Post-Board RPS Handbook for UG - Registry use only

REGISTRY POST EXAM BOARD HANDBOOK
HOW TO UPDATE RPS
JUNE 2014
A
RPS OUTCOMES
Decision outcomes – screen shots
Advice on other outcomes
B
ISSUES RELATING TO REASSESSMENT
Screenshots on how to flag reassessment – Appendix A
Examples of voluntary reassessment and compulsory choice
C
OUTCOMES FOR STUDENTS WHO MUST CHANGE COURSE
D
CAPPING AND REINSTATING MARKS
Examples of how to cap tricky cases Appendix B
E
AWARDING PRIZES AND DEAN’S LIST
F
AWARDING CREDITS
UNAWARDING CREDITS
G
EXTENDING THE MAXIMUM PERIOD
(new info is given in yellow)
1
Registry Post Exam Board RPS Handbook – JUNE 14 VERSION
SECTION A - OUTCOMES
RPS OUTCOMES – UG STUDENTS
Progress
Outcome
Progress Description and additional notes
SRDB
backload Interim
assessment
CERTHE
Certificate of Higher Education (CERX in IA)
Required to change to a 3-yr course. Used only after student has
CHANGE3YR
failed a year abroad or placement year.
Must change course and undertake reasessment
(normally used in stage 1 where student can’t continue on current
CHANREAS
ALRE
course but still need reassessment. It could be where a stage 2
student is on a 4-yr course and fails a module in June.)
Required to change course
(normally where student has failed a core module 3 times but
could transfer to another course where it isn’t core)
CHCOURSE
SRDB
Final
Assmt
OTCW
ALTC
ALTP
SELECT DECISION AND THEN CHOOSE CHCOURSE OR
LEAVE
Required to change course with credits awarded
CHCRSWCR (used for stage 1 students where by changing course they can
have credits awarded for a non-core fail as mark is 35-39 and
stage mark is 45%)
DECISION A progression choice is required by the student
FAIL
Fail
Choose to leave University
LEAVE
(used when students are given the option of either changing
course or leaving)
SELECT DECISION AND THEN CHOOSE CHCOURSE OR
LEAVE
Did not complete the work of this stage
NONCOMPL
(used when students are absent from all exams)
Pass
Proceed to the next stage carrying 15 failed credits
PASS15
(used in stage 1 or 2 AFTER reassessment only)
Proceed to the next stage carrying 30 failed credits
PASS30
(used in stage 1 or 2 AFTER reassessment only)
Pass with Distinction and included on the Dean’s List for
PASSB
Excellence (stage P and 1)
PASSCOND Pass subject to Year Abroad/Industrial Placement ratification
Pass With Credits
PASSCR
(used for modular students)
Pass with Distinction (UG)
PASSD
(final year foundation degree students)
PASS
ALCA
DECI
FAIL
CCNO
NOTC
SUCC
SU15
SU30
SUCB
SUCS
TAKC
SUCD
2
Proceed to next stage with Credits awarded
PASSFCA
(used in stage 1 where they can have credits awarded for a noncore fail as mark is 35-39 and stage mark is 45%)
Pass and included on the Dean’s List for Excellence (stage 2 and
PASSL
Placement Year)
Pass with Merit
PASSMRIT
(final year foundation degree students)
Pass No Credits
PASSNOCR
(used for modular students)
Voluntary reassessment has been offered, may choose to proceed.
Usually in cases of ext circs where the student has passed all
PASSVOL
modules.
SELECT DECISION, AND THEN CHOOSE PASSVOL AND
RESIT
Proceed to next stage with 15 credits failed
PASSWFC
REASSMNT
REPCRSE
REPEATMC
REPEATYR
RESIT
RESITCHE
SUCCGRAD
SUCCREAS
SUCCHOUR
TRAIL
TRANSAME
UCEREXIT
UDIPEXIT
WAIT
(used in stage 1 where they can have 15 credits awarded for a
non-core fail as mark is 35-39 and stage mark is 45%, but have
also failed 15 credits with a mark above 20.)
Reassessment required in following year - without attendance
Repeat Specified Courses Part time
Repeat the year: subject to obtaining a medical certificate
WTYC
Repeat Year
Reassessment required
WRST
(used for summer reassessment)
Reasessment for the Certificate of Higher Education only
WRCH
(International Academy only)
Graduate without undertaking voluntary reassessment
Graduate and return to undertake voluntary reassessment
SUGR
Passed subject to completing required practice hours
(HHS only)
Trail Specified Modules
(used in stage 2 at resit bd stage, or in HHS where placements
being trailed)
Transfer to same stage of new course
(used normally in stage 1 where student has already indicated that
they want to transfer to a new course)
Not eligible to proceed - Certificate of HE awarded
Not eligible to proceed - Diploma of HE awarded
No result yet decided
WAIT
WITHDRAW Required To Withdraw
SUCA
SUCL
SUCM
TAKN
SUCV
SUCF
WTEX
RPCR
WTYR
SUCG
SUCH
SUCT
ALTR
OTCW
OTDW
FAIL
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3
Additional Notes about Outcomes
‘DECISION’ OUTCOME
If the student is being offered choices by the Exam Board you must make them DECISION and specify the choices
[see below for instructions]. As normal you will need to flag any reassessment for September or next May/June if the
