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Curtin University is a trademark of Curtin University of TechnologyCRICOS Provider Code 00301J

Student Advisor Forum

Demystifying the Processes andUntangling ProceduresWednesday

24th April, 2013



AGENDA

• 9:00 – Introductions/Purpose of Forum – Michelle Rogers

• 9:10 – 9:40 Consolidated Policies and Procedures: An Introduction to the Manuals – John Rowe

• 9:40 – 10:00 Assessment – Connie Price

• 10:00 – 10:30 Formulation of questions by Advisors in groups – Louise Batchelor

• 10:30 – 11:00 Tea break

• 11:00 – 11:45 Panel Q&A - Michelle Rogers

• 11:45 – 12:00 Wrap up and finish

Wednesday 24th April, 2013



Introduction

Purpose of Forum

Michelle Rogers




Consolidated Policies & Procedures:

An Introduction to the Manuals

John Rowe



Student Advisors Forum – Wednesday 24 April 2013

Consolidated Policies and Procedures Manuals

• Approved by Academic Board on 25 May 2007

• Effective from 1 July 2007

• Consolidated 12 separate policies

• 63 pages

“The consolidation into one document and the annual review and re-issue are major initiatives that should improve accessibility and provide a more streamlined and effective method of ensuring University policies and procedures remain up to date and relevant”.

John RoweDirector, Student ServicesMay 2007




• Approved by Academic Board on 28 March 2008

• Effective from 1 January 2008

• Office of Teaching and Learning input (revised Assessment Policy and Principles)

• 68 pages




• Approved by Academic Board on 30 October 2009

• Effective from 30 October 2009

• 74 pages




• Approved by Academic Board on 26 November 2010

• Effective from 26 November 2010

• 80 pages





• Effective from 1 January 2012

• 92 pages




• Approved by Academic Board on 22 February 2013

• Effective from 1 March 2013

• 106 pages




• Latest edition approved by Academic Board on 30 November 2012

• Original edition consolidated 4 Policies and 9 Rules

• Latest edition effective from 30 November 2012

• 58 pages (1E 58 pages, 2E 63 pages, 3E 58 pages)




• Latest edition approved by Academic Board on 24 February 2012

• Original edition consolidated 3 policies

• Latest edition effective from 24 February 2012

• 54 pages (1E 29 pages, 2E 36 pages, 3E 54 pages)





• Consolidated 3 policiesScholarships Policy and Procedures Emergency Student Loans PolicyShort Term Emergency Student Loans Policy


• 23 pages





• Replaced Sections 34 and 35 of the Admission and Enrolment Manual


• 24 pages




• Approved by Academic Board on 26 October 2012

• Consolidated Academic Calendar and Study Periods Policy and Timetabling and Class Times Policy

• Effective from 26 October 2012

• 33 pages




• Distributed for comment April 2013

• Plan is to finalise by July 2013

• Guidelines and advice – not policy

• 36 pages




• Plan is to finalise by end 2013

• Student IDs

• Student Photographs

• Lost Property

• Communication With Students

• OASIS and OCC




• Plan is to finalise by end 2013

• Invoicing and payment

• Refund policy

• Late fees and fines

• PIPs and PEXs

• Incidental fees



Curtin University Policies and Procedures

• Development• Approval• Promulgation• Implementation• Monitoring• Review



Curtin University Policies and Procedures

• Development þ • Approval þ • Promulgation þ• Implementation ý• Monitoring ý• Review þ



Open Feedback Wiki

Training

SOL (Online Modules)

Compliance Reports

Audits

Consultation with stakeholders

Info/Briefing Sessions

SANs

Student Admin Forums

Consultation with stakeholders

Guidelines

SAGs

Complaints, grievances and appeals

Identified issues

Ongoing input

Committee approval process



Future Developments

• EQUIP• Business Process Re-Design• Workflow



Future Developments

• EQUIP• Business Process Re-Design• Workflow

• Pre-populated fields• Forced “field accuracy”• Reduction in errors• Self service• Streamlined processes• Tracked and logged processes• “Forced” compliance• Enables effective monitoring of workflow and

escalation



Student OneEmployee Kiosk

OASIS

Concur

RFOsAppeals

Recruitment ApprovalsCost Centre Sign-Offs

Reports

Email

Single Sign InDigital Desktop

Admission Approvals

WUSC Approvals

LOA Approvals Leave Approvals

Expenditure Approvals

Enrolment Stats

Monitoring Dashboard

CustomisableWorkflow Driven


Assessment and Student Progression Manual


Assessment and Student Progression ManualSummary of Key Changes

Section 1• To expand on reasonable adjustments for students with equity grounds and

address re-submission of work by students

Section 4• New text included to accommodate e-submission and corrupted work, and to

reinforce requirements to state essential components a student must pass in order to pass a unit.

Section 5• Updated disposal and retention periods in accordance with WAUSDA (Western

Australian University Sector Disposal Authorities;

• to stipulate the mandatory use of Blackboard for submission of assessment items and for recording summative assessment tasks;

• Highlight the requirement of text based items to be submitted through Turnitin; and

• Requirement to retain e-Assessment items.


Section 7• Reinforce that assessment artefacts must never be left unattended

Section 8• Procedural changes to allow for decisions to be made in a more timely manner.

Rather than UTLC approve exemptions to assessment requirements, the Manager, Assessment is now responsible

• Previously it was recommended that Faculty Deans Teaching and Learning monitor exemptions. Now they “will” monitor exemptions

Section 9• New section based on the recommendation of an external agency

Section 13• To accommodate students who have multiple exams in a 24 hour period;

• Clarify notification timeframes and process of a student’s further appeal right to a PVC if denied an assessment extension



Section 15• To accommodate students who have multiple exams in a 24 hour period;

• To reinforce that School scheduled exams be compliant with exam regulations and be conducted during a scheduled exam period

Section 18• New section under the subheading “Mobile Phones and Other Electronic Devices

(Other than Approved Calculators)”

Section 21• Updated disposal and retention periods in accordance with WAUSDA (Western

Australian University Sector Disposal Authorities;

Section 36• Re-written so a student must have evidence that their mark or result is incorrect.

