Purpose

To maintain the set of Grading Schemas.

This form is used to maintain basic Grading Schema details and the available Grades within each Schema. The need to create new Schema or new versions of existing Schema is determined by the policy of the institution.

Grading Schemas are used by both the Manual Entry Result Process and the Electronic Upload Process, to determine the Grades that can be applied to Student Unit Attempts.

Grading Schema are linked to Unit Offering Options in the Maintain Unit Offering Options form (CRSF2500).

Within a Grading Schema, the use of a Grade for publication is specified. A Grade can be published in any or all of:

• Noticeboard
• Official Notification - such as transcripts and certificates of results
• Newspaper
• Internal Documents - including draft transcripts and academic histories

For further details on the use of Grading Schemas refer to Maintain Grading Schemas in Assessments for the Subsystem Specialist.

For details on the manual result entry process refer to Assessments for the Subsystem Specialist.

For details on the electronic upload process refer to Understanding Assessments and Assessments for the Subsystem Specialist.

The Grading Scheme block contains:

• Grading Schema Code
• Version Number
• Description
• Start Date
• End Date
• Comments

  Button

  • Grade Translations (ASSF5120)

The Grading Schema Grade block contains:

• Grade
• Full Grade Name
• Result
• Mark Range Lower
• Mark Range Upper
• Grade Rank
• WAM Default Mark
• GPA Value
• External Grade
• Special Grade Type
• System Assigned check box
• Default Outstanding Grade check box
• Record Grade Only

Grade Inclusion sub block

• Noticeboard check box
• Official Notification check box
• Newspaper check box
• Internal Documents check box

Outcome Applicability sub block

• Student Unit Attempt check box
• SUA Assessment Item check box

Notional Percentage Grade Distribution sub block

• Minimum
• Maximum

Rollbook sub block

• Available in Rollbook check box
• Competent Result check box
• Proof of Partcipation check box

Rules/Notes:

Record Grade Only check box must be selected if a mark is not to be assigned for a student unit assessment with this grade.

Available in RB checkbox allows the grade in the grading schema to be used as a value in a Rollbook when the grading schema is selected for that Rollbook.

Competent Results checkbox determines that the result is Competent.

Proof of Participation checkbox determines that whether a grade added into a Rollbook for a student, requires evidence of Participation within the Rollbook for the grade to be valid.

Competent Result and Proof of Participation checkboxes can only be selected if the grade is Available in Rollbook is checkbox is selected.

Cross sector Callista installations may display additional fields (VET).

Queries can be performed to retrieve existing Grading Schemas or new schema's can be created.

Grading Schema block

To create a new Grading Schema:

• Record a unique Grading Schema Code.
• The Version Number is inserted by the System on saving.
• Record the Start Date and optionally the End Date which define the period when the Grading Schema is active.

Grading Schema Grade block

To record grades within a Grading Schema:

• In the upper block, record a unique Grading Schema Code and enter the Description. In the lower block:
• Select a System Result type. This is a broad grouping of grades and has various functional roles in the Progression and Enrolment Subsystems. The chosen Result type should reflect the ultimate outcome.
  For example, where a grade is withdrawn-fail the Result type should be FAIL not WITHDRAWN.
• Optionally set the lower and upper values of the Mark Range. This defines the range of marks within the grade.
  For example: 60 - 69 = Credit. Callista uses this range to validate grades and derive grades from marks.
• Record the Grade Rank. This is mandatory and is a numerical order of the grade.
  For example: HD = 1, Distinction = 2, Credit = 3… Fail = 7. The rules facility requires that each grade be given a unique rank and that the order is 1 - highest grade, 2 - next highest and so on.
  Grade Rank determines the display order of grades in LOV's and some reports, such as the Unit Outcome Distribution report (ASSR06M0). Grade Rank is also used in Progression rules.

