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Use the Chief Examiner Report

All Chief examiners (CE) are required to complete a CE Report for each unit at the end of the teaching period, in the timeline prescribed by their faculty, and before the faculty Board of Examiners (BOE) meeting. The CE report is designed to provide the BOE an overview of your unit results and ensure the assessments and marking processes comply with Monash policy and procedures. The report will include set University level questions and faculty level questions.

A report must be completed for all units, regardless of unit size. For units using multiple Moodle sites for the same unit code and different location, a CE report must be drafted and submitted using only one Moodle site.

Depending on the way the workflow is set up by your faculty, you can either complete the CE report before or after you have submitted results.

New features of the report include:

Chief Examiners will directly submit reports within Moodle, eliminating manual processes. Now, CEs will be guided by University-level reporting questions aligned to policy, and Faculty-level questions determined and managed by each faculty
Faculty staff can now access live unit summary data (unit code & title, location, mode, teaching period, Chief Examiner details, Unit Coordinator details). Total number of student unit enrollments, a Pass rate (%), and an Average Mark for the unit will be displayed.
Faculty staff can now access live grade distribution data (at unit, location, and mode level) showing a graph for Pass, Fail, and Incomplete (DEF, NS, WH) results.
The Board of Examiners can access and review reports via individual PDFs
The Board of Examiners can access and review reports via consolidated extract
Results admins can download a summary of the Chief Examiner’s Report (without the grade distribution data) and share this with the Board of Examiners
Results admins have the ability to unlock and edit the Chief Examiner’s Report, allowing for easier amendments and resubmissions
Seamless navigation and population of CE reports for units with multiple Moodle sites for the same unit code
The text response area size for the Advance short text field has increased from 1,333 characters to unlimited, allowing users to provide more comprehensive responses for faculty-level questions

Relevant Monash procedures

User access for the Chief Examiner's Report

To access the Chief Examiner page in order to populate the Chief Examiner report you must be assigned the Chief Examiner role in Moodle. For assistance with roles in Moodle, please contact your Faculty Moodle administrator.

Navigate to the Chief Examiner's Report

To navigate to the Chief Examiner's Report, click on More in the top banner menu and select Chief Examiner's Report from the dropdown list.
OR
From the Manage Results page, click on Manage Results to view the drop down list, then select Chief Examiner’s Report.

You will see a list of unit Offerings associated with your Moodle site. If you have multiple offerings, you will need to submit results for all offerings before you can proceed.

From here you can click Proceed to continue the process, or View Grade distribution to see the grade distribution without commencing the rest of the process.

Grade distribution charts

The left hand side of the screen displays the Grade distribution. Click on the plus icons to learn more about each component of the Grade distribution. You should refer to the Grade distribution charts to assist you in answering the questions on this page.

Expand to read a text-based version

Total student unit enrolments	Number of total students enrolled in the unit (Callista unit offering). This will match the number of students on the Manage Results page and only includes students enrolled in the unit.
Unit pass rates	Based on submitted results with final grades. Percentage of students who have a passing mark in the unit
Average mark	Based on submitted results. Total marks of all students divided by the total number of students in the units
Grade results	Total number of pass, fail and incomplete grade. Hover over the bar chart for a grade to view a breakdown of the distribution of marks within that grade.
Grade distribution	Percentage of students with N, NH, P, C, D and HD grades in the unit. Includes students with a 0N grade and mark. Hover over the bar chart for a grade to view additional details, such as the number of students within each band.
Grades by attendance mode and location	Includes summary of grades for each unit attendance mode and location. Includes D+HD, N+NH, WH, DEF grades)

Chief Examiner's Report pages

On the right hand side of the screen the Chief Examiner's Report has 4 sections. Expand the accordions below to learn more about each section.

① Unit overview View

② University questions View

The University questions page contains mandatory University questions. You should refer to the Grade distribution section on the left hand side of the screen to assist you in answering the questions on this page. You can use the Historical Results Report for CEs on Power BI to see the results from previous offerings or similar units.

Expand the accordions below to learn more about each section

Quality assurance in assessment

The Quality assurance in assessment section contains the following questions:

Were the following processes undertaken to ensure marking consistency across markers, modes and teaching locations:
1. Marking tools and resources were developed and provided to markers (yes/no answer)
2. Processes were in place to ensure all markers had a consistent interpretation of the criteria and standards before marking commences (yes/no answer)
3. Any unusual and/or inconsistent mark or grade distributions across markers were identified and reviewed (yes/no answer)

If you’ve responded to ‘no’ above, provide any reasons these processes weren’t undertaken and any alternative approaches. (text box)

Note

The Chief Examiner is responsible for assessment quality assurance and must ensure that:

marking tools and resources were developed and provided to markers;
all markers had a consistent interpretation of the criteria and standards before marking commences.
unusual and/or inconsistent mark or grade distributions across markers were identified and reviewed; and
alternative methods of quality assurance were used where the chief examiner determined that the above approaches were not appropriate.

