(1) This Procedure describes assessment design and delivery processes. This Procedure is a part of the Melbourne Polytechnic Assessment Framework and responds to the Assessment, Credit and Moderation (HE) Policy. (2) This Procedure applies to Higher Education award courses including all delivery locations (onshore and offshore), courses offered through partners, academic teaching staff, administrative staff, and students. (3) The Subject Coordinator in collaboration with the Curriculum Designer at the time of development for accreditation, will design assessment tasks, assessment criteria and marking rubrics as per the requirements outlined in the Assessment, Credit and Moderation (HE) Policy1.[1During the Policy Implementation Phase (first two years of this Procedure) assessments will be reviewed in the first year of implementation and scheduled for updates to be actioned as part of continuous improvement cycles within two years (e.g. mid-cycle review, reaccreditation or end of semester review). Implementation to be completed by March 2024]. (4) All assessments are subject to Melbourne Polytechnic’s approval processes relating to major and minor amendments that may be part of the continuous improvement cycle and or (re) accreditation. (5) Only approved assessments are included in the Student Subject Outline. (6) Subject Coordinators prepare the Student Subject Outline detailing each assessment task including hurdle requirements, weightings, mark allocations, due dates, assessment criteria, submission instructions and a marking rubric where appropriate. Examinations, tests and quizzes are not included in the Student Subject Outline but do require a marking guide. (7) Student Subject Outlines are prepared within specified timelines (as defined by either the Director Higher Education, Department Manager or Head of Program), on approved templates. (8) Any subject assessments requiring updating are validated prior to subject delivery commencement, by an appropriately qualified academic staff member (Subject Assessment Validator) not directly involved in the delivery of the subject. Details are provided in the Moderation and Validation (HE) Procedure. (9) The Subject Coordinator updates the Student Subject Otline, taking into consideration academic and student feedback from past delivery and feedback provided through the subject assessment validation process. (10) The Subject Coordinator uploads the Student Subject Outline to the learning management system along with other relevant material by the first day of semester. (11) The Subject Coordinator updates the learning management system to reflect each assessment task including specific due dates, submission times and instructions by the first day of semester. (12) Academic teaching staff inform students of the Student Subject Outline and assessment requirements in the first week of semester. (13) Academic teaching staff explain academic integrity to students and each student’s responsibilities in the first week of semester. Details are provided in the Academic Integrity Policy and the Academic Integrity (Students) Procedure. (14) Academic teaching staff conduct delivery and assessment requirements as per the Student Subject Outline and remind students of submission requirements including authorship and correct referencing. (15) Academic teaching staff provide students with timely assessment task feedback (within ten (10) working days of the agreed submission date) following each assessment task to support learning engagement and improvement. (16) Assessment scheduling may be changed due to unforeseen circumstances, for example unsuitable weather conditions, equipment breakages, resource availability etc. and where these changes occur, students will be provided with adequate time to complete the assessment. This requires: (17) Academic teaching staff immediately advise the Head of Program when academic misconduct (plagiarism, collusion, cheating) is suspected by submitting a completed Higher Education Incident Report Form. The Head of Program will address the matter in accordance with the Academic Integrity (Students) Procedure. (18) The Head of Program will provide the completed HE Incident Report to the Course Administrator/Academic Services Officer /Directorate Administrator HE to document each incident in the HE Academic Misconduct Register. (19) The Directorate Administrator HE maintains the Academic Misconduct Register of breaches and decisions and reports these to the Results and Integrity Committee. (20) A student requiring support due to disability, health or illness impacting their learning are encouraged to: (21) The Student Equity and Access Service staff (SEAS) meets with the student and the Subject Coordinator to develop a Disability Support Plan and an Assessment Support Report for assessment tasks and examinations. (22) Equity and Access provide the Head of Program and Subject Coordinator(s) with the plan and report. The Subject Coordinator works with the relevant academic teaching staff to ensure the agreed plan is fully implemented. (23) Storage