exam process part ii – exam/award board - university of...

Updated June 2009 – Sarah Silverman 1 of 34

Exam Process Part II – Exam/Award Board

CONTENTS

BUSINESS PROCESS FOR THE EXAM MARK ENTRY AND THE PRODUCTION OF EXAM BOARD REPORTS ................................................................................................................................................................... 2

REPORTS ................................................................................................................................................................... 2 VALIDATE STUDENT PROGRAMME (OPTIONAL) ....................................................................................................... 2

NON-FINALISTS - CALCULATING THE PROGRESS DECISION.................................................................. 4

FINALISTS - CALCULATING THE STUDENT’S AWARD CLASSIFICATION............................................ 6 AWARD STATUSES .................................................................................................................................................. 6 TO CALCULATE AWARDS: ...................................................................................................................................... 6 TO PROVISIONALLY AGREE AWARDS (POST EXAM BOARD) ............................................................................... 8

PRODUCING EXAM BOARD DOCUMENTATION.......................................................................................... 11 XREP4J – EXAM/AWARD BOARD REPORTS ......................................................................................................... 11 LOGIN PAGE ......................................................................................................................................................... 11 SCHOOL PAGE ....................................................................................................................................................... 12 EXTRA FEATURES................................................................................................................................................. 14 EXTRA FEATURES – BATCHING ........................................................................................................................... 15

PASS/FAIL LISTS.................................................................................................................................................... 18 UNDERGRADUATE.................................................................................................................................................. 18

Initial Assessment (June):................................................................................................................................ 18 Re-Assessment (September):............................................................................................................................ 19

POSTGRADUATE (TAUGHT) .................................................................................................................................... 19 Non-Finalists ................................................................................................................................................... 19 Finalists ........................................................................................................................................................... 19

OTHER REPORTS RELATING TO THE EXAM’S PROCESS........................................................................ 20 LIST WITH MODULE MARKS ................................................................................................................................. 20 ANOTHER LIST WITH MODULE MARKS................................................................................................................. 20 MODULE STATISTICS REPORTS ............................................................................................................................ 21 REPEAT YEAR/SEMESTER STUDENTS .................................................................................................................. 21

POST EXAM BOARD TASKS ............................................................................................................................... 21 UNDERGRADUATES ............................................................................................................................................... 21 POST GRADUATES ................................................................................................................................................. 22 RESULTS WHICH HAVE BEEN CHANGED AS PART OF ACADEMIC DISCRETION.................................................... 24 CHANGING THE PROGRESS DECISION .................................................................................................................. 28 RE-CALCULATE AWARD CLASSIFICATION........................................................................................................... 29 CONFIRMING DATE OF COMPLETION (UNDERGRADUATES ONLY) .................................................................... 29

APPENDIX 1: EXAMPLE REPORTS PRODUCED FROM VSP...................................................................... 31 BRIEF/NO AWARD RULES ...................................................................................................................................... 31 BRIEF/WITH AWARD RULES .................................................................................................................................. 31 FULL OR DEBUG/NO AWARD RULES ..................................................................................................................... 31 FULL OR DEBUG/WITH AWARD RULES ................................................................................................................. 32

APPENDIX 2 – EXAMPLE AWARD BOARD REPORT (BLOCK STYLE).................................................... 34


Business Process for the exam mark entry and the production of exam board reports October – June: generate SMR records October – June: enter module component marks Jan - June: calculate overall module results before Exam Board: calculate progression decision for non-finalists,

calculate award classification for finalists produce the exam board documentation produce Pass/Fail Lists.

Post Exam Board Award agreeal, Amendments of marks made by Boards (list with students who will attend a degree ceremony, yet who still need to take re-assessments sent to Lisa Lindsey-Clark separately) deadline set by the degree day ceremony

Mid July Progression decision amendments deadline set by the production of the re-assessment timetable and the letters notifying the students of the re-assessment procedures

September Re-assessment progression decisions

deadline set by the production of the letters going out to students, informing them of the re-assessment outcome

end of September Re-assessment Exam mark entry deadline set by next year’s exam process

ongoing, asap Award calculation and agreeal after re-assessment – late decisions (any change to the award through a student appeal will be dealt with centrally)

Reports Validate Student Programme (optional) The VSP screen can be used at any time, and allows you to check that a student is ‘on course’ and following a valid programme regarding their module choice. This means that when they come to the end of their course, when you are calculating awards, you shouldn’t get any nasty surprises (for example, if a student has not taken enough credits within a specific level). The VSP screen checks that a students module selections will pass:

• the overall award rules. I.e. To check that any specified minimum number of credits has been satisfied and any specified maximum has not been exceeded, and that the correct number of credits at the correct level have been passed.

• specific rules defined where there are specific pre-, co- or post-requisite modules (these are currently unused)

NOTE: If a students has superseded modules (i.e. where they have repeated a year) these will unfortunately also show in VSP, giving false output.


