Assessment and Examinations Process
December 2005
Patricia Keena
December 2005
PREPARED BY
Version 1
REVIEWED BY
APPROVED BY
DATE
Prepared by the Modularisation Office
Examinations Process
This page intentionally left blank
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Examinations Process
Introduction .............................................................................................................................. 5
Purpose....................................................................................................................... 5
Scope .......................................................................................................................... 5
Context ....................................................................................................................... 5
Assessment and Examinations Process .............................................................................. 6
Input Assessment Results ...................................................................................................... 7
Introduction ................................................................................................................ 7
Purpose................................................................................................................... 7
Scope ...................................................................................................................... 7
Context ................................................................................................................... 7
Input Assessment Results Process ............................................................................. 8
Module Coordinators ............................................................................................. 9
Print or View a List of Registered Students....................................................... 9
Validate the List of Registered Students ............................................................ 9
Enter Assessment Results .................................................................................. 9
Validate Assessment Results ............................................................................. 9
Registration Staff ................................................................................................. 10
Add or Remove Student Registrations ............................................................. 10
Students ................................................................................................................ 11
Rectify Any Module Registration Errors ......................................................... 11
View Results Online ........................................................................................ 11
Process Diagram: Input Assessment Results ........................................................... 12
Input Examination Results ................................................................................................... 13
Introduction .............................................................................................................. 13
Purpose................................................................................................................. 13
Scope .................................................................................................................... 13
Context ................................................................................................................. 13
Input Examination Results Process .......................................................................... 14
Examination Staff ................................................................................................ 15
Notify Module Coordinators of Submission Dates .......................................... 15
Information Systems Staff ................................................................................... 16
Ensure Self Service is Closed .......................................................................... 16
Module Coordinators ........................................................................................... 17
Enter Examination Results ............................................................................... 17
Validate Examination Results .......................................................................... 17
Review Results with Head of Department ....................................................... 17
Progress to Module Board ............................................................................... 17
Process Diagram: Input Examination Results.......................................................... 18
Module Board ......................................................................................................................... 19
Introduction .............................................................................................................. 19
Purpose................................................................................................................. 19
Scope .................................................................................................................... 19
Context ................................................................................................................. 19
Module Board Process ............................................................................................. 20
School Staff.......................................................................................................... 21
Input Examination Results ............................................................................... 21
Verify All Results are Input ............................................................................. 21
Examination Staff ................................................................................................ 22
Print pre-roll Broadsheets and Reports ............................................................ 22
Run Grade Roll ................................................................................................ 22
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Enter post-roll Grades and Reasons ................................................................. 22
Print Notifications ............................................................................................ 22
Ensure Banner Self Service is Open ................................................................ 22
Module Board ...................................................................................................... 23
Attend Module Board ...................................................................................... 23
Student ................................................................................................................. 24
View Results Online ........................................................................................ 24
Process Diagram: Module Board ............................................................................. 25
Non-Final Year Progression Board ...................................................................................... 26
Introduction .............................................................................................................. 26
Purpose................................................................................................................. 26
Scope .................................................................................................................... 26
Context ................................................................................................................. 26
Non-Final Year Progression Board Process ............................................................ 27
Academic Affairs ................................................................................................. 28
Define Progression Paths ................................................................................. 28
Inform IS of Progression Paths ........................................................................ 28
Examination Staff ................................................................................................ 29
Print Progression Board Reports ...................................................................... 29
Update Banner with Progression Board Decision ........................................... 29
Create Post-Roll Reports.................................................................................. 29
Print and Issue Year Results ............................................................................ 29
Examination Board .............................................................................................. 30
Review Module Board Decisions .................................................................... 30
Registration Staff ................................................................................................. 31
Progress Passed Students ................................................................................. 31
Process Diagram: Non-Final Year Progression Board ............................................ 32
Final Year Progression Board .............................................................................................. 33
Introduction .............................................................................................................. 33
Purpose................................................................................................................. 33
Scope .................................................................................................................... 33
Context ................................................................................................................. 33
Final Year Progression Board Process ..................................................................... 34
Examination Staff ................................................................................................ 35
Print Progression Board Reports ...................................................................... 35
Update Banner with Progression Board Decision ........................................... 35
Print and Issue Academic Council Reports ..................................................... 35
Print and Issue Year Results ............................................................................ 35
Examination Board .............................................................................................. 36
Review Module Board Decisions .................................................................... 36
Academic Council ................................................................................................ 37
Approve Academic Council Report ................................................................. 37
Process Diagram: Final Year Progression Board..................................................... 38
Graduation .............................................................................................................................. 39
Introduction .............................................................................................................. 39
Purpose................................................................................................................. 39
Scope .................................................................................................................... 39
Context ................................................................................................................. 39
Graduation Process .................................................................................................. 40
Examination Staff ................................................................................................ 41
Complete Supplemental Examinations ............................................................ 41
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Prepare File of Graduates................................................................................. 41
Communicate with Graduates .......................................................................... 41
Provide File of Students Indicating Gender ..................................................... 41
Provide Guest Tickets ...................................................................................... 41
Communicate to Graduates .............................................................................. 41
Graduation Ceremony ...................................................................................... 42
Academic Affairs ................................................................................................. 43
Review File of Students ................................................................................... 43
Seal Parchments ............................................................................................... 43
Printer................................................................................................................... 44
Review File of Graduates................................................................................. 44
Number Parchments ......................................................................................... 44
Print Parchments .............................................................................................. 44
Print Booklet .................................................................................................... 44
Process Diagram: Graduation .................................................................................. 45
Transcript Processing ........................................................................................................... 46
Introduction .............................................................................................................. 46
Purpose................................................................................................................. 46
Scope .................................................................................................................... 46
Context ................................................................................................................. 46
Transcript Processing Process.................................................................................. 47
Examination Staff ................................................................................................ 48
Generate Single Year Transcript ...................................................................... 48
Issue Transcripts .............................................................................................. 48
Generate Final Year Data................................................................................. 48
Amalgamate Data to Complete Transcript ...................................................... 48
Generate Single Year Transcript ...................................................................... 48
Issue Transcript .................................................................................................... 49
Student ................................................................................................................. 50
Request Transcript ........................................................................................... 50
Provide Payment .............................................................................................. 50
Process Diagram: Transcript Processing ................................................................. 51
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Examinations Process
INTRODUCTION
PURPOSE
The purpose of this document is to outline the all processes required to complete
examinations for operationalised modularised programmes running throughout Dublin
Institute of Technology (DIT).
SCOPE






