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Learner Results, Transcripts and Award Certificates for Qualifications

Section
Academic
Approval Date
1 March 2017
Approved By
Chief Executive
Responsibility
Deputy Chief Executive: Learner Experience
Baldrige Criteria
Customer focus
Purpose

To ensure accurate academic results are entered in the Student Management System (SMS) in a timely manner.  Accurate results enable the production of progress reports, academic transcripts, and award certificates on completion of a programme / qualification.

Definition

Results Coordinator is the person with centralised responsibility for overseeing the results process and for forwarding results to and liaising with the NZ Qualifications Authority.  This role is delegated from the DCE: Learner Experience.

Policy

1.         All assessment events with the weighting as approved in the Programme Document, are loaded into the Student Management System (SMS) centrally.

2.         Learner results for each assessment event in a course must be entered, by the responsible academic staff member or delegate, confirmed and released in the SMS, by the delegated authority in the College, within two (2) working days of the date the marked assessment is due to be returned to the learners.

3.         Final course results are calculated (by the SMS) checked by the College and released by the Student Administrator after confirmation by the School within five (5) days of the course occurrence ending.

4.         Final results for a programme/qualification must be finalised as soon as possible and be available no later than five (5) working days after the finishing date of occurrences for the programme/qualification and must meet graduation timelines.

5.              Learners who do not pass a course within the required time frame (includes resubmissions and resits are required to re-enrol.  Any exceptions including extensions are to be referred to the DCE: Learner Experience.

6.              The Quality Enhancement Centre (QEC) is responsible for ensuring the correct grade table as approved in the Programme Document is in the SMS.

7.              Heads of College are responsible for ensuring that the approved grade tables are used in all programme documentation including learner programme handbooks and course outlines.

8.              Withdrawals made before 80% (or equal to) of a course will receive a grade of WD.  Formal Withdrawals made after 80% of the course has elapsed will receive a failing grade according to the approved grade table for that programme.

9.              Heads of School/College, or equivalent, are responsible for ensuring effective and accurate systems are followed within schools for:

  • checking accuracy of results data entered into the SMS
  • correcting errors in results
  • timely marking, feedback and results entry in SMS and notification to learners.

10.          Student Administrators are responsible for finalising results according to the approved Programme Document.

11.          Where a course contains any National Qualifications Framework (NQF) unit standard, results are to be entered for each assessment event, the NQF unit standard as well as for the course itself.

12.          Where an error is found in a finalised result, this error must be corrected in the SMS following authorisation from Head of College.  Learners must be informed of the correction of the error.  Correction of the error including Head of College authorisation must be notified to Student Administrator, on CS501 Student Result Amendment Form, available from the School Administrator or download from Otago Polytechnic Intranet (Tūhono / About OP / OP Documents / Forms). 

13.          When the final course results are in the SMS, checked and released, learners can access their results in the SMS and a results notice can be produced, and on completion of study at Otago Polytechnic Ltd an academic transcript can be printed.

13.1      Display of results is to be avoided. Learners can access and are encouraged to access their results through the learner portal of the student management system. If results display is necessary, these must have:

  • No names or easily identifiable references such as full learner ID numbers, AND
  • A private PIN number such as part of the learner ID, AND
  • The order of the results is altered so as not to be in alphabetical order

Note that published work, such as theses is in the public domain.

14.          Academic Transcripts and Results Notices can only be issued according Academic transcripts 1 and 2 (see below)

15.          The forwarding of all NQF and other external results to NZQA is centralised and can only be carried out by delegation from the DCE: Learner Experience.

16.          All results must conform to Ministry of Education/Tertiary Education Commission course completion requirements.

 
Award Certificates for Qualifications
17.          Students studying at Otago Polytechnic Ltd may achieve one of the following awards/certificates by completing the necessary academic requirements:

  • New Zealand Certificate
  • New Zealand Diploma
  • Graduate Certificate
  • Bachelors Degree
  • Bachelors Degree with Honours
  • Graduate Diploma
  • Postgraduate Certificate
  • Postgraduate Diploma
  • Masters Degree
  • Doctorate

18.          A Certificate of Proficiency will be awarded on completion of the academic requirements for the approved programme of study of a course(s) in already approved programmes.

