Procedures

Finalisation of Grades - Procedures

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1. Purpose and Objectives

These procedures enact PPL 3.10.02 Assessment.

2. Definitions, Terms, Acronyms

Associate Dean (Academic) – The relevant Associate Dean (Academic) of the faculty administering the award. For non-award students, the Associate Dean (Academic) of the faculty administering the course.

Head of School – for the purpose of these procedures only, Head of School includes the Chief Examiner for the MD and MBBS programs.

Executive Dean – The Executive Dean of the faculty administering the award. For non-award students, the Executive Dean of the faculty administering the course.

3. Procedures Scope

These procedures apply to all students and staff at The University of Queensland.

4. Procedures Statement

These procedures describe the circumstances in which grades can be altered, and the timeframes and responsibilities associated with release of grades to students.

5. Release of Final Grades

5.1 The Academic Registrar must release the final grades to students in a form and at a time determined by the Academic Registrar.

5.2 If a student’s final grade is unable to be released under 5.1 (e.g. due to the granting of a deferred examination) the Academic Registrar must release the final grades for that student at a time determined by the Academic Registrar.

6. Certification of Grades

6.1 The Executive Dean must certify as accurate the final grades for courses administered by the faculty and submit them to the Academic Registrar.

7. Changes to Grades

7.1 Prior to release

7.1.1 Before submitting grades to the Executive Dean, the Head of School may adjust a grade to comply with any relevant assessment practices.

7.1.2 A grade may be altered by the Executive Dean and Head of School —

(a) to correct a patent error, or

(b) if the Executive Dean is satisfied the grade should be reconsidered.

7.2 After release

7.2.1 Once a grade is released it becomes a final grade.

7.2.2 A final grade may be changed only —

(a) by the Academic Registrar at any time if satisfied the change is needed to correct a patent error; or

(b) by the Executive Dean or Associate Dean (Academic) up to one year after the finalisation of grades if satisfied the change is needed to correct a patent error; or

(c) by the Executive Dean or Associate Dean (Academic) before the re-mark finalisation date on being satisfied that —

I. the original final grade reflects a marking error; and

II. the university’s re-marking policy has been followed; or

(d) by the President of the Academic Board, who must be satisfied that—

I. the student has demonstrated that exceptional circumstances warranting the change exist; and

II. the student could not have sought the change earlier; and

III. if the change is made, academic standards will not be lowered; and

IV. making the change would not be unfair to another student.

7.2.3 Despite 7.2.2 (d), the President of the Academic Board may change a final grade to another final grade only if the criteria in 7.2.2 (d) can be satisfied and the application is received by the University—

(a) within thirty (30) calendar days of the release of the final grade to be changed; or

(b) after thirty (30) calendar days but before six months of the release of the final grade to be changed where the student can demonstrate that it was impossible for the student to apply for the change within the thirty (30) calendar day period.

7.2.4 In 7.2.2, where a deferred examination or supplementary assessment has been granted and undertaken, the date of release of the final grade will be regarded as the date of release of the grade recorded following that assessment.

7.2.5 In 7.2.2 the re-mark finalisation date means —

(a) for first semester grades — the final day of the next semester; and

(b) for second semester grades — the day after the end of the mid-semester recess in the first semester in the next year; and

(c) for summer semester grades — the final day of the next semester.

8. Non-finalised and Incomplete Grades

8.1 Despite 7.2.1, where a student has been granted –

(i) a deferred examination, or

(ii) an extension,

that grade released will be classified as 'non-finalised' (in the case of (i)) or 'incomplete' (in the case of (ii)) until approved by the Head of School, and submitted to the Executive Dean or Academic Registrar for certification.

8.2 If a grade for a course, other than a course undertaken as the thesis component of a PhD or MPhil or Professional Doctorate, is listed as incomplete in the final grades, that grade must be finally recorded as though no assessment was received from the student as follows —

(a) for first semester grades — on the first day after the second semester mid-semester recess;

(b) for second semester grades — on the first day of first semester of the next year; and

(c) for summer semester grades — on the first day after the first semester mid-semester recess.

8.3 Section 8.2 does not apply if before the day set out in that section —

(a) the Head of School submits a new grade to the Executive Dean; or

(b) the Executive Dean approves the grade remaining incomplete for an additional period.

The additional period must end on or before the date set by the Academic Registrar for the certification of final grades in the semester immediately following the semester in which the incomplete grade was first notified.

9. Audit of Grade Changes

9.1 The Associate Dean (Academic) and the Academic Registrar must put procedures in place to ensure that the processed grade changes are accurate, and that Grade Change Reports are checked and sent to Examinations section on a regular basis.

9.2 The UQ Change Grade Report in SI-net must be generated on a fortnightly basis, to include all grade changes processed within the period.

9.3 A staff member, who did not perform the grade changes in the system, must check and reconcile the report against the grade change requests.

9.4 The checked, verified and signed report must be provided to Examinations section in a timely manner, following reconciliation in 9.3 above.

Custodians
Academic Registrar Mr Mark Erickson

Guidelines

Finalisation of Grades - Guidelines

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1.  Purpose and Objectives

These guidelines outline the actions that should be taken by faculties and central administration when changes to finalised grades are approved. The guidelines supplement PPL 3.10.12 Finalisation of Grades, PPL 3.10.07 Grading System, PPL 3.10.09 Supplementary Assessment, PPL 3.10.10 Assessment Re-mark, PPL 3.10.11 Examinations, and PPL 3.10.02 Assessment – Procedures.

