Assessment: management of results procedure
Procedure
Intent and objectives
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
VET courses
Coursework components of higher degrees by research
Exclusions
- The research component of higher degrees by research programs
- Externally assessed courses undertaken as part of the Victorian Certificate of Education and Victorian Certificate of Adult Learning
- Grades 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 an extension of time, deferred, supplementary or alternative assessment, or late withdrawal without academic penalty 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, academic and administrative staff of the University with the ability to identify the in-progress assessment status of the student 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, based on any marks recorded. Where no mark has been recorded the default grade will be NN (Fail) 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 VET programs:
a) Graded assessment
b) Non-graded assessment.
3.2 Where graded assessment is used in VET 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 VET programs instructions.
4 Management of student results
4.1 Responsibility for determining and recording results
4.1.1 The Dean/Head of School is responsible for ensuring that valid results are accurately determined and grades are uploaded to the official student database by the prescribed date for all students enrolled in courses managed by that school to enable them to be published by the advertised results publication date for the respective teaching period.
4.1.2 Where graded assessment applies and the final result has been calculated on a numeric basis, the Dean/Head of School must ensure that the appropriate mark is recorded for each course.
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 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
Changes to grades are to be managed in accordance with the following procedures.
4.3.1 Changes to interim results
a) A dean/head of school may authorise a change to an interim result for a course owned by that school on or after the advertised date for publication of results for a specified teaching period, but before the expiry of the interim result.
b) The Academic Registrar may authorise the conversion of interim results to default final results after the expiry of interim grades.
c) Where a school wishes to change an expired interim result that has yet to be converted to a final result by the Academic Registrar, the change must be treated as a change to a final result and be managed in accordance with the next section of this procedure.
All changes to results must be recorded using the University approved amendment to grades form.
4.3.2 Changes to final results (or expired interim results) or entry of a result (where a result was originally left blank by the school)
4.3.2.1 The Deputy Pro Vice-Chancellor (Learning and Teaching) of a college may authorise a change to an existing final result (or expired interim result) or entry of any result for a course owned by that college on or after the advertised date for publication of results in any of 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;
b) A dean/head of school recommends a change to an original result due to the identification of a documented error by the school or assessor responsible for the course, the outcome of which changes the original result;
c) A College Appeals Committee recommends a change to the original result, after hearing an appeal against assessment;
d) As a result of a decision by the University Appeals Committee or the Discipline Board;
e) Where a result was left blank at the advertised date for publication of results and a final result has now been determined;
f) Where a lapsed interim result has been converted to a final fail result by the Academic Registrar and the school has since determined another final result;
g) Where a school had originally entered a fail result for a course but subsequently identified that the student is entitled to be awarded a Pass by Compensation for that failed course;
h) Where a school had originally entered a fail result for a course but the course assessment committee subsequently identified that the student is entitled to a supplementary assessment which has resulted in the student being awarded a supplementary pass for the course.
4.3.2.2 Where an entry or amendment of 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 Appeals Against Assessments Policy), 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 on the University approved amendment to grades form.
4.2.3.4 Where a final result is changed or entered in accordance with this section the Dean/Head of School must:
a) notify the student within two working days of the change;
b) provide a copy of the amendment to grades form to the Academic Registrar within 10 working days of the approval; and
c) place a copy of the documentation on the student file maintained by the school
5 Grade Point Average scheme
5.1 A four point grade point average scheme applies to non-research higher education and vocational education and training programs that utilise graded assessment. The grade point average is determined via a numerical calculation, weighted by credit points (higher education) or student contact hours (vocational education and training), 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) or student contact hours (vocational education and training) 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 the Assessment: student results grade tables instruction (unresolved).
5.5 The grade point average score is included on the official student transcript for those programs to which it applies.
[Next: Results grade tables ]