location of these plans to be coordinated by the Directorate Administrator HE. (24) A student may submit a Special Consideration (HE) Form for unforeseen circumstances not covered under the Disability Support Plan and Assessment Support Report for assessment tasks and examinations. See Special Consideration section below. (25) Students who are prevented from submitting an assessment task by the required date due to unforeseen circumstances may email the lecturer or Subject Coordinator who will email approval of a short extension up to 48 hours to complete an assessment task. Only one (1) short term extension per assessment task is permitted. It may not be possible to provide an extension for some assessment tasks such as practical assessments scheduled for a particular day, or assessments undertaken during the examination period. (26) Students can apply for an extension of more than 48 hours by submitting an Assessment Extension (HE) Request Form with supporting documentation to the course administration email address. The Student’s ID and course name must be included in the email subject heading with the completed request form. The Course Administrator/Academic Services Officer enters the details into the Special Consideration Register. (27) Supporting documentation for unforeseen circumstances could include: (28) The Subject Coordinator reviews and approves, as appropriate, the completed application in consultation with the lecturer and the documentation is maintained in student file. (29) The Course Administrator/Academic Services Officer or delegate prepares the written outcome response and distributes to the student. This must be completed within two (2) working days of receiving the application. (30) A student may be granted up to ten (10) working days to complete the assessment task. (31) The Subject Coordinator updates the learning management system with the approved extension submission date. (32) A student must attach the approved form to their assessment task when submitting the assessment task via the learning management system or in person via hard copy. (33) A student granted an extension is normally provided with feedback on the submitted assessment within ten (10) working days of the agreed submission date. (34) Where a student does not submit an Assessment Extension (HE) Request Form or the assessment task by the due date, 5% of the total possible marks will be deducted for each overdue day, up to two weeks (ten (10) working days). Assessments submitted after this two week period will not be marked, thereby receiving a fail (zero (0)) grade. (35) Where a student has submitted an Assessment Extension (HE) Request Form and does not submit the assessment task by the agreed extended due date, the assessment task will not be marked and automatically given a fail grade. (36) Failure to submit assessment tasks may result in ineligibility for moderation, supplementary assessment or conceded pass. (37) The Course Administrator/Academic Services Officer maintains a record of assessment extension requests and decisions for reporting to the Results and Integrity Committee. (38) Special consideration may be applied across a range of subjects for a student who has been affected by illness or other unexpected cause that has adversely affected their capacity to undertake, prepare for or complete any component of an assessment task including: (39) A student is encouraged to speak with their lecturer and/or Subject Coordinator to determine if a special consideration application is the most suitable option. (40) A student applies for special consideration by completing and submitting a Special Consideration (HE) Form along with supporting documentation to the Course Administrator/Academic Services Officer any time during the semester and up to five (5) working days after the first relevant assessment due date. (41) Special consideration criteria and supporting documentation include: (42) The Head of Program reviews the application in consultation with the Subject Coordinator and provides an outcome response in writing to the student within five (5) working days of receiving the completed application and all supporting documentation. (43) The outcome will be one of the following: (44) The Course Administrator/Academic Services Officer maintains a register of special consideration requests and decisions for reporting to the Results and Integrity Committee. (45) The Directorate Administrator HE in collaboration with the course administrators will collate examination requirements for each subject including specific examination instructions, student numbers, duration, venues, dates and times within the first three (3) weeks of semester and commencing preparation of the draft examination timetable. (46) The Directorate Administrator HE in consultation with Course Administrators/Academic Services Officer and MP Coordinator Timetabling, Facilities and Assets to ensure suitable examination venues and security (for after hours examinations) are booked. (47) The draft examination timetable is distributed six weeks prior