with large group of students

2. School requires awards data to be held outside of EUCLID

Process Awards – Students on Programme

Process Awards – Exporting Students

Open XML file in Excel spread sheet

Key Awards in Excel template

Export as XML

Upload Awards XML file

Browse & Validate Awards XML file

Awards file – Successful validation

Process Awards – Saved

Process Awards – Ready to Publish

Process Awards – Confirm Publish

Process Awards – Published

Process Awards – Published – Programme list

Student email notificationSubject: 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

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

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.

ExceptionsThe 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

Hints & Tips

1. 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.

2. 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.

3. 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.

What’s next?• School Visits

– Chris Giles (Senior Business Analyst)• User Acceptance Testing

– Staff testing of new software w/c 14th 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/markin

g-boycott

Questions?