Assessments
Electronic Grade Book
Examinations
Internet Native Banner Academic History
Banner Business Objects (InfoView)
Groups Concerned
o Administration Staff
o Academic Staff
o Academic Affairs
o Information Services
o Students
o Printers
CONTEXT
There is a requirement by staff throughout all DIT faculties to have a common means
of processing, storing and managing student registration and examination records.
This document outlines steps required by various groups to complete the assessment
and examinations processes.
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ASSESSMENT AND EXAMINATIONS PROCESS







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Input Assessment Results
Input Examinations Results
Module Boards
Non-Final Year Progression Boards
Final Year Progression Boards
Graduations
Transcript Processing
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INPUT ASSESSMENT RESULTS
INTRODUCTION
Purpose
The purpose of this section is to outline the processes required input assessment
results to the Electronic Grade Book (EGB).
Scope



Electronic Grade Book
Groups Concerned
o Module Coordinators
o Registration Staff
o Registered Students
Dependent Processes
o Programme and Module Registration Process
Context
There is a requirement by staff throughout all DIT faculties to have a common means
of processing, storing and managing student academic records. Students have a
requirement to access assessment results in an efficient manner. This document
outlines steps required by various groups in order to complete the input of assessment
results process in the academic year 200506.
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INPUT ASSESSMENT RESULTS PROCESS

Module Coordinators
o Print or View List of Registered Students
o Validate the list of Registered Students
o Enter Assessment Results
o Validate Assessment Results

Registration Staff
o Add or Remove Student Registrations

Students
o Rectify any Module Registration Errors
o View Results Online
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Module Coordinators
Print or View a List of Registered Students
Module coordinators can view a list of students registered on the Course Reference
Number (CRN) associated with the module that is being assessed using Electronic
Grade Book (EGB). Module coordinators will have received EGB training to perform
this task. This list can be printed using the print function within a web browser.
Validate the List of Registered Students
Using the list of students registered on the CRN in EGB, a module coordinator can
validate that all students on the list are taking the module and that no omissions have
been made. There are two main methods of validation that can be adopted i.e.