2.  Definitions, Terms, Acronyms

No entries for this document.

3.  Guidelines Scope/Coverage

These guidelines apply to faculty and central administration staff involved in the processing of grade changes, both for finalised and non-finalised grades.

4.  Guidelines Statement

Semester grades are officially released to students on a date specified by the Academic Registrar.  At that time, grades are final grades, with the exception of non-finalised grades as a result of:

(a)    the granting of a deferred examination;

(b)    incomplete results in assessment; or

(c)    where the grade for a course is withheld, for example pending the outcome of a misconduct allegation.

Grades may be changed or finalised in the following circumstances:

  • on completion of incomplete assessment;
  • following result of deferred examinations;
  • following result of supplementary assessment;
  • to correct patent errors;
  • after completion of assessment re-marks;
  • resolution of results withheld;
  • change to finalised grade approved by the President of the Academic Board.

Once approved in accordance with Section 7.2 of PPL 3.10.12 Finalisation of Grades – Procedures, grade changes are processed in SI-net by authorised administrative staff in faculties and Examinations section. In the case of changes to finalised grades, the reason/s for changes are included as ‘comments’ in SI-net.

Once a change to a grade is made in SI-net, an email is automatically sent to the student to advise them of a change. Staff are required to assess the impact of the grade change in accordance with Section 5.

5.  Areas of impact – changes of grade

Finalising or changing grades after the release by the Academic Registrar can impact a student’s academic standing, graduation eligibility, place in a program, and scholarship or award eligibility.

Changes to grades processed by Examinations section will appear on the UQ Change Grade Report generated by faculties. Faculty staff should check the Report to identify these grade changes, and determine the impact the grade change may have on other processes.

5.1 Incomplete (INC) and non-finalised grades

Faculties are responsible for ensuring that incomplete and non-finalised grades are finalised in accordance with the times specified in Section 8 of PPL 3.10.12 Finalisation of Grades – Procedures.

To assist staff in managing incomplete and non-finalised grades, an Outstanding Grades Report is available via the UQ Reportal.

5.2 Supplementary assessment

PPL 3.10.09 Supplementary Assessment and some program rules set out eligibility for supplementary assessment. Supplementary assessment cannot be awarded until a grade has been finalised.

Faculty staff should check whether a finalised or changed grade affects a student's eligibility for supplementary assessment.

The final grade for a student who is granted supplementary assessment, but does not undertake it, is recorded as 3S- (where ‘3’ = the original grade).

5.3 Academic Standing

Finalising or changing a grade may impact a student’s academic standing. For example, a lower grade could trigger an academic warning or show cause in accordance with PPL 3.50.14 Academic Progression - Procedures.

Student Progression section monitors changes to academic standing as a result of a grade change for the current semester and all relevant terms within the previous 12 month period, and notifies students of any consequent requirements. 

5.4 Graduation status

5.4.1 Eligibility to graduate

Faculty staff should check whether a finalised or changed grade affects the student’s eligibility to graduate. Faculties should make no change to a potential graduand's record, where such a change will result in a change to graduation eligibility, following the advertised graduation checking deadline and up until the conclusion of the graduations period. Academic Registrar approval must be sought and Student Progression notified immediately. If the change will not result in a change to graduation eligibility during this period, faculties may update the student's grade and must notify Student Progression immediately to ensure the student's Academic Transcript and Australian Higher Education Graduation Statement (AHEGS) are corrected.

If the graduation period has passed, faculty staff should update the academic record to ensure that the student’s record will be considered in graduations checking for the next graduation period.

5.4.2 Honours

Faculty staff should check whether a finalised or changed grade affects the student’s eligibility for a class of honours.

Faculties should make no change to a potential graduand's record, where such a change will result in a change to graduation eligibility, following the advertised graduation checking deadline and up until the conclusion of the graduations period.

Once the graduation checking deadline has passed, Academic Registrar approval must be sought for a change in class of honours for a graduating or graduated student. Both the Academic Registrar and Student Progression section should be notified immediately. The necessary steps will be taken by Student Progression to facilitate the change in class of honours and arrange for replacement graduation documents where required.

5.5 Progression/Place in the program

A changed grade may affect whether a student is able to progress, or retain a place in their program. 

5.6 Scholarships

Each semester Student Fees and Scholarships section undertakes checks of grade point averages for all equity scholarship holders to ensure they meet ongoing eligibility requirements for the scholarship.

5.7 Other achievements

5.7.1 Dean’s Commendation for Academic Excellence

Faculty staff should check whether a finalised or changed grade will result in a change to the student's eligibility for a Dean’s Commendation for Academic Excellence. Where applicable, the administering faculty will process the Dean’s Commendation in accordance with SI-net established practice.

5.7.2 Other awards

Faculty staff should check whether a finalised or changed grade will result in a change to the student's eligibility for other faculty or school awards.

6.  Audit of grade changes

As set out in PPL 3.10.12 Finalisation of Grades – Procedures, an audit of processed grade changes must be undertaken by faculties and Examinations section on a fortnightly basis. The UQ Change Grade Report is to be generated and the results checked against the approved grade change notifications.

The Grade Change Report generated by faculties will also include any grade changes relevant to the faculty which have been processed by Examinations section. A copy of the UQ Change Grade Report generated by faculties is forwarded to Examinations section for record-keeping.

Examinations section generates reports for changes processed within Examinations section, which are also checked, reconciled and filed.

Custodians
Academic Registrar Mr Mark Erickson
Custodians
Academic Registrar Mr Mark Erickson