• Change to PVC or nominee hearing appeal and appeal to be submitted in 10 working days, not 14 working days



Questions?



Assessment

Connie Price



Assessments -Broad categories

Submissionstudent generates a product or artefact

student submits the artefact for evaluation

Performancestudent executes a performance

the performance is evaluated in real time

Examinationstudent answers questions under specified environmental conditions

answers are captured and evaluated

30.07.2010


Footer text - slideshow title

Submissions

Artefact may be submitted in ‘hard copy’Particularly true of artefacts that are not on paper

Need to be receipted

Artefact may be submitted electronicallySubmitted via Blackboard

submitted to Turnitin

Should generally not be submitted via email

Unless there is a system failure

30.07.2010



Submissions

StorageWhere ever possible the School should maintain a copy of the artefact for at least 6 months after the appeal period

Return of artefact to studentArtefacts must never be left unattended

The identity of the student collecting the artefact must be verified

Artefacts must not be passed to a third party

Archiving and disposal of artefactsMay be involved in creating/managing storage and archiving of electronic artefacts

Disposal of uncollected artefacts

30.07.2010



Performance

May have a role in organising the event

30.07.2010



Examinations

School scheduled examinations/testsInvigilation – should be a minimum of two invigilators per venue

Student attendance should be recorded

Students must present a valid Curtin student card as proof of identity

Authorised examination aids/materials

Protocol for possession of unauthorised materials/devices

30.07.2010



Examinations

Centrally scheduled examinationsExam paper preparation & submission

Exam timetable

Timetable clashes – limit to 2 exams in a 24 hour period

Catering for multiple campuses & different time zones

Alternative examination arrangements

Clashes

Hardship

Disability

Elite athletes

30.07.2010


Assessment Variation

Late Assessment

Assessment Extension

Supplementary Assessment

30.07.2010Footer text - slideshow title



Late Assessment

Due date and time must be specified in advance in UOAnything submitted after this time is considered late

Acceptance of late submissionsIf not accepted must be stated in UO

Penalty for late submission10% per calendar day

10% of total marks not 10% of their mark

More than 7 days late will not be marked and receive mark of 0

If late submissions not accepted penalty is 100% or mark of 0

May still be required to submit or receive F-IN

30.07.2010



Assessment Extension

If student is not able to submit by the due date/time or not able to attend for the performance/examination on the specified date/time AND has sufficient grounds they may apply for an assessment extension

Grounds include injury, illness, disability or medical condition of the student or student’s family member; religious matter; elite athlete

Must provide appropriate documentation

Original document must be cited & copy kept

30.07.2010



Application for Assessment ExtensionApplication must be submitted in advance

Application submitted to UC

By email or hard copy

If issue applies to or includes the EOS exam period application should be forwarded based on School procedure

ApprovalFor in-semester assessments = UC

For EOS assessments

If assessment can be completed prior to BOE UC can approve

If assessment can not be completed by BOE a deferred assessment may be granted by BOE

30.07.2010



Supplementary Assessment

Can only be granted by the BOEConditions specified in policy

Maximum of two supplementary assessments per study period

TimeframeSpecific period published in UO

Students granted a supp must be advised via OCC at least 3 days in advance of date/due date

Responsibility of student to be available to attend or complete

30.07.2010


Record of Marks

Grade Centre

Submission of marks to Student One

Release of marks

30.07.2010Footer text - slideshow title



Blackboard Grade Centre

Now considered the only authorised point for the recording of assessment task results

Staff may be involved in setting up Grade Centre

Final Mark is calculated

Final Grade is recordedAllowable grades include 5, 6, 7, 8, 9, 10, F, F-IN, GNS

While we still have our current Bb unit lifecycle a copy of Grade Centre must be made before unit clearout

30.07.2010



Submission of Final Mark & Grade to Student One Final Mark and Final Grade columns will be automatically

extracted from Blackboard and submitted to Student OneStaff may be involved in data quality checks

Process will run up until BOE

After BOE, changes to ratified results must follow existing processes

30.07.2010



Release of Marks

Students are able to view results recorded in Blackboard Grade Centre

My Grades

If final grade and mark are shown these are indicators only, must be ratified by BOE

Ratified results are released to students via OASIS on results publication date

30.07.2010



Formulation of Questions:

Advisors in Groups

Louise Batchelor




QUESTIONS

Blackboard• Who does a student go to when they don’t know how to use BB?

• Staff – problems with BB – who do they go to?

• Entry of grades in to GC – what is the timeframe for implementation?

• Why are academics not using Turnitin?

• Explanation of Turnitin submission process?

Unit Outline Builder• Publication of UO’s, compliance with assessment policy, auditing?

Assessment• Advice to students in groups when some students don’t participate

• How do students receive feedback on their work?

• Provision of examination assessments for students studying online?

• Extensions?




QUESTIONS

SUPPS• Future of supps?

WUSC• Processes for advice to Schools when WUSC denied

Appeals• How many chances are students given in the appeals process?

Academic Misconduct• Consistent academic misconduct process – is it monitored to ensure all

schools follow the same process?




Tea Break




Panel Q & AFacilitated by

Michelle Rogers




Wrap Up

&

Finish

Michelle Rogers


curtin university is a trademark of curtin university of technology cricos provider code 00301j...

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