to the examination period via email to staff and students to assist with identifying clashes and/or other issues that require resolution. (48) Staff and students are required to report examination clashes and any other issues that require resolution to the Course Administrator within two (2) weeks of draft timetable distribution. (49) The Head of Program reviews and approves the final examination timetable for publication four (4) weeks prior to the commencement of the examination period. (50) The Directorate Administrator HE is responsible for scheduling the invigilated examination dates and publishing the examination timetable. (51) The Subject Coordinator is responsible for ensuring published examination dates are in the learning management system, and advises students accordingly. (52) Examination papers, including supplementary examinations, deferred examinations, and/or alternative assessment tasks along with answer guides, are prepared by the Subject Coordinator, in consultation with any other academics delivering the subject. (53) An appropriately qualified academic staff member not directly involved in the delivery of the subject validates the examination paper/s and/or alternative assessment task to ensure: (54) The Head of Program will have ultimate responsibility for final validation. (55) The Subject Coordinator submits the validated examination paper/s and/or alternative assessment task along with answer guides via a secure site to the Directorate Administrator HE. (56) Directorate Administrator HE will organise printing and secure storage of papers where appropriate. (57) For offshore delivery, the Head of Program will work with the Academic Services Officer to ensure the secure storage of papers (including password protection) and oversee the release of secured written examinations for printing prior to an examination. (58) The Academic Services Officer is responsible for organising printing and secure storage of examination papers. (59) Examination papers are not released (regardless of location) prior to the examination time excepting to the Course Administrator/Academic Services Officers/Invigilators for official administrative purposes. (60) Course Administrators/Academic Services Officer deliver examination papers, examination booklets along with attendance lists and photo ID rolls to the examination venues. The number of examination papers and booklets will be recorded and signed for by the Invigilator. (61) Where the examination is delivered online, Subject Coordinators upload the examination on the learning management system and set the parameters for releasing (unhiding) the examination to students at the commencement of the scheduled examination time. (62) Directorate Administrator HE will appropriately induct invigilators to conduct face to face and online examinations in accordance with the Examination Conduct and Invigilation (HE) Guidelines and the Digital Invigilation (HE) Procedure. (63) At the completion of the examination, Invigilators must record any issues that arise as part of invigilation on the Examination Incident Report (HE) Form and report these to the Course Administrator/ Directorate Administrator HE. (64) The Invigilator delivers the completed and spare examinations and answer books to the Course Administrator/Academic Services Officer as soon as reasonably possible after the examination is completed to be stored securely until signed out for marking. Any inconsistencies in examination materials accounting at any stage must be reported. (65) For online examinations, the Subject Coordinator is responsible for electronically hiding the examination paper at the completion of the exam. (66) The Head of Program reviews and addresses examination incident reports in accordance with the Academic Integrity (Students) Procedure. (67) Course Administrators/Academic Services Officers store marked examinations and answer books in a secure location and securely disposes of spare examinations as per the Records Management Procedure and Records Retention Guide. (68) Managers, in consultation with the Directorate Administrator HE will develop an academic calendar that includes assessment, grade moderation and result activities. The calendar will be distributed prior to the commencement of semester to academic teaching staff. (69) Academic teaching staff progressively complete marking based on marking criteria and marking rubric included in the published Student Subject Outline and enter interim marks and formative feedback into the Learning Management System. (70) Academic teaching staff complete assessment grade moderation according to the Assessment, Credit and Moderation (HE) Policy and Moderation and Validation (HE) Procedure. (71) The Head of Program with support from the Subject Coordinators, Course Administrator/Academic Services Officer and Directorate Administrator HE prepares required documentation for consideration at the Results Review Meeting including grade reports, student assessment report, grade distribution, exception report, special consideration requests and