Assumptions

• The student has completed the course;

• You have an access level that allows you to create or edit student records; and

• You have an understanding of the Australian Tertiary Education System / VET Sector and the terms commonly used relating to graduations.

Key Terms and Concepts

GRADUATION Form Page in Paradigm

Legends:

A field with HE / VET means that the field is applicable to both Higher Education and VET institutions.

A field with HE means that the field is only applicable to Higher Education providers

A field with VET means that the field is only applicable to VET providers

FORM FIELDS Graduation Eligibility

A HE / VET All Requirements Complete – Has the student completed all requirement to graduate (not just academic) e.g. Exit interviews, returned all materials to library, finance check for outstanding fees, returned any borrowed equipment. Yes / No

B HE / VET Academic Requirements Complete – Has the student met all of the Academic requirements to complete the course? Yes / No

C HE / VET Graduated Award – The full name of the course / Award the student has / will complete to appear on the parchment.

D HE / VET Graduand – Is the student ready but pre-graduation

E HE / VET Certificate – Has the student received their parchment / certificate? Yes / No

F HE / VET Graduation Status – Graduand / Graduated / Pending

G HE / VET Graduation Message

FORM FIELDS Graduation Dates

A HE / VET Graduation Date – The date the student graduated

B HE / VET Certificate Date – Date the certificate was produced

C HE / VET Information Date Sent – The date the graduation information pack was sent to the student

D HE / VET Award Application Date Sent – The date the confirmation of completion sent to the student

E HE / VET Award Application Date Received – The date the confirmation of completion information received back to institution

FORM FIELDS Graduation Ceremony Details

A HE / VET Ceremony Location – The ceremony location the student is planning on attending.

B HE / VET Attending Ceremony – Will the student be attending the ceremony? Yes / No

C HE / VET Ceremony Date – The date the ceremony is scheduled for

D HE / VET Graduation Item(s) To Hire – Trencher Cap / Hood / Stole

E HE / VET Graduation Item(s) To Purchase – Trencher Cap / Hood / Stole

F HE / VET No. of Graduation Guests – The number of guests / tickets required for attending the ceremony for this graduand

G HE / VET Academic Dress Required – Does the student required academic attire? Yes / No

H HE / VET Hood Purchase – Yes / No

I HE Trencher Size – Cap / Mortar board / Bonnet Size

J HE / VET Gown Size – The size of graduation gown required for student

K HE / VET Notes – Any additional notes required - e.g. Student has mobility issues requires assistance with stairs at ceremony venue.

FORM FIELDS GRADUATION DOCUMENT NUMBERS

A HE / VET Parchment Number – The unique Parchment id number - Can be system allocated if required

B HE Transcript Number – The unique Transcript id number - Can be system allocated if required

C VET SOA Number – Statement Of Attainment - Can be system allocated if required

D HE / VET Other Certificate Number –

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HOW TO Edit a Graduation Record

STEP 1 Load the student record.

1 Refer to this how-to guide on how to search for a student record in Paradigm: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985201/Student+-+Search+Add+and+Edit#4.How-to-search-for-a-Student-Record.

STEP 2 Go to the Edit Graduation Page.

Once the Student Summary Page is loaded, you have two ways to access the Edit Graduation page:

1 In the Student Summary Page, scroll down and look for the COURSE ENROLMENTS Form section, click the ACTIONS button on the right of the completed course record of the student, and then select Edit Graduation.

2 Another way too get to the Edit Graduation page is to choose Student > Course Enrolment > Course menus on the side, click the ACTIONS button on the right of the completed course record of the student, and then select Edit Graduation.

STEP 3 Enter or edit all the required details.

Refer to the FORM FIELDS section above under the Key Terms and Concepts section if you need a guide in filling out or editing the information.

STEP 4 Save the graduation details.

After filling out all the graduation details, click the SAVE GRADUATION DETAILS button.

If you’ve added some document numbers under the GRADUATION DOCUMENT NUMBERS Form section, click the SAVE DOCUMENT DETAILS button.

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