Degree Ceremonies User Manual for College Staff
Contents
1. The College Hold Status will change to Passed Degree Ceremony manual v2 0 docx 14 Student Ceremony Requirements 4 Toreturn to the Degree Ceremonies menu click on on the left hand side of the screen Degree Ceremony manual v2 0 docx 15 Student Ceremony Requirements 7 Student Ceremony Requirements Summary Report When students log into eVision they have the option to book onto a ceremony and specify their requirements select In Absentia or Decline to book onto a ceremony If they select In Absentia they will be allocated to the next available ceremony regardless of whether their college is presenting at that ceremony If they select Decline their record will be managed as an historic graduand They will not have the option to book themselves onto a ceremony at a later date The Student Ceremony Requirements Summary Report option enables colleges to view a summary of a student s requirements To view all the student s requirements and details see the next section Downloading the Student Ceremony Requirements Report 1 To view the requirements click on the link Student Ceremony Requirements Summary Report Student Ceremony Requirements Summary Beport Student Ceremony Requirements Summary Report Please complete the report options and click the Run Process button Student Number Academic Year 2012 13 7 Degree Ceremony Ceremony Status attending2. For complete security you should always close down your web browser How once you have finished working Why is this page here Oxford University Computer Usage Rules and Etiquette Continue to www evision ox ac uk 6 Click on ESS The options displayed down the left hand side of this page will depend upon your access to the system ss L OXFORD eVision COED Welcome to eVision eVision is the University s core student record tem replacing the Oracle Student System OSS by August 2013 Oxford will use eVision to support all the major stages in the student lifecycle from pre application to graduation and to improve data sharing with other key systems that support activities associated with Alumni and Development Finance and Personnel Degree Ceremorees functionality ts live from mid October 2012 for Uruversity and college staff who work in this area If you are a staff member involved in the Degree Ceremonies process please use the links on the left hand navigation of the home page to access it Although staff not involved in degree ceremonies won t be able to perform any actions until the full launch of the system in August 2013 all staff members have been given access to login and see the home page in advance If you have any thoughts or suggestions please contact the Student Systems Programme Notices System Links Michaelmas Term 2012 AAD Briefings ADSS Admissions Decision Support System Undergraduat
3. 2012 13 Forename Degree Ceremony Ceremony Status invited il il Award Programme 2 Enter the required data a Student Number may be left blank b Academic Year mandatory field c Surname and Forename may be left blank d Ceremony leave blank for all ceremonies or enter a code see steps below on searching for a code e Ceremony Status mandatory field select from the List of Values f Award Programme may be left blank List i 3 Ifthe ceremony code is not known click on List to display the complete list of available ceremonies Degree Ceremony manual v2 0 docx 9 The Allocation Report Page Number Details Use this record bar to navigate through the record pages Showing Page 1 of 25 20 Records per Start Page Seee82ee8e 10 Go to Page e 482 Records found for SRS ChY Please select the required value Awards Ceremony CMY code JL 41307134M sarron arero Monday 22 July 2013 PM Tuesday 23 July 2013 AM Select A130713PM Select Al30722AM Select ALSO 22PM Select A1307234M A130723PM Tuesday 23 July 2013 PM RD ae gr rar aE ee ee m oami Par TY a E ee 4 Use the navigation buttons to search for a ceremony or scroll through the list 5 When the required ceremony is displayed click on adjacent to the required ceremony to return to the Allocation Report screen The Ceremony field will be populated with the selected ceremony code
4. Degree Ceremony manual v2 0 docx 7 Accessing the Degree Ceremonies Functions 4 Accessing the Degree Ceremonies Functionality 1 Click on the link to Degree Ceremonies on the left hand side of the screen to display the Degree Home Degree Ceremonies Ceremonies menu items Support eVision Degree Ceremonies College Staff Degree Ceremonies Information Welcome to Degree Ceremonies for College Staff You can view your students bookings college and University holds and register Historic MA and Higher Degree students for graduation by clicking on the relevant links below To see the description of each option please click on the question mark icon next to the link For information about degree ceremonies before and after July 2013 please go to the Degree Conferrals WebLearn site If you have any questions regarding eVision please go to the Support page on the left Allocation Report College and University Holds Student Ceremony Requirements Summary Report Student Ceremony Requirements Downloadable MA Historic amp Higher Degree Graduands Go to top of page Contact Us Related Links Student Systems Degree Conferrals gt eVision FAQs pc Examinatio UNIVERSITY OF 0 4 0 3 DEE C gt IT Services _ 2 Click on the question mark displayed to the left of each item to access context sensitive help Allocation Report This option allows you to produce a report which displays a
5. The student will be presented with a list of ceremonies at which their college is presenting including any which are full and therefore unavailable They have the option to select Cancel Decline In Absentia or Attend If they click on a ceremony and select Attend a confirmation screen will be displayed They will be asked to cancel or confirm their option Degree Ceremonies m Degree Confirm Attendance Ceremonies Need Help You have chosen to attend the degree ceremony on Tuesday 23 July 2013 at 11 00 am in person Please confirm your choice or click on the Cancel button to return to the previous screen Please note that once you ve chosen the date you won t be able to change it though you will be able to change your attendance mode to in absentia or decline A screen will be displayed showing the contact details currently held by the college They will be asked to confirm the address to which their Degree Certificate should be sent if this is different from the address shown and enter a current non University email address And finally Next to proceed to the next screen Degree Ceremony manual v2 0 docx 30 Appendix A What the Student sees The student will then be asked to confirm their College Requirements including any accessibility requirements for both themselves and their guests This screen and the questions displayed are College specific and may A not be an accurate representation of what your