outcomes report. (72) The Results Review Meeting is conducted in accordance with the Results Review Meeting (HE) Terms of Reference. All results are reviewed, and finalised and grade distributions reviewed. (73) The Head of Program prepares an exception report including any assessment result changes in preparation for consideration at the Results and Integrity Committee including. (74) The Results and Integrity Committee reviews assessment judgements and oversights assessment procedures in accordance with the Results and Integrity Committee Terms of Reference. This includes review of grade distribution and exception reports, pertinent academic integrity risks, scaling of marks and ratification of results prior to publication to students. (75) Results without recommended changes (determined by Results Review Meeting) are progressively recorded on the Student Management System with all remaining results recorded following the Results and Integrity Committee meeting. (76) The following grading codes are used to record student performance judgements in the student management system. (77) Students to be offered supplementary assessment are identified at the Results Review Meeting according to the criteria detailed in the Assessment, Credit and Moderation (HE) Policy and approved by the Results and Integrity Committee. (78) Students are advised of any offer to undertake supplementary assessment after results have been ratified. Students do not apply for supplementary assessment. (79) The Course Administrator/Academic Services Officer records the relevant grading code in the student management system for supplementary assessment or hurdle requirement prior to result release. (80) The Course Administrator/ Academic Services Officer advises students undertaking supplementary assessment of all relevant requirements five (5) working days prior to the scheduled supplementary assessment date. (81) Supplementary assessment is normally held within the period commencing two weeks from the publication of results and prior to the commencement of the following semester. (82) Once supplementary assessment has been completed, marked and moderated, the Manager Higher Education in consultation with the Head of Program completes and submits an Amendment to Result (HE) Form to Academic Registry to amend the student’s result record. (83) Supplementary assessment results are finalised including notifying the student of their result prior to the beginning of the following semester. (84) Offers of a Conceded Pass are identified for recommendation at the Results Review Meeting according to the criteria detailed in the Assessment, Credit and Moderation (HE) Policy and approved by the Results and Integrity Committee. See the Moderation and Validation (HE) Procedure for awarding conceded passes. (85) Following result publication, a student may decline a Conceded Pass grade by contacting the Head of Program within five (5) working days of result publication. Students do not apply for a Conceded Pass. (86) The Head of Program completes and submits an Amendment to Result (HE) Form to Academic Registry to amend the student’s result record. (87) Where a student declines a Conceded Pass, they will be required to re-enrol in a core subject or enrol in a substitute subject in place of the failed subject in order to complete the requirements of the course. (88) A student who has concerns regarding their assessment grade may contact the lecturer within five (5) working days of receiving their assessment feedback on an individual assessment task or final mark/grade following result release. (89) Assessments are reviewed to determine whether the assessment was marked in accordance with the marking criteria and marking rubric. This is conducted by the lecturer in consultation with the Subject Coordinator, who then advises the student accordingly.Note: Final mark and grade may be subject to scaling at the Results and Integrity Committee meeting (90) If the matter remains unresolved, the student may apply for a more formal review by completing the Re-Assessment of Result (HE) Application Form and submitting to the Head of Program within ten (10) working days of result release. (91) Submission of the Re-Assessment of Result (HE) Application Form requires the student to provide evidence that the matter has been discussed with the lecturer and/or Subject Coordinator, the nature of the lecturer feedback and detailed grounds for the review. (92) The Head of Program reviews and approves the application as appropriate and advises the student within five (5) working days of the outcome. (93) Approved re-assessment of results decisions receive secondary moderation of the assessment task/examination. This is organised by the Head of Program and the student is advised of the outcome in writing within ten (10) working days. (94) Where the assessment review results in a change to the original subject mark/grade, the Manager Higher Education, in consultation with the Head of Program, completes and submits an Amendment to Result (HE) Form to Academic Registry to amend