Use the Class List in EGB as a Class Register
Validate Class List against Names of Students that submitted assignments
Students not on present on the list that are taking the module will then need to
approach the registrations office to programme/module register. Students that are on
the list but not taking the module can be flagged by the module coordinator and this
information can be passed to registrations staff.
Enter Assessment Results
Module coordinators will have received EGB training to input assessment results.
Using training materials if required, module coordinators will input results for all
students that have submitted assignments. All results in EGB work on a percentage
basis, therefore, if a result is marked out of any number other than one hundred,
module coordinators will need to calculate a percentage result for accuracy.
Validate Assessment Results
Once all results have been input to EGB, the module coordinator should validate all
results and, if necessary, enter assessment results once again where errors may have
been made. Once all assessment results have been validated, students can view their
results online.
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Registration Staff
Add or Remove Student Registrations
When an assignment has been issued, academic staff will validate the class list
provided to them in EGB. Where errors or omissions have been discovered
registrations will need to be amended accordingly.
If a student is not registered for a module that they are taking, the student will need to
be registered, however, if this student was not on an exception report, their
registration record may need to be discussed with them insure that they are registered
on all correct modules.
If a lecturer discovers that there are students on registered on the module but are not
taking this module, these students will need to be contacted to rectify their record. If
these students are not present on any exception reports, their registration record will
need to be discussed with them to insure that they are registered on all correct
modules.
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Students
Rectify Any Module Registration Errors
When module coordinators validate the class list using EGB, errors or omissions may
be discovered. In this event, the student will be contacted by registrations staff and
possibly by the module coordinator also. These students will be advised to rectify
their academic record to insure that all results can be input to EGB and that they are
registered correctly for programmes, modules and examinations.
View Results Online
Once results have been input to EGB by the module coordinator, these results will be
available to the students. The students can log on to Banner Self Service to view
assignment results.
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PROCESS DIAGRAM: INPUT ASSESSMENT RESULTS
Input Assessment Results
Module
Coordinator
Registration
Student
Add or remove
Students
Registrations as
required
Rectify any
Module
Registration Errors
Print or view the
list of registered
Students
Validate the list of
registered
Students
Yes
Missing
or incorrect
entries?
No
Enter Assessment
Results
Validate
Assessment
Results
No
Are
Results
Ok?
Yes
View Results
Online
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INPUT EXAMINATION RESULTS
INTRODUCTION
Purpose
The purpose of this section is to outline the processes required input examination
results to the Electronic Grade Book (EGB).
Scope



Electronic Grade Book
Groups Concerned
o Examinations Staff
o Module Coordinators
o Information Systems Staff
Dependent Processes
o Programme and Module Registration Process
Context
There is a requirement by staff throughout all DIT faculties to have a common means
of processing, storing and managing student academic records. Students have a
requirement to access examination results in an efficient manner. This document
outlines steps required by various groups in order to complete the input of
examination results process in the academic year 200506.
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INPUT EXAMINATION RESULTS PROCESS

Examinations Staff
o Notify Module Coordinators of Submission Dates

Information Systems Staff
o Ensure Self Service is Closed

Module Coordinators
o Enter Examination Results
o Validate Examination Results
o Review Results with Head of Department
o Progress to Module Board
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Examination Staff
Notify Module Coordinators of Submission Dates
In order for examination papers to be processed, validated and printed before
examinations commence, a series of deadlines need to be outlined to complete steps
required. Examinations staff will notify all module coordinators of key dates for
examination paper submission. These will include deadlines for:






Peer Review
Submission of Sessional and Supplemental Examination Papers
Review by External Examiners
Printing
Proofing
Module Boards
Examination papers should be submitted by module coordinators by the deadline to
insure that valid papers are ready for the scheduled examination date and time.
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Information Systems Staff
Ensure Self Service is Closed
Information Systems will insure that Self Service is turned off prior to the
commencement of examination results input. Leaving Self Service open for students
would result in these students having the ability to review provisional results prior to
module boards meeting to make decisions regarding module examination results.
Once Self Service is turned off, students will not have the ability to log on to Self
Service and thus the possibility that students would view results before module boards
meet would be negated.
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Examinations Process
Module Coordinators
Enter Examination Results
Module coordinators will have received EGB training to input examination results.
Using training materials if required, module coordinators will input examination
results for all scripts received for the Course Reference Number (CRN) associated
with the module examined. All results in EGB work on a percentage basis, therefore,
if a result is marked out of any number other than one hundred, module coordinators
will need to calculate a percentage result for accuracy.
Validate Examination Results
When all examination results have been input to EGB, the module coordinator should
validate all results and, if necessary, enter examination results once again where errors
may have been made. Where amendments are made to an examination result, an
explanation must be provided to the amendment. These amendment explanations are
available via a drop down menu and outlined in EGB training materials.
Review Results with Head of Department
Once all examination results have been input to EGB and validated, examination
results may be reviewed by the relevant head of department. A head of department
may identify some inconsistencies or omissions regarding examination results. In
these circumstances, module coordinators should repeat the entry and validation of
examination results processes to insure that all grades input to EGB are valid.
Progress to Module Board
The examinations department will inform module coordinators of module board dates
and times. All examination results should be input to EGB before the module boards
commence.
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PROCESS DIAGRAM: INPUT EXAMINATION RESULTS
Input Examination Results
Academic Staff
Examinations
Notify Module
Coordinators of
Submission Dates
IS
Ensure that
Student Self
Service is Closed
Module
Coordinator Enter
Exam Results
Module
Coordinator Print
or view & Validate
Exam Results
No
Are Results
Ok?
Yes
Head of Dept.
Review results.
Yes
Any
inconsistencies
omissions?
No
Module
Board
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MODULE BOARD
INTRODUCTION
Purpose
The purpose of this section is to outline the processes required to complete module
boards.
Scope




Electronic Grade Book
Academic History
Groups Concerned
o School Staff
o Examination Staff
o Module Boards
o Students
Dependent Processes
o Programme and Module Registration Process
o Input Examination Results Process
Context
There is a requirement by staff throughout all DIT faculties to have a common means
of processing, storing and managing student academic records. Students have a
requirement to access examination results in an efficient manner. This document
outlines steps required by various groups to complete module boards and make
available to students decisions regarding provisional results made by module boards.
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MODULE BOARD PROCESS




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School Staff
o Input Examination Results
o Insure all Results are Input
Examination Staff
o Print pre-roll Broadsheets and Reports
o Run Grade Roll
o Enter post-roll Grades and Reasons
o Print Notifications
o Ensure Banner Self Service is Open
Module Board
o Attend Module Board
Students
o Access Results Online
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Examinations Process
School Staff
Input Examination Results
The Module Board Process is dependent on the Input Examination Results Process.
The aforementioned process outlines the steps required to input and validate
examination results. Module coordinators are responsible for inputting examination
results to the Electronic Grade Book (EGB) and will have received EGB training to
input examination results.
Verify All Results are Input
When all examination results have been input to EGB, the module coordinator should
validate all results and, if necessary, enter examination results once again where errors
may have been made. Where amendments are made to an examination result, an
explanation must be provided to the amendment. These amendment explanations are
available via a drop down menu and outlined in EGB training materials. These results
may also be reviewed with Heads of School before Module Boards meet.
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Examinations Process
Examination Staff
Print pre-roll Broadsheets and Reports
Examinations staff will print pre-roll broadsheets and reports reflecting information
stored in EGB for each student associated with Course Reference Numbers (CRN’s)
that will be associated with specific module boards. A CRN is a unique number
which reflects an instance of the occurrence of a module. This information will be
used at module boards to make decisions regarding module results. Pre-roll reports
include all information, including low and no marks but are missing any Board related
grade changes and reasons.
Run Grade Roll
Once broadsheets and reports for each CRN have been printed, examinations will run
a grade roll for that CRN. The grade roll process takes all information associated with
student records on a specific CRN and ‘writes’ this information to academic history.
Any information changed in EGB after the grade roll has run will not be written to
academic history and the only means of inputting results after the grade roll has run is
through the Internet Native Banner (INB) user interface. INB is accessible by
examination staff but not accessible by academic staff.
Enter post-roll Grades and Reasons
After a module board meets, decisions regarding students results will have been made
by the module board. Where the module board has decided to change the
examination results of specific students, changes will need to be made to students’
academic history through INB. Examinations staff will enter final grade results for
students along with reasons that were provided at the module board.
Print Notifications
Once a module board has completed and all module board decisions have been input
to students’ academic history in INB, notifications of examination results can be
generated and provided to students. Results can be distributed to students at school
level or can be posted to students’ correspondence address. Although ‘hard-copy’
notifications will be provided to students, results will also be accessible online via
Self Service.
Ensure Banner Self Service is Open
Once all module boards have met and results have been input to INB, Banner Self
Service can be open to students in read-only mode. This will provide students with a
mechanism for accessing examination results.
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Module Board
Attend Module Board
Module board members will attend module boards at a scheduled date, time and
venue. Module boards review examination results, and, where applicable, make
decisions regarding examination results and provide examination staff with reasons
behind making these decisions. Once decisions are made for all modules associated
with a specific module board, examinations staff will input any amendments to results
along with reasons to INB. This will update students’ academic history to reflect all
decisions made by the module board.
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Student
View Results Online
Once Banner Self Service has been turned on in read-only mode, students will have
the ability to view examination results as per decisions made by module boards.
Students log on to Self Service using the UserID and PIN provided to them.
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PROCESS DIAGRAM: MODULE BOARD
Module Board Process
School
Examinations
Module Board
Student
Enter Exam
Results
Check if all marks
entered
No Are all Marks
entered?
Yes
Print Pre-Roll
Broadsheets &
Reports
Run Grade
Roll
No
Module Board
Module Board
Decisions
Yes
Enter New Grade
and reason on
Banner
(Post Roll)
Print Notifications
Ensure that
Banner self
service is opened
(read only)
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View Results
Online
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Examinations Process
NON-FINAL YEAR PROGRESSION BOARD
INTRODUCTION
Purpose
The purpose of this section is to outline the processes required to complete
progression boards for non-final year programmes.
Scope






