Student Systems

Preparing for Progression & Awards

Making a few checks throughout the year will help you proactively identify and resolve any issues, and prevent incorrect progression decisions being calculated. 

Check the course enrolments and selection statuses

You should check the students are enrolled on the right courses and for the right number of credits. You should also check the selection statuses are correct for each course. 

The selection status is what assigns or "badges" a course to a programme year and enrolment rule. For example Year 1 Must be passed, Year 3 Not core etc. 

Having the right selection status is important as it's taken into account when calculating progression to determine whether the criteria has been met to progress or receive an award. 

Some key points to note with selection statues are:

Use "non-counting credit" to exclude the credits for a course
  • You can choose to exclude a course from progression and award calculations by changing the selection status to "must be non-counting credit".
  • This should be used for any situation where the credits should not count in the academic  year, including if it's additional credit
  • If the student has failed a course in one academic year and is resitting it in the next, you'll need to consider if the earlier course enrolment should be badged to non-counting credit. Otherwise the calculations may show the student is enrolled in too many credits.
Change the programme year to reassign credits from one year to another
  • You can reassign a course to another programme year if it is to be counted for credit in a different year.
  • For example, if a student enrols in 140 credits in Year 1 of an undergraduate programme, you could mark the extra course as "Year 1 Non-counting credit". If in Year 2 the student only passed 100 credits (out of 120 required) you could change the selection status of the Year 1 non-counting credit course, to Year 2 Not core. This course would then be included in the Year 2 credit counts. 
Compulsory Not Core

Each course enrolment is badged as either “Compulsory” or “Elective”. If the course is automatically seeded as part of the automatic enrolment process, this should correctly update to “Compulsory”, meaning the course must be taken as part of the degree programme. 

The enrolment rule “not core” means the course does not have to be passed in order to progress. This is as opposed to a core course that must be taken and passed in order to progress to the next stage of study within a degree programme.

  • a course badged as “Compulsory - Not Core” means it must be taken, but doesn’t need to be passed in order to progress. This would be for example, if the student were allowed to resit or retake the course the following year should they fail
  • a course badged as “Compulsory – Must Pass” means it must be taken and needs to be passed (at the standard passing rate) in order to progress.
  • a course badged as “Compulsory – Must Pass at 50%” means it must be taken and needs to be passed at 50% in order to progress.

For guidance on how to change a selection status, please see Changing a selection status. 

How to check

You can check the course enrolments and selection statuses through the Maintain Course Enrolment Rules tool in EUCLID. You can search and update the rules for either a programme, course, or individual student.  For guidance on using this tool, please see Maintain Course Enrolment Rules.

You could also run the progression calculations to help identify if enrolments and credit counts are correct.  After calculating, review the progression records of individual students to make sure everything looks on track or if there are any issues. You could also run the Programme Board Report in BI suite to see the outcomes for all students on the programme. 

For guidance please see:

When to check

It's good practice to check the course enrolments and selection statuses at a few different points throughout the year. For example:

  • around week 3 or 4 of Semester 1 and 2
  • any time after week 4 if a student changes course enrolments
  • at the start of Semester 2 Exam Diet.

Next steps

Once you've checked the enrolments and selection statuses, run progression calculations (if you haven't already), review the calculations and decisions, edit the progression & awards information and resolve any issues you find.

For guidance, please see: