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Implementation of the New Modular Taught Undergraduate (UG) Award Rules on the Student Information Management System (SI

Implementation of the New Modular Taught Undergraduate (UG) Award Rules on the Student Information Management System (SIMS). Andy Lloyd, Janet Cormack, Lara Davies - Registry. The Assessment Cycle. Setting and holding Assessments. Designing Assessments. Marking Assessments.

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Implementation of the New Modular Taught Undergraduate (UG) Award Rules on the Student Information Management System (SI

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  1. Implementation of the New Modular Taught Undergraduate (UG) Award Rules on the Student Information Management System (SIMS) Andy Lloyd, Janet Cormack, Lara Davies - Registry

  2. The Assessment Cycle Setting and holding Assessments Designing Assessments Marking Assessments Academic Feedback on Assessments Result Processing Examining Boards Reassess--ment Award Rules Extenuating Circumstances Policy and guidance Regulations and guidanceUniversity-wide criteria Regulations and guidance Class TestsAlternative assessments and Specific Provision Regulations and guidance Nature and volume of assessment Grade conversion

  3. Consistency in assessment – why it matters … • For students – it adds clarity and transparency • For staff – it can reduce the volume of resource required to manage student records • For the University – it helps ensure confidence in the standards and quality of our awards • (In the 8 schools that were using SIMS)140 defined progression profiles – which include: • 271 progression methods; • 323 progression rule elements • Considerable variety in both processes and procedures; e.g. • Rounding of marks at different levels; • Weightings within and between modules; • Re-assessments; • Examining Boards; • Extenuating Circumstances.

  4. Result Processing • Award Rules, Extenuating Circumstances and Examining Boards; • Implementation of modular PGT programme rules in SIMS through 2012/13; • Implementation of modular Undergraduate programme rules in SIMS through 2013/14.

  5. Your feedback on the implementation of the modular PGT award rules • “It was a much more efficient and quicker process than before” • “The Web mark entry system within SIMS was easy to use” • “[It] simplified the processes and ran very smoothly” • “The new award rules saved a lot of time in the Exam Board discussing matters which are no longer discretionary and I think this makes the system fairer and more transparent” • Small number of issues highlighted as areas for improvement. We need to incorporate these learning points and feed them forward into the work that will be undertaken in 2013/14 • Link SIMS and Excel, Exam Board reports, Running progression and award rules

  6. Documentation • Online Regulations and Guidance at: http://learning.cf.ac.uk/quality/assessment/ • Manuals and Handbooks • Exam Boards • External Examiners • Exam Liaison Officers • Exam Result Processing • Quick Guides • Exam Board Chairs • Exam Processing • Training • Web Mark Entry • Calculating Module Results • Producing reports for Exam Boards • Managing Exam Boards and confirming results • (Individual training sessions will be arranged as and when needed) The need to realise the benefits and opportunities of partnership working Briefing Meetings Introduction and Process Overview (9/13 – 10/13) Managing Extenuating Circumstances (10/13 – 11/13) Chairs of Exam Boards / School Directors of Education (12/13) Newly Appointed External Examiners (02/14) Chairs of Exam Boards (04/14) • One-to-One Support for Schools • Consultation meetings with schools / groups of schools (10/13 – 11/13). Follow up meetings with schools where required • Via Telephone and/or email • SIMS / Processes – email Studentrecords@Cardiff.ac.ukext. 76211 • Student Cases – email Appeals@Cardiff.ac.ukext. 76628 • Assessment Matters - email LloydA@Cardiff.ac.uk ext. 76979 • Exam Board Hotline: ext. 79555 • Registry attendance at Exam Boards

  7. Result Processing • A single source of programme information for students / staff; • Streamlined and improved processes for and within schools; • Confidence in the ways in which standards are managed across the University; • Consistency, reliability, and transparency.

  8. The Result Processing Cycle 1. Create assessment data on SIMS and publish to students July onwards 2. Student confirms module selections September 3. Input assessment marks and extenuating circumstances on SIMS and release marks to students Throughout the Year 4. Calculate module results Throughout the Year 5. Run Business Objects reports for Exam Boards Before Exam Board 6. Return Exam Board reports to Registry with any annotations 1 Working Day after Exam Board 7. Exam Board decision released to students After results have been returned to Registry

  9. 1. Create assessment data on SIMS and publish to students • Please ensure: • your methods of assessment are set up correctly, and; • your method of reassessment is correct – either resit synoptic assessment or resit failed components. • To allow single source programme information to be created for multiple purposes (SIMS, Learning Central, KIS), and to ensure clear and accurate information is made available to students, and; • To reduce the number of module changes required; • Enable students to access relevant learning materials, and; • Eliminate knock-on tasks for Schools and for Registry . • Assessment data is captured via the ‘Create and Edit Module Assessments’ task. Once you have input your assessment data, this will be published to students via SIMS Online. What Why How

