VET guidelines for results processing online (RPO) result entry

Guideline

Intent and objectives

The aim of this document is to provide guidelines for correct grade use in accordance with RMIT Academic and Research policies and procedures, see Assessment.

Scope

The guidelines are intended for use by staff who enter VET students’ grades via RPO.

Exclusions

Nil

Guideline steps and actions

The three golden rules of results processing

1. Every student must have either a final or interim result entered by the deadline for results entry. Never leave a student’s record BLANK after the class end date.

Cross year enrolments

2011–2012 (where the class start date is in 2011 and the class end date in 2012) – may be left blank.
2010–2011 (where the start date is in 2010 and the end date in 2011) – a valid final result must be entered.

2. All final grades are confirming grades except DNS.

Students may be confirmed* on assessment, when a final grade is posted in PeopleSoft it will be identified in the nightly ‘confirm by grade’ process and automatically confirm the student in that class in PeopleSoft. If a ‘0’ mark, an NN or NYC grade is being entered ensure that the student has been assessed, as these results will automatically confirm the student. Evidence of attendance or assessment must be available for each confirmed course.

3. Do not rely on ‘confirmation’ of student via final grade entry.

In the vast majority of cases students should be confirmed via the Student Attendance Tracking System.

*A confirmed student is one who has either attended two or more classes or who has submitted work for, or otherwise participated in training or assessment. The University is entitled to claim funding only for confirmed students with valid grades. The reporting of confirmed students with valid grades to Skills Victoria is actively audited and proven incidences of invalid claims for funding attract significant penalties. Confirmations are recorded in PeopleSoft on either evidence of attendance or assessment. Confirmations are shown in RPO.

Amendments currently being sought to the grade tables

DNS	Did Not Submit for Assessment	This grade is only to be used where a student has not participated in any form of assessment and did not withdraw

DNS

Did Not Submit for
Assessment

This grade is only to be used where a student has not participated in any form of assessment and did not withdraw

Deadline for results entry

It is critical that results are finalised and entered before the Student Progress Committees meet to enable them to carry out their responsibilities for managing student academic progress and to enable completion for graduating students. The specific deadlines are as follows:

Result entry should be completed as soon as the final assessment is completed or marked. Ideally this should be no later than two weeks after the Class End Date.

All final results must be entered no later than 1 week after the close of the formal examination period as published in the Academic Calendar.

Grade rosters are generated and posted every Wednesday for all TAFE sessions. However, please note that students will only be able to view their results as at the result release dates as described in the academic calendar (exceptions apply for apprentices and trainees).

Student does not appear in RPO?

Only those students who have a legitimate enrolment on PeopleSoft will appear in RPO. If you have a grade for a student whose record does not appear in RPO for that course you must consult with the Program administration staff to investigate if there is a student enrolment issue.

Description of grades and rules for their use in RPO

Grading Basis

The class list in RPO identifies the grade base to use for entering results appropriate to your course. Not all grades available within the grade base will be appropriate for your course e.g. numeric marks can not be entered where competency-based assessment applies. For further clarification see the description of the grading systems below, check the relevant course guide or contact your Program Coordinator.

1 Final Grades

There are three grading systems that apply to VET courses

Table 1.1 - VET grades which apply to curriculum-based courses (Grading Base G01/3)

Grade	Grade description	Mark range	Meaning and rules for use
HD	High Distinction	80 - 100
DI	Distinction	70 - 79
CR	Credit	60 - 69
PA	Pass	50 - 59
SP	Supplementary Pass	–	The student has passed the course via a supplementary assessment. No numeric mark value should be entered with this grade.
NN	Fail	0 – 49
PX	Pass Grade Only	–	No higher grade is available for this course. No numeric mark value should be entered with this grade.
DNS	Did Not Submit for Assessment.	–	This grade is only to be used where a student has been ‘confirmed’ in the course but has not participated in any form of assessment, and has not withdrawn from the course by the census date. No numeric mark value should be entered with this grade.

Table 1.2 - VET grades which apply to courses delivered in accordance with competency-based assessment (including apprentices) (Grading Base G01/3)

Grade	Grade description	Mark range	Meaning and rules for use
CA	Competency Achieved	–	No numeric mark value should be entered with this grade.
NYC	Not Yet Competent	–	Denotes that a student has been assessed but has not demonstrated competence. No numeric mark value should be entered with this grade.
DNS	Did Not Submit for Assessment.	–	This grade is only to be used where a student has been ‘confirmed’ in the course but has not participated in any form of assessment, and has not withdrawn from the course by the census date. No numeric mark value should be entered with this grade.