19.          A Head of College, or equivalent, may authorise the issuance of a Record of Attendance or a Record of Achievement to students who meet the attendance or assessment requirements of any course or group of courses.  The approved template must be used (see Appendix 1), which is generated out of the SMS, and a copy of the record of attendance or achievement scanned to the student’s record in the SMS.

20.          Formats of all awards are as per the physical samples held by the DCE: Learner Experience.

21.          All National awards issued by NZQA for students completing their qualifications at Otago Polytechnic Ltd are to carry the Otago Polytechnic Ltd logo.

22.          Where a student has completed most of the qualification requirements through another provider, the student may request the certificate to be issued from the other provider.

23.          Use of Otago Polytechnic logo on another provider qualifications

23.1      The use of the Otago Polytechnic Ltd logo on certification of other provider qualifications requires approval from the DCE: Learner Experience on a case-by-case basis.

23.2      A mock-up certificate which includes any wording should accompany any application for use showing the placement of the logo.

23.3      A register of approvals of use of the Otago Polytechnic Ltd logo will be maintained by the DCE: Learner Experience

23.4      The Otago Polytechnic Ltd logo must not be altered in any way.

24.          Replacement certificates

24.1     Otago Polytechnic Ltd will replace certificates that have been lost or damaged or issued with incorrect details. Refer to SOP001.

 

Academic Transcripts

1           Academic Transcripts

1.1          A transcript is a record of a student’s results for courses according to the approved grade table and qualifications gained.  The transcript will include all course level results - passes, fails and other grades.

1.2          The transcript will indicate the qualification or qualifications completed.

1.3          The transcript is provided at the completion of a programme of study or at other times on receipt of a request.

1.4          A fee is payable by the student for every additional academic transcript printout requested.

1.5          Transcripts are to be produced on the official Academic Transcript Paper (blue) approved by Academic Committee.

1.6          Transcripts must be produced from the SMS using the enhanced transcript.  Exceptions can be approved by the Chair of Academic Committee only.

 

2           Results Notices

2.1          A Result Notice is a record of the student’s results for those courses undertaken for that programme, semester, or year.

2.2          The result will be reported at course level and will also show all unit standard results where applicable.

2.3          Result Notices can be produced at semester end, end of year, or other times and must be generated on official Otago Polytechnic letterhead paper.

2.4          Requests for any result notices for new students will incur a cost of $25 for each result notice.

2.5          The approved key to grade tables will be printed on or photocopied onto the back of the Results Notice. (See Appendix 1)

2.6          Result Notices must be produced from the SMS.  Exceptions must be approved by the DCE: Learner Experience only.

 

3           Authority to Produce

3.1          Transcripts can only be produced following the loading of results to the SMS.

3.2          Initial transcripts are signed by the Head of College.

3.3          Requests for additional transcripts must be in writing to the Results Coordinator, Academic Registry and may be signed by the Team Leader, Academic Registry.

3.4          Result Notices are signed by the Head of College or delegated staff member, Results Coordinator and/or Team leader, Academic Registry Manager.

3.5          Both Transcripts and Result Notices are produced by the school administration staff for students completing courses/programmes and signed by the Head of College.

3.6          Additional copies of both Transcripts and Results Notices are produced by the Results Coordinator, Academic Registry.

 

4                Register of Transcripts

4.1          A register of transcripts produced must be made.  This register is automatically carried out by SMS and will include details of any transcripts produced including date and signatory.

4.2          A separate register for any transcripts not produced by the SMS must be developed and managed by the appropriate school e.g. Bachelor of Nursing record of theoretical and clinical hours as required by regulatory bodies.