6. Yes Student Ceremony Requirements 3 Select as T in the Hold Flag field 4 Click on to save the changes and a confirmation box will be displayed Your changes have been stored successfully 5 Click on to return to the list The student record will be flagged with Held and the link in the View Add College Hold column will have changed to View College Hold Ceremony Ceremony Award Surname Forename Student Date of University College View Add View Status Programme Number Birth Hold Hold College University Status Status H13 SJO MED Invited Medicine ADDISON 356449 29 03 1989 Clinical 6 3 Removing a College Hold 1 Click on the View College Hold in the View Add College Hold column to open the Student Personal Details data screen 2 Select Passed z from the Hold Flag field Student Personal Details data Student Hold Type Updated Date Hold Notes Hold Flag Code Edit 368442 HD_COLLEGE 23 Aua 2012 JOutstanding Battels John Cheering 3 Click on to save the changes and a confirmation box will be displayed Your changes have been stored successfully Ceremony Ceremony Award College Surname Forename Student University College View Add View Status Programme Number Hold Hold College University Status Status Hold Holds H13 SJO MED Invited Medicine ADDISON 356449 29 03 1989 Passed Jyiew NZA Clinical College Hold
7. 6 Inthe Allocation Report screen click on to retrieve the required information Allocation Report Total Number of Records Displayed 188 b Ceremony Ceremony Response Response Surname Forename Student College Award Expected Enrolment Maye Status Date Time Number Programme End Date Status Name amp H13 SJO MED Invited Unavailable Unavailable Addison Rhys 356449 SJO Medicine 31 07 2013 Enrolled 13 9 Clinical H13 SJO T22 Invited Unavailable Unavailable Addison Rhys 577449 SJO MPhil 30 06 2013 Enrolled Oi International Relations H13 SJO U Invited Unavailable Unavailable Addison Sophia 474549 SJO BA 30 06 2013 Enrolled 16g Jurisprudence i H13 5J0 U Invited Unavailable Unavailable nchorage Jack 431601 SJO MCchem 31 07 2013 Enrolled Zi Chemistry H1i3 SJO U Invited Unavailable Unavailable Anchorage Jack 253001 SJO Higher Degree TA H13 SIJO U Invited Unavailable Unavailable Anchorage Olivia 430401 SJO MBiochem 31 07 2013 Enrolled 7 Molecular and z Cellular Biochemistry 5 H13 SIJO U Invited Unavailable Unavailable Andover Lola 370851 SJO DPhil Systems 05 04 2013 134 Biology DTC Mathematics H13 S5J0 U nvited Unavailable Unavailable Ankara Grace 411202 5JO DPhil 08 04 2013 Enrolled 18 Dasha ae wai b am Fs nal a aren OPN Pe ae a Pa Penn When a student books onto a ceremony and their Ceremony Sta
8. Award Programme Clear Fields 2 Enter the required data a Student Number may be left blank b Academic Year mandatory field c Surname may be left blank d Degree Ceremony leave blank for all ceremonies or enter a code see steps in Section 5 on searching for a code e Award Programme may be left blank 3 Click on Clear Fields _ to return to the default values or to retrieve the required data Ceremony Ceremony Response Response Surname Forename Title Student Award Address Home Work Mobile College N Status Date Time Number Progamme Name Phone Number Phone Number Phone Lunch Number Graduand Only H13 SJO U Invited Unavailable Unavailable Barnum Tia 395857 BA Oriental Studies Arabic and Islamic Studies Flat 17 Tias Lane Somewhere Within Oxford OX1 2EP In the example above Tia Barnum s Ceremony Status is Invited which means she has been sent an email inviting her to book onto a ceremony but has yet to do so 16 Degree Ceremony manual v2 0 docx Student Ceremony Requirements Ceremony Ceremony Award Surname Forename Title Student Address Home Work Mobile No of Extra No of No Visa Additional Status Progamme Number Phone Phone Phone Guaranteed Ceremony Lunch Lunch Required Comments Number Number Number Ceremony Tickets Guests Guests Requirement
9. Yes another screen will appear where they will be able to provide details If they answer No they will bypass the Assessibility screen Degree Ceremony manual v2 0 docx 31 Appendix A What the Student sees Degree Ceremonies Accessibility J Need Help Oxford degree ceremonies normally take place in the Sheldonian Theatre additional celebratory events may also take place in your college The Sheldonian Theatre has ramped access from Broad Street via a wooden gate into the quadrangle and then in through door E into the main hall The Theatre is also equipped with a loop system for when the PA system is in use For further information please see the Sheldonian Theatre accessibility information and Information for visitors to the University of Oxford If there are any events in your college please get in touch with your college to discuss your quests accessibility requirements To help us plan for the day it would be helpful to have an indication of what requirements you or your quests may have All information you provide here will be treated as confidential stored securely and shared only with the members of university and college staff involved in organising the degree ceremonies Please note you need to have pour guest s permission to share their information Your Accessibility Requirements Your requirements Please selet lt lt xl Further details Forename Surname Guest requirements Fu
10. A E a unease edon S 14 Student Ceremony Requirements Summary REPOT measer EE A T TN TOEN 16 Downloading the Student Ceremony Requirements Report ccccccsssccccsssccceeccceescccseusccseaeecessascessenecesaueeeesaasss 18 MA Historic and Higher Degree Graduands cccccsssccccsscccsesecccaseccseecccseneeeseueecessuscesseuseessauecesaueeesseuseesaeeeesaagss 19 9 1 Amending an MA Historic or Higher Degree Graduand booking ccccccsseseccessececenecccsenscccaaeseeseeeeeseneeees 23 9 2 Removing an MA Historic or Higher Degree Graduand from a waiting list cccseeeccccesseeeeeeseeseeeeeeeeeeeeeees 26 Appendix A What the Student Sees crror atria NEARE Na E ri EAEE A E NETE EE TATO 28 Appendix B Conferral Information amp Available ACtiONns ccccccccsssseccecesseecceceesececeauseeceesseusecessuaaseceesauaeecessaaeeses 34 APpendix C Salle EMI ra a aN a N A 35 121 Example ol conii maton emal ziada aeaa a NA LANEAN 35 12 2 Example of confirmation email following removal from a waiting list cccccsseeecccceeseececceeeeceeeeeeeeeeessaeasses 36 Fun Mer EDC NFORMALION oen a E E E 37 13 4 Data Protection andT ACCeSSIDINILY sass ated eed T E T A E aioe 37 DOCUMENT ATOR a EON EEEE AET EEE EEE TE A E EE T E E AEI SE TAE ETE AEA 37 Table of Contents Introduction 1 Introduction This manual covers all the processes which college staff will need to carry out using eVision to manage degree ce
