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PROGRESSION TOOLS – OVERVIEW

CONTENTS

Access the progression tools ................................................................................................................................................................................................................................ 2

Progession search screen ..................................................................................................................................................................................................................................... 2

Summary screen data ........................................................................................................................................................................................................................................... 4

Enter progression decisions .................................................................................................................................................................................................................................. 5

XML export and import ......................................................................................................................................................................................................................................... 9

Publishing progression decisions ........................................................................................................................................................................................................................ 15

Individual students ............................................................................................................................................................................................................................................. 17

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ACCESS THE PROGRESSION TOOLS

To access the tools go to the Students page in EUCLD and then select either the UG or PG option from the progression container. Users will have one or both of these options.

PROGESSION SEARCH SCREEN

The search screen shows of summary of progression data for the user’s school in the current academic year.

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The columns can be filtered using the text fields.

Change the sort order by clicking a column headings.

Find a programme cohort or an individual student using the search function (click on ‘Search by cohort or individual’ to expand).

You can search for cohorts from the previous academic year here.

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SUMMARY SCREEN DATA

1. Students – Count of matriculated students in the programme year group. Interrupting, discontinued or transferred students are not included.

2. Open Records – Empty progression records ready for a decision to be recorded. EUCLID will generate any missing records automatically when a cohort is accessed for processing (edit button). Some cohorts may show 0 until they are accessed for the first time.

3. Saved Decisions – count of progression decisions that have been recorded and saved but not published.

4. Published Decisions – Progression decisions that have been published and are visible to the student and other staff.

5. First Publication? – When all students in a cohort have at least one decision published, the cohort is flagged as published.

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ENTER PROGRESSION DECISIONS

Access the enter progression decisions screen from progression search by clicking the edit or search buttons.

If the system needs to create open progression records, you will see the following message.

Once this process completes, the student records are displayed.

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To record progression decisions on screen, click the edit progression button.

In edit mode a decision can be selected from the drop down list in the progression column. This list shows decisions specific to the type of students being processed, there are slightly different values available for UG and PGT.

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Use the check boxes on the left of the screen to select students.

The change progression button allows a decision to be applied to the selected records.

Clear progressions will reset the decision for selected students.

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Select students allows multiple records to be selected with one click.

If the progression decision is deferred, or the student is unable to progress then a note needs to be added. The system will prompt the user to add a note.

A note must be added in order to save the decision. This note text will be displayed to the student when the decisions are published.

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The notes field is free text, notes can be typed or pasted in. Expand the field by dragging the bottom left corner.

XML EXPORT AND IMPORT

Data from the enter progression decisions screen can be exported as an XML file and loaded into Excel. Progression decisions can be recorded in Excel, exported as XML and loaded in to EUCLID.

An Excel template is available, click the button to download.

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Click Export XML to download the data. Choose the option to save the file (if prompted) rather than opening it.

The XML file can then be processed in Excel as follows:

Open the Excel template.

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In the imported progression worksheet, right click, go to XML and then import.

Choose the XML file downloaded from EUCLID and click import.

The student data will be imported to EXCEL

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Go to the export progression worksheet.

For each student select the appropriate decision for the list. The decision code will be populated automatically.

Notes should also be added

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When all the decisions are entered, drag the marker to the last record.

Right click, go to XML and then export.

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Give the file a name then click export

In the cohort screen click import XML.

Click choose file, select the XML file then click validate.

The validation screen will show records ready to import and any errors. Valid record can be imported and the errors corrected afterwards.

At the bottom of the screen click save to import the valid records.

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The XML data will be imported and displayed in the enter progression decision screen.

PUBLISHING PROGRESSION DECISIONS

When all students have a saved progression decision, the cohort can be published.

Publishing progression decisions notifies the student by email that they have a decision available in student view.

A link in the email will take them directly to their progression page.

To publish, exit edit mode and click the publish button. If any students are missing a decision the process will stop.

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When the process completes, the published column is updated with the publication date.

The publication process will generate a new open progression record for any student with a deferred decision so that the final decision can be recorded at a later date.

In the overview screen the cohort is flagged as published as all student have a published decision.

An open record has been created for the student with deferred decision.

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Go back into the cohort to view and process students who required a deferred decision.

INDIVIDUAL STUDENTS

Select individual in the search screen and enter the required information.

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The enter progression screen will open and allow a decision to be saved and published for single student.

This will bypass the validation for a cohort allowing a single student to receive a decision outside of the normal process.