Purpose

To set up the Mark/Grade Entry form ASSF5330.

This form is used to define the configuration of the manual result entry screen and the electronic upload process.

This form is in two parts:

• Online Keying Configuration
  This determines how results are recorded in the Mark/Grade Entry form (ASSF5330).
• Electronic Upload Configuration
  This determines how validation checks perform during the Electronic Upload process in both:
• The Validate Outcome Upload File form (ASSF5340), and
• The Upload Student Unit Attempt Outcomes process (ASSJ5341).

The System Result Entry Configuration block contains:

The Online Keying Configuration sub block:

• Key Check-Digit check box
• Collect Mark check box
• Mark Entry Mandatory check box
• Derive Grade check box
• Invalid Mark/Grade Allowed check box
• Overwrite Grades Allowed check box

The Electronic Upload Configuration sub block:

• Person Doesn't Exist
• No Course Attempts
• Unit Not Enrolled
• Unit Discontinued
• Grade Exists
• Grade Invalid
• Mark/Grade Invalid
• Current Assessment Period check box
• Allow Upload check box

The Online Keying Configuration

Selection of these check boxes affects the entry of results in the Mark/Grade Entry form (ASSF5330).

• Key Check-Digit
  Requires the user to enter the last two digits of the Person ID to validate that the correct record is being updated before a result can be entered. If this check box is not selected, the field is suppressed in the Mark/Grade Entry screen.
• Collect Mark
  Allows the user to insert a mark for each record. If this check box is not selected, the Mark field is suppressed in the Mark/Grade Entry screen.
• Mark Entry Mandatory
  Requires the user to enter a mark for each record where the grade has a mark range.
• Derive Grade
  Allows the user to enter only a mark against the record, the System automatically derives and inserts the grade for the relevant mark range from the grading schema.
• Invalid Mark/Grade Allowed
  Allows a grade other than that normally corresponding to the mark to be entered, provided the grade is still within the relevant grading schema.
• Overwrite Grades Allowed
  Allows the user to overwrite an existing recommended outcome. Where the new outcome differs from the original, a warning prompts for confirmation of this action. Where institutions double-key results, this validation will identify keying errors.

For further details refer to the Manual Recording of Results section in Assessments for the Subsystem Specialist.

Rules/Notes:

When using the Invalid Grades Allowed, Mark Entry Mandatory and Derive Grade options, the Collect Mark option must also be selected.

The Electronic Upload Configuration

The Electronic Upload process is described fully in the Electronic Upload of Results section in Assessments for the Subsystem Specialist and the Electronic Upload of Results section in Understanding Assessments.

Options recorded in these fields determine how validations perform in the Validate Outcome Upload File (ASSF5340) and the Upload Student Unit Attempt Outcomes process (ASSJ5341).

There are system-defined options available for validation. They are:

• ABORT FILE
  This option allows the validation of remaining records to continue if any individual record fails validation. Records that fail validation are recorded along with the reason in an exception report. The file is not loaded into Callista. In ASSJ5341 records set to ABORT FILE will not stop the upload of subsequent records.
• DON'T LOAD
  This option causes the file validation process to ignore any individual records which fail validation and record them along with the reason in an exception report. Records that fail validation are not loaded into Callista. However, all other records are loaded into the validated batch table, but not always uploaded into the database. For example, units discontinued after file validation.
• HOLDING
  This option causes the file validation process to 'tag' individual records that fail validation and record them along with the reason in an exception report. Records 'tagged' as HOLDING are processed when ASSJ5341 is run and are normally recorded in Callista as non-enrolled Student Outcomes. These records can be viewed using the Add Non-Enrolled Student Outcomes form (ASSF5333). (In some cases the records are not loaded into the non-enrolled Student Outcome structure. For example, unit discontinued after the file is validated or non-enrolled outcome already exists).
• WARNING ONLY
  This option appears as a warning on the exception, but the record is nevertheless loaded. Only the Mark/Grade Invalid validation includes this option.

The upload file validations that are set in this form and to which the above options apply are:

• Person Doesn't Exist
  Where the Person ID of the upload record does not match the Person ID of any student records in Callista. This validation does not include the HOLDING option.
• No Course Attempts
  The record has a valid Person ID, however, the student has no course attempt recorded. This validation does not include the HOLDING option.
• Unit Not Enrolled
  The record is for a student who is currently enrolled at the institution, however, the student is not enrolled in the unit in the teaching period to which the results file applies.
• Unit Discontinued
  Where the record is for a student who has been enrolled in the unit in the relevant teaching period but has since withdrawn from the unit.
• Grade Exists
  Applies to a record where a outcome for the student unit attempt has previously been recorded. This validation does not have the HOLDING option.
• Grade Invalid
  Where a record contains a grade that is not within the grading schema for the Student Unit Attempt. This validation does not have the HOLDING option.
• Mark/Grade Invalid
  Where a record contains a grade that is within the relevant grading schema for the Student Unit Attempt, however, the grade does not relate to the mark range for the Mark recorded. This validation also includes the WARNING option.
• Current Assessment Period check box
  Use the Current Assessment Period check box to restrict the available teaching periods shown in the "Teaching Period" LOV (ASSF5340) to the current assessment period.If there is no current assessment period, using this check box reduces LOV to teaching periods within the next assessment period or periods.
• Allow Upload check box
  Use the Allow Upload check box to ensure upload takes place only after successful validation. Leaving this box unchecked ensures upload does not take place after successful validation.

Rules/Notes:

In the Electronic Upload Process, records will be validated for a mark where the Mark Entry Mandatory check box has been selected in the Online Keying Configuration. Records with a grade that has a mark range and no mark recorded will not be uploaded and details will appear in the exception report.

The Derive Grade check box is also used to validate the Electronic Upload Process. If the Derive Grade check box has:

• Been selected and a mark and grade have not been entered for a record, an error message is recorded in the exception report and the record is not validated.
• Been selected and a mark only has been entered for a record, the system inserts a grade that corresponds with the mark range of the mark recorded and the record is validated.
• Not been selected and a grade has not been entered for a record, an error message is recorded in the exception report and the record is not validated.