11. Sex Title Student Name inc accents and special chars Date of Birth Matriculation Date College Graduation Type Completed Award Completed Award Programme Name Preferred Ceremony Date Attendance Mode If MA HD Ceremony Use non Christian Formula Email Home Phone Number Mobile Phone Number Address We will assign the student to the ceremony if a space becomes available Best wishes Degree Conferrals Office University of Oxford Examination Schools High Street Oxford OX1 4BG www ox ac uk students graduation Degree Ceremony manual v2 0 docx 35 253043 Female Ms Bethany Imogen Churchill 28 Jul 1964 27 Oct 1984 St John s College MA MA Master Of Arts Future ceremony Attend No dummy it ox ac uk 12345678 The Cottage Wilderness Lane Wildershire WI3 7EP Appendix C Sample Emails 12 2 Example of confirmation email following removal from a waiting list This email will be sent to a college whenever a Graduand is removed from a waiting list Dear Colleague This is to confirm that you have deleted the following graduation request Student Number Sex Title Student Name inc accents and special chars Date of Birth Matriculation Date College Graduation Type Completed Award Completed Award Programme Name Preferred Ceremony Date Attendance Mode If MA HD Ceremony Use non Christian Formula Email Home Phone Number Mobile Phone Number Address Best wishes D
12. Tickets incl TRI grad 41307264 Attending BAHistory Nayaug Hayden MR 472388 Flat 19 12345678 9876543 3 2 5 N Haydens Road Somewhere Within Oxford OX1 2EP In this example Nayaug Hayden has booked onto a ceremony and his Ceremony Status has changed to Attending He has also requested 2 additional Guest Tickets He may change his requirements at any time up to 15 days for the ceremony but he cannot change the date If he wishes to change the date he must first contact his college for advice 4 Toreturn to the Degree Ceremonies menu click on on the left hand side of the screen Degree Ceremony manual v2 0 docx 17 College and University Holds 8 Downloading the Student Ceremony Requirements Report This report will download the students requirements and details into an Excel spreadsheet This report contains college specific data 1 Click on the link Student Ceremony Requirements Downloadable Student Ceremony Beguirements Downloadable Student Ceremony Requirements Download Please complete the report options and click the Run Process button Academic Year 2012 13 So po Clear Fields a Student Number may be left blank b Academic Year mandatory field c Surname may be left blank d Degree Ceremony leave blank for all ceremonies or enter a code see steps in Section 5 on searching for a code e Award Programme
13. list of students for your College their appropriate ceremony details plus extra details such as Matriculation Date and Research Submission dates where applicable 4 1 Printing Reports After you have run a report and retrieved the required data you can print out the information using your browser print icon You can also select the option Student Ceremony Requirements Downloadable and download the complete list to a spreadsheet Degree Ceremony manual v2 0 docx 8 The Allocation Report 5 The Allocation Report The Allocation Report enables college staff to verify that all their eligible students ie final year Undergraduate UG and Post Graduate Taught PGT students have been invited to book onto a ceremony At this stage the Ceremony Status for each student will be Invited If a college finds a discrepancy in the Allocation Report they should contact the Degree Conferrals Office for advice Once students have been invited to book onto a ceremony staff may also use this report to retrieve a list of students who have made a booking When a student has booked onto a ceremony their Ceremony Status will change to Attending The list may also be filtered by ceremony 1 Click on the link Allocation Report to display the Degree Ceremonies Allocation Report screen Allocation Rengi a Degree Ceremonies Allocation Report Please complete the report options and click the Run Process button Student Number Academic Year
14. may be left blank 2 Click on Clear Fields to return to the default values Click on Run Process _ retrieve the required data The data will be downloaded into an Excel Spreadsheet and can then be manipulated or saved in the usual way The data displayed is college specific depending on the user s college _A 1 Allocated C Status Award Pro Surname Forename Title Student ID Date of Bir Matriculatic Award Pro Ceremony Extra Cere Lunch Gue Extra Payir A 2 A130723A1A BA Englisk CHEERIN JOHN MR 368442 31 Aug 89 13 Oct 07 Completec Degree Ceremony manual v2 0 docx 18 MA Historic and Higher Degree Graduands 9 MA Historic and Higher Degree Graduands MA Historic and Higher Degree Graduands will not be able to log in and book onto a ceremony Instead they will contact their college indicating their preferred date The college will then add their name to a waiting list so that the Degree Conferrals Office can add them to a ceremony taking into account the preferred date The college will receive a confirmation email once they have added them to the waiting list If a Graduand does not give a preferred date at the time of booking their name can be added to the waiting list and the preferred date added later A college may amend an MA Historic and Higher Degree Graduand record at any time up to 15 days before the ceremony and they may also remove a Graduand from a waiting list Graduands and colleges will receive an email noti
15. no guarantee of m ih availability however the date is essential for ceremony If MA Higher Degree Use stember 2013 PM allocation planning non Formula Hiz er 201 3 PM The list of ceremony dates will only include ceremonies relevant to the user s college Ceremonies only available to other colleges will not be included b Email this email address is the one to which all confirmation emails will be directed Degree Ceremony manual v2 0 docx 21 MA Historic and Higher Degree Graduands c Address this is the address to which the certificate will be sent 6 When all information has been entered click on _ Submit A confirmation screen will open m Confirm Booking Details Please check that the details below are correct and then click Subrnit Student Date of Birth Title Certificate Name incl accents and special char Date of Birth Matriculation Year College Graduation Type Attendance Type Completed Award Completed Award Programme Name Preferred Ceremony Date If MA Higher Degree Use non Christian Formula Home Phone Number Mobile Phone Number Address Line 1 Address Line 2 Address Line 3 Address Line 4 Country Postcode Bethany Imogen Churchill 253043 26 Jul 1964 Bethany Imogen Churchill Future ceremony wWolooao n it os ac uk 12345678 The Cottage Wilderness Lane Wildershire WIS EP 7 Verify that the details have been recorded correctly 8 Click