  10. 2. Student confirms module selections What • Please ensure: • Students complete the module selection task • To allow students to be informed of the form(s) of assessment at the start of each session, and; • To allow students to access related learning materials on Learning Central. • Students go to SIMS Online and confirm their module selections for the forthcoming Academic Year, using the task in the ‘Programme of Study Information’ container; • Schools then approve the students’ module choices. Why How

  11. 3.Input assessment marks and extenuating circumstances on SIMS and release marks to students What • Please ensure: • Assessment marks are input into SIMS as soon as they are received. • To provide prompt feedback by allowing provisional marks to be made available to students as soon as marks have been entered and checked, and; • To allow Unfair practice allegations and outcomes, Extenuating Circumstances applications and decisions, and students withdrawing from modules to be managed. • Using Webmark entry / Uploaded from Spreadsheets; • Guides to entering and releasing marks through SIMS can be found in the Assessment Management Section in SIMS Online . Why How

  12. 4. Calculate Module Results What • Please ensure: • When all assessment marks have been entered and checked for a module, the module result is calculated. • To allow personal tutors to monitor and give generic feedback by discussing progress with tutees; • To enable module teams to review cohort performance, and; • To allow data errors to be identified and rectified in advance of Exam Boards. • To calculate the module, press the ‘Calculate Module Results’ button; • If module results need to be undone, please contact Student Records on schoolrecords@cardiff.ac.uk or ext79555. Why How

  13. 5. Run Business Objects reports for Exam Boards What • Please ensure: • That you use the ‘Assessment Matters – University Exam Board Reports’. • That you work with Registry to ensure that reports can be run in advance of Boards. • To ensure that Exam Boards have all of the relevant information available to enable them to reflect on and report on quality and standards matters, and; • To allow Exam Boards to confirm progression and award recommendations to the University Award and Progress Committee. • The exam board reports will be produced when the progression and award rules have been run, however they can be run any time after module results have been calculatedas a provisional report. Why How

  14. 6. Return Exam Board reports to Registry with any annotations What • Please ensure: • That you use the ‘Assessment Matters – University Exam Board Reports’. • That clearly annotated reports are returned to Registry within 1 working day post-exam board • To allow students to receive results in a timely manner; • As annotations must be clear and unambiguous to enable the correct changes to be made to results, and; • To allow student appeals to be managed quickly by providing an audit trail to be followed. • By making clear annotations on reports of any changes required. • Exam Board Minutes are returned to Student Cases in Registry Why How

  15. 7.Exam Board decision released to students • Registry will release results to students within 5 days of receipt of results. • To ensure students receive prompt notification of results, which will allow them to take future action where necessary. • Students will receive an email to tell them they can view their results via SIMS Online and also that their interim transcript has been sent to their address. What Why How

  16. The Result Processing Cycle 1. Create assessment data on SIMS and publish to students July onwards 2. Student confirms module selections September 3. Input assessment marks and extenuating circumstances on SIMS and release marks to students Throughout the Year 4. Calculate module results Throughout the Year 5. Run Business Objects reports for Exam Boards Before Exam Board 6. Return Exam Board reports to Registry with any annotations 1 Working Day after Exam Board 7. Exam Board decision released to students • After results have been returned to Registry

  17. Documentation • Online Regulations and Guidance at: http://learning.cf.ac.uk/quality/assessment/ • Manuals and Handbooks • Exam Boards • External Examiners • Exam Liaison Officers • Exam Result Processing • Quick Guides • Exam Board Chairs • Exam Processing • Training • Web Mark Entry • Calculating Module Results • Producing reports for Exam Boards • Managing Exam Boards and confirming results • (Individual training sessions will be arranged as and when needed) Briefing Meetings Introduction and Process Overview (9/13 – 10/13) Managing Extenuating Circumstances (10/13 – 11/13) Chairs of Exam Boards / School Directors of Education (12/13) Newly Appointed External Examiners (02/14) Chairs of Exam Boards (04/14) • One-to-One Support for Schools • Consultation meetings with schools / groups of schools (10/13 – 11/13). Follow up meetings with schools where required • Via Telephone and/or email • SIMS / Processes – email Studentrecords@Cardiff.ac.ukext. 76211 • Student Cases – email Appeals@Cardiff.ac.ukext. 76628 • Assessment Matters - email LloydA@Cardiff.ac.uk ext. 76979 • Exam Board Hotline: ext. 79555 • Registry attendance at Exam Boards

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