HDR Configuration

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About this page
General
Sessions
eForms
Examination Outcomes

About this page

This page is used to configure settings for HDR core records and eForms.

• General - used to configure general settings for the HDR module, such as definition of part-time and full-time

• Sessions - used to configure sessions, which are defined date ranges used in HDRCM core and eForms for terms or semesters, where dates change each year

• eForms - used to configure settings for HDR eForms:

• Only allow the Progress Panel to create HDR PR Applications is used to control who can create HDR PR eForms.

• Reload Supervisors
These comprise of two settings: Enable automatic update of supervisor changes for in-progress HDRCM applications and Templates to update automatically. They are used to enable or disable the automatic update of supervisor changes from core records into HDRCM eForms that are still in progress.

• Create examination based on assessment outcome is used to automatically create new Examination records for re-examinations and assign examiners willing to re-examine for HDRCM eForms based on the Submission and Examination template category.

• Examination Outcomes - used to configure the examination outcome category items to display in dropdowns for a defined combination of assessment level, examination type and course level

Note that this page is available under the HDR menu, unlike configuration settings for other modules, which are provided in System Preferences. This is by design to provide access to HDR administrators who may not be given access to global system configuration pages and settings.

Automated updates can also be set up in Scheduled Tasks via the Action option. Using this feature, RME administrators can automate updates to records for HDR students, such as when a student is on leave, when they complete a course or submit a thesis.

Menu path: RME > HDR Students > HDR Configuration

General

Option (in page layout order)	Description
Threshold for PT/FT	Default decimal figure (such as 0.80) to indicate the threshold upon which part time becomes full time status
Nominal Semester Full Time	Default decimal figure (such as 1.00) which is applied system wide to indicate the organisation's standard to be used in calculations of EFTSL. The only time when this rate would be varied is if the rate was overwritten in the specific course record.
Nominal Semester Part Time	Default decimal figure (such as 0.60) which is applied system wide to indicate the organisation's standard to be used in calculations of EFTSL. The only time when this rate would be varied, is if the rate was overwritten in the specific course record.
Can create ethics appl. from Ethics clearance entry?	If Yes, users will be able to create a new Ethics record from the Linked Ethics related item for the student (STU031) via a Create option in the lookup
No. of years Elapsed from the last enrolled RTS course for maximum RTS entitlement	RTS students have a maximum entitlement in terms of their study load under the RTS. This entitlement will be reset to its maximum period if a certain period has elapsed between their last course enrolment under RTS and the new RTS course enrolment. The default value is "3" as specified in the "Research Training Scheme - Annexure to Determination 2014" document.
Allow multiple attempts for the same subject per course enrolment	No by default Enables or disables the ability to record multiple attempts for the same subject in: • The Student record, Enrolment and Progress > Subject related item • The Subjects RIC of an HDRCM eForm template based on one of the following template categories: General, Research Study Plan and Review, or Submission and Examination. The RIC can be configured to set minimum and maximum attempt limits, for example, a minimum of one and a maximum three (default).
	If Yes	Users can add the same Subject Code for a unique number of attempts per course A number value can be entered in the Attempt field. The same Subject Code can be repeated for the course with different unique Attempt values. The number value cannot be one that has already been entered for the subject. Note, however, that the sequence of number values is not validated; if 2 is the current value, it does not check that the next number entered is 3. This is to allow for the input of values from another system. Important: Ensure that the Attempt field is included in the Subject related item Page View and/or in the Subjects RIC to support this function.
	If No	Users can only add a Subject Code once

Sessions

This tab is used to configure sessions, which are defined date ranges used in HDRCM core and eForms for terms or semesters, where dates change each year.

To add a new session, click the tab to display the Sessions grid and click New in the toolbar.

To open details for an existing session, click the Open icon next to it in the grid to open the entry. See: Sessions

eForms

There are several sections in this tab, to control who can create HDR PR eForms, or enable or disable the Reload Supervisors function, and automatically create new Examination records for re-examinations.

Only allow the Progress Panel to create HDR PR applications

This setting is used to control who can create HDR PR eForms. This is No by default so that all users can create HDR PR eForms based on their access and permissions. If a user is able to create an eForm application on behalf of a student, such as supervisors and RME administrators, they will be able to create an HDR PR eForm.

If you want to limit the ability to create HDR PR eForm applications to members of the progress panel only, slide this to Yes. Only progress panel members will be able to create eForms for students they are monitoring from the HDR PR eForm listing page. This setting overrides all other access and permissions so that users who are not on the progress panel will not be able to create eForm applications for students, including supervisors and administrators.

Reload Supervisors

There are two settings to enable or disable the automatic update of supervisor changes from core records into HDRCM eForms that are still in progress: Enable automatic update of supervisor changes for in-progress HDRCM applications and Templates to update automatically.

Background: Supervisor details can be changed in RME core in a variety of ways; directly in the core Student record or related item, via an HDRCM eForm via the Push to Database workflow activity, or via the Student feeder or Student API.

With these settings, you can configure RME to automatically update these supervisor changes in HDRCM eForms that are still in progress so that the most current supervisors can access the eForm and sign off, if required. For eForms that include a Declaration Signoff RIC, it will assign the most current supervisors for sign-off, provided that all previous supervisors have not already signed off and sighted. It will not update any eForms in an end workflow state.

To support this feature, the system needs to keep a history of supervisor changes to then update in eForms. To enable this, Audit record create/update/delete? must be enabled in System Preferences, as well as for the RM_STUD_SUPERVISOR table (default is enabled) in Table Auditing (formerly Data Dictionary).