16. on _ Submit to save the record and display a confirmation message n Summary This is to copfirrthate bmitted a graduation request for Bethany Imogen Churchill 253043 for the following degree 9 Click on Finish complete the process and return to the Degree Ceremonies main menu Degree Ceremony manual v2 0 docx 22 MA Historic and Higher Degree Graduands In the above example the graduand did not specify a preferred date at the time of making a booking so Future Ceremony was selected at the time of booking Ifa preferred date is specified then the confirmation text will include that date 10 An email will be sent to the college confirming the details of the booking see Appendix C to view the text 9 1 Amending an MA Historic or Higher Degree Graduand booking Colleges can amend an MA Historic or Higher Degree Graduand booking while on a waiting list This can include adding a preferred date where the Graduand did not specify a preferred date at the time of booking 1 Retrieve the record by following steps 1 to 3 above The Graduand Degree Conferrals Details screen will open Graduand Degree Conferral Details These are the personal and degree conferral details for student records that match your search criteria Please check the student s identity before proceeding to add or update their graduation records C sumam foca OO o See a Matriculation Date 27 Oct 1984 Current Award Mone Programme Coll
17. Degree Ceremonies User Manual gl Ceremonies eVision Degree Ceremonies User Manual for College Staff Version 2 0 Table of Contents Table of Contents 10 11 12 13 14 HOU ON gaat ata hate aa a ects decent ca utebatatatstedtetate a cee 3 LE Nene GAUGIONG Cicsoxt duct naseanssaesacnccnassautore adencnaiaseecuatna O NN E E 3 PZ Rere duist S aaron ica atsnig a E E E E E tau teas caoaceneceuasumneceGucnndyateasaepeamanneaweswancecest 3 jC ODE UVO oer ie eee meee et etter MEU eP CCE ean TEM ne nt Ene nr Ree eT Rn ne re ence ne ee ne ee re re en Cee eee an eee eer eee 3 LA CONVENTIONS usedin thi WialUal senccsactatastercsiestebeomaneteniasacbaduerteaasessaueancneas a A n 3 The Desree Ceremony PrOCES Sanur a E a a aN a aaa 4 ACCESSIN EVITON E E S N A aa T E T T ale vec ea T ga eo meg eenannaaes 5 Sel NEO CUCU OI seasea aaa a a a T ttecwss 5 3 2 togging INTO CV ISION eeaeee a aa T T viene hans 5 5 5 GOSPING OUT OF EVIS O N aT T O E tates 6 Accessing the Degree Ceremonies Functionality cccceseccccsssccceeeccceecccsenecesseuceessueeesseecessasesseuscesseneeeseeeeesaaeeess 8 Ack PAUN REDONS onrera a a 8 THe AHOCIUON REDON aiee aa a a a N a a r ad encore nee 9 Colec cand University HOIS sens ae a a E A ET T E O enna 12 6 1 Viewing University Holds mancano n A E a A O E TE A 13 6 2 FOGIINe a CONGR EHO a E A danenea cea teas nace inated yacaseacaceb ere neaines 13 6 3 REMOVING a College HOO imene
18. MA Record student eligible for conferral It is only possible to have one MA Only those who have studied for a BA or a BFA are eligible for an MA Student eligible for a Higher TO BE CONFERRED Add HD Record Degree It is possible to have more than one Higher Degree so this action is always available For students on waitlist and on WAIT LIST for Ceremony Update with a ceremony booking Date e g on WAIT LIST for 23 Jul 2013 PM For student on waitlist and on WAIT LIST Update with an incomplete ceremony booking missing a ceremony or with a Future Ceremony For student on ceremony TO BE CONFERRED on Ceremony Update which is more than 15 days in Date the future e g TO BE CONFERRED on 14 10 2007 For student on ceremony TO BE CONFERRED on Ceremony None field blank which is less than 15 days in Date the future e g TO BE CONFERRED on 14 10 2007 Degree Ceremony manual v2 0 docx 34 Appendix C Sample Emails 12 Appendix C Sample Emails 12 1 Example of confirmation email This will be sent out each time a college adds a Graduand to a waiting list and also whenever a college amends the booking details Dear Colleague Thank you for submitting amending a graduation request for your MA Historic or Higher Degree student via eVision This email contains a summary of the details you provided Student Number
19. Record 4dd HD Record See table at Appendix B Conferral Information amp Available Actions for other options in the Conferral Information field 4 Verify this is the correct record and click on the link Add MA Record to open the Ceremony Booking Details for Students on a Wait List a Certificate Name the student s name as displayed in this field will be printed on the degree certificate The name may be amended if this is not correct and accents and special characters may also be added Degree Ceremony manual v2 0 docx 20 MA Historic and Higher Degree Graduands Ceremony Booking Details for Student on Wait List Please check that the correct Graduand is displayed Student Bethany Imogen Churchill 252043 jee Date of Birth 28 Julf1964 Please enter the Graduand details for the appropriate course Tite Maticulaton Tear 27 Oki1 984 College 30s St John s College Completed Award Completed Award Programme Name mme O If MA Higher Degree Use non Christian Formula ee Ca Coe we ll ee ee e I pec 5 Complete all the yellow mandatory fields and any other required information a Preferred Ceremony Date If no preferred date is available select Future Date from the menu This can be updated at a later date Completed Award Programme Name Preferred Ceremony Date Preferred Ceremony Date Date Attendance Type z Saturday 13 July 2013 AM Select Preterea Ceremony Date There is
20. a5 Degree Terms and Conditions a M Need Help I understand that The conferral of my degree is conditional on my passing the required examinations I am to ensure that I have no outstanding debts to either the University of Oxford I will be unable to graduate on the date I have booked if I have any outstanding debts If I choose to withdraw or amend this booking at least 15 days before the date of the degree ceremony I will no longer have any claim to this original date If I choose to withdraw from this booking within 15 days of the degree ceremony date or if I fail to attend on the day I have booked my degree will be conferred in absentia and I will be unable to have my degree awarded at any future ceremonies in person If I have been awarded any degrees of lower standing by the University of Oxford that have not been conferred at a previous degree ceremony these degrees will be conferred at the ceremony I have just booked These degrees will be conferred in absence and I understand that I will not be able to have them conferred in person at a later date I must attend the degree ceremony wearing the appropriate academic dress in accordance with the University Regulations For Postgraduate Research students admitted on to their course before 1 October 2007 I understand that I need to have submitted a hardbound copy of my thesis 5 days prior to my degree ceremony date For Postgraduate Research students admitted on to thei
