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1. 2 A130723AIA BA EnglisF CHEERINCJOHN MR 368442 31 Aug 89 13 Oct 07 Completec 3 1 3 1 3 If using Firefox the data must first be saved to the desktop or other convenient location and then opened up in Excel Degree Ceremony manual v1 0 docx 16 Ma Historic and Higher Degree Graduands 9 MA Historic and Higher Degree Graduands MA candidates and Historic Graduands will not be able to log in and book onto a ceremony Instead they should contact their College indicated 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 Before adding an MA candidate or historic graduand to a A waiting list you should verify that the award is genuine If you have any concerns about authenticity contact the Degree Conferrals Office Click on the link MA Historic amp Higher Degree Graduands MIA Historic amp Higher Degree Graduands The Graduand Detail Retrieve screen will be displayed Graduand Detail Retrieve This table contains previous study date for your selected student to help you confirm their identity Mow showing 1 af Field Field value Name Student Number pmm Date Birth Enter the required student details2. 8 5 THE ALLOCATION REPORT cusa e uva ac uva Vea antenna vu ve el Maus 9 6 COLLEGE AND UNIVERSITY ENEEESYS DRE aO TOM RN ERE NE V 11 VIEWINGUNIVERSITUTIOBDDS vedono 12 sere Lm PES 12 REMOVING A COLLEGE gebe betae 13 7 STUDENT CEREMONY REQUIREMENTS SUMMARY REPORT ccccccccccccccccccccccccccccccccccccccccccccecceecs 14 8 DOWNLOADING THE STUDENT CEREMONY REQUIREMENTS REPORT 16 9 MA HISTORIC AND HIGHER DEGREE GRADUANDS cscsccccscccccccccccccccsccccsccccccccccccsccccsceccecescecesces 17 10 APPENDIX WHAT THE STUDENT SEES ccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccecccs 21 11 DOCUMENT REVISION HISTORY e ueex exeo eeu Eo ebEvEVWeRE CPVVE e uh VETERE SY E Eh EVE E EP VE KS 27 Contents Introduction 1 Introduction This manual covers all the processes which College staff will need to carry out using eVision to manage degree ceremony arrangements for their students Pre requisites This manual assumes a basic knowledge o
3. Degree Ceremony manual v1 0 docx 17 Ma Historic and Higher Degree Graduands A record or list of records will be displayed Page Number Details Use this record bar to navigate through the record pages Page Number 50 Record s Page Next End Gotopage CD i e zt A 8 Graduand Confirmation This table contains previous study date for your selected student to help you confirm their identity Student Number 253000 Title pu tu m Forename THOMAS Date of Birth 10 Jan 1965 Gender Matriculation Date 27 O0ct 1984 Award Programme or Previous Awards Action Add Degree Ceremony Record Student Number 253001 pu Title r C I urname RAGE eee MM c PO Click on the link Add Degree Ceremony Record Award Programme phca Physics or Previous Awards Add Degree Ceremony Record Confirmation of the student s previous awards will appear and the option to confirm or cancel the process gt Previous Award s The student s previous Award s are as follows BAphca Physics conferra date is displayed next to the award if the award has been conferred already If this is correct and you wish to submit a graduation request for your Historic or Higher Degree student please click on the Continue button To exit please click Cancel Click on Degree Ceremony manual v1 0 docx 18 Details Entry Screen
4. Ma Historic and Higher Degree Graduands The Details Entry Screen will be displayed Please check that the carrect Graduand is displayed Full Jack Aaron Anchorage Date of Birth 19 Jan 1966 Please enter the Graduand details for the course onto which you wish to register them Title Middle Name Date of Birth Matriculation Tear College Graduation Type Attendance Type Programme of Study CT 19 Jan 1966 e a 1994 St John s College Please select _ Economics DLitt English Completed Preferred Ceremony Date If MA Higher Degree Use non Christian Formula Email Home Phone Number Mobile Phone Number Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Line 5 Postcode Verify that the correct person has been retrieved Ensure that the award is genuine and that the student studied at Oxford If you have any concerns contact the Degree Conferrals Office Complete all yellow mandatory fields and other information as required Click on or to return to the previous awards screen The address should be the contact address to which the certificate will be sent A Degree Ceremony manual v1 0 docx 19 Ma Historic and Higher Degree Graduands The Confirm Details screen will be displayed F Confirm Details Please check that the details below correct and then click Submit Full Name Jack Aaron Anchorage Da
5. Ceremonies Choosing Your Degree Ceremony Need Help These are the ceremony choices currently available to you If you wish to graduate in person please choose one ceremony and click amp ttend To graduate in absentia please click 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 C 23 Jul 2013 AM 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 Degr Confirm Attendance Need Help You have chosen to attend the degree ceremony on Tuesday 23 July 2013 at 11 00 am in person Please confirm your
