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Results Processing: SIMS Users. April 2014. Plan. Section 1 Entering and calculating marks Section 2 Running exam board reports Break Section 3 Unfair practice, discounting, secondary rules, any other business. Section 1. Entry of Marks. Via SIMS Online

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slide2

Plan

  • Section 1
  • Entering and calculating marks
  • Section 2
  • Running exam board reports
  • Break
  • Section 3
  • Unfair practice, discounting, secondary rules, any other business
entry of marks
Entry of Marks
  • Via SIMS Online
  • All marks must be calculated before Examining Board reports can be generated for the Board
  • Final date for inputting to be agreed but we suggest 3 days before Board meets so you have chance to check report (some schools like longer, some like less. If you are running on the day of board, ring us to run rules)
preparing reports what will happen
Preparing reports – What will happen?
  • Student Records will run the Progression and Award rules against your Programmes on the day agreed.
  • You will receive an email when this has been done confirming you can now run your reports.
  • Using the Exam Board code to generate your Business Objects report will let you group similar courses together
checking which modules you ve calculated and finding your exam board code via sims online
Checking which modules you’ve calculated and finding your exam board code via SIMS Online

Go into ‘Assessment Management’ tab in SIMS Online

Reports are found here

exam board profile by programme
Exam Board Profile by Programme
  • You will not be able to run your exam board report withouth an exam board
checking your progression set and award classification method
Checking your progression set and award classification method
  • The progression set and award classification method have been added to existing tasks in SIMS Online

Go to ‘Reports for Staff’

Progression and classification information have been added to these tasks

slide13

Checking your progression set and award classification method

On ‘Programme Information’ tasks:

On ‘List of Programmes in a School’ task:

the wonderful world of business objects

Section 2

The wonderful world of Business Objects
  • Two main types of reports (one for Modules and one for Programmes) for use in Board but supporting reports available to help prepare for and support Board
  • Several formats – choose the one that suits your Board (or different versions for different roles)
  • Save as PDF or Excel
  • Go to https://borep.cf.ac.uk

Why not consider

  • Booking on a Business Objects training course to see whether you are using all the current functionality?
  • Normally one course run each month

http://www.cardiff.ac.uk/insrv/businessobjectsonline/training.html

setting up business objects
Setting up Business Objects

Preferences:

  • Under ‘General’, set ‘Document Viewing’ to “In multiple fullscreen browser windows, one window for each document”
  • Under ‘Web Intelligence’, set ‘When viewing a document’ to “Use my preferred viewing locale to format the data”
finding the reports
Finding the reports
  • Reports will be found under ‘Assessment Matters – University Exam Board Reports’
  • Report 2A ‘Detailed’ tab or Report 2A is the preferred report for returning confirmed results to Student Records

Use this folder

No longer used

slide18

Report 1: Module Results by Module (UG and PG)

  • Key points:
  • All prompt fields must be entered in uppercase letters
  • The ‘wildcard’ (%) can be used in all prompts, except the ‘optional’ prompts which can be left blank;
  • The ‘Enter Assessment Date From’ will bring back all modules calculated after the date entered;
  • Choosing ‘View’ – ‘Draft Mode’ will show all results on one page
  • Choosing ‘Save to my computer as’ saves all tabs on the report;
  • Choosing ‘Save report to my computer as’ just saves the current tab
  • ‘Statistics’ tab gives data at module level for the past 5 years on:
    • Mean
    • Median
    • Highest
    • Lowest
    • Standard deviation
    • No of students (excludings students with mark of zero)
    • No of students with zero mark
slide19

Results sorted from highest to lowest

Components with a qualifying mark indicated with Q

Student names hidden

Ext circs at component level shown

Zero module marks excluded from stats

Resits shown in section below – after the summer this component will be populated

slide20

Report 2A: Exam Board Summary Report

  • Key points:
  • Exam Board Code MUST be entered;
  • The ‘Academic Year’ shows the student’s information at that point;
  • The ‘Enter Assessment Date From’ will bring back all modules calculated after the date entered (NB this is important because the credit count will be dependent on how many modules are retrieved);
  • ‘Spreadsheet list by Student’ brings back all students on that exam board code, and does not display module selection status. This report would be useful where students across programmes are evaluated together;
  • Year result is not shown for final years, only award mark.
  • The statistics tab displays classification information for the programme(s) for the past 5 years;
  • The ‘code reference’ tab gives a description of the assessment, module and year result codes
slide21