student is offered resits or reassessment without attendance. You also need to tick the part-time box on the
Reassessment Screen if the student is offered the chance to take modules part-time (p/t is unlikely to be a June Board
decision).
Students must make their decision online by 22 July.
i)
How to change the progress outcome
You need to change the student’s overall progress outcome. Go back to the main screen and click on the Year
Mark/Progress button.
Additional Step for Final Years who are being given the choice of graduating or graduating and returning for
reassessment in a failed final year module
These students are in the unusual position of needing to have both a degree classification and a progress outcome.
The system won’t let you have both unless you tick the Vol Resit box first. You will then be able to continue with the
next step and choose the progress outcome.
4
ii)
How to give them a choice of outcomes
If you are offering the student a choice of outcomes you must change the outcome to DECISION.
A ‘Choices’ box will then appear. Click on the box to go into a Progress Choices screen.
5
Click on the drop down arrow to select the first relevant outcome.
Press ADD to select a choice.
Repeat to add the next outcome
Press ADD to select the choice. Then SAVE
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6
ADVICE RELATING TO OTHER OUTCOMES
Final Years who fail something
a) SUCCGRAD AND SUCCREAS
These are outcomes for final years who have met the criteria for graduating but have failed a module in the final year.
They can choose either to graduate without undertaking vol reassessment or graduate and return for vol
reassessment. You would make them DECISION and give them both these outcomes.
Reassessment would be flagged as voluntary.
If you need to use this for a Foundation Degree students who would otherwise get a Merit or Distinction, please note
that the outcomes will be over-written by DECI so you will need to add a comment in the ‘Notes for Students’ field to
tell them they had a Merit or Distinction. CRT would have to do manual intervention after backload to make the
graduation record correct.
b) UDIPEXIT AND RESIT
Outcome for final years who have failed the degree and have choice of leaving with a Dip HE or resitting. NB – they
might have a mixture of compulsory reassessment and can have one voluntary attempt in the balance of credits up to
60 credits.
WAIT
If a student is still under investigation for an academic offence, their result cannot be finalised by the exam board.
They must be made WAIT. For final years, you must input the WAIT in the degree level if they already have a degree
classification showing.
PASS15 or PASS30 [used only where students have undertaken reassessment]
If a student is eligible to proceed carrying failed credits, they will be given one of these outcomes but the Board must
still offer them the chance to undertake further reassessment if they have not already had three attempts at the
assessment. You would therefore change them to DECISION.
There is no need to flag the individual modules as voluntary, since if the student chooses to undertake reassessment
then it will be compulsory.
PASS15 or PASS30 Outcome for Law students [after reassessment]
If Law students are being given the opportunity to proceed carrying a fail to a non-qualifying law degree, then you
need to put the following comment in the ‘Notes for Students’ field.
‘If you proceed carrying the fail, you will not be eligible for a Qualifying Law Degree’
If they haven’t already had 3 attempts, they would be offered another attempt – as part of a DECISION outcome.
STUDENTS WHO ARE ABSENT FROM ALL EXAMS WITHOUT EXPLANATION
The Exam Board would have required them to withdraw. You need to change the overall progress outcome to
NONCOMPL.
STUDENTS WHO ARE ABSENT FROM THEIR COMPULSORY REASSESSMENT [normally Sept]
The Exam Board will require students to withdraw if they did not undertake all the compulsory reassessment they
were due to take without any explanation. They can be made NONCOMPL. In the case of absence from exams,
leave the ABS on the grid and in the case of non-submission of coursework, leave the 0.0 on the grid. Do not
reinstate the June module mark.
If students chose to take voluntary reassessment and are then absent from voluntary exams then the Board will
reinstate the June module aggregate, but leave the ABS on the grid.
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SECTION B – FLAGGING REASSESSMENT
See Appendix A for details on how to flag reassessment.
a) STUDENTS OFFERED VOLUNTARY REASSESSMENT/CHOICE OF MODULES
There are several scenarios where a student might be offered voluntary reassessment or a choice of modules
in which to be reassessed:
i)
Student has passed everything but is offered voluntary first sits in light of ext circs