6. N aydens Road Somewhere Within In this example Nayaug Hayden has booked onto a ceremony and his 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 approval To return to the Degree Ceremonies menu click on on the left hand side of the screen Degree Ceremony manual v1 0 docx 15 College and University Holds 8 Downloading the Student Ceremony Requirements Report This report will download all the student s requirements and details into an Excel spreadsheet Click on the link Student Ceremony Requirements Downloadable Student Ceremony Requirements Downloadable The Student Ceremony Requirements Download screen will be displayed Student Ceremony Requirements Download Please complete the report options and click the Run Process button Student Number Academic Year 2012 13 ey ee Clear Fields Enter the required values or leave blank for all students Click on _Run Process Jio retrieve the required data The data will be exported to an Excel Spreadsheet The data can then be manipulated or saved in the usual way NN RR m 1 Allocated CStatus Award Pro Surname Forename Title Student ID Date of Bir Matriculatic Award Pro Ceremony Extra Cere Lunch Gue Extra
7. 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 v1 0 docx 25 Appendix 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 Degies Ceretioniee Graduand Degree Ceremony Booking SD 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 details If you have indicated that you 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 wil not be permitted to graduate Please refer to the Requiations 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 Time 11 00 am
8. 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 v1 0 docx 23 Appendix 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 A and may not be an accurate representation of what your students will see at this stage d Degraus College Requirements Ceremonies J 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 q
9. 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 Undergraduate admissions MT12 College Academic Administrators Briefing GSS Graduate Supervision System Submit supervision reports 10 00 12 00 6 November 2012 Shulman Auditorium The Queen s College O88 Oracle Student System MT12 Diisional Departmental Academic Administrators Briefing Central repository for student data 14 00 16 00 8 November 2012 Examination Schools High Street OxCORT Oxford Colleges On line Reports for Tutorials system Undergraduate tutorial reports You can view the agenda and book place via the AAD Website Logging out of eVision Logout Click on 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 v1 0 docx 6 Accessing eVision To log out of Single Sign on Proceed with Single Sign On Logo
10. Degree Ceremonies User Manual y eVision eVision Degree Ceremonies User Manual for College Staff Version 1 0 Contents Table of Contents 1 INTRODUCTION uae va cave nan aac ime eio eeu os 3 PRESREGIBNSIDES d e ec nr eV dE E ML DUE EVE cA i eid LOL DEDE 3 DATA PROTECTION AND ACCESSIBILITY ccceccccccscccceccccecececcecscceceacecenceceacecsaceceacecsacecenceseacessaceceacecsaceeeaceceacesenceseaceeeas 3 OBIECTIVE S 3 CONVENTIONS USED IN THIS IVIANWAL Orr aud hw RU SU A OUR RU SUR p IM U ES 3 2 THE DEGREE CEREMONY PROCESS 55 6 sve ca vua I0E RUE SER NER VER MEER SUE RUE TERR NEP Vu ca TR TR V AR 4 3 ACCESSING EVISIONIS arcs E E A Rial ec obe Ie ciate 5 INN DRODIJETION osse ace eoe ced ueber ed 5 LOGGING INTO EVISION E 5 IKererej easdem T 6 4 ACCESSING THE DEGREE CEREMONIES FUNCTIONS ccccccccccccccccccccccccccccccccccccccccccccecccccceccccccecccs 8 PRINTING REPOR RESTI
11. Number of Guaranteed Ceremony Tickets 2 Hold Status None Ceremony Status You have chosen to attend the above ceremony niversity Terms and Conditions regarding Degree Ceremonies Amend My Ceremony Booking The process of booking onto a ceremony is now complete Degree Ceremony manual v1 0 docx 26 Appendix What the Student sees 11 Document Revision History Date Version summary of Changes Number 29 10 12 06 Final draft before uploading to website 31 10 12 Changes as requested by Ana Matak Siviour 09 11 12 V1 0 Final changes as requested by Ana Matak Siviour and Jared Hutchings 27 Degree Ceremony manual v1 0 docx
12. 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 Click on the link College and University Holds The Degree Ceremonies Holds screen will be displayed Degree Ceremonies Holds Please complete the report options and click the Run Process button 4cademic Year 2012 13 Degree Ceremony Clear Fields The Academic Year field is mandatory so must be populated with the year Enter the required values or leave all other fields blank to retrieve all students Click on Glear Fields return to the default values or Run Process Jio retrieve the required data A student or list of students will be displayed Hold Report Total Number of Records Displayed 187 Ceremony Ceremony Award College Surname Forename Student Date of University College View Add Status Programme Birth H13 SJO MED Invited Medicine ADDISON 29 03 1989 Clinical H13 SJO T22J Invited MPhil ADDISON 11 10 1985 International Relations Invited BA ADDISON SOPHIA 474549 12 05 1992 Jurisprudence H13 SJO U Invited ANCHORAGE JACK 431601 16 07 1991 If a student has a University Hold a link Click here will be displayed If there is no University Hold N A will be displayed Degree Ceremony manual v1 0 docx 11 Student Ceremony Requirements Viewing University Holds Cl
