STUDENT CENTRAL GUIDELINES FOR COMPLETING A UMP MARKSHEET. Contents

Transcription

1 STUDENT CENTRAL GUIDELINES FOR COMPLETING A UMP MARKSHEET Contents 1 Pre-SEC Downloading a marksheet Completing the marksheet header... 3 Weighting:... 3 Marks out of:... 4 Recommendation:... 4 Header information: Populating your Marksheet... 5 Deleting students:... 5 Adding Students:... 5 Student number, name, and subject/course codes:... 5 Non-submission/Late submission:... 5 Technical resit and Technical fail:... 5 ACO Referrals and DD grades: Marks and Grades... 6 Mitigating Circumstances:... 6 Rounding:... 6 Grades: Resit Marksheets Saving the Spreadsheet Uploading your marksheet At SEC Archiving Marksheet FAQ s

2 Please read the following instructions before completing a module marksheet. If you have any queries or need advice please contact Student Central on ext Pre-SEC 1.1 Downloading a marksheet Log onto PIP Click on Course/Student Management tab Step 1: Select the Assessment tab on your PIP page. Step 2: Click on the Class List Download link located on this page. Step 3: Enter the Module number of the marksheet you would like to download in the Module Code cell. Click outside of the box. Step 4: Select the run of the module that you would like to download from the drop down menu. 2

3 Step 5: Press the Submit button this will create your marksheet as.csv file. Step 6: Save the downloaded.csv file in an.xlsx format on your computer, taking a note of where you saved it you may need to delete the [1] at the end of the module number. Step 7: Open the file to check it is what you are expecting. The number of coursework columns on the spreadsheet is dictated by the number recorded on ecsis. If this needs to be updated contact csa@brookes.ac.uk 1.2 Completing the marksheet header NB: DO NOT DELETE OUT THE NAME OF ANY CANDIDATE ON THE MARKSHEET. ADDITIONAL STUDENTS SHOULD BE ADDED MANUALLY TO THE BOTTOM OF THE MARKSHEET. Step 8: Decide how you wish to structure your marksheet, this will depend on whether you are marking in percentages or marks out of and on the weighting of each piece of assessment. Weighting: Enter weightings for each piece of coursework, ie 40% etc NB: Overall percentage must add up to 100. If you are marking out of 100 for each piece of coursework and the courseworks are weighted differently then you can adjust the weight to suit your needs. For example if there are 4 pieces of coursework and the first piece of coursework is worth 40% of the marks for the total coursework and the rest are worth 20% each then you should set the weight of the first to 40 and the rest to 20 as below. However, if all courseworks are marked out of 100 and weighted equally then you can leave the weight for each as 1. Enter marks as percentages where you are marking out of

4 Marks out of: If you are marking out of something other than 100 for each piece of coursework then you can change each mark out of to the relevant number. For instance, if you are marking out of 25 for each coursework, then simply change the mark out of value from 100 to 25. It is also possible to change the Total CW mark out of and Total mark out of, should you wish to do this. For example, if you have marked out of 10 over 4 pieces of assessment then put 40 where it asks for marks out of. Recommendation: It is recommended that you test your use of Weight and Marks out of with some pretend marks against the first student to make sure that the spreadsheet calculates the final mark as you would expect. CW1, CW2 etc: This diagram relates to the point about testing the weightings. You can, if you wish, change these titles to something more appropriate. For instance, if the first piece of assessment relates to a Class Test and the second to a Presentation then you can change CW1 to Class Test and CW2 to Presentation. Header information: Enter dates of coursework submissions in the cell immediately above each coursework column (the first of these should be cell H2). 4