To Validate a Students Programme:-

• go to VSP [Validate Student Programme]

• Run the validation on one student and complete the following fields: Student code enter the student SPR number tick Planning mode this will allow you to run the validation in test mode tick include module taking

this allows you to include the student’s SMO records into the calculation

Tick use award prog/route

This will validate the award rules

Report mode enter debug or brief, depending on the amount of information you require (please refer to appendix for example output)

• OR run the validation on a group of students and complete the following fields: Programme code enter the appropriate programme code Award Year enter the year in which the student will be awarded tick Planning mode this will allow you to run the validation in test mode tick include module taking

this allows you to include the student’s SMO records into the calculation

Tick use award prog/route

This will validate the award rules

Report mode enter debug or brief, depending on the amount of information you require (please refer to appendix for example output)

• click on the Validate selection option. SITS will then collate the student’s programme and

validate the programme. (this could take some time) • when the programme is finished the results will be shown in the message buffer

Selection criteria (on who the validation will be run)

Selection of rules which will be verified and on which records will be included

Selection on type of rule and stage


Non-finalists - Calculating the progress decision In order for the progress decision to appear on the exam board report, you will need to calculate it before running and exam board reports. This should only be done for non-finalists undergraduates and will not work for part-time students (progression of part-time students is a process which can’t easily be translated into rules. Some part-time students progress to the next stage after accumulating 120, some after 130, etc.). The progression calculation should only be done after all marks have been entered and after all module results have been calculated. The progression calculation will calculate whether the student:

1. progresses to the next stage (PPJ – Progress Pass- June decision) 2. not progresses to the next stage, but has to take a referred assessment (NRJ – No

progress – June decision) 3. not progresses to the next stage, but has to take a deferred assessment (NDJ – No

progress – June decision) Note: The codes which will be calculated for you are the same codes which need to be entered on the June pass/fail lists. This is only a suggested progress decision, and as with any other decisions calculated by SITS can be overwritten by academic discretion. To calculate the progress decision:

• go to CSP [Progression Management] and click on the button

• the following screen will appear:

• complete the following fields: Year complete with the current academic year (e.g. 2005/6)


Enrolment status RCEGold|RPRGold|RDB Programme complete with a specific programme code (e.g. UFA3GOAGOA07) Block/Occ Complete the block field with the stage you wish to run the progression calculation

for (e.g. 1) • check that the No of SCE’s is the same to the number of students you expected on that

programme and stage • specify the output file which will provide you with invaluable feedback, by clicking on the

Open folder button, specifying where you want the file to be saved and typing a filename (similar to a Word Save as option) You can for example save the file on your desktop with the filename Progression.CSP

• click on the button • open the output file (in this case on my desktop, with the name Progression.CSP) • the output file will tell you for each student, whether they are progressed and whether there

are any problems. If anything is unclear, you can contact Registry ([email protected]) mentioning the message you are getting.

• once you are happy with the output file, you can run the process for real by clicking on the

button This calculation process will have updated the student’s SPI [Student Progress Information record]. You can check this record as follows: • go to SPR and retrieve the student record by completing the Student code field • via the Other menu, select Award, then Progress • the following screen will appear:

Progress decision


Finalists - Calculating the student’s award classification This process should only be performed for finalists. In order for the award classification to appear on the award board report, you will need to calculate it. Using the rules set-up in the award rule table, SITS will calculate a suggested degree classification. The degree classification is only a suggested classification and can be overwritten by academic discretion. Award Statuses When a students award is calculated, a SAW [Student Award] record is created. There are 5 statuses on SAW records, which tell you where in the process a particular student is:- Code Status Description C Calculated initial pre-exam board status – Schools set these. P Provisionally

Agreed post-exam board, pre-VCEG – Schools set these. The award is only provisionally agreed as the student may still owe fees.

A Agreed post VCEG – Registry will set these CONF Conferred Allows a certificate to be produced - Registry will set these. H Held For students who will have to take a referred/deferred assessment,

retake the year or for whom an additional decision needs to be taken To Calculate awards: • go to PSA [Process Student Award], the following window will appear:

• complete the following fields: Year of award complete with current academic year (2005/6) Award Programme complete with the programme code Award status complete with C (for calculated) Student Code Optional – enter if you only want to run 1 students

award, rather than a group of students • run option 18. This will calculate the suggested award classification for the group of students

and produce a report which will enable you to investigate which module results have been used and which rules were failed for what reason. The output looks similar to the output shown below, but will be different according to your award rules:


To view the SAW records that is created:- • go to SPR and retrieve the student record • via the Other menu, select Award, then Awards • the following screen will appear:

This award calculation process will also have created/updated the student’s SCR [Student Calculation Result] records. You can check this records as follows: • go to SPR and retrieve the student record by completing the Student code field • via the Other menu, select Award, then Calculations • the following screen will appear:

This screen shows you the outcome of both/all methods of award classification calculation.