Academic History
Module Boards
Examinations
Registrations
Groups Concerned
o Academic Affairs
o Examination Staff
o Examination Boards
o Registration Staff
Dependent Processes
o Programme and Module Registration Process
o Input Examination Results Process
o Module Board Process
Context
There is a requirement by staff throughout all DIT faculties to have a common means
of processing, storing and managing student registration and academic records. This
document outlines steps required by various groups to complete progression boards
for non-final year students and to progress students according to decisions made by
progression boards.
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NON-FINAL YEAR PROGRESSION BOARD PROCESS




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Academic Affairs
o Define Progression Paths
o Inform IS of Progression Paths
Examination Staff
o Print Progression Board Reports
o Update Banner with Progression Board Decision
o Create Post-Roll Reports
o Print and Issue Year Results
Examination Board
o Review Module Board Decisions
Registration Staff
o Progress Passed Students
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Examinations Process
Academic Affairs
Define Progression Paths
In order for students to progress to subsequent years of a programme, progression
paths for specific programmes need to be defined by academic affairs. In some
circumstances, progression paths will be dependent on specific programme streams
i.e. students undertaking a stream within a programme will need to remain on the
same stream in subsequent academic years. Progression paths for programmes and
streams are decided by academic affairs on the advice of Heads of Learning
Development (HoLD) for each faculty.
Inform IS of Progression Paths
Once decisions regarding progression paths have been made by academic affairs and
where applicable, blocks for these progression paths have been created in the Banner
Student System by academic affairs, Information Systems (IS) need to be made aware
of progression paths. IS will create these progression paths in the Banner Student
System. Progression paths not only affect student progression to subsequent years in
the Banner Student System but also impact on bank GIRO generation and, where
applicable, Higher Education Grants.
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Examination Staff
Print Progression Board Reports
Progression board reports are post-roll academic history reports which are generated
after module boards have made decisions regarding individual module results. These
reports include grade changes and reason but do not contain low mark and no mark
results if minimum grade scale is used. These reports are used by the progression
board to aid in the decision making process.
Update Banner with Progression Board Decision
After a progression board meets, decisions regarding students overall results will have
been made. Progression boards review results by programme, year and student.
Progression boards will decide if students have sufficient skills to progress to the next
stage of a programme or if changed need to be made to specific students academic
history. Examinations staff will update the Banner Student System with decisions
made by progression boards.
Create Post-Roll Reports
Examination staff will generate post-roll reports containing grade changes, reasons
and progression board comments. These reports need to be sent to registration staff to
outline students eligible to progress to the next stage of a programme.
Print and Issue Year Results
Once progression board decisions have been made and the Banner Student System has
been updated, year results need to be provided to students. These reports will outline
results for all modules that students were registered for along with the progression
board decision regarding the student.
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Examinations Process
Examination Board
Review Module Board Decisions
Examination board members will attend examination boards at a scheduled date, time
and venue. Examination boards review examination results by programme, year and
student, make decisions regarding progression and amendments to results, and outline
reasons for making these decisions to examination staff. Once decisions are made
examinations staff will update Banner with these decisions.
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Registration Staff
Progress Passed Students
After examination boards have met and banner has been updated examinations staff
will create post-roll reports. These reports are sent to registrations. Registrations
staff use the information contained on these reports to progress students on a given
programme to the next stage of that programme if they are eligible to progress. The
status of students eligible to progress changes to ‘EL’ on the Banner Student System
for the next stage of the programme they are undertaking until they register.