the student’s result record. (95) The result of any assessment review is final. (96) A student who has concerns regarding reasonable adjustments to assessment may contact the lecturer to discuss their concerns. The lecturer will liaise with the Subject Coordinator and work with the student to resolve the matter. If the matter remains unresolved, a student may lodge a complaint by emailing appeals@melbournepolytechnic.edu.au with details of the appeal and supporting evidence in line with the Student Complaints and Appeals Policy and Student Complaints and Appeals Procedure. (97) A student who has concerns regarding the processing of their special consideration application (e.g. time delays) may contact the lecturer or Subject Coordinator to discuss their concerns. If the matter remains unresolved, the student may lodge a complaint by emailing appeals@melbournepolytechnic.edu.au with details of the appeal and supporting evidence in line with using the Student Complaints and Appeals Policy and Student Complaints and Appeals Procedure. (98) A student who has concerns relating to their application for special consideration or decision regarding supplementary assessment may contact the Subject Coordinator to discuss. If the matter remains unresolved, a student may lodge an appeal by emailing appeals@melbournepolytechnic.edu.au with details of the appeal and supporting evidence. (99) The appeal will then be forwarded to the Manager Higher Education and Director Higher Education for processing in line with the Student Complaints and Appeals Policy and Student Complaints and Appeals Procedure. (100) A student must include evidence to support the grounds for an appeal. (101) A student is advised of the outcome within ten (10) working days of submitting an appeal. (102) The Director Higher Education is responsible for: (103) The Director Asia Academic Operations is responsible for: (104) The Curriculum Unit is responsible for: (105) Managers are responsible for: (106) The Head of Program is responsible for: (107) The Subject Coordinator is responsible for: (108) Academic teaching staff are responsible for: (109) The Directorate Administrator HE is responsible for: (110) The Course Administrator/Academic Services Officer (FMP) is responsible for: (111) Invigilators are responsible for: (112) The Results Review Meeting is responsible for ensuring assessment results are reviewed and finalised, provide proposals for scaling of marks, review grade distributions for subjects, supplementary assessment approval and identifying conceded pass eligibility prior to the Results and Integrity Committee meeting. (113) The Student Equity and Access Service (SEAS) is responsible for supporting students with a disability and working collaboratively with both students and academic teaching staff to develop and implement Disability Support Plans and reasonable adjustments for assessment. (114) The Standards and Registration Unit is responsible for: (115) The Results and Integrity Committee (RIC) is responsible for ensuring academic integrity of student grades, including reviewing grade distributions, approving proposals for scaling of marks if appropriate, reviewing and approving as appropriate, recommendations in exception reports and ratifying final grades for publication to students. (116) The Learning and Teaching Quality Committee is responsible for: (117) Executive Director Academic Operations is accountable for ensuring the Assessment, Credit and Moderation (HE) Policy and associated procedures are fully implemented and adhered to by all relevant staff and stakeholders. (118) Higher Education Academic Board is responsible to review the application of relevant policy and procedure in relation to progress, process, and outcomes of assessment. (119) For the purpose of this procedure the following definitions apply:Assessment (HE) Procedure
Section 1 - PURPOSE
Section 2 - SCOPE
Section 3 - PROCEDURE
Assessment Design and Delivery
Reasonable Adjustments to Assessment
Extension to Due Date of Assessment
Special Consideration
Examination and Invigilation
Examination Timetable Preparation
Examination Paper Preparation
Invigilation
Student Performance Confirmation and Reporting
Supplementary Assessment
Conceded Pass
Assessment Review
Assessment Complaints and Appeals
Section 4 - RESPONSIBILITY AND ACCOUNTABILITY
Section 5 - DEFINITIONS
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Mark/Grading Code
Description
Mark Range %
xx/HD
High Distinction
80 – 100%
xx/D
Distinction
70 – 79%
xx/CR
Credit
60 – 69%
xx/PA
Pass
50 – 59%
xx/N
Fail
00 – 49%
xx/WN
Withdrawn between Week 10 – 13, and counted as a fail
N/A
-/H
Marks not available or withheld
N/A
xx/SA
Supplementary assessment granted
N/A
-/CP
Conceded Pass
N/A
-/SAH
Supplementary assessment hurdle task outstanding
N/A
50/PS
Supplementary assessment
passed
Up to 50%
xx/NS
Supplementary assessment failed or declined
UP to 49%
xx/grade
Supplementary assessment
hurdle requirement passed
Up to 100%
-/N
Supplementary assessment hurdle requirement failed
N/A
-/UP
Ungraded Pass
No mark submitted