To Provisionally Agree Awards (Post Exam Board) • Go to PSA • complete the following fields: Year of award complete with current academic year (2005/6) Award programme complete with the programme code Award status complete with current status i.e. C (for calculated) • to provisionally agree an award, run option 7. A screen similar to the one below will be

displayed:

• complete the following fields: Award Date date of Senate (see Calendar, for 2005/6: 3 July 2006) or next VCEG

Meeting http://www.admin.ex.ac.uk/gradschool/VCEG.htm Set Award Status to P (for Provisional Agreed) All Rs? tick this field when the majority of the recommended classifications by

SITS are correct. This will automatically complete the class field with the class which was recommended by SITS and will save data entry time.

The majority of your students will have successfully completed the programme and will be awarded an Honours programme or the equivalent. Other students however, may obtain an Ordinary or lesser (e.g. Diploma or Certificate in case of Masters degrees) award or may need to take another referred or deferred assessment or may need to repeat the year. • For students who have passed the programme and will be awarded an Honours degree or

equivalent, but whose Classification recommended by SITS is different from the one agreed by the board of Examiners, simply tab to the class field, clear the field (F7) and complete with the correct class. A message will appear in the Message Line stating: “Agreed classification is not the same as recommended or upgraded.”, which warns you that you are overwriting the classification recommended by SITS. As long as the class you are entering is the one approved by the Examiner’s board, you can ignore the message.


• For students who have not passed the programme, but who will be awarded an Ordinary award, there will be no classification completed (the Award code will start with an O) and if this is a true reflection of the student’s award, then you can simply leave the record as is.

• For students, who according to SITS will obtain an Ordinary or lesser (e.g. Diploma or

Certificate) award, but who will according to the Board of Examiners obtain an Honours or higher (e.g. Masters) award, tab to the award field, clear the field and complete with the appropriate award code. The award code can be found by going to PRG [Programme], and in the Other menu choose Award. This will give you a list with all valid award codes for that programme.

• For students who will have to take a referred/deferred assessment, retake the year or for

whom an additional decision needs to be taken (e.g. the student needs to decide whether s/he will accept an ordinary award or will retake the year), tab to the Status field and change from P to H. This will put the award on hold and will ensure that no degree certificate will be printed for that student. For the purpose of the degree day ceremony some of these students will attend the degree day ceremony and receive an empty envelope (empty as no decision is yet made on whether they will graduate with an Honours or Ordinary award) . This reflects the fact that the student at the time of the degree ceremony has obtained an Ordinary award, but could after the reassessment process obtain an Honours. In SITS, these students should have an Ordinary award calculated, which should not be agreed but set to a held status (H). Only in cases where a student will graduate with an Ordinary award, should the status set to A. In order for the degree ceremony to work smoothly, you should send a separate list with names of student who will attend the degree ceremony, but receive an empty envelope to Lisa Lindsey-Clarke ([email protected]) in Registry Services.

Note: valid classes (for undergraduates)are 1, 2:1, 2:2 and 3 (1B, 21B, 22B are not valid and will need to be replaced by the appropriate classification decided by the Board of Examiners). • Don’t forget to store (F6) • before you quit the screen, print the screen by choosing Print screen from the Misc menu.

The following window will appear:

• use the print-out to double-check you have not made any data entry mistakes Note: a minority of finalists do not manage to pass enough credits for an Honours nor for an Ordinary award and few of these students will be asked to withdraw. In order to deal with these students, as well as sending the appropriate form to Registry Services, you should delete the SAW record and empty the award year (Awd Year) field on SPR.

• Go to SPR [Student Programme Route] and retrieve the student:


• From the Other menu select Award, then Awards. The following screen will appear:

• To delete the record, from File menu chose Delete.

When you are finished provisionally agreeing students’ award’s and you have ensured that the information is correct, email the programme code you have completed to Lisa Lindsey-Clarke ([email protected]) in Registry Services. She will then, post VCGE, set the awards the Agreed, and then Conferred and produce the degree certificates for the students based on the information you have provided. Note: A student should only ever have one SAW Record, however it is possible for a student to accumulate multiple SAW records over a number of Academic Years. If multiple records exist ensure that you remove all obsolete/incorrect records. Failure to do this will impact and have repercussions on a variety of SITS Processes. Note: it is vitally important that the Award Year in SPR in correct otherwise Finalists will not be picked up when calculating and provisionally agreeing the Awards in PSA. Incorrect Award Years also have repercussions on HESA returns, Graduation and other important SITS processes. If you come across an incorrect Award Year in SPR please amend it accordingly.

Amend Award Year


Producing exam board documentation XRep4J – Exam/Award board reports

Web address : https://xrep4j.exeter.ac.uk

There is an XRep link on the SITS intranet site http://www.ex.ac.uk/admin/sits/studentrecords/index.shtml

Login Page Use your normal University Username and Password to login into XRep4J and select SITS LIVE as the SITS System to run Reports against current data.