Optionally record further details for each grade:

• GPA Value
  This is used to calculate course grade point averages.
• External Grade
  This is the alternate grade to be displayed on external publications.
• Special Grade Type
  Designate a grade to indicate that the grade, when applied to a student unit, has special meaning. A grade with a special grade type of:
• REPLACEABLE is a grade that can be replaced during the electronic upload process.
  For example, a student may be enrolled in a unit at Location X, but actually does the unit at Location Y. The assessor at Location X has no knowledge of the student and gives the student the replaceable grade (eg. XN). However, the assessor at Location Y knows the student, assesses them and gives them an actual grade. The assessor at Location X has uploaded their results first. When the assessor at Location Y uploads their results, the students replaceable grade is updated with the actual grade. Additionally, where a 'finalised' student unit attempt outcome has a grade that is designated as REPLACEABLE, and a subsequent grade is recorded, the job ASSJ53A0 will be able to finalise the subsequent grade.
• SUPP-EXAM is a grade that means that the student has been granted a supplementary exam. This is used by Callista to identify supplementary examination students whose details are to be passed to the Exam Timetabling Subsystem for a special/supplementary exam period.
• SPECIAL -EXAM is a grade that means that the student has been granted a special or deferred examination. This is used by Callista to identify special examination students whose details are to be passed to the Exam Timetabling Subsystem for a special/supplementary exam period.
• CONCEDED-PASS is a grade that can be recognised as part of progression and the course completion rules. The grade indicates a pass has been granted in a unit attempt for institution defined reasons.
• Grade Inclusion
  Select a check box - when selected the grade will be included in the corresponding published form. There are four to choose from:
  • Noticeboard
  • Official Notification
  • Newspaper
  • Internal documents
• Outcome Availability
  Nominate the Outcome Applicability by selecting the check box for one of the following;
  • Student Unit Attempt
  • SUA Outcome, or
  • SUA Assessment Item Outcome
• Notional Percentage Grade Distribution
  These indicate the minimum and maximum percentage of students to achieve a certain grade, for example, the usual expected distribution. There is no System functionality currently associated with this. However, they are displayed in the Unit Outcome Distribution report (ASSR06M0).
• System Assigned check box
  When selected, the grade can only be assigned by the system, it cannot be keyed by the user. The current validations prevent users from keying in a grades that are set as system assigned.
• Default Outstanding Grade check box
  Sets the grade as the grade to be inserted by the Insert Administrative Grades process (ASSJ5371), if an alternate grade is not specified as a parameter.

Rules/Notes:

Grades cannot be added to a Grading Schema that does not have a current or future date range.

Non-current Grading Schema cannot be assigned to a unit offering option.

If there are several versions of a particular Grading Schema then only one may have no end date all others MUST have an End Date.

Where there are several versions of a particular Grading Schema, the date ranges cannot overlap.

The Mark Ranges for two different grades within the schema cannot overlap.

If either the upper or lower Mark Range is set, then both must be set.

Only one grade within a Grading Schema can be set as the default outstanding grade.

The Grade Translations button navigates in context to the Maintain Grading Schema Grade Translation form (ASSF5120). This form allows for the translation of grades from one Grading Schema to another.

Where a Grading Schema Grade block has been mapped to another grade for grade translation in ASSF5120, its system result type cannot be altered.

Notes on Administrative Unit Status :

The mapping of withdrawal grades to the Administrative Unit Status DISCONTIN is performed in the Maintain Administrative Unit Statuses form (ENRF0110).

One and only one withdrawal grade in each Grading Schema can be mapped to a specific Administrative Unit Status.

Where a student is to be discontinued and only one Grading Schema is mapped to the Administrative Unit Status, that grade is recorded for the student.

Where a student is to be discontinued and there are multiple Grading Schemas mapped to the Administrative Unit Status, the discontinuation process examines which Grading Schema is mapped to the Students Unit Attempt and inserts the corresponding grade.

To create a new version of an existing Grading Schema:

• Perform query to retrieve the Grading Schema to be duplicated.
• Select add new record.
• Select Duplicate Record Above. This will display the Grading Schema details.
• Change the dates to a current or future period.
• Save the record. A message is displayed indicating that the schema details are being copied to the new version number.
• Select OK. A second message is displayed indicating that the copying was successful. Select OK.
• The new version is displayed, however, the grade details are not displayed.
• Select the first row in the Grading Schema Grade block and execute a query to display the grades that were copied to the new version.
• Amend grades, as required.