Policy Finalisation and Publication of Student Results Procedure

Finalisation and Publication of Student Results Procedure


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Intent

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

Scope

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.

Definitions

Except where otherwise indicated in this policy, the definitions used in this policy are found in 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.

Procedure

1. Assessment and Certification

1.1 The Associate Dean, Learning and Teaching 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 College, and results entered into the Student Management System by the College. 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

2.2.4 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

2.2.5 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 Associate Dean Learning and Teaching.

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..

4. Update of Interim Results or Correction of an Error

4.1 The update of interim 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 final result may only be changed in the following circumstances with the appropriate documentation and explanation (if applicable):

4.2.1 Correction of an error

4.2.2 Outcome of Withdrawal without Academic Penalty as detailed in the Coursework Enrolment Procedure.

4.2.3 Outcome of an action under the:

4.2.3.1 Review and Appeal of Final Subject Result Procedure; or

4.2.3.2 Academic Misconduct Procedure

Related policy instruments

Student Results Policy

Academic and Student Delegations Register

Learning Teaching and Assessment Policy

Review and Appeal of Final Subject Result Procedure

Special Consideration Procedure

Academic Misconduct Procedure

Coursework Enrolment Procedure

Schedules/Appendices

Nil

Administration

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

Approval Details

Policy Domain

Student Services

Policy Sponsor

Deputy Vice Chancellor, Students

Approval Authority

Deputy Vice Chancellor, Students

Date for next Major Review

09/12/2026

Revision History

Version

Approval date

Implementation date

Details

Author

22-230/09/202230/09/2022Minor review – amend delegation to College Deans for ratification of resultsDirector, Student Services and Director, Academic Quality and Strategy

22-1

09/12/2021

01/01/2022

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

Deputy Director Student Services (Acting)

17-2

23/11/2017

23/11/2017

Updated role title to reflect current organisational structure

Quality, Standards and Policy Officer

17-1

6/04/2017

26/05/2017

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

16-2

3/11/2016

7/11/2016

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

Acting Director, Student Services

16-1

28/01/2016

28/01/2016

Procedure established

<Name and role of procedure author>

Keywords

results, certification, ratification, publish results, final results

Contact person Deputy Director, Student Services