13. ated Activate a new account I don t know what to do Oxford University Computer Usage Rules and Etiquette Degree Ceremony manual v1 0 docx 5 Accessing eVision Enter your Single Sign on user name and password Click on _Login 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 www evision ox ac uk You are logged in as user admn1046 Not you 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 Click on You will then be directed to the eVision Home Page The options displayed down the left hand side of this page will depend upon your access to the system oxForRD eVision COD Welcome to eVision eVision is the University s core student record system 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 Ceremonses functionality is ive from mid October 2012 for Urwversity and college staff who work in thus area If you are a staff member involved in the Degree
14. ayed 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 Or Click on to return to the Allocation Report screen without selecting a Degree Ceremony In the Allocation Report screen click on to retrieve the required information Allocation Report Total Number of Records Displayed 76 Ceremony Forename Student College Award Award Enrolment Matriculation Status Number Programme Programme Status Date Bodle End Subm H13 SJO U Invited Addison Sophia 474549 51 B 30 06 2013 Enrolled 16 10 2010 Jurisprudence H13 SJO U Invited Babcock Libby 487652 S5JO BA Biological 30 06 2013 Enrolled 16 10 2010 Sciences H13 SJO U Invited Babcock Toby 484852 S5JO B 30 06 2013 Enrolled 16 10 2010 Experimental Psychology H13 SJO U Invited Bangall Isaac 436155 5JO BA Literae 30 06 2013 Enrolled 17 10 2009 Humaniores Course 1 H13 SJO U Invited Bangall BA 30 06 2013 Enrolled 16 10 2010 amo art ae ew p ADO wees te Mente agi M an To return to the Degree Ceremonies menu click on on the left hand side of the screen AN Do not click on the browser back button as you may not see the refreshed data Degree Ceremony manual v1 0 docx 10 Student Ceremony Requirements 6 College and University Holds Colleges will be able to apply or remove College Holds
15. f using a computer keyboard and mouse and basic web browser knowledge 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 accessibility Objectives This manual will help you to e Understand 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 and historic graduands to a waiting list Conventions used in this Manual YD Indicates additional useful information A Indicates an important piece of information take particular care to read the information in these boxes Bold Text Indicates menu names and window titles Keys on your keyboard are indicated in bold text enclosed F4 in square brackets Moves through a navigation path are indicated with a gt In File gt Open this case you would click on the File menu then select Open Degree Ceremony manual v1 0 docx 3 Introduction 2 The Degree Ceremony Process From October 2012 the process for booking students onto a degree ceremony will be changing It will no longer be the responsibil
16. ft hand side of the screen Degree Ceremony manual v1 0 docx 13 Student Ceremony Requirements T Student Ceremony Requirements Summary Report When students log into eVision they will have the option to either 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 section 7 Downloading the Student Ceremony Requirements Report To view the requirements Click on the link Student Ceremony Requirements Summary Report Student Ceremony Requirements Summary Report The Student Ceremony Requirements View screen will be displayed Student Ceremony Requirements Summary Report Please complete the report options and click the Run Process button Student Number Academic Year 2012 13 Degree Ceremony Ceremony Status attending Award Programme __ Clear Fields Enter the required values or leave blank for all students Click on X Clear Fields return to the default
17. ick on Click here in the View University Holds column Ceremony Ceremony Award College Surname Forename Student Date of University College View Add View Status Programme Number Birth Hold Hold College University Status Status Hold Holds H13 SJO R Invited DPhil 510 CHIPPENHAM OSCAR 281947 24 11 1986 Physical and Theoretical Hold Chemistry The Student Person Details data screen will be displayed showing any holds on the student s record This is for information only Colleges cannot amend the data Student Personal Details data Student Hold Eid Date Hold Notes Hold E Number 281947 lHHD HARDSHP HARDSHP HD HARDSHP Oscar Jacob Chippenham To return to the list of students Back ta US Hold List Click on Adding a Hold Click on the Add College Hold in the View Add College Hold column Ceremony Ceremony Award College Surname Forename Student Date of University College View Add View Status Programme Number Birth Hold Hold College University Status Status Hold Holds H13 SJO R Invited DPhil 510 CHIPPENHAM OSCAR 281947 24 11 1986 Click here Physical and College Theoretical Hold Chemistry The College Holds Maintenance screen will be displayed Student Personal Details data Student Hold Type Updated Date Hold Notes Hold Flag Number 356449 COLLEGE COLLEGE 26 Oct 2012 Rhys James ka Addison Enter the details in