Homepage

Users can select to view Programmes at School level

OR Users can click on the Tree Menu to expand and collapse the Menu to view or hide Departments and view Programmes at Department level


School page

Select Document Style (description below):- block-x-x-x PDF type layout grid-x-x-x Excel type layout x-exam-x-x non-finalists (produces report for one year, with no award info) x-award-x-x finalists (produces all relevant years and award info) x-x-mod-x module results given at module level only x-x-comp-x module results as above, but with component marks too x-x-x-sh single hons programmes x-x-x-ch combined hons programmes x-x-x-pg postgrad programmes Specialist grid-award-mod styles: grid-award-mod-fin final stage only grid-award-mod-st2 stage-2 only grid-award-mod-st3 stage-3 only e.g. for BA Drama second year report, would select option block-exam-mod-sh

Select programme and stage by clicking on the required number next to programme. This will populate the fields at the top.


Select the Style option (optional) For the block type of report:- Standard = standard alphabetical order, with student names printed Anonymous = anonymous as in Blind-marking, candidate number order, no student

name printed For the grid type of report:- Standard = standard alphabetical order Optional = Optional modules as module/mark column pairs Optional Ranked = Optional module/mark pairs, and ranked by overall result Mitigation = include an overall student Mitigation code column Status = include Status column for the module, eg. CP, CF, etc. Status & Notes = include Status column, and eXtra notes rows SPR Code = include student University (SPR) code number SPR Code & Status = include student University (SPR) code number, Status column, and

eXtra notes rows Full = combination of standard, plus Uni.no., Mitigation, Status

This will open up a new window and will open the Report either Adobe Reader or Excel (you will see a prompt asking you to open up the document in Excel).

Select output type:- XLS Excel for grid style Reports. PDF for block style Reports

Then click the Run Report button


Extra Features

Download – when Users select this option and then save the document it will give the file a suitable name

Check Report Cache – If you just wish to re-run a copy of the same Report click this option to run a cached version. This will make the Report run much quicker because it does not go and get fresh data from SITS.

Student SPR Code- Enter an individual student’s SPR Code to run a Report on just one student.

Exclude Debtors – Tick this box to remove RDB Status students Order by MOA – Tick this box to Order students by their Mode of Attendance


Extra Features – Batching

Select the Programmes required. At the top Users can choose Select All to select all Programmes in the List or Select None to deselect all selected Programmes in the List.

Give the Group a ‘Batch Name’. By doing this Users can then click the ‘Load’ Button to view all batches previously run by that User to enable them to quickly recall batches.

Select the Stage/Block required


Warning Message:

If Users try and select an incompatible Document Style and Output Type the Run Report button will be greyed out and the User sees a warning message stating ‘Invalid style selection’. The User should either alter their Document Style or Output Type to run the Report correctly. NB: The main thing to remember is to have the PDF radio button selected for Block Type Document Styles and XLS Excel for the Grid Type Document Styles.


Weighting:

This shows the Weighting by Home and Joint School (where appropriate) for Stages 1, 2, 3 and 4. These weightings are used in the Credit Distribution Grid on all block type Document Styles. For example for History and Russian it states that the weighting for the Home School (HPSPOL) is (0/1/0/1) and for the Joint School (SMLMLR) (0/2/1/4). This means that Politics is the Home School and for their part of the Programme the weighting ratio is 0 (for Stage 1), 1 (for Stage 2), 0 (for Stage 3) and 1 (for Stage 4), or a ratio of 1:1. Russian is the Joint School and for their part of the Programme the ratio is 0 (for Stage 1), 2 (for Stage 2), 1 (for Stage 3) and 4 (for Stage 4), or a ratio of 2:1:4. NB: If you notice any of the weightings are incorrect please get in touch with your SITS Support Contact. Please note that these weightings are held in an external table to SITS and if the weighting shown is incorrect in XRep this WILL NOT impact on the Award Calculation calculated by SITS.

If you see any Programmes with Error: No data this means that the weightings have not been fully entered into the external table. It is advisable not to run Reports against Programmes which have this warning and to get in touch with your SITS Contact.


Pass/Fail Lists Pass/Fail lists are now produced by directly from SITS via a series of standard letters. There are different reports for UG and PG, finalists and non-finalists, and initial and re-assessment. The group of students retrieve on is very important, ensuring you are producing the report for the correct cohort of students. Undergraduate Examples of the reports can be found on the web at:- http://www.ex.ac.uk/admin/sits/studentrecords/training/reports.shtml You can run all the reports in groups of programmes (if the timing of your exam boards allow), there is no need to run them for each individual programme. i.e. run one report for all 3 year programme non-finalists, one for 4yr non-finalists, one for 3yr finalists and one for 4yr finalists. The report will sort the data by programme, then by stage, then alphabetically. There is total flexibility on how you produce the lists within your school. i.e. By groups of programmes/stages down to individual programme/stage. Initial Assessment (June): EX-PFUG1 UG Non-finalists Initial Assessment (June). Run from SCE EX-PFUG2 UG Finalists Initial Assessment (June). Run from SCE The reports show:- For non-finalists, the initial (July) progression decision For finalists, the students award and classification. Where a student has not had an award calculated, the report will show their progression decision (this would be for refers/defers). [Note: If the progression decision has not been filled in the report will show a blank space] You need to produce the report for all your students. I.e. all students that registered at the beginning of the year need to appear (even those that withdrew or transferred programme during the year). So in SCE enter:- Academic year Enter current academic year e.g. 2007/8 Course Block 3yr progs 1·|2 (for non-finalists report) or 3 (for finalist report)

4yr progs 1·|2·|3 (for non-finalists report) or 4 (for finalist report) Programme e.g. UF·?3SML·* for 3 yr programmes, UF·?4SML·* for 4 year. Enrolment status ·!RTC (this is exclude all records that show where a student has

transferred) Notes: If you only have 3 year programmes, you can use the School (and Department) fields instead of the programme field. Retrieve. All->Gen+PrintLetters Enter code EX-PFUG1 for non-finalist report or EX-PFUG2 for finalists. Tab and Preview. Enter the required data in the user prompt that appears (Academic Year and date of board). Print.