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PROCESS DIAGRAM: NON-FINAL YEAR PROGRESSION BOARD
Progression Board (Non Final Year)
Examination
Board
Examinations
Registrations
Academic Affairs
Define
Programme
Progression
Paths - at Mod
setup time
Inform IS of
Progression Paths
to be created in
Banner
Print Progression
Board Reports
Review by
Programme, Year
& Student
Record the Board
decisions on the
paper report
Update Banner
with the
Progression Board
Decision
Yes
Changes
Required
No
Create Post-Roll
report with
Progression
Comment and
send to
Registrations
Progress the
passed Students
in Banner
Print and issue
Year results
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Examinations Process
FINAL YEAR PROGRESSION BOARD
INTRODUCTION
Purpose
The purpose of this section is to outline the processes required to complete
progression boards for final year programmes.
Scope





Academic History
Module Boards
Examinations
Groups Concerned
o Examination Staff
o Examination Boards
o Academic Council
Dependent Processes
o Programme and Module Registration Process
o Input Examination Results Process
o Module Board Process
Context
There is a requirement by staff throughout all DIT faculties to have a common means
of processing, storing and managing student registration and academic records. This
document outlines steps required by various groups to complete progression boards
for final year students and to progress students according to decisions made by
progression boards.
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Examinations Process
FINAL YEAR PROGRESSION BOARD PROCESS



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Examination Staff
o Print Progression Board Reports
o Update Banner with Progression Board Decision
o Print and Issue Academic Council Reports
o Print and Issue Final Results
Examination Board
o Review Reports
Academic Council
o Approve Academic Council Report
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Examinations Process
Examination Staff
Print Progression Board Reports
Progression board reports are post-roll academic history reports which are generated
after module boards have made decisions regarding individual module results. These
reports include grade changes and reason but do not contain low mark and no mark
results if minimum grade scale is used. These reports are used by the progression
board to aid in the decision making process.
Update Banner with Progression Board Decision
After a progression board meets, decisions regarding students overall results will have
been made. Progression boards review results by programme, year and student.
Progression boards will consider previous year’s results as well as examination results
from the current sitting in order to make a decision regarding overall grades and
award. Examinations staff will update academic history in the Banner Student
System with decisions made by progression boards.
Print and Issue Academic Council Reports
Examination staff will generate academic council reports outlining programme, year,
student and award as decided at progression boards. This report will be made
available to academic council for approval.
Print and Issue Year Results
Once progression board decisions have been made and the Banner Student System has
been updated, final results need to be provided to students. These reports will outline
results for all modules that students were registered for in the current academic year
along with the progression board decision regarding the overall award.
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Examination Board
Review Module Board Decisions
Examination board members will attend examination boards at a scheduled date, time
and venue. Examination boards review examination results by programme, year and
student for each year of the programme. The board then makes decisions regarding
awards and amendments to results, and outline reasons for making these decisions to
examination staff. Once decisions are made examinations staff will update Banner
with these decisions.
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Academic Council
Approve Academic Council Report
After examination boards have met and banner has been updated examinations staff
will print and issue academic council reports. Academic council will review and
approve the academic council report.
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PROCESS DIAGRAM: FINAL YEAR PROGRESSION BOARD
Progression Board (Final Year)
Examinations
Examination
Board
Academic
Council
Print Progression
Board Reports
Review
Broadsheet /
Reports
Yes
Changes
Required
No
Update Banner
Print and issue
Academic Council
Report
Print and issue
final results
Academic Council
Report
Approve Report
(changes never
made?)
Final results
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GRADUATION
INTRODUCTION
Purpose
The purpose of this section is to outline the processes required to complete
graduations.
Scope




