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 or supplementary assessment) 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) a supplementary assessment, or

(iii) an extension

that grade released will be classified as 'non-finalised' (in the case of (i) and (ii)) or 'incomplete' (in the case of (iii)) 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
Custodians
Academic Registrar
Mr Mark Erickson