NB: From 2007/8 Pass/Fail Lists for Undergraduate students no longer need to be printed and sent to Registry. Pass/Fail Lists will be entirely for the School’s own use and it will be at their discretion if they decide to print the Lists.


Re-Assessment (September): In September (refers/defers) EX-PFUGR1 Undergraduate Non-finalists Re-Assessment (September). Run from SPR EX-PFUGR2 Undergraduate Finalists Re-Assessment (September). Run from SPR The re-assessment reports show:- The refer/defer module(s), their mark and results, and for:- non-finalists, the re-assessment progression decision finalists, the students award and classification. If no SAW record exists, then the re-assessment SPI record will be printed (for those that fail again). The reports searches within the group of students you have retrieved for students that firstly have a re-assessment progression record (SPI record of had refer/defer modules. For Non-Finalists, go to SPR and enter:- Status (Enrolment) RCE·|RDB·|RPR·|RHL* (to capture all current students) Award Year Greater than re-assessment year e.g. ·>2007/8 for Sept 2008 Programme e.g. UF·?·?SML·* For Finalists, go to SPR and enter:- Status (Enrolment) RCE·|RDB·|RPR·|RHL* (to capture all current students) Award Year Re-assessment academic year e.g. Programme e.g. UF·?3SML·* for 3 yr programmes, UF·?4SML·* for 4 year. Postgraduate (Taught) Non-Finalists To be confirmed. Finalists EX-PFPG2 Postgraduate Finalists Initial Assessment. Run from SPR To retrieve all you current finalists, from SPR:- Award Year Enter current academic year e.g. 2004/5 Status (Enrolement) ·!RCO (to capture all potential finalists) Programme e.g. PT·?·?SML·* Notes: The 2 single character wildcards in the programme code, will ensure you only retrieve programmes where you are the ‘owning’ school i.e. where your school code is the first to appear in the code. This report can be run at different times of the year. It will look for students award records (SAW). If there is no SAW, the student will not appear on the list. Also, by searching for current students only, students that have already completed their programme that year will not appear.


Other reports relating to the exam’s process There are also a couple of other reports you can use for checking module marks. List with module marks • go to SAS [CAM – Student Assessments] to print a report listing the results relating to one

module (not to a programme)

• Complete the following fields: Year current academic year (2005/6) Module enter the module code of the module you wish to enter marks for Occurrence A Assessment Sequence Number Gold* • run option 11, if you have not calculated the overall module result. This will show you a list

with all students on the module and their component marks. • run option 12 if you have calculated and agreed the overall module result. This will give you

a list with all students who will have referred/deferred assessment records Another list with module marks • go to MAV [Module Availability]

• complete the following fields: Module Complete with the module code Year Complete with the current academic year (e.g. 2003/4) • and retrieve • from the Current menu, choose Gen+Print letters and use letter code

FLC-MODMARKS – for report EX-MODMARKS – for dump out to Excel


Module Statistics reports To see available reports go to http://www.admin.ex.ac.uk/sits/studentrecords/training/reports.shtml see reports 30, 31 & 32 Repeat Year/Semester Students To see available reports go to http://www.admin.ex.ac.uk/sits/studentrecords/training/reports.shtml see report 28

Post exam board tasks At the exam boards, some of the overall module result marks, the suggested progress decision and award classification will be amended. Undergraduates Dealing with held results (Alleged Offence) Marks in entered as AO are put on hold until a decision is made on how the student will be treated Once the decision has been made, you need to enter this in SITS To deal with these held results after the Board of Examiners: • go to SAS • Complete the following fields: Academic year enter the current academic year, e.g. 2005/6 Module Code enter module code Occurrence Optional - enter A (or Gold *) Assessment sequence number Optional - Gold * • run option 9 to process held module results • a screen similar to the screen displayed below will come up, for the students that fell within

the compensatable/condonable range:


• tab to the Tick field, enter N (this means you disagree with the displayed grade and mark

combination) and tab again. This will take you to the Module Result Mark and Grade. • If the Board of Examiners has decided to: If the student is to fail and re-take the module

leave the Mark field and change the Grade field to F Hit Tab store

If the student is to be referred:-

leave the Mark field and change the Grade field to FR Keep hitting Tab until you see a message asking if you want to create another re-

assessment record. Click No You will see a message pop up saying that records are incomplete. Keep clicking the

