Policy Academic Governance Finalisation and Publication of Student Results Procedure

Finalisation and Publication of Student Results Procedure

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This Procedure supports the Student Results Policy by outlining the arrangements relating to the certification, ratification and publication of subject results.

This Procedure addresses Higher Education Standards Framework Standard 1.5: Qualifications and Certification.


This Procedure applies to the finalisation and publication of subject results for all students undertaking undergraduate and postgraduate coursework subjects at James Cook University (JCU) in Australia, Brisbane, Singapore and JCU Online.

This Procedure does not apply to students undertaking postgraduate research subjects.


Except where otherwise indicated in this procedure, the definitions used in this procedure are found in the Student Results Policy or the Policy Glossary.

Academic Unit - refers to the college or other units of the University with a result responsibility.

Certify or Certification - refers to endorsement of results.

Ratify or Ratification - refers to the expression of approval of results.

Correction of an Error - refers to administrative errors only.  For example, incorrect data entry or miscalculation of marks.


1. Assessment and Certification

1.1 The Associate Dean, Learning and Teaching (ADLT) specifies the date by which subject result sheets are submitted to the College Assessment Committee.

1.2 Subject Coordinators are responsible for compliance with deadlines for completion of marking and the submission of results.

1.3 The Subject Coordinator enters into the subject result sheet/file all assessment marks and the recommended result for each student enrolled in a subject in a particular study period.

1.4 Each College shall have one or more College Assessment Committees that shall meet after the end of each Study Period in which the College has offered subjects.

1.4.1 Each College Assessment Committee will be chaired by the College Associate Dean, Learning and Teaching, or nominee.

1.4.2 Each College Assessment Committee shall comprise at least the following academic staff:

  • Academic Head; and
  • Course Coordinators; and
  • Subject Coordinators of subjects offered by the College in that Study Period and under the consideration by that College Assessment Committee.

1.5 The quorum for each College Assessment Committee is 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.

1.6 The College Assessment Committee(s) shall make recommendations to the College Dean on the subject result for each student enrolled in each subject offered during that Study Period. In considering the results recommended by the Subject Coordinators, the College Assessment Committee(s) shall:

1.6.1 review the allocation and distribution of results for each subject, ensuring that any moderation or scaling of marks has been applied fairly, systematically, and for sound academic reasons and in accordance with the Subject Outline; and

1.6.2 ensure the results awarded properly reflect the levels of performance of individual students; and

1.6.3 ensure that the awarding of the final subject result in a chained subject sequence considers the full chain of subjects.  The final chained subject result is considered to be the final subject result for each subject within the chained sequence; and

1.6.4 ensure the results awarded are in accordance with relevant University policies; and

1.6.5 review the results of individual students who have been granted special consideration in accordance with the Special Consideration Procedure.

1.7 The minutes of the College Assessment Committee shall be recorded accurately, signed by the Chair and archived by the Academy, and results entered into the Student Management System by the Academy. The minutes will be considered the certification of the results.

2. Ratification

2.1 The certified results of the College Assessment Committee will be sent to the Singapore Campus Examination Board which shall (as per CPE requirements);

2.1.1 confirm that the procedures outlined in Clause 1.6 have been undertaken for all JCUS candidates;

2.1.2 review the allocation and spread of the certified results; and

2.1.3 endorse the certified results for ratification.

2.2 The certified results of the College Assessment Committee will be sent to the College Dean who shall;

2.2.1 confirm that the procedures outlined in Clause 1.6 have been undertaken;

2.2.2 review the allocation and spread of the certified results

2.2.3 ratify the final results for subject offerings of the College when satisfied that the procedures have been followed and the results awarded are in accordance with relevant University policies; and

2.2.4 advise the relevant Academic Unit to flag the results in the Student Management System as ratified which will be considered the approval of the release of the results for publication.

2.3 During the results certification and ratification process, a student’s subject result will not be amended without consultation with the Subject Coordinator and the College ADLT.

2.4 For subjects administered within the Academic Program Quality Directorate, the Assessment Committee will be convened at the work unit level, the Academic Head will assume the responsibilities assigned to the ADLT under this procedure, and the Director, Academic Program Quality will assume responsibilities assigned to the College Dean under this procedure.

