Results management
Results management
Results management is a process at Monash University that ensures students receive accurate and validated grades at the end of each teaching period
Results must be validated by a Unit Coordinator or Chief Examiner in readiness to send to Callista at the end of each teaching period.
Depending on your faculty, the order in which you submit results and complete the CE report may change.
Ensure you complete the following steps:
- Review the Gradebook setup
- Manage and validate results (apply mark/grade overrides, add comments and confirm results)
- Submit results
- Complete the Chief Examiner report
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Review the Moodle Gradebook setup
Perform a final check of the Gradebook to confirm that all assessment items are correctly set up. Even if the Gradebook was set up earlier, assessment changes made during the semester may affect the final results.
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Manage and validate results
From the Manage results page, you can apply final mark/grade overrides, add comments and confirm student results are accurate before validating your results.
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Complete the Chief Examiner report
The Chief Examiner report provides the BOE an overview of your unit results. Depending on your faculty, you can either complete the CE report before or after you have submit results.
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Submit results
Learn how to submit your validated results. This transfers the final grades from Moodle to the student management system (Callista). Until you have completed this step, your results have not been submitted.
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Amend results
Once student results have been submitted to Callista, any changes to results must be made as an amendment. From the Amend results page, you also can view the progress of your amendments, including approved, not approved and cancelled requests.
Frequently asked questions
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Scroll down to view all frequently asked questions about the Chief Examiner Report.
Report configuration
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No, site administrator's cannot change or configure University procedure questions. However, they can configure additional faculty-level questions.
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Faculty administrators can configure additional faculty-level questions and these can be configured to be mandatory or optional.
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Yes, faculty administrators have the capability to configure faculty-specific questions. For more information, see the Chief Examiner’s Report Configuration guide.
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Yes, faculty questions can be modified when the configurations are done. Faculties should be aware of the implication of making changes to questions whilst CE reports are in progress. Any changes to questions whilst reports are in progress will be applied to that report.
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Yes, this can be included in your faculty questions if it is configured by your faculty administrations. It’s not set as a University level question and cannot be automated.
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Yes, live eLMS grade distribution data is displayed at both location and mode levels. Any changes made in Manage results’ are visible instantly via the Grade distribution report in the CE report.
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The unit summary data includes unit code & title, location, mode, teaching period, Chief Examiner details, and Unit Coordinator details.
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Yes, there are mandatory University procedure questions included that all Chief Examiners must complete. These questions were developed in collaboration with each faculty. For more information, see University questions.
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Yes, all Chief Examiner’s must complete the section that acknowledges that the details they have provided in the report are accurate before they submit the report.
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Yes, this information will be available in the grade distribution data at the unit/location & mode level.
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Yes, this feature is available.
Access, view or download the report
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This may vary from faculty to faculty. There are two options for your faculty to choose from and these are enabled by Results Administrator in your faculty:
- CE report submission is independent of the result submission. The CE report can be submitted any time once results have been validated for the unique combination of Unit code, teaching period & year and before or after the results are submitted.
- CE report submission is before result submission. In this case the workflow will be Validate Results > Submit CE report > Submit Results.
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To access a PDF version of the submitted CE report, navigate to the Chief Examiner's report interface of the Moodle unit and click on the report link.
Note: You must have Results Manager, Results Admin, Chief Examiner, Administrator or Unit coordinator access to access the report.
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Yes, you can download a PDF version of the CE report once it has been submitted by selecting ‘View Chief Examiner’s Report’. It cannot be downloaded if the CE report is incomplete.
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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.
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PDF versions (with the completed questions only) are available in Moodle. You can also download an Excel report.
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BOEs can download the report via two options:
- A link to the CE report in Moodle for individual units or
- Via a chief examiner summary report available to Results admin
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Access to the BOE reports can be requested by visiting the Data at Monash website. For access, please fill out the Request for Moodle (Results Management) Access form in the Enterprise Moodle section.
Troubleshooting
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Your faculty results administrator can unlock the report if a change needs to be made in the CE report. When the Chief Examiner’s report is unlocked:
- The grade distribution data is refreshed.
- Manually entered responses will be saved.
- You can edit your responses and submit the report again.
- If the Chief Examiner’s workflow is enabled for your faculty, you must submit the report again in order to submit the results.
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Each faculty question must have a unique Short name as a unique identifier within Moodle.. It is best to prefix your question’s short name with Faculty name and location for example. mnhs_au_q1.
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If your results have been reset, you must ask your faculty results administrator to unlock your Chief Examiner’s report so that you can submit it again.