21. degree graduands continue to contact their college with their preferences The college will then add their names to a waiting list and the Degrees Conferals Office will allocate them to a ceremony taking their preferences into account whenever possible If a graduand does not have a preferred date at the time of contacting the college they can still be added to the waiting list and their preferred date added at a later date Colleges are able to remove MAs historic and higher degree graduands from a waiting list and are also able to amend the contact details at anytime up to 15 days before the ceremony Any queries regarding the Degree Ceremony process should be directed to degree conferrals admin ox ac uk Degree Ceremony manual v2 0 docx 4 Accessing eVision 3 Accessing eVision 3 1 Introduction eVision is a web application which interfaces with SITS Vision Student System and enables staff and students to manage their student records In order to access eVision you will need to have been issued with a WebAuth account this is the Oxford University Single Sign On system For further information see http www oucs ox ac uk webauth Your WebAuth username will usually take the form of four characters followed by four numbers e g abcd1234 If you have not been issued a WebAuth username you will need to contact IT Services For further information about this visit http www ict ox ac uk oxford username 3 2 Logging int
22. e admissions MT12 College Academic Administrators Briefing 10 00 12 00 6 November 2012 Shulman Auditorium The Queen s GSS Graduate Supervision System College Submit supervision reports MT12 Diisiona Departmental Academic Administrators Briefing fey OSS Oracle Student System 14 00 16 00 8 November 2012 Examination Schools High Street Central repository for student data You can view the agenda and book a place via the AAD Website OxCORT Oxford Colleges On line Reports for Tutorials system Undergraduate tutonal reports 3 3 Logging out of eVision Logout 1 Click on and a confirmation screen will be displayed System Message system message relating to your current request is displayed below You have successfully logged out of eVision Proceed with Single Sign On Logout Degree Ceremony manual v2 0 docx 6 Accessing eVision Proceed with Single Sign On Logout 2 Click on displayed A final confirmation screen will be University of Oxford Single Sign On Logout Still Logged In You are still logged in to the University of Oxford Single Sign On system To log out completely you must close down your web browser How once you have finished working Cannot close your browser If you are unable to close down your browser make sure you log out of all Single Sign On services you used and log out of the Single Sign On system using the button below Proceed with Single Sign On Logout
23. ege see Appendix C to view the text Delete Summary The graduation request for Bethany Imogen Churchill 253043 has been deleted 6 Click on to complete the process and return to the Degree Ceremonies main menu Degree Ceremony manual v2 0 docx 27 Appendix A What the Student sees 10 Appendix A What the Student Sees When a student logs in and clicks on the Degree Ceremonies link he she will be taken to the Degree Ceremonies Welcome screen Graduand Degree Ceremony Booking BD Need Help Degree Ceremonies Welcome Welcome to the degree ceremonies online booking service Here you can book to attend your graduation ceremony request tickets for guests and tell us where to send your degree certificate Degrees are not automatically conferred at the end of the course but only at a degree ceremony You can graduate in person by attending a ceremony or in absence One degree certificate will be automatically issued following the ceremony regardless of whether you have graduated in person or in absence You can graduate straight after you ve finished your degree or many years later To book your graduation now confirm that you accept the Terms and Conditions relating to graduation and click Book My Degree Ceremony below Please book by 15 January 2013 to be sure of a place If you attempt to make a booking after this date ceremony availability will be significantly reduced PLEASE NOTE if you ha
24. ege Subject Conferral Information SCA mlab Modern Languages CONFERRED on Course II O9 OUN 1990 lt en warr ust c uadata gt 4dd HD Record 2 Click on Update to open the Ceremony Booking Details for Student on Wait List screen Degree Ceremony manual v2 0 docx 23 MA Historic and Higher Degree Graduands Ceremony Booking Details for Student on Wait List Please check that the correct Graduand is displayed a Date of Birth 28 Julfi964 Please enter the Graduand details for the appropriate course Title Certificate Name fincl accents and special char Date of Birth Maticulaton Year PF fPockii984 College St John s College Completed Award Completed Award Programme Name Preferred Ceremony Date Attendance Type If MA Higher Degree Use non Christian Formula Home Phone Number Mobile Phone Humber Address Line 1 Address Line 2 Wilderness Address Line 3 Address Line 4 Country Wildershire Postcode Al Completed Award Programme Name m Preferred Ceremony Date _ Attendance Type O 7 Home Phone Number at Addresstinet O a i Postcode i 3 Make the required changes 4 Click on _ Submit to open the Confirm Booking Details screen Degree Ceremony manual v2 0 docx 24 MA Historic and Higher Degree Graduands Confirm Booking Details Please check that the details below are correct and then click Submit a e S e we SSSSSSCSCSCSCS pierre et e 5 Check
