Finalisation and Publication of Student Results

Intent

This policy determines arrangements relating to the certification, ratification and publication of subject results.

Scope

This policy applies to the finalisation and publication of subject results for coursework subjects. This policy does not apply to the finalisation and publication of results for non-coursework subjects.

Key Objectives

To ensure all policies and related procedures, standards and guidelines are written, presented, formally approved and implemented using standard formats and procedures.

To ensure that all policies are promulgated, monitored and reviewed in an effective and timely manner.

To ensure that all policies are accessible by the University community, key stakeholders and general public.

Definitions

The Results Publication Date is the date that ratified subject results are made available to students.

Policy and Procedures

1. Each study period shall have a designated Results Publication Date which is approved by Academic Board for each calendar year. The Results Publication Date shall be no less than 14 calendar days and no more than 28 calendar days from the designated End Date for the study period. The results for subjects taught in the Study Period shall be released on the Results Publication Date for that study period.

2. All subject results shall conform to the University’s standard system of reporting grades.

3. Subject results must be ratified by the date designated by the Director, Student Services and Administration to enable results to be released by the Results Publication Date.

4. It is the responsibility of Heads of School to ensure that subject results are certified, and the responsibility of Pro-Vice-Chancellors to ensure that subject results are ratified, by the designated ratification date.

5. It is the responsibility of Subject Coordinators to ensure that all staff marking assessable items in the subject are informed of deadlines for the completion of marking and submission of results.

6. The Subject Coordinator, or other staff member authorised by the Head of School, shall enter into the Student Information System, the recommended grade for each student enrolled in a subject in a particular study period by the date specified by the Head of School.

7. During the results certification and ratification process, other than in exceptional circumstances, a student’s subject result will not be amended without consultation with the Subject Coordinator and the Head of School.

8. Each School shall have a School Assessment Committee, which shall meet after the end of each study period in which the School has offered subjects, including block mode subjects. The School Assessment Committee for this purpose will comprise the Head of School, or nominee, as Chair and the Subject Coordinators (or their nominees) of subjects offered by the School in that study period. The quorum for the School Assessment Committee should be at least one half of the relevant Subject Coordinators, plus the Chair. Where a quorum is not obtained, the Chair shall act on the Committee’s behalf.

9. The School Assessment Committee shall make recommendations to the Head of School on the final grade for each student enrolled in each subject offered during that study period. In considering the grades recommended by the Subject Coordinators, the School Assessment Committee shall:

9.1 review the grade distribution for each subject with reference to University policy on the distribution of grades ensuring that any modification or scaling of marks has been applied fairly, systematically and for sound academic reasons; and

9.2 ensure the grades awarded properly reflect the levels of performance of individual students; and

9.3 ensure the grades awarded are in accordance with relevant University, Faculty and School policies; and

9.4 review the grades of individual students who have applied (a) for special consideration, or (b) to sit a deferred examination.

10. The recommendations of the School Assessment Committee shall be properly recorded and signed by the Chair.

11. Following the receipt of the recommendations of the School Assessment Committee, and by the date specified by the Faculty Pro-Vice-Chancellor, the Head of School shall certify to the Faculty Pro-Vice-Chancellor the subject results for that study period. In doing so, the Head of School is confirming that the procedures outlined in Clause 9 have been undertaken.

12. The Pro-Vice-Chancellor of the Faculty delivering the subject, or other officer as authorised in the University’s Enrolment Delegations Schedule (hereafter called authorised delegate), has the responsibility of ratifying all final subject results and approving their release for publication.

13. The Faculty Pro-Vice-Chancellor, or authorised delegate, shall:

13.1 consider the grades certified by the Head of School; and

13.2 review the grade distribution for each discipline with reference to University policy on the Distribution of Grades; and

13.3 ratify the final results for subject offerings of the Faculty when satisfied that the correct procedures have been followed and the grades awarded are in accordance with relevant University and Faculty policies.

14. The Faculty Pro-Vice-Chancellor may choose to establish one or more Faculty Assessment Committees to assist with the procedures outlined in Clause 13 and to make recommendations to the Faculty Pro-Vice-Chancellor regarding the final subject results.

15. Following the Result Publication Date for the relevant subject offering, a student’s subject result may only be changed in the following circumstances:

15.1 if authorised by the relevant Faculty Pro-Vice-Chancellor, in consultation with the appropriate Subject Coordinator and Head of School where a final subject result has been delayed pending:

15.1 the outcome of a supplementary, deferred or special examination; or

15.2 the outcome of an allegation of Student Academic Misconduct made against the student; or

15.3 completion of an assessment process;

15.2 if authorised by the relevant Faculty Pro-Vice-Chancellor when satisfied the change is needed to correct an error;

15.3 if authorised by the Director, Student Services upon the outcome of a review of assessment conducted according to the relevant ‘Review of Assessment and Student Access to Scripts and Materials’ policy;

15.4 if a grade of ‘RW’ remains unresolved twelve months from the Results Publication Date, the result shall be changed to an ‘X', other than in exceptional circumstances and with the approval of the relevant Faculty Pro-Vice-Chancellor.

16. Faculty Pro-Vice-Chancellors are required to report annually to Academic Board, in the format requested by Academic Board, on the distribution of grades within and across disciplines and between locations where subjects are delivered.

Related documents, legislation or JCU Statutes

Principles of Good Assessment - Guidelines for Teaching Staff

Approval Details

Modification History