Graduation Management Module
Graduation Management Module
Overview
Graduation Management is a centralized module designed to plan, manage, and execute graduation ceremonies efficiently, enabling institutions to streamline event setup, student invitations, registration, and graduation fulfillment in one place.
Access to the module is exclusively available for Staffs with roles: SAdmin, Admin, DOS, Student Services.
Graduation eligibility: Students course status that is under Category: Exit and Exit with Achievement as Yes are eligible for Graduation. Students are listed on basis of the course end date.
Settings
Settings: Allows to add pre-set values that can be used for Event Management and Graduation Student Management.
Status: Displays the list of pre-defined statuses.
Status type: Graduation is used to define if student is eligible for graduation.
Status type: Registration is used for scheduled graduation event to define if an event is open/not open or closed for registration
Status type: Event is used while adding and updating graduation events
Venue
Pre-define venue, it’s address and capacity to use and reuse for creating events.
Graduation Kits
Predefine graduation kits to make them available for graduation registration.
Setup Regalia
Click on Add New
Enter graduation kit type, product name, vendor name, hire price and purchase price
Select the sizes available – and enter measurement notes if required
Click on Save
Setup Video
Click on Add New
Enter the package name (e.g. pre-book stage photo, pre-book stage video, foods and beverage order), vendor name, price
Click on Save
Graduation checklist
Create a checklist for graduation student to ensure they are eligible for graduation.
Setup graduation checklist
Click on Add new
Select one of the checklist types
Enter Checklist name
Set the checklist as mandatory: yes or no
Click on Save
Events
Create and manage graduation events.
Events page: Filter graduation events by year
Create event
Click on Create Event
Enter event name
Select venue (added in Graduation > Settings > Venue) – capacity gets prepopulated
Enter guest ticket number allocated
Enter the Ceremony date
Enter the time of ceremony
Select Event Status (Draft, Scheduled, Ongoing, Completed, Cancelled)
For all event statuses except Scheduled, Save the new event details
For event status Scheduled, setup registration duration, and set registration status.
Events that are open for registration will be available for registration during the defined registration period.
Events whose registration status is Not Open or Closed will not be available for registration.
Click on Save
Events are listed by Year
Action items in events:
Edit Event
Event Details
Event Details: View the overview of registrations: student number, guest number, order number, check in number
Attendees: View the list of students registered for graduation and manage their attendance. Send email individually or in bulk.
Manage student event attendance
Select students from the grid
Select the required status and click on Save
Orders: View and manage orders placed by graduating student
Guests: Manage guests registered for the graduation event.
Delete Event
Students
Manage students that are eligible for graduation. Students whose course status is under the Exit with success category are listed in the Graduation Student list. Data is filtered in reference to the student course end date.
Action items:
Graduation checklist
Graduation status update
Send email
Register for graduation
View registration
Graduation checklist :
Click to update student graduation checklist
Mandatory checklist items must be checked and saved to be able to set student graduation status as: Ready to graduate
If all mandatory items have not be marked as checked, then Graduation Status cannot be set for the student, and registration cannot be carried out.
Graduation status update
Update the student graduation status from Graduation Checklist pop-up or in bulk
Graduation status in the Student grid updates consequently
Send email
After verifying checklist, and updating graduation status to eligible status (Ready to graduate), invitation can be sent to student via email
Click on Send Email under action menu or send email by selecting multiple students in bulk
Add email content or import from pre-set email templates: Templates are displayed from Email template > Recipient type: Student
Click on “Registration URL” to add the registration link on the email body
Click on Send
Email received by student:
Register for Graduation
Graduation registration can be done by Staff or Student. When registered by staff, no verification is required, whereas when student is registering through email URL, they must verify their identification by using Student ID and Date of Birth
Clicking on the link received through email. It will open to Graduation registration form
Verify identity by entering correct Date of birth
Select the option to attend or defer graduation
Enter guest details, and arrangements where required
Enter order details for regalia, videos and photography
Accept the terms and conditions to Submit the form
Registration gets submitted with confirmation message displayed as:
Student will also receive a confrontation email as:
View registration
Available for Students whose registration is completed.
Actions:
Download PDF: Downloaded file is saved in Student Directory.
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