5 1.3 Populating your Marksheet Step 10: You can now begin entering mark and grade information for the students in your spreadsheet. IMPORTANT POINTS Do not change the date in cell B1 it should remain as end date of semester. Where you are awarding a resit grade you must specify either RC (resit coursework), RE (resit exam) or RB (resit both) in the grade column If a student has not attempted an individual assessment task, put 0 against that assessment task If a student has not attempted any assessment for the module, put 0 against each individual assessment task and include 0 in the overall column If a student s work has been sent to an ACO then you should still put the relevant marks against individual assessment tasks, but leave the overall mark blank and put DD in the grade column. A mark should be reported for all assessment tasks. The only circumstances in which the mark against an individual assessment task should be left blank is if o you are uploading an interim marksheet and not all marks are available; o the module is pass/fail and marks are not recorded; Deleting students: *Do not delete any candidate names from the marksheet even if that student did not attend your module* See section on non-submission to learn how to handle these. Adding Students: If a student does not appear on the spreadsheet you can add their details at the bottom of the spreadsheet, though you should note that you will have to copy the relevant formulae (e.g. from the student above) to ensure that the final mark is calculated correctly. Student number, name, and subject/course codes: Data is automatically entered into these columns from information held on ecsis (electronic Course and Student Information System - the central student database). Unless you are adding students to the list you do not need to enter data. Non-submission/Late submission: It is vital to ensure that if a student does not submit a piece of coursework or fails to attend an exam that you enter a 0 for that assessment on the marksheet. The overall final mark achieved by the student should still be entered. The same applies if a student has not been awarded any marks because of late submission of coursework. Please be aware that when dealing with resit marksheets; if a student fails to attempt the resit, the overall mark should be blank and the grade entered as R. This will ensure that the original mark stands and the correct final grade is applied. IE 36 FW. Technical resit and Technical fail: The mark of 39% is reserved for cases where a technical resit is recommended. A technical resit is used for a student who has achieved a total mark of at least 40% but has failed to meet all approved module requirements and therefore cannot pass the module, but is eligible for a resit. 5

6 The mark of 29% is reserved for cases where a technical fail is recommended. A technical fail is used for a student who has achieved a total mark of at least 30% but has not attempted/passed compulsory demands of a module when it is a requirement of the module that they do so. ACO Referrals and DD grades: If a student s work has been sent to an Academic Conduct Officer the Module Leader does not need to insert any marks in any of the columns but put DD in the grade column. 1.4 Marks and Grades Mitigating Circumstances: No mitigating circumstances grades should be inputted prior to SEC. Please insert the current mark achieved at the point of mark upload. The mitigating circumstances grades (DC, DE, DB or DR) will be reported at SEC (see page 10) and added to the moderated marksheet. Rounding: The spreadsheet will round all final marks. (i.e..4 and below will be rounded down and.5 and above will be rounded up) Grades: The spreadsheet will automatically add one of the following grades; A+, A, B+, B, C+, C, D+, D or F, FR on the marksheet in the Grade Column, when the marksheet is uploaded (grade will depend on whether the student is on the GPA grading scheme or not). The only time you need to enter a grade is where one of the following grades is required:- Grade RB RC RE S (Pass/Fail modules) Guidance for use Only used for students with overall marks between 30 to 39% To indicate resit coursework/resit exam or resit both. This grade is to be used only for modules assessed on a Pass/Fail basis to indicate a satisfactory ungraded pass. i.e. teaching practice, taster courses, or on industrial placement. Record 0 if student has failed the module. Record 30RC mark and grade to show that a student should resit the assessment. DF DD Deferred grade may only be used after consultation with Student Central (please see page 10). This grade may only be used if a student is under a formal disciplinary process and therefore a mark cannot be entered into the marksheet until the outcome of the disciplinary process has been decided. A mark must not be added to the marksheet for a DD grade. This should be added later once the outcome of the disciplinary is known. 6

7 You must therefore leave column 8 blank and enter DD in column 9. * This must be moderated via an M3D form* P R EXT EXR ZB ZE ZC ZR This grade is used on a Resit mark sheet ONLY to record that a student has passed their capped resit. This grade is used on a Resit mark sheet ONLY to record that a student was absent from the resit examination and/or didn t submit the resit coursework. No mark should be added in the Overall column, and the grade R should be entered in the Grade column. The system will retain the original mark. Administrative Extension: a grade showing that the final Examination Committee for a taken module has been unable to finalise the grade/mark for technical/procedural reasons, including problems with placement providers. This grade is not used in relation to mitigating circumstances. The subsequent take of the module will stand and this take will not count toward the requirements of an award. No mark should be added, only EXT in grade column. Please note this grade may only be used after consultation with Student Central. Administrative Extension Resit: a temporary grade showing that the first Examination Committee has been unable to finalise the grade/mark for technical/procedural reasons, including problems with placement providers. This grade is not used in relation to mitigating circumstances. This grade will allow students extra time to complete the requirements for a module up until the resit submission deadlines. No mark should be added, only EXR in grade column. Please note this grade may only be used after consultation with Student Central. Resit through approved changed assessment arrangements of coursework and examination: the mark obtained at resit will be un-capped. Resit through approved changed assessment arrangements of examination only: the mark obtained at resit will be un-capped. Resit through approved changed assessment arrangements of coursework only: the mark obtained at resit will be un-capped. Module take disregarded through approved changed assessment arrangements: a grade showing that the subsequent take of the module will stand and this take will not count toward the requirements of an award. The grade column should be left blank unless one of the above grades needs to be entered. Grading Scheme link: 7