See Marking and Feedback Procedure.

Have all major assessment tasks (assessments weighted 20% or more), including scheduled final assessments, with a fail mark been double marked? (yes/no answer)

If no, provide the reason (text box)

Note

Double marking
Double marking is an independent process completed by a second marker who doesn't have access to the grades or comments of the original marker. Double markers must have the appropriate level of qualification, discipline knowledge and experience, as well as access to the marking guide and/or rubric for the assessment task.

Second marking
Where double marking is impractical, the assessment can be second marked. Second marking is an independent marking completed by a second marker who has access to the grades and comments of the first marker. Second markers must have the appropriate level of qualification, discipline-knowledge and experience.

For assessments that are double-marked, panel-marked or second-marked, and where two markers disagree on the mark for an assessment, the following applies:

If the discrepancy between the two marks is 10% or more of the marks available in the task, the chief examiner has the authority to review and determine the final mark.
If the discrepancy is less than 10%, the final mark is the average of both marks

Have all text-based assessments been submitted through a similarity detection system (e.g. Turnitin)? (yes/no)

If no, provide the reasons this wasn’t done. (text box)

Note

Chief examiners must ensure that all text based assessments, including eAssessments that can be submitted through similarity detection system are submitted through the system provided (e.g. turnitin). For non-text based assignments, if alternative systems have been put in place by the faculty, these must be used (e.g. MOSS).

For some assessment types eg placements, this won’t apply. This information can be provided in the text box

Student Academic Integrity Procedure

Interim results

Result variation

Scaling

The BOE must waive late penalties of students with a mark between 45-49, when the late penalty is the reason that the student has obtained this mark and eligibility for supplementary assessment.
Without the late penalty, the student will have passed the unit and addressed all learning outcomes and therefore supplementary assessment is not required. To avoid additional assessment effort by staff, the BOE must waive the late penalty on the Chief Examiner’s (CE’s) advice.
Where the late penalty is waived, the maximum mark is 50 per cent. This is not available for students who submit the task more than 7 days after the due date.
As part of completing the Chief Examiners report, CEs will be asked to report on eligible students so the BOE can waive the late penalty.
This section includes the following questions. The questions have been kept as simple as possible, allowing faculties the flexibility to determine the most effective approach to collecting the details of eligible students.
Late penalty exemption
1. Do any students have a final unit mark between 45-49 because of a late penalty (yes/no) (mandatory)
2. If so, the BOE must waive the late penalty for an assessment/s and the student won’t need to complete a supplementary assessment. Where the late penalty is waived, the maximum mark for the unit is 50 per cent. This is not available for students who submit the task more than seven days after the due date.
  How many students in your unit meet the criteria to have their late penalties waived? (text box)
3. Follow your faculty process for letting the BOE know of students that meet this criteria. If no process is specified, enter the eligible student ID numbers below. (text box)
Tips to help identify students with a late penalty

Once you have completed this section, click Next to proceed.

Note: You can click Save draft and continue at a later time. Your responses will be saved in the form.

③ Faculty questions View

④ Chief Examiner declaration View

Your faculty will set up the report so that the CE report submission is either independent of the unit result submission process or that it must be submitted before result submission. The faculty administrator will set this up for each faculty.

Note

When completing the CE report, using the less than symbol (<) in free text fields may result in an error, instead please type "less than".

Download the Chief Examiner’s Report

Once you have submitted the report, you can download a PDF version of your report from the Chief Examiner’s report page.
Note: PDF generation can take up to 30 mins once the CE report is submitted. If you are unable to download the CE report 30 minutes after it’s been submitted, please reach out to eSolutions via the Service Desk.
Click View Chief Examiner’s Report to download the report.

Frequently Asked Questions View

Chief Examiner’s Report Configuration (Faculty professional staff) View

User access for the faculty questions configuration page

To access the Faculty questions configuration page in order to configure or edit faculty questions for the Chief Examiner report you must be assigned the Results Administrator role in Moodle.

Navigate to Edit Faculty Questions page

To navigate to the Edit Faculty Questions page, click on My units tab on the dashboard and select All Units from the right hand side.
From the unit category page, select your faculty category from the dropdown list.
Click on More in the top banner menu and select Edit Faculty Questions from the dropdown list.
The Edit Faculty Questions page will enable you to add and edit categories and faculty questions for the Chief Examiner’s report.

Add new faculty questions

To add a category heading for faculty questions, click on Add a new category.
Click on the pencil icon next to the category name that you want to edit.
Edit the category title and hit enter to save changes.
To add a faculty question, click on Add a new custom field.
For your faculty question, select one of the following question types:
- Dropdown menu (Yes and No options)
- Advanced Short text (small text box)
Note: If you wish to add some text only as additional information, you can use Static Text.