Report 2A: Spreadsheet List by Programme

Year average (excluding exempt credits) will be displayed

Progression rule will be displayed

Exam board code will be displayed

Selection status will be displayed on Spreadsheet List by Programme tab (not by Student tab)

Indication of ext circs

Indication of discounting

Student names hidden

Withdrawn student – no year average created

Student with credit exemptions – no average calculated

slide22

Report 2A: Detailed (this is the report you will return to Registry)

Academic Year: 2013/4

Name hidden

Year module was taken

Any module grade other than PM will show after the mark.

Attempt number greater than 1 will show in brackets after the mark

Semester and module selection status

report 2b full report you can return this report to registry
Report 2B: Full Report (you can return this report to Registry)
  • Key points:
  • The Full report allows you to look at modules from past academic years;
  • The ‘+ Assessment’ tab allows you to see all the assessments the student has done on that module;
  • The assessment information indicates any qualifying marks, and indicates where ext circs have applied;
  • The first sits are in the top grid, and the subsequent sits are in the ‘Reassessments’ grid below;
  • The Full report provides tutor information
slide24

Report 2B: Full Report – Modules and Assessments

First sit assessments shown in top grid

Indication of ext circs and any qualifying marks

Progression and award information

UG-PP

Resit assessments shown in bottom grid

report 3 extenuating circumstances final year fails and discounting
Report 3: Extenuating Circumstances, Final Year Fails and Discounting
  • This report is designed to help you prepare for the exam board. It reports:
  • Modules with extenuating circumstances where the student has a choice to resit or the exam board has to take action
  • Failed modules where the student is in their final year (to help decide whether the student should resit or not)
  • Final year module information where the student has either had discounting applied, or where no discounting has been applied but there are modules affected by extenuating circumstances. This report will help you decide if the best degree outcome has been given.
students with approved extenuating circumstances
Students with approved Extenuating Circumstances
  • Where a student has failed a module and has approved extenuating circumstances on at least one component, a mark of AR (or AE or AW) will have been calculated (unless a component with a qualifying mark has been failed, when the grade will be QR/QE/QW).
  • Where a student has passed a module, the result will show as PX.
  • Use Report 3 to identify these students.
slide27

Identifying where the student has a choice to resit a passed module affected by extenuating circumstances

slide28

Report 3: Extenuating Circumstances tab

Student has choice to resit as ‘B’ code

Student has choice to resit as component with ext circs was failed

Only applicable for Schools with modules which have qualifying marks

Ext circs on component with Q mark – student to resit as 1st attempt

component with Q mark was failed with NO ext circs – student to resit as 2nd attempt

slide30

The below grid can help the board to decide whether it is worth the student retaking failed modules

slide31

Extenuating Circumstances (discounting)

  • SIMS will calculate both:
    • A student’s final mark with no discounting; and
    • A student’s final mark with the lowest module marks (up to 1/6 of the contributing credit) discounted;i.e. with the marks of modules impacted by extenuating circumstances removed from the calculation.
  • SIMS will choose the best out of the two marks and will use this to give the provisional classification of the student’s award.
slide32

Manual discounting

  • Boards may wish to consider checking whether SIMS has calculated the best possible outcome for the student where:
    • students have modules impacted by extenuating circumstances in different years (given these will have different weightings);
    • where the results of the eligible modules for discounting include some results above the student’s final mark.
  • Use the flow chart in Appendix A to help make manual discounting decisions
slide33

Report 3: Discounting tab

Report will show details for final years where award has been discounted, and where discounting has not been applied but degree affected by extenuating circumstances

Discounting applied

30%

70%

Modules affected by ext circs

report 4 quality and standards
Report 4: Quality and Standards

There will be a report providing statistical information for your programme for the past 5 academic years

report 5 transitional students
Report 5 – Transitional Students
  • Transitional students are those students who studied assessments contributing to their award in 2011/2 or earlier
  • You have been asked to confirm your transitional students to us
  • You can use wildcards (%) on all prompts apart from exam board code, which is required information
  • The report will bring back the following information for all the students you’ve identified to us as transitional, so you can calculate results by your previous rules and compare outcomes