8 1.5 Resit Marksheets The resit marksheet does not automatically calculate the overall mark for the student where other assessments, previously taken, need to be included. Module Leaders need to ensure that the highest mark is given for each piece of assessment. If a lower mark was achieved on the resit piece of assessment, then the original mark stands and should be included in the overall uncapped calculation. Situation If the student did not attend the resit If the student had a RC, RE or RB and has now passed If the student had a DC, DE or DB If the student failed the resit i.e. achieved a mark between 0-39 If the module is an S rated module and the student has now passed If the module is an S rated module and the student has now failed If the student has other module marks that need to be included for an un-capped resit If the mark achieved was lower than the original mark Solution Enter capital R in the grade column and leave the total mark column blank. Enter 40 in total mark column and capital P in grade column. Enter a mark of between 0-99 in the total mark column with the grade column left blank. Enter the mark in Total (0-39) mark and an FR grade will be awarded automatically in the grade column to indicate Fail at resit. The student will be awarded the higher of the 2 failed marks. Enter capital S in the grade column with the total mark blank. Do not enter 40 P. Enter 30 in total column and leave the grade column blank, this will update to FR. Module Leaders will need to calculate this (there will be an * against the student name indicating that they have an uncapped resit). For each individual piece of assessment the highest mark achieved must be given. Module Leaders should calculate one overall resit mark using the best mark achieved on each piece of assessment. If the mark achieved was lower than the original mark the system will default to the higher mark. 1.6 Saving the Spreadsheet Step 11: You can save the spreadsheet in.xlsx format (*not a.csv*) until you are ready to upload the marksheet as once the file is saved as a.csv the formula will no longer be present. NB: When ready to upload marks this needs to be a.csv file but always keep an.xlsx copy. After each coursework assessment point you can save a file in.csv format and you can upload the marks via PIP. Each time you upload the data you will notice new information added will be in yellow and changed data in blue. 8

9 1.7 Uploading your marksheet You need to do a final upload of the marks in a.csv format, before the marksheet deadline and print a copy of the marksheet(s) ready for submitting to the SEC for moderation. This must be done before the marksheet deadline. Any marks received late will not appear on student record printouts. This may delay the Conferment of Awards for potential graduates and will prolong SEC and MEC meetings. Step 12: Go to the Assessment tab on PIP and select the Marksheet Upload link (this page can take a while to load). Step 13: Select the Choose File button on the page. Step 14: Go to the location on your computer where your.csv file is located and select this. Then press the Submit button. Please note, in the example above we have used a number of pretend students that do not exist and, therefore, the system is raising this as an issue so is marking them in RED but all marks have been accepted by the system and these are, therefore, shown in yellow. If you have any issues indicated by the system you will need to resolve these and then resubmit. If you need advice please call: STUDENT CENTRAL Step 15: If you are uploading an interim marksheet you will then need to click the Save button on this page. However, if you are uploading at the end of the semester press the Save and Finalise for SEC. This will indicate to Student Central that all final marks have been submitted and, therefore, we should not expect any further marks for this module. If you don t press Save and Finalise for SEC then the marks will not be uploaded and will not appear on the student record printouts. Step 16: Once you have pressed the Save and Finalise button the system will create a marksheet for you which should be printed and taken to your SEC for any necessary moderations. 2 At SEC Moderated Marksheets: Step 17: Module Leaders must take a copy of the unmoderated marksheet to the SEC. Only columns Moderated Mark and Moderated Grade are used for purposes of moderation. 9

