Schedule 1: Recording of Assessment Results
Entering Results into the Student Management System (Campus Solutions)
STEPS
WHO IS
RESPONSIBLE?
COMMENTS
Results publication dates are set
and advised by Student
Management and Systems each
year. Where teaching periods
overlap (e.g. summer and late
summer, semester 1 (Fed Uni
campuses) and semester 1
(International partners) a single
results publication date may
apply.
1.
Timelines for results processing,
publishing and relevant
information provided to Faculties
Manager, Student
Administration
2.
Where grades will be uploaded
into Campus Solutions via FDL:
Ensure that FDL is refreshed prior
to the creation of grade rosters
and that all discrepancies
between the two systems have
been corrected.
Faculty Business
Managers, CUP
3.
Create Grade Rosters in Campus
Solutions for the required
teaching periods.
Manager, Student
Administration
4.
Where grades are being entered
directly into Campus Solutions:
Enter final course results into
Campus Solutions.
Business Manager of
the Faculty teaching
the course
Where grades will be uploaded
into Campus Solutions via FDL:
Ensure that all students in all
courses have been graded, and
that all grades are consistent with
the agreed Federation University
grading scheme.
Grade Rosters are created no
earlier than than the official ‘W’
date for each teaching period, and
no later than the first day of each
exam period.
Grade Rosters are created no
earlier than than the official ‘W’
date for each teaching period, and
no later than the first day of each
exam period.
5
Results as entered into the
appropriate system (Campus
Solutions or FDL) are ratified.
Faculty Board
The ratification process is the
process of ensuring that course
results meet the expectations of
the Faculty in terms of student
performance and allocation of
grades.
6
Any changes to grades approved
as the result of the ratification
process are made in the system
into which the grades were
originally entered (i.e. Campus
Solutions or FDL).
Faculty Business
Manager
As a result of the ratification
process grades may be amended.
7
Advice that course results have
been ratified and are approved
for publication provided to the
Manager, Student
Administration. Where results
will be uploaded from FDL this
advice also includes a copy of
the data file to be uploaded.
Faculty Business
Manager
This advice takes the form of a
memo, the template of which is
distributed when advice re the
results publication timelines are
provided to Faculties
8
FDL files as provided sent to the
Service Desk with a request to
upload into Campus Solutions
Manager, Student
Administration
9
FDL files are uploaded into
Campus Solutions and advice
provided back to the Manager,
Student Administration that the
load has been successful.
ITS
The email also includes
instructions on how to access
results online and the appeals
process if students’ wish to
appeal their final grade
10 A series of reports to ensure that
all results have been entered is
run and all errors identified
corrected.
Manager, Student
Administration, in
conjunction with
Faculty Business
Managers
Identification of missing grades
is an important part of the prepublishing checking process.
11 Results are set to ‘Posted’ in
Campus Solutions, making them
visible to students through my
Student Centre.
Manager, Student
Administration
Amending Final Results after Results are published
STEPS
WHO IS
RESPONSIBLE?
1. Complete and authorise Course
Result Amendment form and
submit to Faculty office for
processing
Course Co-ordinator
with authorisation
from the Faculty
Executive Dean
2. Enter amended results in Campus
Solutions with an effective date
of the date at which the changed
grade was approved.
Faculty Business
Manager
Forward processed Course Result
Amendment form to Student
Administration for filing.
Faculty Business
Manager
3
COMMENTS
Records Management
Document Title
Location
Responsible
Officer
Minimum Retention Period
Credit transfer
Faculty/School
/ or ECM if
electronic
records are
kept
Business
Manager of
the Faculty
teaching the
course
Hard copy credit transfer
forms – store on the
Faculty/School/Centre
student file - retain 7 years
after completion of the
program.
Transfer non-active student
file to archives as per
transfer process in Records
Management procedure.
Record of Attendance
Includes attendance at teaching
and assessment activities such
Faculty or
ECM if
electronic
records are
Business
Manager of
the Faculty/
Centre/Colleg
e teaching the
Destroy 2 years after
administrative use has
concluded
as classes, examinations,
assessments, tutorials, industry
placements, , laboratory
sessions, work placements or
practicums.
kept
course
Student Assessment
Faculty/School
/Centre/
College or
ECM if
electronic
records are
kept
Manager,
Student
Administratio
n
Destroy 12 months after
administrative use has
concluded.
Faculty or
ECM if
electronic
Permanent
records are
kept
Business
Manager of
the Faculty/
Centre/Colleg
e teaching the
course
Amendment to Result Form
Student
Administration
or ECM if
electronic
records are
kept
Business
Manager of
the Faculty/
Centre/Colleg
e teaching the
course
Permanent
Final Assessment Results
Student
Management
System
Business
Manager of
the Faculty/
Centre/Colleg
e teaching the
course
Permanent
Re-issue of Statement of Results
Student
Administration
Business
Manager of
Dispose 12 months after
administrative use has ceased.
The actual piece(s) of work
completed by a student or
evidence of that work, including
evidence collected for an RPL
process. An assessor’s completed
marking guide, criteria, and
observation checklist for each
student may be sufficient where
it is not possible to retain the
student’s actual work. However,
the retained evidence must have
enough detail to demonstrate
the assessor’s judgement of the
student’s performance against
the standard required.
Record of Assessment
or ECM if
electronic
records are
kept
the Faculty/
Centre/Colleg
e teaching the
course