* Criteria used: exam board code = UFPSYCH

if we can t change marks why do we need to look at individual students

Section 3

If we can’t change marks, why do we need to look at individual students?
  • Students where SIMS has been unable to calculate a result – look for blanks in the year result.
  • This will usually be because there are missing marks, either because you haven’t calculated the module mark or they haven’t been given to you for inputting yet.
  • If it is for a small number and it is a Progression rather than an Award Board, annotate at Board.
  • Large numbers or it is for an Award, update asap and phone Student Records to have rules re-run.
outstanding allegations of unfair practice
Outstanding Allegations of Unfair Practice
  • An students with an outstanding allegation of Unfair Practice will have a module grade of UP, and a year result of UG-UP
  • Outcomes need to be known before result can be issued to student.
  • Once you know the result, enter the final mark and grade and calculate the module result.
  • Contact Student Records to have the year result calculated for the student.
  • Once Exam Board has confirmed result, send the schedule for that student to Student Records
changes post issue of interim transcript
Changes post issue of Interim Transcript
  • The Chair of the Exam Board or nominee must complete the Pro-Forma Change of Examination Results and return to Student Records.
  • All Change of Exam Results have to be approved by executive action of the Chair of the Academic Standards & Quality Committee.
  • However, please note that changes which arise from extenuating circumstances must be administered under the Verification and Appeals procedure.
automatic condonement
Automatic condonement
  • Calculated when the progression and award rules are run;
  • Modules condoned this session onwards will have module grade of PC (modules which were ‘condoned’ in previous sessions will be identified via a grade of PD, and won’t count towards the condonement limits as stated in the Senate Regulations);
  • Automatic condonement will only be applied where it would enable a student to progress;
  • It will not therefore be applied to any student who has grades of AR or AE in the period of study that is being considered for condonement.
  • For full condonement criteria, please see Senate Regulations for Taught Modular Programmes – undergraduate and postgraduate
exam boards cannot
Exam Boards cannot…
  • change marks, apart from in exceptional circumstances:
    • When defects or irregularities in the conduct of the examinations (e.g. error on a question paper) are identified;
    • When the External Examiners determine that the marking is out-of-line with expected standards;
    • In disciplines where ‘scaling’ is used as part of the agreed assessment strategy.
  • discuss the details of unfair practice cases - only the chair should be aware of allegations or penalties;
  • use discretion, even if applying the ‘old’ rules
secondary rule
Secondary Rule
  • You will be able to see if the final mark used to classify the degree has been upgraded as there will be a ‘Y’ in the ‘secondary rule applied’ box in report 2A detail, report 2B and report 3

Example: upgrade to a First Class Honours on a 3 year degree:

  • final mark of 68% or 69%;
  • Module mark of 70% or more in modules at level 5 and 6 to the value of at least 120 credits;
  • At least 60 of these credits achieved at level 6
don t forget
Don’t forget

“For the purposes of classification, ALL Modules pursued at Level 5 and Level 6 and, where appropriate, Level 7 will be combined according to the weighting adopted … to provide a Final Mark.”

(i.e. it is not the best 120 credits, it is all credits taken at a contributing level – so if a student replaced a failed level 4 module with a level 5 module, that mark will contribute to classification.)

post exam board
Post-Exam Board

Once the Exam Board has met, Schools have to submit the following to Student Records:

  • Hard copy of the Results Schedule (Report 2A Detail OR Report 2B) with handwritten annotations showing Exam Board amendments and signed by Chair
  • Awards and Progress Committee Pro-Forma
  • Examining Board Checklist.
contact student records
Contact Student Records
  • School number 79555
  • Back-up 79204
  • Alternative numbers will be given in email confirming the Award and Progression rules have been run
slide46

Appendix B

  • Checklist
  • Pre-board – please ensure that you have:
  • Calculated all your module results
  • Run the business objects reports
  • Ensured that any students with extenuating circumstances where the exam board has to intervene have been identified
  • Ensured any discounting scenarios needing checking have been done
  • Post-board – please ensure that you have:
  • Returned a handwritten annotated copy of the report, signed by the Chair of Exam Board
  • Returned the awards and progress committee pro-forma
  • Returned the examining board checklist