18. ity of the College to book their students onto a ceremony instead students will be 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 be invited 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 will be possible to book onto a ceremony up to 15 days before the event provided there are places available Research students will be invited to book onto a ceremony once they have been awarded Given Leave to Supplicate College Staff will be able to view the students bookings and arrangements view University Holds such as Proctors Holds and apply or remove College holds Historic graduands and MAs will 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 Any queries regarding the Degree Ceremony process should be directed to degree conferrals admin ox ac uk Degree Ceremony man
19. 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 if applicable Confirm Accessibility Disability Information and Disclosure Permission if applicable You might wish to consider what ypur 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 The Next button takes them to the Terms and Conditions Degree Ceremony manual v1 0 docx 21 Appendix What the Student sees Degree Ceremonies m TW Degree Terms and Conditions Ceremonies EB Need Help understand that The conferral of my degree is conditional on my passing the required examinations I am to ensure that I have no outstanding debt s 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 booki
20. ng 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 their 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 v1 0 docx 22 Appendix What the Student sees Degree
21. o retrieve a li st of students who have made a booking In this case the student s Ceremony otatus will change to Attending The list may also be filtered by ceremony Click on the link Allocation Report El Degre Allocation tion Report screen will be displayed e Ceremonies Allocation Report Please complete the report options and click the Run Process button Degree Ceremony Ceremony Status Award Programme eee EEE J EN I I I I I ee E ooo Student Number Academic Year 20119 Forename Invited Enter the required data Student Code may be left blank Academic Year mandatory field Surname and Forename may be left blank Ceremony leave blank for all ceremonies or enter a code see steps below on searching for a code Ceremony Status mandatory field select from the List of Values Award Programme may be left blank If the ceremony code is not known click on List to display the complete list of available ceremonies Degree Ceremony manual v1 0 docx 9 The Allocation Report Page Number Details Use this record bar to navigate through the record pages Page 482 Records found for SRS GITY Awards Ceremony CMY code J v Select se La P um a ee n sabe up nt pane eatur ann oan s aa e You can scroll through the list or use the navigation buttons When the required ceremony is displ
22. ony 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 have any debts or dues outstanding to your college or the University you wil not be permitted to graduate Please refer to the Regulations for Degrees Diplomas and Certificates for more information MM M Your Degree Ceremony Student Name Bradley Jamie amp shbury Award Programme BA History College Balliol College Date of Ceremony To be confirmed Time To be confirmed Number of Guaranteed Ceremony Tickets To be confirmed Hold Status None You have been invited to book a degree ceremony University Terms and Conditions regarding Degree Ceremonies Ceremony Status 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
23. te of Birth 19 Jan 1966 Middle Name Matriculation Y ear e g 1984 St John s College Full title of course e g Economics MA English Conferral Preferred Ceremony Tuesday 23 July 2013 Date If M use non Christian Formula Emal emailiemail com The Big Hause The very Lang Street Address Line 4 Address Line 5 Postcode Ox1 2RT Verify that the details have been recorded correctly Click on if further changes are required Click on to save the record A confirmation message will be displayed Fr Confirmation This is to confirm that you submitted a graduation request for Jack amp aron Anchorage 253001 for the following degree ceremony 41307234M on Tuesday 23 July 2013 at 11 00 am Click on Finish ho complete the process and return to the Degree Ceremonies main menu Degree Ceremony manual v1 0 docx 20 Appendix What the Student sees 10 Appendix What the Student sees When a student logs in and click on the Degree Ceremonies link they are taken to the Degree Ceremonies Welcome screen Ceremonies Graduand Degree Ceremony Booking I 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 cerem
24. 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 Student Systems UNIVERSITY OF OXFORD Context sensitive help can be accessed by clicking on the question mark displayed to the left of each item Allocation Report This option allows you to produce a report which displays a list of students for your College their appropriate ceremony details plus extra details such as Matriculation Date and Research Submission dates where applicable 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 download Student Ceremony requirements to a spreadsheet Degree Ceremony manual v1 0 docx 8 5 The The Alloca The Allocation Report Allocation Report tion 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 t