Academic History
Examinations
Groups Concerned
o Examination Staff
o Academic Affairs
o Printer
Dependent Processes
o Final Year Progression Board Process
Context
There is a requirement by staff throughout all DIT faculties to have a common means
of processing, storing and managing student registration and academic records. This
document outlines steps required by various groups to complete the graduation
process for successful final year students.
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GRADUATION PROCESS



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Examination Staff
o Complete Supplemental Examinations
o Prepare File of Graduates
o Communicate with Graduation Graduates
o Provide File of Students Indicating Gender
o Provide Guest Tickets
o Communicate to Graduates
o Graduation Ceremony
Academic Affairs
o Review File of Students
o Seal Parchments
Printer
o Review File of Graduates
o Number Parchments
o Print Parchments
o Print Booklet
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Examinations Process
Examination Staff
Complete Supplemental Examinations
Module and progression boards will have made decisions regarding awards for
students. In some circumstances, students may need to successfully complete
supplemental examinations. Final year students that have completed supplemental
examinations will have awards decided at supplemental boards. Once supplemental
boards have completed, a comprehensive list of students eligible to graduate will be
available to examinations staff.
Prepare File of Graduates
Using information provided at sessional and supplemental examination boards, a file
of eligible graduates will be compiled by examination staff. This file will be issued to
the printers for processing of parchments and generating graduation booklets.
Communicate with Graduates
Students eligible to graduate will receive correspondence from examination staff
outlining the date, time and venue for graduation ceremonies and informing students
of graduation fees. Students wishing to attend graduation ceremonies will furnish
examination staff with payment before a stated deadline. Once the deadline has
passed, a definitive list of all students attending graduation ceremonies will be
compiled.
Provide File of Students Indicating Gender
Using the file of graduates prepared for the printers, an excel spreadsheet containing
all students eligible to graduate and indicating the gender of each student will be
furnished to academic affairs. This information will be used for graduation planning
and parchment processing purposes.
Provide Guest Tickets
Using feedback provided from graduates wishing to attend graduation ceremonies, a
quantity of guest tickets for each ceremony will be defined. A quota of guest tickets
will be provided to each student attending graduation ceremonies. These tickets will
be contained in the communication to graduates that is defined in the next step.
Communicate to Graduates
A graduation pack will be posted to each graduate attending graduation ceremonies.
Each graduation pack will contain the following information:
 Date, Time and Venue of Graduation Ceremony
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




Graduation Registration Details
Guest Tickets
Robe Rental
Professional Photographer Details
Graduate Network Information
Graduation Ceremony
Examination staff will organise graduation ceremonies insuring adequate staff are in
place to manage the ceremonies. Academic Affairs will be responsible for the sealing
and delivery of parchments and the printers will deliver graduation booklets to
examinations
staff
for
circulation
at
graduation
ceremonies.
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Examinations Process
Academic Affairs
Review File of Students
Examinations staff will provide an excel file of graduates outlining name, gender,
programme and award. This information is used by academic affairs for graduation
planning and the processing of parchments.
Seal Parchments
Once all parchments are received from the printer, the parchments will be processed
and sealed by Academic Affairs ahead of graduation ceremonies.
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Examinations Process
Printer
Review File of Graduates
Examinations staff will provide the printer with a file of all graduates regardless of
attendance to graduation ceremonies. This file will be used to print and number
parchments and to print graduation booklets.
Number Parchments
The file of graduates will be ordered by programme and students will be listed in
alphabetical order. Parchments will be numbered according to the order of names in
the file of graduates.
Print Parchments
Parchments will be printed according to a template provided by the DIT to the
printers. Each parchment will contain parchment number, student name, award and
classification of award.
Print Booklet
Graduation booklets will be compiled for each graduation ceremony. It will contain a
list of programmes and graduates of these programmes in alphabetical order along
with additional information for honorary awards and prizes award to students with
innovative projects or demonstrating excellence in their chosen programmes.
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PROCESS DIAGRAM: GRADUATION
Graduations
Examinations
Academic Affairs
Printer
Supplementals
completed in
September
Prepare File of
Graduates from
Sessional and
Supplemental
Boards
File of Graduates
Communicate with
Graduates
Provide file of
Students
indicating gender
Provide Tickets for
guests
Communicate to
Students by letter,
includes tickets
Excel file of
Students by
gender
Seal Parchments
Parchment
Numbering
Print Parchments
Print booklet from
printer file
Graduation
Ceremony
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TRANSCRIPT PROCESSING
INTRODUCTION
Purpose
The purpose of this section is to outline the processes required to process transcripts
and issue additional transcripts on an ‘ad-hoc’ basis.
Scope