10 The Moderated Mark column is used to record marks that differ from the total in column Total Mark. If no moderation is necessary leave column Moderated Mark clear. Column Moderated Grade can be used to carry over or input grades for the first time. If a mark is moderated but the grade remains the same it must still be entered in column Moderated Grade. Please note: DF GRADES The grade DF can only be used with the agreement of Sam Clarke, Gavin Barber or a member of the Programme Support Team within Student Central:- Sam Clarke sclarke@brookes.ac.uk Gavin Barber gbarber@brookes.ac.uk Programme Support programmesupport@brookes.ac.uk P and R GRADES The grades P and R (non-attendance) are only used for resit undergraduate modular marksheets. The only marks and grades that will be processed on a moderated marksheet are those found in column Moderated Mark and Moderated Grade. Do not, under any circumstances, alter any marks and grades in the other columns as these will not be recognised as moderated marks and therefore not processed. DB, DC, DE for Deferred Medical Resit Grades These grades may only be used in column Moderated Grade when a resit through mitigation is being awarded by the SEC. NB: These grades will be awarded by the Examination Committee where a claim for re-assessment under mitigating circumstances has been successful and approved by the MCP. The student is entitled to assessment or reassessment through mitigation without retaking the module. All marks obtained will be awarded. DB resit through mitigation for both examination and coursework DC resit through mitigation for coursework only DE resit through mitigation for examination only DR - Disregard through Mitigation The DR grade is used to show that there is evidence of mitigating circumstances for the duration of the module and resit period. The module will not count towards the requirements of an award. The grade will show that the student has been allowed to retake the module. MS - Medical Satisfactory Grade An ungraded pass (ie a grade that carries no marks) arising from mitigating circumstances. This grade can only be awarded by an Examination Committee in the final semester of a student s programme where the Examination 10

11 Committee is satisfied that the student has achieved a pass in the learning outcomes. There is a limit on the number of MS grades allowed. See University Regulations B2.12.ii NB: MS grades must be agreed with Sam Clarke, Gavin Barber or the Programme Support Team. The SEC Chair must sign and date the marksheet regardless of whether any changes were made at the SEC when moderating the marksheet. This confirms that the marksheet is the final moderated copy. All marksheets (now moderated) must be submitted to Student Central immediately after the SEC. 3 Archiving The marksheet is an important University document that records the individual module marks for students and will be scanned and archived therefore please avoid the following: Inappropriate marking (e.g. doodling, question marks, comments etc.) on the marksheet Using pencil, colour pens (other than black ink) on the marksheet Crossing out student names entered on the marksheet Gaps where marks/grades should be 11

12 Marksheet FAQ s Q: What do I put if I know the outcome of a student s mitigating circumstances application? A: The mitigating circumstances grades are DC, DE, DB and DR. These grades can only be allocated by an exam committee, after approval by the Mitigating Circumstances Panel. Module Leaders should upload the mark that the student has achieved, even if they believe a student s mitigating circumstances application has been accepted. The relevant Mitigating circumstances grade will then be indicated on the moderated marksheet at the exam committee. On a resit marksheet, a student who has been awarded a mitigating circumstances resit grade (DC,DE,DB ), will be indicated on the marksheet with an *, so that you know to award an uncapped resit mark. Q: When is a DF grade appropriate? A: Please refer all potential DF grades to the Clerk of the MEC (Sam Clarke) as this grade can only be used with prior permission. Q: What do I put when a student hasn t attended their exam or submitted their coursework? A: Enter a mark of 0 for the individual assessment component and enter a zero in the overall mark column. If a student hasn t attempted a resit assessment, then leave the overall mark blank and enter an R in the grade column. Q: Why are there students on my marksheet who left the module a while ago? A: The snapshot that creates the student list on the marksheet is taken at any early point in the semester. If a student subsequently deletes the module they will still appear on the marksheet. Please leave these students on your marksheet and leave the mark and grade columns blank. Do not delete these students! Q: Why isn t my marksheet showing on PIP? A: There may be several reasons for this: Are you the named Module Leader on PIP? If not, please contact the Course and Student Administration Team to update this for you. If you are the named Module Leader, it may be that the marksheets have not yet been released for download. There may be other technical reasons why a marksheet is not available so if you are expecting one and it isn t there please contact Student Central. Q: What should I do if I am unable to upload my marksheet on time? A: Please contact the Student Records Team in Student Central as a matter of urgency and in all cases prior to the marksheet deadline. Q: What do I put if a student is being investigated for a disciplinary? A: Please leave the mark blank and put a DD in the grade column. Please note that a DD grade cannot be resolved on a moderated marksheet. An M3d form must be submitted to resolve a DD grade. Q: What do I do if a student doesn t appear on a marksheet? 12

13 A: The student can be added to the bottom of the marksheet. Please note you must copy the formula from the overall mark and total mark columns. Q: My marksheet won t upload and I am getting the error marked assessments must be dated A: This is because you have not inserted a date in cell H2. Please insert a submission date for each piece of assessment in row 2. Q: Where can I find the deadline for marksheet submission? A: Please see the Examination Committee Schedules at the following link: Q: What do I put when a student had a mitigating circumstances resit on both pieces of coursework, but did better in one and worse in the other? A: The higher mark will stand in both cases and the Module Leaders would input this on the resit marksheet. Last updated: April