25. egree Conferrals Office University of Oxford Examination Schools High Street Oxford OX1 4BG www ox ac uk students graduation Degree Ceremony manual v2 0 docx 36 253043 Female Ms Bethany Imogen Churchill 28 Jul 1964 27 Oct 1984 St John s College MA MA Master Of Arts Saturday 27 July 2013 PM Attend No dummy it ox ac uk 12345678 The Cottage Wilderness Lane Wildershire WI3 7EP Further Help and Information 13 Further Help and Information 13 1 Data Protection and Accessibility Full details of the University data protection policy can be accessed at http www admin ox ac uk councilsec dp policy shtml Full details of the Student Systems Accessibility policy can be accessed at http www admin ox ac uk studentsystems accessibilit 14 Document Information Revision Date Version Summary of Changes 29 10 12 v0 6 Final draft before uploading to website 31 10 12 v0 7 Changes as requested by Ana Matak Siviour 09 11 12 v1 0 Final changes as requested by Ana Matak Siviour and Jared Hutchings 19 11 12 v1 1 Changes to Historic incorporands and MA screenshots as advised by Ana Matak Siviour 4 04 13 v1 2 Applied SSP Manual template to document Added new functionality included in Degree Ceremonies release 2 4 9 13 V2 0 Final changes applied as requested by Ana Matak Siviour Degree Ceremony manual v2 0 docx 37 Author AEH AEH AEH AEH AEH AEH
26. emoving an MA Historic or Higher Degree Graduand from a waiting list Colleges can remove a Graduand from a waiting list at any time until the record is moved from the waiting list and onto a ceremony 1 To remove a Graduand first retrieve the record by following steps 1 to 3 above The Graduand Degree Conferrals Details screen will open Graduand Degree Conferral Details These are the personal and degree conferral details for student records that match your search criteria Please check the student s identity before proceeding to add or update their graduation records O swane owen OO O se E O Matriculation Date 27 0ct 1984 Current Award Programme mlab Modern Languages CONFERRED on Course II O9 JUN 1990 on WAIT LIST for Update 27 Jul 2013 PM Add HD Record Degree Ceremony manual v2 0 docx 26 MA Historic and Higher Degree Graduands 2 Click on Update to open the Ceremony Booking Details for Student on Wait List screen 3 Click on and a confirmation screen will be displayed Confirm Delete Please confirm that you wish to delete the graduation request for the student below Student Bethany Imogen Churchill 253043 sx remade SCS Date of Birth 26 Iul 1964 College St John s College Graduation Type MIA Attendance Mode Attend Completed Award Master Of Arts Programme Name Submit DELETE 4 Click on Submit DELETE 5 A confirmation screen will be displayed and an email sent to the coll
27. fication when a graduand is moved from the waiting list and booked onto a ceremony by the Degree Conferrals Team DCT Before adding an MA Historic or Higher Degree Graduand to a waiting list you should verify that the award is genuine If you have any concerns about authenticity contact the Degree Conferrals Office 1 Click on the link MA Historic amp Higher Degree Graduands to open the Graduand Detail Retrieve screen M Historic amp Higher Degree Graduands Retrieve Graduand Please enter search criteria to retrieve your MA Historic or Higher Degree Graduand S Oo mm E Date of Birth moo al 2 Enter the required data a Student Number may be left blank b Surname may be left blank c Forename may be left blank d Sex select from the drop down list e Date of Birth select from the pop up calendar or type the date in the following format 01 Jul 1976 3 Click on and the Graduand Degree Conferral Details screen will open Degree Ceremony manual v2 0 docx 19 MA Historic and Higher Degree Graduands Graduand Degree Conferral Details These are the personal and degree conferral details for student records that match your search criteria Please check the student s identity before proceeding to add or update their graduation records O smem fo OOO o se PE Matriculation Date 27 Oct 1994 Subject Conferral Action Information mlab Modern Languages CONFERRED on Course II O9 9UN 1990 Add MA
28. o eVision 1 Open your preferred web browser Any modern browser may be used 2 Enter the web address www admin ox ac uk studentsystems and this will take you to the Student Systems home page STUDENT SYSTEMS see BREW JAS OXFORD Staff and Student Access to eVision Access to eVision requires you Oxford Username and Pass He j support contact details are ded f eVision Design 3 Access p College staff access to eVision will be live from Monday 29th October gt for Stu DD Related Links lt lt on oat ee sibility for Staff 3 Click on Logi n to open the Single Sign on login box University of Oxford Single Sign On Login The service you have requested is accessed via the University of Oxford Single Sign On system Username e g abcd0i23 Password Forgotten password Login Help Please enter your Oxford username and password then click the Login button Not yet activated Activate a new account I don t know what to do Oxford University Computer Usage Rules and Etiquette Degree Ceremony manual v2 0 docx 5 Accessing eVision 4 Enter your Single Sign on user name and password Login 5 Click on and a confirmation message will be displayed University of Oxford Single Sign On Confirmation The service you have requested is accessed via the University of Oxford Single Sign On system Service wwWw evision ox ac uk You are logged in as user admn1046 Not you
29. ocess 2 The Degree Ceremony Process From October 2012 the process for booking students onto a degree ceremony changed It is no longer the responsibility of the college to book their current students onto a ceremony instead students are able to book onto a ceremony on line using eVision In future the number of ceremonies will be increased so that those who were unable to attend a ceremony previously historic graduands should now be able to book onto the event of their choice Current Undergraduate UG and Post Graduate Taught PGT students who are in their final year will receive an invitation during Micahaelmas term to book onto a ceremony They will be given priority up until mid January after which the Degree Conferrals Office staff will start booking historic graduands and MAs onto ceremonies Places will be filled on a first come first served basis It will be possible to book onto a ceremony up to 15 days before the event provided there are places available UG and PGT students will be able to amend their booking at any time up to 15 days prior to the ceremony but if they wish to change the date they must contact their college for approval Research students will be invited to book onto a ceremony once they have been awarded Given Leave to Supplicate College staff can view their students bookings and arrangements view University Holds such as Proctors Holds and apply or remove College Holds MAs historic and higher