 

 

Appendix 1

KEY TO ALL GRADES AND ABBREVIATIONS – from 2004 onwards  

 

Programme 

Grade 

Definition 

 

 

 

 

Generic Criterion Referenced 

A+ 

Met all course requirements – marks in range [90-100] 

Met all course requirements – marks in range [85-89] 

A- 

Met all course requirements – marks in range [80-84] 

B+ 

Met all course requirements – marks in range [75-79] 

Met all course requirements – marks in range [70-74] 

B- 

Met all course requirements – marks in range [65-69] 

C+ 

Met all course requirements – marks in range [60-64] 

Met all course requirements – marks in range [55-59] 

C- 

Met all course requirements – marks in range [50-54] 

There at end. Did not meet course requirements. Mark in range [40-49] 

There at end. Did not meet course requirements. Mark in range [0-39] 

Pass 

Awarded pass and no appropriate grade can be awarded 

Fail 

Failed course and no appropriate grade can be awarded 

Generic Competency Based 

Distinction 

Successfully completed all assessments and met criteria for pass with distinction 

Merit 

Successfully completed all assessments and met criteria for pass with merit 

Passed 

Met all course requirements 

Not Passed 

There at end of course, attempted none, some or all assessments, and not met course requirements 

Additional Generic Grades 

AEG 

Awarded pass following consideration of impaired performance/aegrotat application 

APEL 

Awarded pass following assessment of evidence of prior experience and current skills 

CC 

Credit granted on basis of learning outcomes met via passes in other course(s) 

CT 

Awarded pass – equivalent course already passed 

ADV 

Advanced standing awarded for approved credits 

NFY 

Course not yet finished, runs into more than one calendar year 

DNC 

Did not complete course i.e. formal withdrawal after 80% or informal withdrawal at any time 

WD 

Formal withdrawal form processed 

ATT 

Met course attendance requirements – Record of Attendance may be issued 

IO 

Interest only – no assessment undertaken 

NF 

Non formal course – no result expected, no assessment 

AP 

Awarded pass following consideration of impaired performance/aegrotat application 

INC 

Fail due to non completion of the course 

RPL 

Awarded pass following assessment of evidence of prior experience and current skills 

*NRE 

No result expected – valid extension. 

*X 

Extension granted or under moderation [Prior to 2004: Awarded Pass by RPL] 

∗NRE includes Level 8 courses 

*X is for Level 9 courses only 

 

The following programmes have variations to the generic grade tables 

Certificate in Information Technology 

Merit 

Passed all assessments and met criteria for merit. Mark in range [95-100] 

Pass 

Met all course requirements. Mark in range [80-94] 

Fail 

Did not meet all course requirements [0-79] 

WDC 

Formal withdrawal form processed 

Cisco Training Programme 

Met all course requirements-mark in range [90 and higher] 

Met all course requirements-mark in range [80 – 89] 

Met all course requirements-mark in range [70 – 79] 

D (Fail) 

There at end. Did not meet course requirements. Mark in range [60 - 69] 

E (Fail) 

There at end. Did not meet course requirements. Mark in range [0 – 59] 

City & Guilds 

Distinction 

Successfully completed all assessments and met criteria for distinction. Mark in range [80-100] 

Merit 

Successfully completed all assessments and met criteria for merit. Mark in range [60-79] 

Pass 

Met all course requirements. Mark in range [45-59] 

Fail 

Did not meet all course requirements. Mark in range [0-44] 

New Zealand Diploma in Business & NZIM 

A+ 

Met all course requirements - mark in range [85-100] 

Met all course requirements - mark in range [75-84] 

B+ 

Met all course requirements - mark in range [70-74] 

Met all course requirements - mark in range [60-69] 

Met all course requirements - mark in range [50-59] 

Did not meet course requirements. Mark in range [40-49] 

Did not meet course requirements. Mark in range [0-39] 

Awarded pass by successful aegrotat or RPL application 

Unsuccessful aegrotat or RPL application 

Note: These grade tables apply from 2004 onwards. Should information be required regarding a grade which does not match one of the above, please contact the Results Coordinator, Academic Registry. 

 

References

POLICIES

  • Assessment
  • Disclosing Personal Information about Students and Staff
  • Grade Tables
  • Graduation Ceremonies
  • Recognition of Prior Learning
  • Students Withdrawal and Refund Policy for Year xxxx
  • Student Fees