Continue option until these stop appearing. store

2005/6 Finalists If your exam board has chosen to compensate a student/module under the old system, this needs to be entered manually into the SMR record as follows:- Change:- Actual Grade (Act Gr) to CF Agreed Mark (Agr Mark) to 40 Agreed Grade (Agr Gr) to CP Credits passed (Crdts) to credit value of module Result (Rlt) to P If Cur Pro equals COM, then just Store record and it’s done If Cur Pro equals RAS, this means that the system had automatically referred the student (this is controlled by what Markscheme has been assigned to the module), so the following addition steps need to be taken:- Change Status SAS to A Change Current Process (Cur Pro) to COM Change Attempt Current (Atmpt Cu) from 2 to 1 Store record From Other menu, select Re-assessment (this will bring up re-assessment component records. Use File->Delete to delete these. Post graduates Dealing with held results (Alleged Offence) Marks in entered as AO are put on hold until a decision is made on how the student will be treated Once the decision has been made, you need to enter this in SITS


To deal with these held results after the Board of Examiners: • go to SAS • Complete the following fields: Academic year enter the current academic year, e.g. 2005/6 Module Code enter module code Occurrence Optional - enter A (or Gold *) Assessment sequence number Optional - Gold * • run option 9 to process held module results • a screen similar to the screen displayed below will come up, for the students that fell within

the compensatable/condonable range:

• tab to the Tick field, enter N (this means you disagree with the displayed grade and mark combination) and tab again. This will take you to the Module Result Mark and Grade.

• If the Board of Examiners has decided to: If the student is to fail and re-take the module

leave the Mark field and change the Grade field to F Hit Tab once store

If the student is to be referred:-

leave the Mark field and change the Grade field to F Keep hitting Tab key (to create the re-assessment records) until you see a message

asking if you want to create another re-assessment record. Click No You will see a message pop up saying that records are incomplete. Keep clicking the

Continue option until these stop appearing. store

Marks in the Condonable fail range Marks in the condonable fail range are automatically set to condoned. If, as a result of the exam board, a result needs to be referred instead of condoned:-

1) roll back the module result using the SMRU screen (see below section “Results which have been changed as part of academic discretion“ for step by step instructions on how to do this.

2) go to SAS and complete the following fields:


Year current academic year (2006/7) Module enter the module code of the module you wish to enter marks for Period TERM1, TERM2 or TRM1+2 (optional) Occurrence A (optional) Assessment Sequence Number Gold*(optional)

3) run option 8 “Process Module Result forms” and a screen similar to the screen displayed below will come up:

4) in the Tick field, enter N (this means you disagree with the overall module result) 5) re-type the Component Mark and Grade 6) double-click in the Module result field to re-calculate the overall module result and in

Grade field change the OP to F for Fail. 7) Keep pressing TAB until you create the re-assessment records 8) TAB to the end of the reassessment records and say No to ‘Add another Re-Assessment

record [Y/N]’ and Continue to any messages referring to ‘Not all fields filled in’. Results which have been changed as part of academic discretion Three different types of changes can have been made1: 1. change in grade (e.g. mitigating circumstances put forward by a student were rejected,

student to be referred instead of condoned or vice versa) 2. change in the assessment component mark 3. change in overall module result mark (without change in assessment component mark) To change any of these pieces of data, roll back the result using the SMRU screen and re-enter mark or grade to required. Re-calculate module result. Full instructions given below :

1 The Board of Examiners could also have amended how they have decided to reassess the module. Unfortunately there is no easy way of dealing with a change in reassessment records and you will need to records marks differently for these exceptions. The training manual on the Reassessment process will deal with that area.


Step 1:

• go to SMRU [SMR Undo] • complete the following fields: Module Complete with the module code Academic year Complete with the academic year Candidate key Complete with the student’s candidate number (use

SCN [Student Candidate Number] to find the candidate number)

• and retrieve:

• click on the Undo button , in the Undo selected SMR’s back drop down box,

select ‘To SAS state’ and click on the green arrow (Alternatively, to undo only a selection of the retrieved records, click the by the required student(s), changing them to a , from the pull down list select ‘To SAS state’, and click on green arrow • this will undo the agreeal process Step 2: • go to SAS • complete the following fields: Year current academic year (2002/3) Module enter the module code of the module you wish to enter marks for Period TERM1, TERM2 or TRM1+2 (optional) Occurrence A (optional) Assessment Sequence Number Gold*(optional)


• Run option 8 “Process Module Result forms” • a screen similar to the screen displayed below will come up:

1. To change the grade for one of the assessment components: • in the Tick field, enter N (this means you disagree with the overall module result) • in the assessment component Tick fields, enter Y if you agree with the grade, N if you

disagree and amend the grade field accordingly • double-click in the Module result field to re-calculate the overall module result and store • see an example screen below:

2. To change the mark for one of the assessment components: • in the Tick field, enter N (this means you disagree with the overall module result) • in the assessment component Tick fields, enter Y if you agree with the mark, N if you

disagree and amend the mark as necessary • double-click in the Module result field to re-calculate the overall module result and store • see an example screen below:


