Assessment: management of results procedure

Intent

To provide a University-wide procedure for the management of results for recording student performance in a course that identifies:

a) the procedures for entry and change of results

b) the range of results for recording student performance in a course and,

c) the details of the Grade Point Average scheme

Scope

  • RMIT accredited courses
  • Vocational Education courses
  • Foundation Studies
  • Coursework components of higher degrees by research and the grades that apply to higher degrees by research programs (specifically Table 1.2)

Exclusions

  • The research component of higher degrees by research programs (with the exception of Table 1.2)
  • Externally assessed courses undertaken as part of the Victorian Certificate of Education and Victorian Certificate of Adult Learning
  • Results that are reported solely to an external agency

Procedure steps and actions

1. Student entitlement to results

Students who have completed assessment in a course conducted by the University in accordance with University policies are entitled to receive a final course result by the results publication date. The only exceptions to this are:

a) where the student is precluded from receiving a result by another University statute, regulation or policy, or

b) where there has been a change to the course guide, or a formal assessment adjustment has been granted, which has extended the deadline for completion of the assessment and posting of the final result, or

c) where the course is assessed and the result published by an external body, or

d) by determination of the Academic Registrar.

2. Management of grades

2.1 Approval of the schedule of grades

2.1.1 Both final and interim student grades must be approved by the Academic Board.

2.1.2 Final grades are the formal grades that appear on the official student transcript of results as a summative record of the student’s performance in assessment tasks.

2.1.3 Interim grades are administrative in nature. They are intended to provide the student and staff of the University with the ability to identify the in-progress assessment status of the student’s result up to the point where a final grade is determined by the School.

2.1.4 The Academic Registrar will determine the period after which an interim grade applied to a student’s record will be converted to a default final result. Where no mark has been recorded the default grade will be NN (Fail), EFG (External fail grade) or DNS (Did not submit for assessment), as appropriate.

3 Grading systems

3.1 The following two grading systems are used for higher education and vocational education programs:

a) Graded assessment

b) Non-graded assessment.

3.2 Where graded assessment is used in vocational education nationally recognised training package qualifications and state accredited courses delivered in accordance with competency based assessment it must comply with the Assessment: graded assessment in competency based vocational education programs instructions.

4 Management of student results

4.1 Responsibility for determining and recording results

4.1.1 Course assessment committees are responsible for the monitoring, management and approval of final student results in courses (other than final grades arising from administrative processes). Results are to be approved and uploaded to the official student database by the prescribed date for all students to enable them to be published by the advertised results publication date.

4.1.2 Where graded assessment applies and the final result has been calculated on a numeric basis the appropriate numeric mark is to be recorded for each course. The only exceptions to this are:

a) where the student has scored a mark of 50% or more in a course but has failed the course due to failing a mandatory hurdle assessment requirement, in which case they receive an NH fail grade with no numeric mark; or

b) where the student has passed a course after being granted a second deferral of the same assessment task for that course, in which case they receive a PX grade with no numeric mark; or

c) where a student has passed a course after being granted a supplementary assessment, in which case they receive an SP final grade with no numeric mark.

4.2 Publication of results

4.2.1 The Academic Registrar is responsible for the identification and advertisement of a date for official publication of results for courses delivered by RMIT. This is the ‘results publication date’ for the purposes of this procedure and is normally advertised in the academic calendar.

4.2.2 Official results will be published by the Academic Registrar on or after the results publication date advertised for the specified teaching period.

4.2.3 The Academic Registrar may make other arrangements to advertise the date of official publication of results for specific programs as required.

4.2.4 Results will normally be published in time for students to make any adjustments to their enrolment in the following semester of study, if necessary, before the deadline for adding courses.

4.3 Changes to, and entry of results that occur on or after official publication of results

4.3.1 The following rules apply to changes to, and entry of results after the advertised date for publication of results.

a) The course assessment committee may approve a change to an interim or final result, or the entry of a final result where one was left blank on or after the advertised date for publication of results for a course it is responsible for. Where a change is required and the committee is not in session the following are authorized to approve such a change:

- the Chair of the course assessment committee; or

- the Deputy Dean/Head (Learning and Teaching) of the School that manages the course; or

- the Dean/Head of the School that manages the course.

However, it is not permissible for the same individual to be both the requestor and the approver of such a change.

All such delegated approvals (including where an approval was granted by the Chair of the course assessment committee, the Deputy Dean/Head (Learning and Teaching) or the Head of School) will be tabled for noting at the next full meeting of the course assessment committee.

b) The Academic Registrar may authorise the conversion of missing and interim results to default final results after the expiry of interim grades.

4.3.2 Valid grounds for changes to results

4.3.2.1 A change to an existing final result (or expired interim result) or entry of any result for a course on or after the advertised date for publication of results may only be made in the following circumstances:

a) An application for special consideration has been approved and the completion of an assessment task has resulted in a change to the result; or

b) A documented error by the school, assessor or course coordinator responsible for the course, the outcome of which changes the original result; or

c) A College Appeals Committee recommends a change to the original result, after hearing an appeal against assessment; or

d) As a result of a decision by the University Appeals Committee or the Discipline Board; or

e) Where a result was left blank at the advertised date for publication of results and a final result has now been determined; or

f) Where a missing or lapsed interim result has been converted to a final fail result by the Academic Registrar and the school has since determined another final result; or

g) Where a school had originally entered a fail result for a course but the student was subsequently awarded a supplementary assessment which has resulted in the student being awarded a supplementary pass for the course.

4.3.2.2 Where an entry of, or amendment to a final result occurs on or after the advertised date for publication of results, and is not an outcome of a student initiated review or appeal against the result (for the purposes of a student’s entitlements under the Assessment: conduct of assessment and appeals procedure, the date of official publication of that result shall be two working days after the student is notified of the new result.

4.2.3.3 All changes to results must be made in accordance with the University approved amendment processes.

4.2.3.4 Notification to student of change of result and establishment of a permanent record of the change

Where a final result is changed or entered in accordance with this procedure the Committee or authorised delegate approving the amendment must:

a) Ensure that the student is notified of the new result within two working days of the change (Note: time lines for conversion of interim grades by the Academic Registrar are published in the academic calendar and notification to students is not required); and

b) Provide a copy of the amendment to grades form and accompanying evidence of need for the change to the secretary of the course assessment committee within 5 working days of the approval; and

c) Ensure that a copy of the individual student amendment to grades form and supporting evidence is placed on the student file maintained by the school or college.

5 Grade Point Average scheme

5.1 A four point grade point average scheme applies to coursework-based higher education, vocational education and foundation studies programs that utilise graded assessment. The grade point average is determined via a numerical calculation, weighted by credit points (higher education and foundation studies) or student contact hours (vocational education), of the mean of the grades received over a defined study period within a program of study.

5.2 The following formula is used to determine the grade point average:

a) Multiply the credit points (higher education and foundation studies) or student contact hours (vocational education) earned (passed) by the grade point value (shown in Table 1 of the Assessment: student results grade tables instruction); then,

b) Divide the total grade points by the total credit points or student contact hours (as appropriate).

Grade point average is calculated on both a teaching period and cumulative basis for the duration of a program.

5.3 The grade point average score is intended to provide an internationally recognised indicator of student achievement and a tool to facilitate assessing eligibility for:

  • academic prizes and awards
  • awarding degrees with honours and pass with distinction
  • articulation from vocational education and training to higher education programs
  • entry into research programs

5.4 The relationship between the standard descriptive grades and the grade point scheme is identified in Table 1 of this procedure.

5.5 The grade point average score is included on the official student transcript for those programs to which it applies.

[Next: Student results grade tables ]