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 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
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
Timelines
1. User Acceptance Testing (UAT) mid April
2. Classroom training to be scheduled for last 2 weeks of April
1. 6 x 1.5 hour workshops
2. Hands on experience in the EUCLID training environment
3. ‘Process Award’ software available on April 24th
3.
4.
5.
6.
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
1. End of working day on 13th June
2. Graduations ceremony administration is dependent on this deadline
being adhered to
3. Missing the deadline may result in missing graduation ceremony
4. Awards can not be published after the deadline has passed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 EUCLID
2. Direct xml file upload from local database to EUCLID (e.g. SMART)
– Awards have already been keyed within the database
3. 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 programme
2. Selecting the Award, Classification, Award Text, Note to student if
no reward for each student individually
3. 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 EUCLID
1. 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 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
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.
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
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/studentadministration/marking-boycott
Questions?