Table 1.3 - VET grades which apply to courses delivered in accordance with competency-based assessment, but which also utilise graded assessment (Grading Base G01/3)

(These grades can only be used in accordance with the University approved ‘Graded assessment in competency based VET programs procedure’

Grade	Grade description	Mark range	Meaning and rules for use
CHD	Competent with High Distinction	–	No numeric mark value should be entered with this grade.
CDI	Competent with Distinction	–	No numeric mark value should be entered with this grade.
CC	Competent with Credit	–	No numeric mark value should be entered with this grade.
CAG	Competency Achieved - Graded	–	No numeric mark value should be entered with this grade.
NYC	Not Yet Competent	_	No numeric mark value should be entered with this grade.
DNS	Did Not Submit for Assessment.	–	This grade is only to be used where a student has been ‘confirmed’ in the course but has not participated in any form of assessment, and has not withdrawn from the course by the census date. No numeric mark value should be entered with this grade.

2. Interim grades

The following interim grade is applicable to all categories of VET students

Grade	Grade description	Mark range	Expiry	Meaning and rules for use
RNF	Result Not Finalised	Marks cannot be used in conjunction with this grade	3 Months after the advertised date for publication of results for that semester.*	Denotes that the assessment is not yet finalised. If not converted to a final result by the expiry period this grade will be converted to a final fail grade by the Academic Registrar. Where this occurs Schools are NOT permitted to change that fail grade back to RNF. The only change allowed will be the entry of an alternative final result. RNF can only be used where a final result cannot be determined by the University deadline for results entry in the following situations: a. Academic delay in finalising the grade b. A supplementary assessment has been granted in accordance with the supplementary assessment policy c. An equitable assessment arrangement is in place in accordance with the equitable assessment arrangement policy d. Enrolment in Work Integrated Learning e. Enrolment in clinical / practical placements / industrial placement / vacation employment f. Enrolment in industry-based assessment g. A project / thesis was not due for submission until the end of the teaching period. Important issues to note when using the RNF grade: Where a school changes a RNF to a final grade prior to the deadline for upload of results it can be done in RPO. If the change occurs after this date it will have to be done via an individual result amendment on the ‘Amendment to grades after publication form’

Grade

Grade description

Mark range

Expiry

Meaning and rules for use

RNF

Result Not Finalised

Marks cannot be used in conjunction with this grade

3 Months after the advertised date for publication of results for that semester.*

Denotes that the assessment is not yet finalised.

If not converted to a final result by the expiry period this grade will be converted to a final fail grade by the Academic Registrar. Where this occurs Schools are NOT permitted to change that fail grade back to RNF. The only change allowed will be the entry of an alternative final result.

RNF can only be used where a final result cannot be determined by the University deadline for results entry in the following situations:

a. Academic delay in finalising the grade

b. A supplementary assessment has been granted in accordance with the supplementary assessment policy

c. An equitable assessment arrangement is in place in accordance with the equitable assessment arrangement policy

d. Enrolment in Work Integrated Learning

e. Enrolment in clinical / practical placements / industrial placement / vacation employment

f. Enrolment in industry-based assessment

g. A project / thesis was not due for submission until the end of the teaching period.

Important issues to note when using the RNF grade:

Where a school changes a RNF to a final grade prior to the deadline for upload of results it can be done in RPO. If the change occurs after this date it will have to be done via an individual result amendment on the ‘Amendment to grades after publication form’

3. Grades you are not permitted to enter

Grade	Grade description	Who can enter this grade	Expiry	Meaning
ALT	Alternative Assessment Granted	Academic Registrar only	6 Months after the advertised date for publication of results for that semester	Denotes that an alternative assessment has been granted under the provisions of the special consideration policy
DEF	Deferred Assessment Granted	Academic Registrar only	6 Months after the advertised date for publication of results for that semester	Denotes that a deferred assessment has been granted under the provisions of the special consideration policy
EOT	Extension of Time (greater than 7 calendar days) Granted	Academic Registrar only	3 Months after the advertised date for publication of results for that semester	Denotes that an extension of time of greater than 7 calendar days has been granted under the provisions of the special consideration policy
RCG	Recognition of Current Competency – Granted	Academic Registrar only	Final grade	Recognition has been granted in accordance with the provisions of the Recognition of Prior Learning and Credit Transfer policy
RCN	Recognition of Current Competency – Not Granted	Academic Registrar only	Final grade	Recognition has not been granted in accordance with the provisions of the Recognition of Prior Learning and Credit Transfer policy
RLG	Recognition of Prior Learning – Granted	Academic Registrar only	Final grade	Recognition has been granted in accordance with the provisions of the Recognition of Prior Learning and Credit Transfer policy
RLN	Recognition of Prior Learning – Not Granted	Academic Registrar only	Final grade	Recognition has not been granted in accordance with the provisions of the Recognition of Prior Learning and Credit Transfer policy
EX	Exemption Granted	Academic Registrar only	Final grade	An exemption has been granted in accordance with the provisions of the Recognition of Prior Learning and Credit Transfer policy

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