Expand the accordions below to learn more about each type

In the Adding a new Dropdown menu window:
1. Enter the question name in the Name field.
2. Enter a short question name in the Short name field.
3. Question description in the Description field.
4. Select Yes in the Required field if you wish to make the question mandatory.
5. Enter Yes and No in the Menu options (one per line) field.
6. Click Save changes.
In the Adding a new Advanced Short text window:
1. Enter the question name in the Name field.
2. Enter a short question name in the Short name field.
3. Enter a question description in the Description field.
4. Select Field Type: Text area
5. Populate Format input size -100
6. Populate Format input height - 10
7. Select Yes in the Required field if you wish to make the question mandatory.
8. Click Save changes.
Note: The text response area size for the Advance short text field is unlimited, allowing users to provide more comprehensive responses for faculty-level questions.
In the Adding a new Static text window:
1. Enter space in the Name field and leave blank if you do not wish to have a title for the text.
2. Enter a short question name in the Short name field.
3. Enter text in the Text field within the Static text field settings tab.
4. Ensure Yes is selected in the Show field name.
5. Click Save changes.

Edit Faculty Questions

All the faculty questions you have added will display on the Edit Faculty Questions page.

To edit a question, click on the settings icon on the right hand side of the question table.
To delete a question, click on the delete icon on the right hand side of the question table.
To reorder questions or categories, click and drag the move icon on the left hand side of the question or category

Enable Chief Examiner's report workflow

You can configure the Chief Examiner's report workflow so that the Chief Examiner’s report is required to be submitted before results submission. By default, this workflow is not selected, meaning that the Chief Examiner’s report submission is independent of the unit result submission process.

User access for the Edit Faculty Workflow page

To access the Faculty workflow configuration page in order to enable a workflow for the Chief Examiner report you must be assigned the Results Administrator role in Moodle.

Navigate to Edit Faculty Workflow settings page

To navigate to the Edit Faculty Workflow page, click on My units tab on the dashboard and select All Units from the right hand side.
From the unit category page, select your faculty category from the dropdown list.
Click on Edit Faculty Workflow in the top banner menu to navigate to Workflow settings.
Select a check box for the Chief Examiner's Report workflow (Validate Results > Chief Examiner's Report > Submit Results).
Click Save changes.

Unlock the Chief Examiner’s report (Faculty Results administrator) View

View the Chief Examiner’s Report summary (Faculty Results administrator) View

You can access a Chief Examiner’s summary report and download it as an Excel or CSV file. The report will show a summary of all unit offerings that are required to complete the Chief Examiner's report, including the report submission status, the responses to the questions, and excluding the grade distribution data.

User access for the Edit Faculty Questions page

To access the Chief Examiner’s summary report page you must be assigned the Results Administrator role in Moodle.

Navigate to Chief Examiner’s summary report page

To navigate to the Chief Examiner’s summary report page, click on the My units tab on the dashboard and select All Units from the right hand side.
From the unit category page, select your faculty category from the dropdown list.
Click on Chief Examiner’s summary report in the top banner menu to navigate to Report filters.
The Report Filters page will enable you to select report filters in order to generate a Chief Examiner’s summary report.
- Select your faculty category from the Unit category dropdown list.
- Select your teaching period from the Teaching period dropdown menu.
- Select year of teaching from the Year dropdown menu.
- Select your location from the Location dropdown menu to view a Chief Examiner’s summary report for a location of offering.
Click Filter.

Chief Examiner’s summary report

The Chief Examiner’s summary report will display a summary of responses for all submitted CE reports based on filters selected in a table format.

To access an individual CE report PDF, click on the link to CE report PDF.
The CE report status column displays submission status for each CE report.

Download the Chief Examiner’s summary report

You can download the Chief Examiner’s summary report as a CSV or Microsoft Excel file.

Select a file type from from the dropdown list: CSV or Microsoft Excel.
Click Download to download the report.

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Learning and Teaching: Teach HQ

Learning and Teaching: Teach HQ

Use the Chief Examiner Report

Relevant Monash procedures

User access for the Chief Examiner's Report

Navigate to the Chief Examiner's Report

Grade distribution charts

Chief Examiner's Report pages

① Unit overview View

② University questions View

Note

Note

Note

Note

Note

Note

③ Faculty questions View

④ Chief Examiner declaration View

Note

Download the Chief Examiner’s Report

Frequently Asked Questions View

Chief Examiner’s Report Configuration (Faculty professional staff) View

User access for the faculty questions configuration page

Navigate to Edit Faculty Questions page

Add new faculty questions

Edit Faculty Questions

Enable Chief Examiner's report workflow

User access for the Edit Faculty Workflow page

Navigate to Edit Faculty Workflow settings page

Unlock the Chief Examiner’s report (Faculty Results administrator) View

User access for the Unlock chief Examiner’s report page

Navigate to Chief Examiner’s report

View the Chief Examiner’s Report summary (Faculty Results administrator) View

User access for the Edit Faculty Questions page

Navigate to Chief Examiner’s summary report page

Chief Examiner’s summary report

Download the Chief Examiner’s summary report

Your feedback matters