ii)
Student has failed a module and is required to do an exam, but offered voluntary reassessment in c/work
due to ext circs.


iii)
Give them an overall progress outcome of RESIT
Flag the exam as compulsory and the c/wk as voluntary.
Student in stage 2 has undertaken reassessment and can proceed, but has still failed a max of 30 credits.
Where student has only had 2 attempts:


iv)
Give them an overall progress outcome of DECISION and then choose PASSVOL and RESIT
Flag the relevant modules as vol first sits
If they are given a limit – ie. They can take no more than 60 credits, then you need to add a note in
the ‘Notes for Student field’ – accessible from the ‘Additional Info’ button.
Student would be offered the choice of proceeding carrying the fail or undertaking reassessment.
Give them an overall progress outcome of DECISION and then choose RESIT and PASS15 or
PASS30.
Flag the reassessment as compulsory, since if they choose the overall option to undertake a resit
they must do it.
Student is in the final year and offered chance to graduate and also return to take voluntary
reassessment.
o Student would be given the progress outcome of DECISION and then choose SUCCGRAD and
SUCCREAS. Flag the failed module for voluntary reassessment in Sept. [NB – if the
student has not met the criteria for graduating and must do a mixture of compulsory and
‘voluntary’ reassessment this is handled differently – see Appendix A below for how to flag
reassessment]
b) STUDENTS IN STAGE ONE OF 4-YR COURSES WHO DO NOT OBTAIN 53% STAGE MARK
Students are required to achieve a minimum stage mark of 53 on all courses with a compulsory stage or term
abroad. Our 4-year Rules of Assessment already state what will happen if students do not achieve the
minimum stage mark (see below), but we developed a procedure for Exam Boards to ensure consistence
across all faculties.
“ 4.1.2 If a student does not meet the requirements to progress:
where the student is on a course with a compulsory stage or term abroad and has passed all modules
but has not achieved the minimum stage mark, the student may undertake reassessment in one or
more modules (up to a maximum of 60 credits) in order to improve the stage mark. Although the
marks achieved at the first attempt will remain on the student’s record, the ‘raw’ marks achieved after
reassessment (that is, the actual marks obtained) will be used to calculate whether the student has
achieved the required stage mark. A student who has passed all modules but who has not achieved
the minimum stage mark required for a course with a compulsory year or term abroad may be
permitted to transfer to a course which does not include a year or term abroad instead of undertaking
reassessment.”
8
Procedure in cases where students have below 53% for a Stage Mark

If they have passed everything and have another course to which they can transfer, give them DECISION
as outcome and choose CHCOURSE and RESIT.

If students have achieved a module mark below 40% in 60 credits they must be given compulsory
reassessment across the summer and the raw marks used to determine whether they have achieved an
overall stage mark of 53%. All modules to be flagged for compulsory reassessment.

If students have a module mark below 40% in 15, 30 or 45 credits they must be reassessed across the
summer. Those failed modules to be flagged as compulsory. Additionally, they should be offered
compulsory choice reassessment across the summer in the balance of credits up to the maximum of 60.
You will need to set a min and max range of credits for the ones they can choose between. The raw
marks will be used to determine whether they have achieved an overall stage mark of 53%.

The Resit Exam Board will review the marks in order to determine whether students have met the
requirements for progression. The marks for modules which were failed in June will then be capped, and
the June marks for modules which were passed in June will be reinstated.