This is an automated function. You can also use the action option Reload Supervisors in the toolbar on HDR eForm pages to update supervisor lists in selected eForms. For more, see: Action: Reload Supervisor

Enable automatic update of supervisor changes for in-progress HDRCM applications

Prerequisite: Automated updates are run as scheduled tasks in the Windows Task Scheduler. Additional rights are required for a service account used for Windows scheduled tasks. Your IT department should set this up initially. Refer to the RME Installation and Upgrade Guide, Run the RME Feeder Service Configuration Utility.

To enable automatic supervisor updates:

1. In the RME menu, select HDR > HDR Configuration and select the Reload Supervisor tab.

2. Move the slider for the Enable automatic update of supervisor changes for in-progress HDRCM applications to Yes.

3. In Templates to update automatically, select each eForm template that you want to automatically update by selecting the checkbox in the left column. All current HDRCM eForm templates are listed. You can select more than one.
Do not select templates used for supervisor changes or the details will be overwritten.
Tip: To quickly select most of the templates, select the checkbox in the first column header. All templates will be selected and you can just deselect templates used for supervisor changes, or those you don't want to update.

4. In the toolbar, click Save. To go back to the previous page, click it in the breadcrumb trail or use your browser Back button. When the scheduled task runs, the following changes since the last successful Reload Supervisors task was run will be updated for in-progress HDRCM eForms:

• A new supervisor is added to a Student record

• An existing supervisor is removed from a Student record

• A current supervisor is marked as non-current (Is Current? field)

• A current supervisor’s position is changed (Position field; if the new position is not configured in the RIC in the eForm, the supervisor will be deleted from the RIC)

• A primary supervisor is added or is changed (Is Primary? field)

Supervisor changes will not be updated in an eForm if it is in an end workflow state. Similarly, if the eForm contains a Declaration Sign-off RIC and a supervisor assigned prior to the change has already signed off or sighted, the eForm will not be updated. For these situations, if you want to update supervisor details, you need to manually open and update the eForms.

Change history

A history of changes to supervisor records is kept by the system, and this data can be included in reporting. The history records the following information about each change:

• Student ID

• Course ID

• Supervisor ID

• Type of Change (see #4 above)

• Timestamp of the change

• Reload completed? (to indicate the status of the update)

Create examination based on assessment outcome

This setting is used to automatically create new Examination records for re-examinations and, optionally, assign examiners willing to re-examine. Automation is triggered by a combination of the Examination Type and the overall Assessment Outcome in the original eForm.

You can set more than one combination in this section to create re-examination or second round examination records but each must be unique.

Prerequisite: The popup is a Page View (STU069). This view has been assigned with full access to the RME Application Admin and HDR Director system roles by default. You may need to assign this view to other roles to provide access.

To automatically create new Examination records:

1. Go to RME > HDR Student > HDR Configuration > eForms tab.

2. Go to the Create examination based on assessment outcome section.

3. Above the grid in this section, click Add. A popup displays with settings.

4. Complete the field, using the table below as a guide. The combination defined in the first three fields must be unique.

5. If you want to define another combination, select the Create Another checkbox.

6. Click Save in the toolbar. If you opted to create another combination, the popup remains and fields are cleared. Otherwise, the popup closes.

Results: The system will validate if the defined combination of trigger criteria has already been saved. If it has, a message will display. You will need to save a new, unique combination.

An overall assessment is generally entered in the Examination Assessment Outcome field (EXAM.ASSESSMT_CAT_FK) in a Submission and Examination eForm based on individual examiner assessment outcomes. When the value in this field matches an Assessment Outcome defined in HDR Configuration as well as the Examination Type, and the eForm data is pushed to the core record via the Push to Database Tables workflow activity, a new Examination record will be created with the defined Create Examination Type. If the Add Examiners Willing to Re-examine? option is marked as Yes in the configuration, original examiners willing to re-examine will be added to the new record.

Create examination based on assessment outcome: Fields

Field Label (in layout order)	Description
Examination Type	Select the type in an original eForm that will trigger automatic creation of a new Examination record To apply the automation to all examination types that also match the defined Assessment Outcome (below), use the All option. Example: Thesis Examination Source
Assessment Outcome is	Select an overall outcome that will be saved in a Submission and Examination eForm, Examination Assessment Outcome field that will trigger automatic creation of a new Examination record Example: Resubmit is required Source
Create Examination Type	Select the examination type you want to assign to the newly-created Examination record Example: Resubmission Source
Add Examiners Willing to Re-examine?	Indicates whether to include original examiners who answered Yes to the question "Will you re-examine?" in an eForm or Examiner Outcome record field (Yes), or leave examiners blank in the new eForm so new examiners can be added (No)
Disallow Duplicate Examination Core Records?	Indicates whether you want to prevent the creation of more than one Examination record for the same examination type and student enrolment (Yes), or allow more than one record to be created (No)

Next steps: To notify a student to start the re-submission process via a Submission and Examination eForm, there are a few suggested options:

• HDR administrators could inform the student manually after they review the new Examination record to check that the required number of examiners has been assigned. If not, the nomination process for examiners could be started via an eForm based on the Nominations template category.

• Write a script in an Application Trigger to automatically create Significant Events with email attachment to notify students, using the condition of the new Examination record as the trigger.

Examination Outcomes

This tab is used to configure the examination outcome category items to display for a defined combination of assessment level, examination type and course level so that Outcome dropdowns in eForms and Student module records are populated with relevant options for selection by examiners or HDR administrators.

To add a new assessment configuration, click the tab to display the Assessment Configuration grid and click New in the toolbar.

To open details for an existing assessment configuration, click the Open icon next to it in the grid to open the entry. See: Examination Outcomes

Product Key: Modules - HDR Candidates

Page ID: STU053.htm