25. the Hold Notes field Select in the Hold Flag field Click on to save the changes Degree Ceremony manual v1 0 docx 12 Student Ceremony Requirements The following confirmation will appear Your changes have been stored successfully Back to ms Hald List 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 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 Clinical Removing a College Hold Click on View College Hold Student Personal Details data Student Hold Type Updated Date Hold Notes Hold Flag Code Edit 368442 HD_COLLEGE FRY Outstanding Battels John Cheering Select from the Hold Flag field Click on to save the changes Ceremony Ceremony Award College Surname Forename Student Date of University College View Add View Status Programme Number Birth Hold University Status Holds H13 SJO MED Invited Medicine ADDISON 356449 29 03 1989 N A Clinical The College Hold status will change to Passed Degree Ceremonies To return to the Degree Ceremonies menu click on Degree Ceremonies on the le
26. ual v1 0 docx 4 Accessing eVision 3 Accessing eVision Introduction eVision is a web application which interfaces with SITS Student System and enables staff and students to manage their 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 Logging into eVision Open your preferred web browser Any modern browser may be used Enter the web address www admin ox ac uk studentsystems This will take you to the Student Systems home page STUDENT SYSTEMS OXFORD Welcome to Student Systems Staff and Student Access to eVision Access c eaa aff a evis i be foo ays Mo de 9th October Related Links Click on Login The Single Sign on login box will be displayed 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 abcd0123 Password Forgotten password Login Help Please enter your Oxford username and password then click the Login button Not yet activ
27. uests to both If vau 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 quests Please let us know how many you would like ta use Please select 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 requirements Additional Nominated Contact Ferrans ene E Home email m address Accessibility Information Will vau ar any of your quests have accessibility requirements e g due ta a disability Please select If they answer the question on accessibility as 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 v1 0 docx 24 Appendix What the Student sees Degree Ceremonies Accessibility DD 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 thro
28. ugh 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 guests 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 your guest s permission to share their information Your Accessibility Requirements Your requirements Pleaseselet 1 Further details Forename Surname Guest requirements Further details Additional Comments or Requirements E g regarding other quests Please confirm that you have your quests permission to share this information A message will appear advising them that an email confirmation will be sent to them Degree Ceremonies Degree Summary of Degree Ceremony Booking Ceremonies 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
29. ut Click on A final confirmation screen will be displayed 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 gt 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 Degree Ceremony manual v1 0 docx 7 Accessing the Degree Ceremonies Functions 4 Accessing the Degree Ceremonies Functions Click on the link to Degree Ceremonies on the left hand side of the screen Home Degree Ceremonies Support The Degree Ceremonies menu items will be displayed eVision COD Degree Ceremonies Degree Ceremonies Support 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 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
30. values or Run Process Jio retrieve the required data Degree Ceremony manual v1 0 docx 14 Student Ceremony Requirements The student or a list of students and their current status will be displayed Award Surname Forename Title Student Address Home Work Mobile No of Ceremony Ceremony Number Number Number Ceremony Tickets Guests Guests Tickets incl TRI grad Extra No of No Visa Additional Status Number Phone Phone Phone Guaranteed Ceremony Lunch Lunch Required Comments Requirements Re U Invited BA History Nayaug Hayden MR 472388 Flat 19 12345678 9876543 Somewhere Within Oxford OX1 2EP No In the example above Nayaug Hayden s status is Invited which means he has been sent an email inviting him to book onto a ceremony but has yet to do so Oxford OX1 2EP Ceremony Ceremony Award Forename Title Student Address Home Work Mobile No of Extra No of No Visa Additional Status Number Phone Phone Phone Guaranteed Ceremony Lunch Lunch Required Comments Number Number Number Ceremony Tickets Guests Guests Requirement Tickets incl TRI grad 41307264M Attending BAHistory Nayaug Hayden MR 472388 Flat 19 12345678 9876543 3 2 5
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