Students who have some form of reassessment and a year mark below 53% will also be offered the
opportunity to transfer to an appropriate 3-year course. In which case you should give them DECISION
as an outcome and choose RESIT and CHANREAS as options. You will need to indicate the 3-yr course
to which they can transfer (eg BA History (3yr) and JACS code)

Following reassessment the stage mark should be left at the June mark (this may need to be adjusted to
take into account the marks for modules which were originally failed and have now been passed). A
comment should be made in the ‘notes for student’ field to show the student had met the threshold of
53%.
c)
Checking what was flagged from the June Boards [September note]
RPS operates on seasons. June/July boards are classed as ‘summer’, resit boards and the PGT final boards
come under ‘autumn’ and virtual boards held from mid December onwards (i.e mopping up PGT
extensions/reassessment etc) are classed as ‘winter’.
On the reassessment screen, any flagging you do after the September boards will therefore come under the
‘autumn season. If you want to look back at what was flagged in June, you need to choose ‘summer’ from the
drop-down ‘season’ box. The same principle works if you are looking at the exam mark screen on the main
student record database.
d) PART-TIME FEES [mainly a September note]
Tick the part-time box in the reassessment screen for the selected module(s).
Fees depend on their fee status and the course they are taking. Details are published at XXXX [being updated]
How/when do the fees get input - [to review process in time for 14/15 yr]
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9
SECTION C
STUDENTS WHO ARE CHANGING COURSES/MUST CHANGE
COURSES
STAGE ONE SUMMER ASSESSMENT IN ORDER TO CHANGE COURSE
These cases will need to be handled manually as their summer assessment won’t be on RPS.
This is where a student has been given the chance to undertake assessment in a module they haven’t taken. The key
point to note for exam board follow-up is that the standard rules of assessment still apply. A student can only
undertake reassessment and assessment in a maximum of 60 credits.
After the board you will need to write to the student to explain whether they can or can’t take the additional
assessment.
On 22 July, please provide the Exams Office with a list of students who must undertake assessment over the summer
for your faculty.
STUDENTS WHO MUST CHANGE COURSE (see below for details on how to amend screens)
Sometimes a compulsory change of course is the only thing a board can decide (i.e because a student has exhausted
reassessment attempts and has still failed a core module). Some students may not want to change course. We
would make the overall outcome DECISION and then list the appropriate choices.
If they are eligible for an exit award this can be given as a choice. However, if they are in Stage 1 they won’t be
eligible for an exit award, so we want to give them the choice of saying that they would rather choose to leave the
University. Therefore we have an outcome of LEAVE (=Choose to leave the University (CCNO).
The following outcomes involve a change of course:
CHCOURSE - Required to change course
(ALTP)
This is typically used in September when students have failed a core module but could transfer to
another course where it is not core and thereby carry the failed credits. It must be used as part of a
DECISION outcome with LEAVE as the other outcome.
CHCRSWCR - REQUIRED TO CHANGE COURSE WITH CREDITS AWARDED (ALCA)
This is typically used in September when Stage 1 students have failed a core module but could
transfer to another course where it is not core. Then they could have the credits awarded because
they would then meet the criteria for award of credits in a non-core module.
TRANSAME - STUDENT IS CHANGING COURSE (repeating same stage of study) (ALTR)
It is to be used when a student is being offered a repeat year on their current course, but the grid
shows they have already been given permission to change to the same stage of a new course (e.g
st
st
studying 1 year Psychology but now wants to go to 1 year History). It gives the student the chance
to confirm that they would rather transfer to the same stage of their new course rather than taking the
reassessment on their old course.
CHANREAS - Must change course and undertake reassessment (ALRE)
normally used where student can’t continue on current course but still need reassessment over the
summer. For example, student in Stage 2 of a 4-yr course who has failed a module in June. They
would be offered chance to undertake reassessment over summer but would also have to change
course (to a 3-yr course).
10
How to Update RPS - Students who are Required to Change Course
Go into the Year Mark/Progress Screen
Give the student an overall progress outcome of Decision and then go into the decision screen.
They would be given the outcome of CHCOURSE and LEAVE
First, choose CHCOURSE from the drop down list.
Press Add
You will then get the chance to input details of their new course. Either type in the JACS code, title of new course and
length (i.e 3-year), or give general info – e.g., 3-yr course in the Government Department.
Press SAVE.
Then choose LEAVE as the next outcome and Press Add and SAVE.
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11
SECTION D – CAPPING AND REINSTATING PREVIOUS MARKS
a) CAPPING MARKS FOLLOWING REASSESSMENT
Marks for year 3 students must be capped BEFORE the grids are printed as we must ensure we have accurate
degree marks.
Marks for year P/1/2 students can be capped after the Exam Board.
Unless the reassessment is a first sit due to ext circs, the module aggregate mark will need to be capped at 40.