Academic History
Examinations
Groups Concerned
o Examination Staff
o Students
Dependent Processes
o Module Board Process
o Non-Final Year Progression Board Process
o Final Year Progression Board Process
Context
There is a requirement by staff throughout all DIT faculties to have a common means
of processing, storing and managing student registration and academic records. This
document outlines steps required by examination staff to process transcripts and
provide additional transcripts upon request. Requests for transcripts can be for one
year of a programme or the issue of an overall transcript outlining results for all years
of a programme.
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TRANSCRIPT PROCESSING PROCESS


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Examination Staff
o Generate Single Year Transcript
o Issue Transcripts
o Generate Final Year Data
o Amalgamate Data to Complete Transcript
o Generate Single Year Transcript
o Issue Transcript
Student
o Request Transcript
o Provide Payment
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Examinations Process
Examination Staff
Generate Single Year Transcript
Upon completion of progression boards, board decisions regarding results will be
available to examination staff. Examination staff will update student academic
history where appropriate using Internet Native Banner (INB). Once all data for a
specific programme and stage is available, examination staff will generate a single
year transcript. This transcript will contain assessment and module examination
results as well as progression board decisions. One transcript will be generated for
each student.
Issue Transcripts
When transcripts have been generated, they will be issued to each student.
Transcripts are generally posted to the address of correspondence that is available in
the Banner Student System.
Generate Final Year Data
A graduate can request to have a complete or single year transcript to be processed. If
a complete transcript is requested, examination staff will need to amalgamate data
from the Banner Student System with information from other sources such as legacy
examination systems and/or paper files. Final year results will be available through
academic history on the Banner Student System. Examination staff will generate final
year data in banner for amalgamation purposes when processing complete transcripts.
Amalgamate Data to Complete Transcript
If a complete transcript is requested, any information that is not stored on the Banner
Student System will need to be gathered and amalgamated with data held in the
Banner Student System. Examination staff will obtain this information from legacy
examination systems and amalgamate this information with information generated in
banner in order to generate a complete transcript.
Generate Single Year Transcript
If a single year transcript is requested, this information may be either stored on the
Banner Student System or on a legacy examination system. Examination staff will
generate a single year transcript from the system that is applicable for the programme
and year of the requested transcript.
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Issue Transcript
Once a complete or single year transcript has been generated by examination staff, it
will be issued to the students’ address of correspondence that is stored on the Banner
Student System and accessible to examination staff using the INB application.
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Student
Request Transcript
Students and graduates will request transcripts for various reasons. Depending on
requirements, transcripts requests will have to separate characteristics i.e.


Single Year Transcripts
Complete Transcripts
Single year transcripts are transcripts that contain results for one year of a specific
programme for a specific student.
Complete transcripts contain results for all modules or years of a particular
programme for a specific student.
Provide Payment
Students and graduates are requested to provide payment for repeat transcript
generation. Once payments are received, repeat transcript requests are processed by
examination staff. Currently the Banner Student System does not manage repeat
transcript processing fees.
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PROCESS DIAGRAM: TRANSCRIPT PROCESSING
Transcript Processing
Examinations
Student
Generate single
year transcript
from Banner
Issue the
Transcript to the
Student
Request a
transcript
Pay for
transcript
Yes
Multi year
transcript
Generate final
year data from
Banner
Complete transript
with data for
previous years
No
Generate single
year transcript
from Banner
This is only for
Modularised
Programmes
Issue the
Transcript to the
Student
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