3. Change in overall module result mark (without a change in the assessment component

marks) • in the Tick field, enter N (this means you disagree with the overall module result) • in the assessment component Tick fields, enter Y • tab to the Module result field, double-click to calculate the field. Then clear the field (F7)

and enter the new agreed overall module mark and grade and store • see an example screen below:

Changing the agreed results using these processes will ensure that all necessary records are set-up for the referred/deferred exams and will also ensure that a proper historical record is created of the module result. To check the student’s module results history: • go to SMR (SMR direct or via SPR Other Results) • retrieve the module result records for the student • a similar screen will appear (below example shows a particularly complicated history):


To check the referred/deferred assessment records: • go to SMR (SMR direct or via SPR –Other-Results) • retrieve the module result records for the student • click on the module you want to focus on, and from the Other menu select Assessment Status • a screen similar to this will be displayed:

Changing the progress decision During the Board of Examiners, the progress code suggested by SITS, may be overridden by academic discretion or because the marks for that student have been amended. To change the progress code for a student: • go to SPR and retrieve the student record by completing the Student code field • via the Other menu, select Progress. Make sure you PageUp/Page Down to the SPI record for

the correct academic year (check the Progression Year field, in the bottom half of the screen) • the following screen will appear:


• amend the Actual Progression code with the new, correct code and store Re-calculate Award classification As some of the module marks upon which the classification is based will have changed after the exam board, the first step in dealing with the award classification is to recalculate the award classification. To do this First delete the existing award record:- • Go to SPR • Retrieve student • From Other menu, select Award then Awards (you should only have one record appear) • Delete this awards record (use File->Delete) Then calculate new award record:- • Follow initial instructions earlier in this document [Calculating the student’s award

classification - To Provisionally Agree Awards (Post Exam Board)] Confirming Date of Completion (Undergraduates Only) Even with the removal of the Pass/Fail Lists for Undergraduate students in 2007/8 Schools still need to inform Registry and Undergraduate Faculty when a student’s record has been completed. This is recorded in the student’s SPI record in the Current batch field where the School will enter a date of completion in the format DDMMYY i.e. 230608 would be 23rd June 2008. This will let Registry know that a record is ready to be completed or progressed. If any changes are made after the completion date that affect a Finalist’s Module Result, Award or

Progression code. Click in field, and press F2 to see list of codes.


Progression the School will need to inform Registry and Undergraduate Faculty immediately. For non-Finalists their records will not be progressed until early August so there is no need to immediately inform Registry if there is a change after the date of completion. Schools will be able to globally update their School’s SPI records by going to SPI directly and typing in the following and then press F5 to retrieve: Year current academic year (2007/8) Programme e.g. UF·?3SML·* for 3 yr UG programmes, UF·?4SML·* for 4

year UG programmes, PT·?·?SML·* for PGT Programmes Process Incomplete Actual PIT Either leave blank of type in specific Progression Code i.e. PPJ ·|NDJ

·|NRJ·|NIJ etc. Check that you have retrieved all the relevant records (you can use the ‘Drop Records’ Option to remove any students you do not wish to globally update – notes on how to ‘Drop Records can be found on the SITS How To Page - http://www.admin.ex.ac.uk/sits/studentrecords/training/guides.shtml) Click in the Current batch field and then use Global Update to update all the records (notes on how to use Global Update can be found on the SITS How To Page -http://www.admin.ex.ac.uk/sits/studentrecords/training/guides.shtml)

Current batch field to be updated with the date of completion i.e. 230608

For any non standard progression (i.e. anything other than the standard PPJ, NRJ, NDJ, NIJ etc.) Schools are being asked to add a brief note outlining the decision in the SPI Minutes’ Field. Schools should not delete any notes once they have been entered for historical purposes and to ensure a full record of events is kept.

NB: Please note that the Current batch and Actual PIT field will be audited and will allow us to trace changes made to these two fields – like the Int Transcript field in SPR.


Appendix 1: Example reports produced from VSP Brief/no award rules

Student Programme Planning ==========================

Planning mode with Study programme route Student 98XXXXXXX/1 J BLOGGS Study Programme BA Archaeology Route Archaeology Award Programme BA Archaeology Route Archaeology Year of Award 2002/3 Intended Award Bachelor of Arts with Honours (U019) Scheme EXETER SCHEME Total credits 360 Brief/with award rules


Planning mode with Study programme route Student 98XXXXXXX/1 J BLOGGS Study Programme BA Archaeology Route Archaeology Award Programme BA Archaeology Route Archaeology Year of Award 2002/3 Intended Award Bachelor of Arts with Honours (U019) Scheme EXETER SCHEME Total credits 360 Rule AWD HUFA3GOAGOA/001 HUFA3GOAGOA - Credit rule (Counting total no of credits) -**FAILED ... Rule AWD OUFA3GOAGOA/01 OUFA3GOAGOA - Credit rule (counting numbers of credits) -**FAILED ... Award is HELD AWARD Failed all rules - Award on hold Full or Debug/no award rules