Go into the marks entry screen and select the student.
Against the relevant module, tick the cap box on the right hand side of the aggregate mark.
See Appendix B for details of how to deal with tricky cases.
b)
REINSTATING A PREVIOUS MODULE MARK IF IT IS HIGHER [mainly SEPT]
The Exam Board can reinstate the previous module mark if the student has taken the reassessment but the
original mark is higher. This will be used mostly in September and the notes below reflect this. Please note that
Boards CANNOT reinstate a module mark from the previous year for a student who is repeating the year.
After the board you need to:





change the CM rule to 00 and impose the previous module aggregate mark in the aggregate field.
Leave the mark for the resit coursework/exam on the grid for the student to see.
Write the following into the overall ‘Notes for Students’ Field. ‘June aggregate mark reinstated as
higher than September mark’.
If a student is absent from the voluntary reassessment just impose the June module aggregate mark.
Do not remove the voluntary flag.
You still need to impose the June mark even if the student is being required to undertake
reassessment next year.
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12
SECTION E – AWARDING PRIZES – and the Dean’s List
A) Distinctions and the Dean’s List
We no longer have to tick a box on the ‘Prizes screen’ to award a distinction. Hooray! The web results/transcripts
have been amended to take the data based on the overall assessment outcome.
PASSB = Pass with Distinction and Included on the Dean’s List for Excellence
PASSL = Pass and Included on the Dean’s List for Excellence
Template letters will be created which can be sent to students.
In Humanities and SCi & Health the letters will be sent electronically in the same way as other outcome letters.
However for SS – Todd Landmann wants to sign all the letters, so the SS Admin Assistant will need to amend those
letters to come from Todd. They will then need printing onto headed paper for signing. A copy will need to be
uploaded to ESF.
B) Awarding Prizes
Go into the Year Mark/Progress Screen
Click on the Prizes/Distinction box
13
If the list of prizes and the expand button isn’t already showing, click ADD.
Then click on the expand button to see the list of prizes available in that department.
Choose a Prize and then click on ADD and SAVE.
If the student has won more than one prize. Choose another and select ADD.
If the student has jointly been awarded a prize, tick the Joint Award box.
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14
SECTION F – AWARDING/UNAWARDING CREDITS
a) HOW TO IMPOSE CREDIT
Only Registry users can impose the award of credit. This is only going to occur in two scenarios:

After reassessment if you were awarding credits for a STAGE ONE student because the student
met the criteria (i.e 35% in max of 30 credit’s worth of non-core modules and 45% stage mark)

Because student had an academic offences penalty of resubmission for credit purposes only with
a zero counted in the calculations.
The way you impose credits differs depending of the stage of the student. See instructions below for details.
Students in Stage One
1
Bring up the student on the coursework mark entry screen.
In this case the Board has agreed to award the credits for AR111.
2
TICK ‘CO’ (=condoned credit) BOX next to AR111 (this will award the credits)
15
Students in Stage Two and the Final Stage
There is only one circumstance where you would be awarding credits:

Because the student had an academic offences penalty of resubmission for credit purposes only with a zero
counted in the calculations.
Bring up the student on the coursework mark entry screen.
In this case the student had been given a penalty for CE222 but is being awarded the credits.
Tick the IMP box (impose class) to impose FWC (fail with credits awarded). This will automatically award the
credits
Click on Recalc Upper Levels.
The Credits will then be awarded for the module.
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B
Unawarding credit field on screen
Shows as tick box ‘UN’ on the coursemark entry screen for Registry users only. Be VERY careful not to tick
this box by mistake! It is most likely going to be used by Kirstie for HHS modules. If you have to unaward
credit (and impose a module FAIL class for stage 2 or 3 students) you must do this before backload. See
below instructions.
There are slightly different processes, depending on whether the student is PG or UG, and what year of study a UG is
in. ONLY REGISTRY STAFF WILL SEE THE ‘UN’ BOX AND CAN MAKE CHANGES.
I)
FOR UG STUDENTS IN STAGE P or 1 AND PGT STUDENTS
On the course mark entry screen bring up the relevant candidate.
Tick the ‘UN’ box (which stands for unaward credits)
This will give the student 0 credits for the module.
Grid now shows they have only been awarded 90 credits. As there is no component class for students in Stage P, 1
or PGT, there will be no other info on the grid to show that the credits have been unawarded.
17
II)
FOR UG STUDENTS IN STAGE 2 and FINAL STAGE
On the course mark entry screen bring up the relevant candidate. Find the module you need to unaward the credits
for.
You need to do the following steps in the right sequence or the system will get into a muddle.
1. Tick the ‘IMP’ (=impose class) box and select FAIL from the drop down box in the Module class field.
2. Tick the ‘Un’ box to unaward the credits.
If you mistakenly tick the ‘Un’ box first, you will need to
recalc Upper levels before you can impose the class.
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18
SECTION G – EXTENDING THE MAXIMUM PERIOD
MAXIMUM PERIOD OF STUDY - INCREASES
If the Exam Board agrees to extend a student’s maximum period of study, please make a note in the ‘Notes for
Students’ field. You will also need to update the student records database (SRDB) via the Assessment Screen.
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APPENDIX A – SCREEN SHOTS AND DETAILED GUIDANCE ON FLAGGING REASSESSMENT
There are three possible designations for modules when they are flagged for reassessment:
i)
Voluntary –
a. used in cases of ext circs where an exam board offers the student the chance to undertake
reassessment but it doesn’t matter if the student doesn’t take it.
b. Used where final years are offered chance to graduate AND undertake voluntary reassessment in a
failed module.
ii)
Compulsory - Reassessment must be undertaken in the specified module, no choice given.
iii)
Compulsory with choice – student must undertake reassessment in at least one module, but student has
the choice of modules in which to be reassessed. Limits will be set on the minimum and maximum
number of credits for reassessment. Only modules flagged as compulsory choice need to be included in
the min/max limits
a. Used for students in stage 1 who need to raise Stage Mark to 53%
b. Used for final years who have NOT met the criteria to graduate and are therefore being offered mix of
compulsory and voluntary reassessment.
iv)
NB - only modules flagged as compulsory choice are included in the min/max credit range – ignore any
compulsory modules or voluntary modules when calculating min/max credits
Examples of ranges for Voluntary and Compulsory Choice modules
Profile
a
b
How to flag
modules
Credit range to
set
Meets criteria to graduate but fails 15 or 30 non-core
credits in the final year.
Flag them as
voluntary
Not needed
Final yr. Not carrying any fails.
Flag the Core
module as
compulsory
Not needed
Final Year. Not carrying any fails.
Fails 45 credits in final year inc 30 core credits.
Must resit 30 credit core project module and vol resit
in 15 other failed credits
c
Flag the other 15
credits as
voluntary
Final yr. Carrying 15 fails from previous years.
Also fails 30 non-core credits in the final year
Flag all as
compulsory choice
Min 15 max 30
Fails 60 non-core credits in final year. Must redo 30
and vol in the rest.
Flag all as
compulsory choice
Min 30 max 60
Final year. Not carrying any fails
Flag all as
compulsory choice
Must resit 15 credits and vol resit in 15 other failed
credits
d
e
Final year. Not carrying any fails
Fails 75 non-core credits in final year (but can only
do max of 60 across summer). Only needs to pass
Min 45 max 60
20
45 to graduate, so those are compulsory and 15 vols.
[nb- we would also offer them the chance to repeat
the year/take 75 credits of resits without attendance
as an alternative
f
Final year. Not carrying any fails
Fails 75 credits in the final year including 30 core
credits and 3 x 15-credit’ worth of non-core modules
in final year. NB can only be reassessed in a max of
60 across the summer.
Flag 30 credit core
module as
compulsory
Fail other three
modules as
compulsory choice
Min 15 max 30
Flag all modules
as compulsory
choice
Min 60 max 60
[nb- we would also offer them the chance to repeat