30. ollege University Status Status Hold Holds DPhil Physical and Theoretical Chemistry Invited Add College Hold e pe OSCAR 281947 24 11 1986 All University holds which have been applied to a student record will be displayed All current holds can be identified as Hold End Date field will be blank Student Personal Details data Student Number Hold Type Hold Start Hold End Hold Notes Date Date 281947 Oscar 14 Aug 2008 07 Oct 2008 a HD_HARDSHP Jacob Chippenham Student Number Hold Type Hold Start Hold End Hold Notes Date Date 281947 Oscar 24 24 Sep 2009 03 Nov 2009 HD_LIBRARY Jacob Chippenham Back to e Hold List 2 Toreturn to the list of students click on 6 2 Adding a College Hold 1 Click on the Add College Hold in the View Add College Hold column to open the Student Personal Details data screen Award Programme Hold Status epee pee Physical and In the Student Personal Details data screen enter the details in the Hold Notes field Forename Student Number Ceremony Ceremony Status College Surname University College View Add View University Holds H13 SJO R Click here Invited Theoretical Chemistry 2 Student Personal Details data Student Hold Type Number Updated Date Hold Notes Hold Flag 356449 Rhys James Addison HD_COLLEGE Degree Ceremony manual v2 0 docx 26 Oct 2012 Ez 13
31. or one of your guests require a visa letter please get in touch with your college to obtain one PLEASE NOTE if you have any debts or dues outstanding to your college or the University you will not be permitted to graduate Please refer to the Regulations for Degrees Diplomas and Certificates for more information Your Degree Ceremony Student Name Bradley Jamie Ashbury Award Programme BA History College Balliol College Date of Ceremony Tuesday 23 July 2013 Number of Guaranteed Ceremony Tickets 2 Hold Status None Ceremony Status You have chosen to attend the above ceremony You have goreed te the tiniversity Terms and Conditions regarding Degree Ceremonies Amend My Ceremony Booking The process of booking onto a ceremony is now complete Degree Ceremony manual v2 0 docx 33 Appendix C Sample Emails 11 Appendix B Conferral Information amp Available Actions MAs Historic or Higher Degree Graduands Student Course Conferral Conferral Information Status Message Award conferred ata CONFERRED on Ceremony Date None field blank ceremony in the past e g CONFERRED on 14 10 2007 Award not eligible for None field blank None field blank conferral at a ceremony Award other than MA and TO BE CONFERRED Add Record Higher Degree not conferred and eligible for conferral at a ceremony MA award not conferred and TO BE CONFERRED Add
32. r course on or after 1 October 2007 I understand that I need to have submitted a hardbound copy of my thesis 5 days prior to my degree ceremony date I understand that I need to have submitted an electronic copy of my thesis 5 days prior to my degree ceremony date They must confirm they agree to the terms and conditions before proceeding any further by selecting Yes from the drop down menu They can then click on Next to continue Degree Ceremony manual v2 0 docx 29 Appendix A What the Student sees Degree Ceremonies Degree Choosing Your Degree Ceremony Ceremonies Need Help These are the ceremony choices currently available to you If you wish to graduate in person please choose one ceremony and click Attend To graduate in absentia please click on In Absentia If you wish to attend a ceremony at a later date please click Decline and contact your college to check future availability We cannot guarantee availability of spaces on future ceremonies To return to this page later please click Cancel Please note that this booking process runs in real time If after you click to book there are no longer places available on the ceremony you chose you will be brought back to this screen where you can choose an alternative ceremony if available Unavailable Ceremonies 22 Jul 2013 PM Available Ceremonies This question is mandatory and cannot be left blank if you wish to attend 23 Jul 2013 AM
33. remony arrangements for their students 1 1 Intended Audience College staff who are involved in managing ceremony arrangements for their current and past students 1 2 Pre requisites This manual assumes a basic knowledge of using a computer keyboard and mouse and basic web browser knowledge 1 3 Objectives On completion of this manual you will be able to e Describe the Degree Ceremony Process e Run the Allocation Report and ensure that your college s final year students are listed e View University Holds e Apply and remove College Holds e View ceremony bookings e View student requirements e View changes to student requirements e Add MAs historic and higher degree graduands to a waiting list e Edit Remove MAs historic and higher degree graduands on a waiting list 1 4 Conventions used in this Manual mT Indicates additional useful information A Indicates an important piece of information take particular care to read this information Indicates there is something that you should not do take particular care to read this information Bold Text Indicates menu names Italic Text Indicates window screen or dialogue box titles F4 Keys on your keyboard are indicated in bold text enclosed in square brackets Moves through a navigation path are indicated with a gt In this case you would click on the File File gt Open P menu then select Open Degree Ceremony manual v2 0 docx 3 The Degree Ceremony Pr
34. rther details Additional Comments or Requirements E g regarding other quests Please confirm that you have your guests permission to share this information A message will appear advising them that an email confirmation will be sent to them Degree Ceremonies Summary of Degree Ceremony Booking Need Help Thank you for completing your Degree Ceremony booking An email will be sent to the address you provided during the booking process giving a summary of the information you have provided You can also find this information on the Degree Ceremony Page in eVision We will be in touch if there are any changes to your current ceremony arrangements When students click on Finish to complete the process they will be returned to the Degree Ceremonies home page Degree Ceremony manual v2 0 docx 32 Appendix A What the Student sees The text will have changed and there will be an option to amend their requirements Amendments can be made up to 15 days before the ceremony Graduand Degree Ceremony Booking Ba Need Help Degree Ceremonies Welcome Thank you for booking to attend your degree ceremony Your place is now confirmed and the details of your ceremony are listed below You will be able to amend your booking by pressing Amend My Ceremony Booking below up until 15 days before your ceremony After that date it will no longer be possible to amend any details If you have indicated that you
