Results to Ratification

Effective, Consistent and Reliable
Method for Collecting Student Assessment Data

The Results to Ratification - or R2R - process is being implemented gradually over multiple sessions.

The R2R process is executed in four phases each session:

Gradebook Setup
Preparation of Results
Review of Results
Result Upload and Ratification

The first step of this project is supporting you in setting up gradebook so that all units share a consistent gradebook format. One that is customisable and clear in its calculation of students' results.

VIDEO WALKTHROUGH COMING SOON

Six important steps:

STEP 1: Set your gradebook to “show totals excluding hidden items"
STEP 2: For every assessment task, create a matching category
(and remember that every assessment is to be marked /100)
STEP 3: Set the weightings and aggregation methods of categories
STEP 4: Organise your grade book by moving assessment activities into categories
STEP 5: Create a ‘Non-Assessed’ category
STEP 6: Create a ‘Gradebook Admin/Overrides’ category

Preparation of Results

Gradebook Results Preparation

The initial set-up of the gradebook (Phase 1) establishes a unit-level footprint in the ‘Unit Grade and Group Monitoring’ dashboard. This integration enables the automatic extraction of student assessment data from the gradebook at regular intervals, providing a comprehensive overview of student performance. Unit convenors can use this data to review and quality assure results throughout the session, supporting a smooth transition to results ratification.

Dashboard Access

Access to the dashboard is provided to all unit convenors and co-unit convenors as identified in iTeach. Access permissions are managed and updated periodically. Those requiring access can follow the 'Request Access’ process by submitting relevant role details via OneHelp.

Please be aware that this is not the Unit Profile Dashboard linked on iLearn, but the Unit Grade and Group Monitoring Dashboard for results ratification and processing.

Dashboard Features

The dashboard presents a variety of views and data visualisations, developed through extensive pilot feedback and academic consultation. Further information and guidance on optimising the use of the Unit Grade and Group Monitoring dashboard can be found in Phase 3: Review of Results.

Review of Results

Results Review and Ratification

After the gradebook has been set up (Phase 1) and results have been prepared (Phase 2), the next step is to review results and recommend them for final ratification by the relevant Faculty Board. This phase provides an overview of how to maximise the use of the available dashboard.

The Dashboard

The ‘Unit Grade and Group Monitoring’ dashboard automatically extracts student assessment data from the gradebook at regular intervals, presenting a comprehensive view of student performance. Multiple views and data visualisations are available.

Review of Results

The dashboard displays all student data required for the ratification of results within schools, departments, and faculties. By using the Power BI dashboard during meetings, the process of displaying and reporting results becomes more efficient, consistent, and reliable. This approach allows unit convenors and academic staff to focus on moderation, quality assurance, and maintaining assessment standards, rather than on manual data manipulation and report generation during peak results processing periods.

VIDEO WALKTHROUGH COMING SOON

Result Upload and Ratification

Finalising Results: Upload to AMIS

In the final phase, reviewed results are uploaded to AMIS by Educational Services teams. This process ensures accuracy and minimises manual handling. The key steps undertaken by professional staff are outlined below:

Step 1: Access the Unit Grade and Group Monitoring dashboard.
Step 2: Extract student results from the Unit Results Export page.
Step 3: Import the extracted results into AMIS using a secure, cloud-based application.

No further amendments to the results are required after extraction from the dashboard, streamlining the process and reducing the risk of errors.

Find a detailed guide how to export and import results here.

Who will be involved in the process?

To ensure a seamless ratification process, the involvement of Unit Convenors, Heads of Schools, Education Support Officers, and the Learning Design and Production Team is essential. Each group brings unique expertise and plays a critical role at different stages, from initial review to final approval and implementation.

The Faculty of Arts adheres to the Unit of Study Monitoring and Grade Ratification Policy and Procedures, which supports the assurance, enhancement, and improvement of the quality, integrity, and relevance of the University's suite of units of study.

Unit Convenor

To guarantee that all evaluations are appropriately documented, unit convenors are in charge of setting up gradebook.

The Unit Convenor will finalise their grades in the approved university system, examine performance data, student feedback and engagement data, and complete the Unit Monitoring and Grade Ratification Report (Form A on iTeach) identifying any issues.
Additionally, they will monitor the dashboard to track progress and address any issues that may arise.

Link to Dashboard

Head of School

Faculty Authorities are responsible for ensuring adequate monitoring of units and review of grades is undertaken at the end of every study period in which units are offered, through a meeting or schedule of meetings.

The final grades for all units will be reviewed during these meetings and recommended to the Faculty Board for ratification.

The Head of School (or delegate such as Discipline Chairs or Director of Education) chairs the school moderation meetings, fostering collaboration and ensuring academic standards are maintained. Additionally, they are responsible for completing the Unit Group Monitoring Report (Form B on iTeach) and make recommendations to the Faculty Board as part of the ratification process.

Education Support Officer

Learning Design and Production Team

Faculty Education Committee

Illustration of a graduation hat and books

The Deputy Dean (Education & Employability) chairs the Faculty’s Unit Monitoring and Grade Ratification Meetings.

The Faculty Unit Monitoring and Grade Ratification Meeting is responsible for endorsing final grades for units within its jurisdiction, conducting a cohort investigation if required, and examining unit monitoring and grade ratification reports where appropriate, including Form B.

Faculty of Arts Faculty Board

charts and graphs with a magnifying glass highlighting a pie chart on white paper sheets.

The Faculty Board will review the results and reports and ratify the final grades, including any holding grades as identified in the assessment procedure as those grades where a mark is not given.

The Deputy Dean (Education & Employability) will complete the Faculty Unit Monitoring Report (Form C) and submit it to the Academic Senate Education Committee (ASEC) for consideration.

Results to Ratification Process Timeline

Academic Week	Process
Week 13	Unit Convenors and LD&P Team do final gradebook checks
Exam Weeks 1 & 2	Unit Convenor finalise grades of units without final exams
Exam Week 3	By the end of the week, results and Form A are due from the Unit Convenor Start of School/ Discipline Marks Moderation Meetings Period
Session Break Week 1	End of School/ Discipline Marks Moderation Meetings Period Education Support Officers enter grades in AMIS Form B due from Heads of Schools Faculty Education Committee Marks Meeting
Session Break Week 2	Form C due from Deputy Dean Education & Employability Faculty Board Results Ratification Meeting Results released
Session Start	Unit Convenors and LD&P Team set up assessments in iLearn and Gradebook
Throughout the Session	Monitor Gradebook & Dashboard

Effective, Consistent and Reliable Method for Collecting Student Assessment Data

Who will be involved in the process?

Results to Ratification Process Timeline

Effective, Consistent and Reliable
Method for Collecting Student Assessment Data