How do I prepare my marks spreadsheet for submission to Student Administration? (Summary guidance)

Policy

Module Leaders must collate all marks for their module and clearly indicate the marks for each task identifying the tasks and the weightings as per the module descriptor. All task marks must be submitted out of 100 and not pre-weighted according to the task weighting.

Complete sets of internally moderated marks must be submitted on a spreadsheet to Student Administration by the marks submission deadline. The spreadsheet must be in Excel format, and it is recommended that the spreadsheet is downloaded from the Grade Centre in Blackboard . 

This guide provides a summary of the information that Student Administration require in the marks spreadsheet. There is also a more comprehensive guide that includes detailed step by step instructions and the support available

This guidance was updated on 9 November 2017.

What information do I need to provide?

Ensure only the following columns and information is present in the spreadsheet:

  • Module code and module title. Insert a blank row at the top of the spreadsheet and type in the module code and title.
  • Student last name, first name and ID. This will be automatically contained within the downloaded spreadsheet if all columns were visible at the time of download.
  • Task number and weighting in task order. Rename each column header to identify the relevant task number and weighting and arrange in task order as on the agreed module descriptor. Subtask marks should be aggregated and calculated at the task level before returning to Student Administration.

Check and correct student marks as follows:

Category Information required
In Module Retrieval Mark Cap at the minimum pass mark in the relevant cell of the mark column
Student has submitted late but within 24 hours of the deadline Cap at the minimum pass mark in the relevant cell of the mark column
Student has attempted, but not passed Enter a mark between 1-100. Zero will be treated as a non submission
Non-submission of coursework / Non-attendance at examinations

Where zero is entered as the result of a non-submission or non-attendance, either:

  • enter the letters 'NS' into the relevant cell of the mark column for non-submission of coursework
  • enter the letters 'NA' into the relevant cell of the mark column for non-attendance at examinations
  • include a note in the body of the email that the marks spreadsheet is attached to
No marks / Missing marks

Where there are missing marks, an explanation of why they are missing is required, by either:

  • a comment in the relevant cell of the mark column
  • a note in the body of the email that the marks spreadsheet is attached to
Extensions (Marks not yet due)

If marks are coming in later for students with extensions, make this clear by either:

  • a comment in the relevant cell of the mark column
  • a note in the body of the email that the marks spreadsheet is attached to

 

Above: Example of a set of internally moderated marks ready to be emailed to Student Administration

Submitting marks for students with extensions

If marks are subsequently being submitted for students with extensions, you should re-use the marks spreadsheet previously saved that was submitted to Student Administration. Replace the text ‘extension given’ with the relevant mark for each student with extension and highlight the entire row(s) in yellow. Make it clear in the body of the email that the marks being submitted now are for students with extensions.

Above: Example of a set of internally moderated marks highlighting those for students with extensions

Follow on actions that are completed by Student Administration Teams

Once your marks spreadsheet has been received, Student Administration will:

  • Enter marks against module records in SITS
  • Complete data quality checks in relation to student module outcomes including the application of outputs from ancillary processes such as Extenuating Circumstances Panels and Academic Misconduct Panels to student module results
  • Calculate progression outcomes and compensation for students in preparation for the DAB
  • Calculate awards for students in preparation for the DAB
  • Produce and publish reports for modules and courses to enable Review of Reports meetings to be held and in preparation for the DAB. Please note: on receipt of these reports Module Leaders are NOT expected to complete a line by line check of the module data as this is checked for transcription errors on input, however if any issues are identified please contact your Student Administrator
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