Convocation Check List

 Problem Description : 

This is a check list of what to do to prepare for convocation and what to do after convocation is over. 

 Resolution : 

Before Convocation

1. Once the request comes in for the list of students required to attend, run the sql N:\csd\TRACY\SQL\convocation/required_attend.sql (according the criteria that is given from the presidents/admissions office) 

2. Once the list of students required to attend is built insert the email addresses into the convocationList@gordonstate.edu email distribution list as members. Go to Active Directory under Active Describer Data Old Folder. Right Click on Concocation List then choose properties and Members. Remove old ones add new ones.

3. Create an Event in Banner for Convocation - SLAEVNT and create an event. Add the CONVO Function code to the Event you have created by going to GEAFUNC.

4. Insert the list of students required to attend into the event table in Banner (GERATTD) using N:\csd\TRACY\SQL\convocation/insert_gerattd_required_attend.sql (CHange the event code and term)

Use Event Quick Scan. The scans are captured into a table called WEXMAN

https://apps.gordonstate.edu/event/

After Convocation 

1. Check the list of students scanned at convocation to get a head count for the presidents office. table - wexman) 

2. Update the attend indicator in GERTTD table in Banner to a 'Y' for the students who were scanned using N:\csd\TRACY\SQL\convocation/update_indicator_scanned_students.sql ( You should also receive a list from Student affairs of students who did not have their ID when they attended. You will need to change the indicator in Banner to show that they attended also.

3. Pull the students who's attend indicator IS NULL for the convocation event in Banner and insert them into the ConvocationList@gordonstate.edu distribution list. To do this you will need to first remove the students that are currently in the list and add the new list of students who did not attend. 

4. When the D2L course is set up Student Affairs will let us know when to add a hold to the students account that blocks registration. 

5. To place the hold on the students accounts run N:\csd\TRACY\SQL\convocation/imsert_hold.sql. (update the event CRN)

5. Load them in D2L using the bulk user manager. 

6. Students Affairs manually removes the hold as they students take the course. 

 Revision Date : 8/15/2017