the year/take 75 credits of resits without attendance
as an alternative]
G
Final year. Not carrying any fails.
Fails 90 non-core credits. NB can only be
reassessed in a max of 60 across the summer.
[nb- we would also offer them the chance to repeat
the year/take 75 credits of resits without attendance
as an alternative]
h
st
1 year who needs 53% to go abroad
Flag all as
compulsory choice
Has passed all modules but board offers resit in max
of 60. Identifies that they’d need to do a min of one
30 credit module
i
st
1 year who needs 53% to go abroad
Has failed 30 credits but board offers resit in max of
60.
Min 30 max 60
Flag failed
modules as
compulsory.
Min 30 max 30
Flag the passed
modules as
compulsory choice
21
How to Flag the Reassessment.
Step One – selecting modules for reassessment
Click on the R button against the relevant module. This will take you into the Reassessment screen.
22
New Features of the Reassessment Screen
When you choose the period for reassessment it will automatically display the current academic
year’s date in the box below if the reassessment period is in September. It will show the next
academic year if the assessment is in the next academic year. If there is ever a reason to vary
this, you will need to choose the year manually from the drop-down list.
In rare cases where a module is to be
trailed into the next year, tick the box.[likely
to be RESIT Bd for Stage 2 only]
If the reassessment is different from the normal assessment you will need to input the appropriate
RPS assessment code number. For example, in EBS a module might normally be assessed by
coursework and exam but the reassessment is by exam only. In that case you would need to
choose 03 as the RPS code. If you click on the arrow you can bring up a list of assessment
codes. You can sort them by description or rule number. This will ensure that the mark is
correctly calculated when the grid is run for the next Exam Board.
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STEP 2 – Choosing the Correct Reassessment Info
In this example the student has a compulsory resit to do.
You will flag the Period, First/Resit and Capping fields as normal and add 40 in the capped box. PLEASE DO NOT
AMEND THE ATTENDING/PAYMENT FIELD.
Step 3 – Where the Reassessment Differs from the Normal Assessment
a) Adding notes
If there are specific notes relating to the module, you can add them in the June field. For example, if this is a case
where the reassessment will be in a different format from the normal assessment you could add one of the following
notes:
In cases [such as EBS] where the exam will count as the new module mark:
Reassessment is by exam which will count as 100% of the module mark
Or in cases [such as some Maths modules] where students must compensate for low c/wk via an exam:
You must get a high enough mark in the exam to raise your module aggregate to 40
b) Changing the Coursemark Rule [CM Rule] for calculating the module aggregate
You must also remember to input a new Sep CM rule for modules being reassessed by exam only.
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Step 4 – indicating where a choice of modules for reassessment is given
a) If a student is being given a choice of modules for reassessment you need to flag them as ‘Compulsory
Choice’ on the Reassessment Screen.
b) If the student is being offered both coursework and exam for the same module, it would be sensible to add a
note in the ‘June’ field at the bottom of the Reassessment Screen to say:
If you choose this module for reassessment you must do both the coursework and exam
c) Then you need to set the limits on the number of credits in which he can be reassessed, for example where a
student has 3x15 credit modules flagged but must take 30 credits only.
Go back to the main screen and click on the Additional Information button.
In this screen you need to set the limits based ONLY ON THE COMPULSORY CHOICE modules. Ignore any purely
compulsory or voluntary reassessment.
In this case the student must undertake no more than 30 credits. Set the Max Reassess Credits as 30 and the
minimum as 30.
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Step Three -Giving Further Instructions to Students
There may be times when you still need to give students specific instructions. Input them on the Notes for Students
field.
For example,
‘You must contact Dr XXX in your department for advice”
Or for Stage One students on 4-year courses who are being reassessed to raise their Stage mark to 53%.
‘You must raise your Stage Mark to 53% in order to remain on a 4-year course. Letter to follow.’
Or for Stage Two students on 4-year course who cannot go abroad/on placement as they have failed something:
You cannot go abroad in 14/15. Letter with further information to follow
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Appendix B
How to Apply Capping at UG level
This document sets out examples of how capping will be applied at the Undergraduate level.
1
Current Definition of Capping in the UG ROA
Marks for reassessment will be capped at the module aggregate level only. The actual marks achieved in the
reassessed coursework or exam will be shown on the transcript with just the aggregate showing as 40.
Where variations exist, it may be necessary to apply the capping in a slightly different way. See section 3
below for examples.
2
When to apply capping