3. Interim Results Timeframes

3.1 The interim results of AP and RP must be finalised as soon as practicable however no later than 8 weeks after the Result Publication Date for the Study Period in which the subject was ran.

3.2 The interim results of FSE, FSA, SPE and SPA and ED must be finalised as soon as practicable, however no later than 4 weeks after the student has sat or submitted the deferred, special or supplementary examination or assessment.

3.3 The interim result of PP (Placement Pending) must be finalised within 12 months of the Result Publication Date for the study period in which the subject was ran.

3.4 Interim results not finalised within the timeframes set out in Clauses 3.1, 3.2 and 3.3 shall be reviewed by the College Assessment Committee under Clause 1 and 2 of this procedure who shall:

3.4.1 approve a final result of X or F; or

3.4.2 accept a revised finalisation date presented by the Subject Coordinator and maintain the interim result with a final result to be applied immediately after the revised finalisation date has passed.

3.5 For subjects added to a student’s record for the purposes of recording exchange studies (subject prefix of IS), Student Services will automatically amend any interim result to Withdrawn once a result for the exchange studies has been assessed under the Credit Transfer Procedure.

4. Update of Results or Correction of an Error

4.1 With the exception of Clauses 4.2.2 and 4.2.3 the update of results or correction of errors will be processed under Clause 1 and 2 of this procedure.

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

4.2.1 Correction of an error with appropriate documentation and explanation.

4.2.2 Outcome of Withdrawal without Financial and Academic Penalty application, as detailed in the Student Special Circumstances Policy and Withdrawal from Subjects Without Financial and Academic Penalty Procedure.

4.2.3 Outcome of an action under the: Academic and Statutory Decisions Review and Appeal Procedure; or Academic Misconduct Procedure.

5. Record Keeping Requirements

5.1 All materials including spreadsheets, minutes and approvals which are presented to the College Assessment Committee meetings must be retained in an appropriate University-approved record keeping system for a minimum of 2 years after the meeting is held.

5.2 Access rights to these materials will be provided to the appropriate levels and roles of staff who require them for information purposes, including but not limited to ADLT’s, Deans, Directors, Course Coordinators and the Student Matters team for the purposes of Reviews and Appeals.

6. Annual Audit Requirements

6.1 To ensure good governance, there will be a regular audit conducted at the start of each year for the previous year to ensure all Colleges have appropriately stored their assessment committee documentation as per Clause 5.1. This audit will be undertaken by the Manager, Academic Services. The College Dean will be notified of the audit findings for follow up and action as deemed necessary.

Related policy instruments

Student Results Policy

Academic and Student Sub-delegations Register

Learning Teaching and Assessment Policy

Student Review and Appeals Policy

Academic and Statutory Decisions Review and Appeal Procedure

Special Consideration Procedure

Academic Misconduct Procedure

Student Special Circumstances Policy

Withdrawal from Subjects without Financial and Academic Penalty Procedure




NOTE: Printed copies of this policy are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Policy Domain

Academic Governance

Policy Sub-domainStudent Experience

Policy Custodian

Deputy Vice Chancellor, Education

Approval Authority

Academic Board

Date for next Major Review


Revision History


Approval date

Implementation date



24-103/06/202419/06/2024Updated record keeping requirements, and clarified delegations and responsibilities.

Director, Student Services, Director, Academic Program Quality

23-117/04/202316/05/2023Amended Academic Penalty decisions as addressed under Student Special Circumstances Policy suiteDeputy Director, Student Services
22-230/09/202230/09/2022Minor review – amend delegation to College Deans for ratification of resultsDirector, Student Services and Director, Academic Quality and Strategy




Procedure reviewed and amended to reflect current processes and implement timeframes for finalising interim results

Deputy Director Student Services (Acting)




Updated role title to reflect current organisational structure

Quality, Standards and Policy Officer




Amendments made as part of review of policies and procedures associated with grades and results. Refer to Education Committee Minutes (2/17) 6 April.

Manager, Student Finance and Examinations




Minor amendments: Removal of ‘nominee’ from clause 3; Addition of definitions for ‘Ratify’ and ‘Certify’.

Acting Director, Student Services




Procedure established

<Name and role of procedure author>


results, certification, ratification, publish results, final results

Contact person Deputy Director, Student Services