Planning mode with Study programme route Student 98XXXXXXX/1 J BLOGGS Study Programme BA Archaeology Route Archaeology Award Programme BA Archaeology Route Archaeology Year of Award 2002/3 Intended Award Bachelor of Arts with Honours (U019) Scheme EXETER SCHEME Programme Generation Report Pathway Scheme Level Specific Acceptable ------------ ------ ------ -------- ---------- UFA3ARCS-07 EX 0 0.00 0.00 EX 1 0.00 0.00

EX 2 0.00 0.00


EX 3 0.00 0.00 EX 4 0.00 0.00 EX 5 0.00 0.00 EX 6 0.00 0.00

None EX 0 0.00 0.00 EX 1 120.00 0.00 EX 2 120.00 0.00 EX 3 120.00 0.00 EX 4 0.00 0.00 EX 5 0.00 0.00 EX 6 0.00 0.00 Total credits 360 Student Programme Module List Crd Module Level Year Period Result Credits UFA3AR

HIA1000 1 1999/0 SEM1 P 30.00 N HIA1002 1 1999/0 SEM1 P 30.00 N HIA1004 1 1999/0 SEM1 P 30.00 N HIH1215 1 1999/0 SEM1 P 15.00 N HIH1245 1 1999/0 SEM1 P 15.00 N ARC2000 2 2000/1 SEM1 P 15.00 N ARC2106 2 2000/1 SEM1 P 15.00 N ARC2200 2 2000/1 SEM1 P 15.00 N ARC2201 2 2000/1 SEM1 P 15.00 N ARC2303 2 2000/1 SEM1 P 15.00 N ARC2504 2 2000/1 SEM1 P 15.00 N ARC2505 2 2000/1 SEM1 P 15.00 N ARC2507 2 2000/1 SEM1 P 15.00 N ARC3000 3 2002/3 SEM1 30.00 N ARC3100 3 2002/3 SEM2 15.00 N ARC3102 3 2002/3 SEM2 15.00 N ARC3202 3 2002/3 SEM1 15.00 N ARC3300 3 2002/3 SEM1 15.00 N ARC3301 3 2002/3 SEM2 15.00 N ARC3302 3 2002/3 SEM1 15.00 N

Full or Debug/with award rules


Planning mode with Study programme route Student 98XXXXXXX/1 J BLOGGS Study Programme BA Archaeology Route Archaeology Award Programme BA Archaeology Route Archaeology Year of Award 2002/3 Intended Award Bachelor of Arts with Honours (U019) Scheme EXETER SCHEME Programme Generation Report Pathway Scheme Level Specific Acceptable ------------ ------ ------ -------- ----------


UFA3ARCS-07 EX 0 0.00 0.00 EX 1 0.00 0.00

EX 2 0.00 0.00 EX 3 0.00 0.00 EX 4 0.00 0.00 EX 5 0.00 0.00 EX 6 0.00 0.00

None EX 0 0.00 0.00 EX 1 120.00 0.00 EX 2 120.00 0.00 EX 3 120.00 0.00 EX 4 0.00 0.00 EX 5 0.00 0.00 EX 6 0.00 0.00 Total credits 360 Rule AWD HUFA3GOAGOA/001 HUFA3GOAGOA - Credit rule (Counting total no of credits) -**FAILED ... Rule AWD OUFA3GOAGOA/01 OUFA3GOAGOA - Credit rule (counting numbers of credits) -**FAILED ... Award is HELD AWARD Failed all rules - Award on hold Student Programme Module List Crd Module Level Year Period Result Credits UFA3AR

HIA1000 1 1999/0 SEM1 P 30.00 N HIA1002 1 1999/0 SEM1 P 30.00 N HIA1004 1 1999/0 SEM1 P 30.00 N HIH1215 1 1999/0 SEM1 P 15.00 N HIH1245 1 1999/0 SEM1 P 15.00 N ARC2000 2 2000/1 SEM1 P 15.00 N ARC2106 2 2000/1 SEM1 P 15.00 N ARC2200 2 2000/1 SEM1 P 15.00 N ARC2201 2 2000/1 SEM1 P 15.00 N ARC2303 2 2000/1 SEM1 P 15.00 N ARC2504 2 2000/1 SEM1 P 15.00 N ARC2505 2 2000/1 SEM1 P 15.00 N ARC2507 2 2000/1 SEM1 P 15.00 N ARC3000 3 2002/3 SEM1 30.00 N ARC3100 3 2002/3 SEM2 15.00 N ARC3102 3 2002/3 SEM2 15.00 N ARC3202 3 2002/3 SEM1 15.00 N ARC3300 3 2002/3 SEM1 15.00 N ARC3301 3 2002/3 SEM2 15.00 N ARC3302 3 2002/3 SEM1 15.00 N


Appendix 2 – Example Award Board Report (Block Style)

Taken from SAW record

Credits taken per stage

Average mark per stage

Weighting per stage

Mode of attendance Enrolment status Candidate number

exam process part ii – exam/award board - university of...

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