E/6.5 Allocation and release of results
6.5.1 Authority of the executive dean to submit and approve results
For the purposes of this policy (E/6.5), the executive dean of faculty is acting as the chair of faculty academic board.
In accordance with Student rule 50(1), the executive dean may delegate to another person or body the authority to approve results, provided that the executive dean has determined policy on assessment of results and the decisions of the person or body are consistent with this policy and reported to the executive dean.
The Student Business Services Department processes results in cooperation with heads of school and unit coordinators.
Recommended results must be submitted to the assessment management system. Following endorsement by faculty academic boards, finalised results are loaded into the student management system from the assessment management system.
In submitting results to the assessment management system, unit coordinators should include the names of any students who undertook assessment but who do not appear to be correctly enrolled in the unit. Such students may not have a result released until the problem with their enrolment is resolved.
Results submitted to the assessment management system must be authorised by the head of school. Results must be received no later than the published date for incorporation in reports for faculty academic boards.
Where students are enrolled in teaching periods that do not have a central examination period, results are submitted by examiners to the assessment management system and authorised by the head of school no later than two weeks after the end date of the teaching period. Executive deans of faculty approve final results and authorise their transfer from the assessment management system to the student management system for release to the student.
Each executive dean is provided with a list of students in the faculty's courses with recommended results for all units. In accordance with Student Rule 35, executive deans review and approve results recommended for each student of each course in accordance with course rules and faculty policy.
The executive dean may determine a unit result of a student enrolled in one of the faculty's courses which is different from the result recommended by the examiner and/or the head of the school offering the unit.
The determination should occur after consultation with either the examiner of the unit or the head of the school offering the unit regarding the intended variation and considering any matters which either of them wish to place before the faculty academic board. Examiners and heads of schools must make every effort to make themselves available for such consultation, which may take place in person, electronically, or by any other means that will facilitate the process. If consultation is unable to occur due to the unavailability of both the examiner and the head of school, the faculty academic board may make the decision to alter the grade.
Following approval by the executive dean, the Student Business Services Department formally publishes results to the student on behalf of the Registrar (see Student Rule 35).
Students who consider that their ability to make satisfactory academic progress during a teaching period, or their performance in an assessment item has been adversely affected by medical, compassionate or other exceptional circumstances, may apply for special consideration. Special consideration is regarded as a significant concession to a student and, as such, will only be granted when a properly documented and timely case is made by the applicant.
Applications for special consideration should be submitted prior to or normally no more than three working days after the date of the examination or the submission date of the assessment item. Applications must be supported by documentary evidence that demonstrates extenuating circumstances and indicates the temporal extent and severity of the circumstances, and the effect on the student’s performance. Guidelines relating to special consideration are available via the Student Gateway.
The granting or rejection of the application will be determined by the executive dean of the relevant faculty and advised to the applicant within 10 working days of receipt of the application in the faculty.
In cases where special consideration is granted, the faculty may resolve to determine the outcome at the time of finalisation of grades, unless it would be more appropriate to determine the outcome at the time of application. The executive dean, in consultation with the course and / or unit coordinator if appropriate, will determine the outcome, which could include
Special consideration applies to the full grading scale, not just the pass / fail boundary. Granting of special consideration will not necessarily result in a change of grade.
Students dissatisfied with a decision to reject an application can appeal via the procedure for review of academic ruling (see E/9.1 ).
An executive dean of faculty administering a course may, with the concurrence of the relevant unit coordinator or the head of the school offering the unit, alter his or her decisions on results in order to
Where a result is unfinalised at the time of release the faculty academic board must advise Student Business Services Department of the final result no later than six weeks after the release of results. Results for deferred (DA) or supplementary (SA) exams must be finalised and advised to Student Business Services no later than two weeks after the end of that examination period.
Unless an extension of time has been granted, unfinalised results are converted to 'K' grades (Withdrawn - Failure) six weeks after the release of results. In the case of deferred assessment, unfinalised results are converted to K grades four weeks after the end of the relevant deferred examination period. In the case of supplementary assessment, unfinalised results revert to the original grade four weeks after the end of that examination period.
Where a student fails to meet a debt or obligation to the University, the Registrar may approve the withholding of the student's examination results.
A final grade is awarded for each unit attempted. The grading scale is at C/5.2.1 .
Students are advised of final grades at the end of each teaching period.
A student may have the grade obtained in any unit reviewed on request (refer MOPP E/9.1 for policy on review of grades and academic rulings).
MOPP C/5.2 QUT Grading system
MOPP E/9.1 Review of grades and academic rulings
MOPP E/10.1 Graduation requirements