Results to Ratification

Effective, Consistent and Reliable
Method for Collecting Student Assessment Data

The R2R process is executed in four phases each session: distinct groups of staff will be primarily responsible during different phases, according to their roles and expertise within the assessment and ratification process

Phase 1: Gradebook Setup (LD&P Team and Unit Convenor)

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. The Learning Design & Production Team and unit convenors are jointly responsible for guiding and implementing this setup, ensuring both technical accuracy and alignment with unit activities and assessment policies

Five important steps:

STEP 1: For every assessment task, create a matching category.
(and remember that every assessment is to be marked /100).
STEP 2: Organise your grade book by moving assessment activities into categories.
STEP 3: Create a ‘Non-Assessed’ category.
STEP 4: Set the weightings and aggregation methods of categories.
STEP 5: Create a ‘Grade Override’ category.

You can use this checklist for future reference.

Phase 2: Preparation of Results (Unit Convenor and Teaching Staff)

Gradebook Results Preparation

Unit convenors are responsible for the gradebook set-up and results preparation phases. 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.

Exporting and checking marks

When exporting marks from the R2R dashboard, please note that the system uses a ‘ceiling’ rounding rule rather than standard mathematical rounding. In practice, marks with a second decimal place of 0.10 or higher are rounded up to the next whole number, while marks below 0.09 are rounded down. Unit convenors should always cross-check exported marks, particularly those sitting close to grade boundaries, before finalising results.

Example: Ceiling vs. Standard Rounding

Grade	48.04	48.25	49.6
iLearn Standard Rounding	48	48	50
Grade Monitoring Dashboard Ceiling Rounding	48	49	50

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.

Phase 3: Review of Results(Head of Discipline and Head of School)

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. During this phase, Heads of Discipline and Heads of School are responsible for leading the review of results, ensuring moderation and ratification. 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.

Phase 4: Result Upload and Ratification (Educational Services Team)

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 Discipline and Heads of School, Education Support Officers, and the Learning Design and Production Team is essential. Each group plays a 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 (Phase 1 and 2)

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 from 2026 on, Moderation Checklist for Arts Faculty until then) 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 (Phase 3)

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 from 2026 on) and make recommendations to the Faculty Board as part of the ratification process.

Education Support Officer (Phase 4)

Faculty Education Committee (Phase 4)

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 (Phase 4)

Learning Design and Production Team (ongoing support)

Nuances in rounding, records and ratification

Understanding ceiling rounding in R2R

Result Rounding Approach

Data visualised in the Unit Monitoring and Grade Ratification dashboard has rounding applied at the Gradebook category level and then at the Final/Final adjusted mark level.

Rounding at Gradebook Category level (mathematical)

Default rounding to 1 decimal place in PowerBI for raw Gradebook Category marks.
- e.g., A 'Quiz' category mark of 16.38141 is displayed as 16.4.

Rounding of Final/Final adjusted mark (special)

Step 1: Confirm the final Gradebook mark (already rounded to 2 decimal places) before applying special rounding
Step 2: Using the Gradebook mark (already rounded to 2 decimal places)
- marks with a decimal of 0.10 or higher are rounded up to the nearest whole number
- marks with a decimal of 0.09 or lower are rounded down

Students without any submissions

Where a student has not submitted any assessment, enter a mark of 0 in any column (can be also from a non assessed knowledge check) so that the Gradebook and R2R dashboard calculate correctly and avoid system errors. This does not disadvantage the student, but it ensures their record is complete and can be included reliably in monitoring and ratification workflows.

Dashboard syncing times

During peak periods around results ratification, the R2R dashboard is refreshed several times a day (for example, overnight and at key points during the day). Allow up to 1.5 hours for changes made in iLearn or the Gradebook to flow through, and avoid making high-stakes decisions on dashboard data while a refresh is still in progress.

Changes to grades after ratification

Once Faculty Board has ratified results, any changes to final grades must follow the formal post‑ratification process. Requests should be submitted via Salesforce or by contacting the Arts Education Services team (arts.esd.admin@mq.edu.au).