35. students will see at this stage ceper College Requirements a Need Help The details below are required by Balliol College in order to better cater for your graduation experience We would really appreciate you taking the time to answer these questions Oxford degree ceremonies normally take place in the Sheldonian Theatre additional celebratory events may also take place in your college Guest tickets for any college events are separate from ceremony tickets and you may not be able to bring the same number of quests to both If you have expressed an interest in receiving extra ceremony tickets and they become available Balliol Collage will contact you Please note that there may be a charge for college lunch or for academic dress your college will be in touch about that Ceremony Tickets You can have 3 tickets for ceremony guests Please let us know how many you would like to use Extra ceremony quest tickets no guarantee of availability Please select Visa and Other Requirements Will you be Please select contacting your college to request a visa letter for you or one of your Quests Additional comments ar requirements Additional Nominated Contact Ferrans ee Home email address Accessibility Information Will you or any of your guests have accessibility requirements e g due to a disability Please select If they answer the question on accessibility as
36. the details and if correct click on to save the changes A confirmation message will be displayed Summary This is to confirm that you have amended a graduation request for Bethany Imogen Churchill 253043 for the following degree ceremony Saturday 27 July 2013 PM 6 Click on Finish ko complete the process and return to the Degree Ceremonies main menu An email will be sent to the college confirming the changes to the details of the booking see Appendix C to view the text After a Graduand has been allocated to a ceremony only the contact details and attendance type from attend to in absentia may be amended All other fields will be greyed out as in the screenshot shown below Degree Ceremony manual v2 0 docx 25 MA Historic and Higher Degree Graduands Ceremony Booking Details for Student on a Ceremony Please check that the correct Graduand is displayed Karen Lucy Hall See fem Date of Birth 08 Jul 1985 This Graduand has been allocated a space at a degree ceremony Their contact details will be amendable until 15 days before the ceremony Certificate Name incl accents and special char Matriculation Year 18 Oct 2003 College so S O St John s e Graduation Type Completed Award Master Of Arts Programme Name Preferred Ceremony 41307234M 23 Jul 2013 AM Date Attendance Type If MA Higher Degree Use non Christian Formula Home Phone Number 1234567 9 2 R
37. tus changes from Invited to Attending the date and time the student completed their booking will be recorded This information will enable colleges to allocate additional tickets on a first come first served basis In the example above the students Ceremony Status is Invited indicating they have not yet booked onto a ceremony so the Response Date and Response Time fields contain Unavailable These fields will be updated with the date and time when a student books onto a ceremony Degree Ceremony manual v2 0 docx The Allocation Report 7 Toreturn to the Degree Ceremonies menu click on on the left hand side of the screen A Do not click on the browser back button as you may not see the refreshed data Degree Ceremony manual v2 0 docx 11 Student Ceremony Requirements 6 College and University Holds Colleges are able to apply or remove College Holds and view all University Holds Students will be able to book onto a ceremony even if they have a hold on their record but they will not be able to attend the ceremony or have their degree conferred They should contact their college for advice 1 Click on the link College and University Holds to display the Degree Ceremonies Holds screen Clear Fields 2 Enter the required data a Student Number may be left blank b Academic Year mandatory field c Surname may be left blank d Degree Ceremony leave blank for all ceremonies or enter a code see steps in pre
38. ve any debts or dues outstanding to your college or the University you will not be permitted to graduate Please refer to the Regulations for Degrees Diplomas and Certificates for more information Your Degree Ceremony Student Name Bradley Jamie Ashbury Award Programme BA History College Balliol College Date of Ceremony To be confirmed Time To be confirmed Book My Degree Ceremony If they have been invited to a Degree Ceremony they will see a link to the booking page When they click on this link a message page appears Degree Ceremonies Degree Welcome Ceremonies Need Help Welcome to the University of Oxford Degree Ceremonies Booking Depending on the arrangements provided by your college you will be asked to Choose a Ceremony Confirm Degree Certificate Address Details Confirm Guest Details for both Ceremony and College Catering Cif applicable Confirm Accessibility Disability Information and Disclosure Permission if applicable You might wish to consider what your preferred date is and liaise with your potential quests before continuing with this process Please note that once you ve chosen the date you won t be able to change it though you will be able to change your attendance mode Please click on the Next button to continue Degree Ceremony manual v2 0 docx 28 Appendix A What the Student sees The Next button takes them to the Terms and Conditions Degree Ceremonies
39. vious section on searching for a code e Award Programme may be left blank 3 Click on Clear Fields to return to the default values or to retrieve the required data Hold Report Total Number of Records Displayed 193 Ceremony Ceremony Award College Surname Forename Student Dateof University College View Add View Status Programme Number Birth Hold Hold College University Status Status Hold Holds H13 SJO Invited MPhil ADDISON RHYS 577449 02 Dec 1973 Add N A T22 International College Relations Hold H13 SJO Invited Medicine ADDISON RHYS 356449 23 Feb 1965 Add N A MED Clinical College Hold H13 SJO U Invited BA SJO ADDISON RHYS 474549 31 Jan 1977 Add Jurisprudence College Click here Hold Ld 3 SJO Ue Invited Byerchem SJO ANCHORAG TACK nn 420408 25 DeciLoad Add Neotel N A one Degree Ceremony manual v2 0 docx 12 Student Ceremony Requirements If a student has a University Hold a link Click here will be displayed in the View University Holds column If there is no University Hold N A will be displayed This screen is for information only Colleges cannot amend the data 6 1 Viewing University Holds 1 Click on Click here in the View University Holds column to display further details of the hold Ceremony Ceremony Award College Surname Forename Student Date of University College View Add View Status Programme Number Birth Hold Hold C
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