ebs Release 4.23 Train the Trainer Higher Education Assessment Process 21 October 2016

Objectives Explain the changes in Release 4.23 that are specific to Higher Education Provide a walkthrough of the streamlined HE assessment process (This can be done by your Institute ‘ebs Lead’) Outline impacts on HE course coordinators and teachers

Project Schedule – Release 4.23 Timeline w/c 29-Aug 5-Sep 12-Sep 19-Sep 26 Sep 3- Oct 10-Oct 17-Oct 24-Oct 31 Oct 7- Nov Learning intervention Release 4.23 Project Overview 30 Aug Solution Demo 15 Sep UAT Train the Trainer (TTT) Follow up local training Training environment Available Reflects Production as at 1 August go-live Not available 20-26 Oct Available Reflects Release 4.23 Readiness Readiness assessment to commence UAT & TTT Final Readiness Assessment 28 Oct Go-live 7 Nov Go-Live of 4.23 changes is planned for 7 November 2016 – but go-live date is subject to final approval.

Higher Education Assessment Process Overview 1 2 3 4 Enter Assessment Results in the Assessment grid Publish Unit Outcomes in the Outcomes grid Result Review Process Record assessment event result #1 When the last assessment result is entered, the Unit (subject) final grade is derived and the status automatically updates from Pending to Confirmed Not Published. Manually update the Status to Published after the Result Review process is concluded. Enter the Amended Result in the Assessments grid if required Record assessment event result #2 Subject grade available in Learner Portal Record assessment event result #3 Status automatically updates to Not Published. Status remains Not Published.

Higher Education Assessment Process Overview When an assessment event result is entered in the Assessments Grid and Saved, the Status of the assessment event result automatically updates to Not Published. (Currently the Status updates to Submitted.) Once all assessment event results are entered, the Unit Outcome automatically updates to Not Published. (Currently the Status updates to Published.) Once all assessment event results are entered, an aggregate score is derived for the subject. This is an integer (no decimal points). The aggregate score derived uses rounding. eg: Assessment events totalling 74.5 to 74.9 for the subject will be reported as an aggregate score of 75. Assessment events totalling 74.1 to 74.4 for the subject will be reported as an aggregate score of 74. The aggregate score determines the subject grade in accordance with HE grading schema and cut-offs as per the HE Assessment Procedure. Once the Result Review process has been completed and publication of results is authorised by the Dean, status of Unit Outcome is manually updated to Published. This will result in the subject grade becoming visible to the student on the Learner Portal. The subject aggregate score will not be visible to students on the Learner Portal. Individual assessment event results will not be visible to students on the Learner Portal in accordance with HE policy.

New streamlined process for co-enrolled learners - AAS Designed to allow a learner who is completing a course in more than one instance (Institute) to be course completed in the primary instance. No longer required to: Copy assessment event results from the secondary Institute and duplicate them in the primary Institute. Apply a fee waiver in the primary Institute for the subject completed at the secondary Institute. Means that the student is reported only once to the Commonwealth via HEIMS. ‘Imported Subject Result’ is entered as an Amended Aggregate Score (AAS) for a Unit. The Amended Aggregate Score for the subject completed at the secondary Institute together with Aggregate Scores for the subjects completed at the primary Institute will be used in the calculation of the final course grade. Learner transcript will show grades for all subjects. New ebs role will limit access to enter data into the new AAS fields. Refer to the QRG Higher Education Assessment Process, section 4 for detailed steps This is the only process that should be performed directly in Academic History.

New Higher Education Award Rule The course grade will be correctly assigned based on the HE grading schema. Four Higher Education course grades: Pass: 50 to <65 Credit: 65 to <75 Distinction: 75 to <85 High Distinction: 85 to 100 Cut-off scores will be correctly implemented to determine course grades. Only successfully completed subjects are counted in the course award grade calculation, i.e. no failed attempts or subjects completed by RPL. Higher Education graded course award outcomes will be calculated using the subject aggregate score weighted against subject credit points. Default credit point value defined in Institution Settings will be used to calculate the overall course grade where no credit points are allocated to the subject (early childhood degree only). Default credit points for subjects are set centrally in the ebs Product Master and must not be amended in the Institute instance. QSU will update the Award Rule in Product Master for all Higher Education Awards. This activity will be completed on 7 November (subject to Go-Live approval). Once updated, all student course completions will use the new rule set.

Updates to FEE HELP Summary Page and students’ CAN Notice Subject Code and Subject Name provided in key fields to provide clarity for learner about which subjects their tuition fees and FEE-HELP debt are for. Displays the Product Code of the associated unit, previously a unique UoS ID Displays the Product Name of the associated unit. The header was previously UOS name

Printing of award transcripts – impact of ‘withdrawal’ Printing of award transcripts only includes learner grades which are marked as being included in learner documentation (these properties are defined in MRD). Printing of final grade for unit outcomes where a learner has withdrawn after census will display as Withdrawn on the Transcript. (Currently Withdrawn no Penalty) Withdrawal Status Appears in Academic History as: Appears on Transcripts Y/N? Withdrawal before census NS No No Start Withdrawn Yes

In summary: HE award grading will be calculated on course completion in accordance with the four level HE grading schema and rules. Creation of AAS facility will allow co-enrolled learners’ results to be incorporated into primary instance to facilitate course completion, generation of course grade and single transcript on completion. Status of individual assessment events will default to ‘Confirmed not Published’ once entered. Status of subject outcome will default to ‘Confirmed not Published’ once results for all events have been entered. Aggregate score for each subject is generated as an integer (using rounding). Withdrawal on or before census date is recorded as ‘No Start’ in Academic History and not reported on transcript. Withdrawal after census date is recorded as a ‘Withdrawn’ in Academic History and is reported on transcript. Student’s FEE-HELP summary and CAN notice reports HE subject code and name.

Note also: The ebs product has been rebranded in Client: New ebs logo replaces the T button The Agent button is now renamed to ontrack HE assessment QRG (Quick Reference Guide) can be accessed on the HE intranet site at: https://staff.tafensw.edu.au/education-and-training/higher-education/templates-and-guides/ Other related HE ebs ‘How to Guides’ will be updated and/or removed to reflect the changes related to Release 4.23. b