Stage P, 1 or 2 students
A couple of years ago the Deans agreed that due to the lack of time available during the preparation for resit
boards, it would be acceptable for capping to be applied as part of the post-board follow-up for students in
stages P, 1 or 2. We also thought it would be fairer to use the uncapped marks when calculating whether a
Stage 1 student had met the requirements for proceeding with a failed module mark of 20 or having credits
awarded for a failed module with a mark of 35 (i.e seeing whether they had a stage mark of 40 or 45). NB This principle is already used in the PGT rules where we used the uncapped marks to determine whether the
taught course average is above 50 when marks are being condoned.
In stage 1 where the stage mark plays a role in the operation of the progress rules, the Deans had agreed that if
the stage mark dropped below a required threshold when capping was applied it should be changed to the
minimum threshold.
example:
student X has been reassessed in 2 modules. He passes one with a mark of 56% and fails the
other with a module mark of 36%. As this is a non-core module he could be permitted to
proceed with credits being awarded as long as the stage mark is 45%. Using the actual marks
the stage mark is above 45, but once capping is applied it drops to below 45. In these
circumstances we would change the stage mark to 45 and award the credits in the failed
module.
Stage 3 students
Module marks for final year resitters must be capped BEFORE the grids are run because we need accurate
degree marks for determining the degree classification.
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3
How to apply capping where there are variations to the rules
The practice for dealing with variations was agreed by the Deans and has been in operation since 08/09.
a)
Capping for reassessment on courses where the coursework and/or exam must also be
passed in particular modules
There are still some variations where a student is required to achieve a mark of 40 in the coursework
and/or exam.
Example:
A student is taking a course which has a requirement to pass both the exam and coursework at 30% for
particular modules. The student originally achieved 60% in the coursework and 30% in the exam which
gives an overall aggregate of 47.5%. The student gains over 35% in the resit exam. The raw mark for the
resit exam should be left on the grid the module aggregate should be left at the June level. The module
aggregate should not be lowered to 40% as a result of the resit.
b)
Capping and reassessment opportunities for students on courses which require higher year
marks for progression purposes
On some courses students are required to obtain a specific year mark in order to proceed to the next year
of study. This includes the first year of courses with a year abroad which require 53% to proceed, and
several courses in the Department of Biological Sciences which require 50% in order to proceed to a
placement year. The Deans agreed the following operating practices in the cases outlined below.
Example 1:
The student passes all modules at 40 or more in June, and has a year mark above 40 but below the
required threshold (i.e. to study abroad or attend a placement). The student is given a reassessment
opportunity. The uncapped marks for the reassessment(s) should be used to calculate the year mark, in
order to ascertain whether the student has achieved the required mark, but the June module aggregate
marks and year mark remain on the grid. The Essex Abroad Office/Department would explain that the
student has met the required threshold to the relevant US Institutions/placement providers.
Example 2:
The student fails one module with a mark below 40 in June but passes the rest. S/he has a year mark
above 40 but below the required threshold (i.e. to study abroad or attend a placement). The student is
given a reassessment opportunity to retrieve the failed credits and to be reassessed in another module to
try to achieve the higher year mark threshold. The uncapped marks for the reassessment(s) should be
used to calculate the year mark, in order to ascertain whether the student has achieved the required mark,
but the June year mark should only be raised by the inclusion of the module mark which was reassessed
due to failure and has been capped at 40%. This means that for the transcript the reassessed module mark
is capped at 40, but the other reassessed module keeps its original June mark. The Essex Abroad
Office/Dept would explain that the student has met the required threshold to the relevant US
Institutions/placement providers.
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Example 3:
The student does not pass all modules at 40 or more, and the year mark is below 40; therefore below the
required threshold to study abroad or attend a placement. The student has a reassessment opportunity.
The uncapped marks for the reassessment(s) should be used to recalculate the module mark(s) and year
mark, in order to ascertain whether the student has achieved the required marks, but the capped marks
would appear on the grid and would be used to recalculate the year mark which appears on the grid. The
Essex Abroad Office/dept would explain that the student has met the required threshold to the relevant US
Institutions/placement providers.
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