Students Staff

Results processing system and exam board documentation

Reporting issues

Deadlines 2016-17

  • Departmental RPS live dates


    Period/season Student records on at this time (registered only) Open (2.00pm) Closed (noon)
    Summer All 31 March 2017 18 August 2017
    Autumn Reassessment
    PGT students
    23 August 2017 6 December 2017
    Winter One term Study Abroad students
    January reassessment
    PGT extensions and re-submissions (virtual boards)
    8 December 2017 28 March 2018

    The deadlines for inputting marks are detailed below. Once the deadline for coursework marks has passed, marks can still be input into COR, however they will not automatically transfer to RPS and you must inform the relevant Academic Officer of any changes. There will be a warning message to remind you.

  • Deadlines for the inputting of coursework and exam marks

    Please note: these dates do not apply to 1st and 2nd year East 15 and Certificates in the Essex Pathways Department due to exceptional assessment arrangements.

    Study abroad (Autumn Term exams)

    • 9 February 2018

    UG June boards

    • Coursework - noon on Friday 16 June 2017
    • 2nd/final year exam marks into RPS - noon on Friday 16 June 2017
    • 1st year exam marks into RPS - noon on Wednesday 28 June 2017

    September reassessment boards

    • Coursework - the deadline for inputting all coursework marks on RPS is noon on Friday 15 September 2017.
    • Exam marks - the deadline for inputting exam marks will depend on the date of the Exam Board: TBC

    PGT June boards

    All marks to be finalised at least one week prior to the board in time for printing and checking grids and/or pre-board meetings.

    Important notes

    • If you have students taking your modules as outside options you will need to liaise with department concerned to make sure that marks are input in time for their board.
    • In June the dissertation marks are not transferred to COR. Marks for students being awarded their degree at June boards should have their marks input on both COR and RPS. This is due to the mark transfer causing a zero in the record for all other students which is incorrect at this time.
    • Results must be finalised, pass lists sent to the Assessment Team by Friday 30 June and the results backloaded by Wednesday 5 July 2017 for any student due to graduate July 2017.

    PGT November boards

    All marks to be finalised at least one week prior to the board in time for printing and checking grids and/or pre-board meetings.

    Important notes

    • If you have students taking your modules as outside options you will need to liaise with department concerned to make sure that marks are input in time for their board.
    • Results must be finalised and sent to the Assessment Team by Wednesday 6 December 2017 to be processed before the system closes on Friday 8 December 2017. Due to exam board letters, award letters and web result processes this date cannot be moved.

    Winter exam period

    Study Abroad marks must be input by Friday 19 January 2018 (TBC).

  • COR/RPS links

    1. This link is one way. Any marks changed in RPS will not automatically be updated in COR.
    2. The transfer takes place in June only for undergraduate modules and all year for postgraduate modules.
    3. Once the link is finished on the respective dates above, marks will need to be input on both sides. Marks input into COR after the deadlines will show a warning to remind you to notify the relevant Academic Officer
    4. Before the coursework deadline, please make sure that all marks are input on COR not RPS, if you alter them on RPS while the transfers are still taking place they will get overwritten with the COR mark.
    5. The transfer of marks from COR to RPS is now immediate.
  • Web result opening and close dates to view results


    Period Open date Close date
    Summer 17 May 2017 18 August 2017
    Resit 4 September 2017 27 October 2017
    Autumn PTG 1 November 2017 27 March 2017
    Winter January exams and extensions 8 December 2017 27 March 2017 for non DECISION candidates
    7 February 2018 for DECISION students

  • Web result deadlines for student choices (decision/voluntary outcomes)

    Students must make their choices online by the following deadlines. They will also be able to pay for their reassessment online.

    Period Voluntary reassessment deadline Decision deadline Intention to resubmit dissertation
    Summer 21 July 2017 21 July 2017 N/A
    Resit 4 October 2017 4 October 2017 N/A
    Autumn 5 February 2018 5 February 2018 13 December 2017
    Winter 5 February 2018 5 February 2018 13 December 2017

  • Graduation Office links

    To enable us to process the data ready for Graduation and automatically confer the degrees after the November boards we require the pass lists by the following dates:

    Period Deadline for the Assessment Team to receive pass lists
    Summer (PGT) 30 June 2017
    Summer (UG) 5 July 2017
    Autumn PGT 4 December 2017
    Winter extensions and resubmissions As and when a board or virtual board is held (by 30 June 2017 for Graduation 2017)

Training, guidance and briefing documents

Reassessment report

  • Report of reassessment to be undertaken by students

    The basic report is now available for you to export from RPS with all reassessment data input for the current RPS season. You can use this report to identify which students have been flagged for reassessment in the modules run by your department. The report will also show whether students have chosen to take the voluntary reassessment or not.

    You can run this report as often as you like, but please note a) the report should not be run until the bulk of the main backloads have taken place or it will be showing data that has not yet been through an exam board, and b) the deadline for students to make their decisions online is 21 July 2017 and after that date we will have to make manual amendments.

    How to report the data

    1. Go into Result Processing System.
    2. Click on Reassessment Report (which is on the right hand side of the main screen).
    3. Choose your department and the level of module you wish to retrieve.
    4. Basic data will appear on the screen (you can also change the ordering using the sort facility in the top right hand corner).
    5. Reading data on the screen won't give you the complete data. You must click Export which will create a spreadsheet.
    6. A dialog box will appear for you to save the file. Note it is a .csv file. You will have to save as a .csv file initially. However, when you make changes to the file you will need to re-save it as a .xlsx file (excel workbook file)
    7. You can manipulate the data in Excel by using the filter functions - see instructions below.
    8. Note that you can change the year if you need to look up a previous years reassessment flags for instance. When preparing for May/June exams you might find it useful to see which students are due to return to take exams/coursework without attendance. The system is defaulted to the current academic year (eg 16 for the 16-17 academic year) but you can change it to 15 to see who was flagged in the 15-16 academic year to return for the 16-17 exams.

    How to interpret the report

    The fields on the report reflect everything which has been flagged for reassessment on the database. Most column headings are self explanatory, but some need further explanation. The column headed 'Choice Type' shows the following reassessment codes: VC = voluntary reassessment CR = compulsory reassessment CC = compulsory choice reassessment.

    If VC or CC are showing you will need to check other columns to see whether the student has made their choice yet.

    Attending column Vol awaiting reply column Outcome
    Voluntary choice (VC) Y N Attending
    Voluntary choice (VC) N N Not attending
    Voluntary choice (VC) D N Decided to choose another option, ie exit award instead of reassessment
    Compulsory choice (CC) 0 Yes Not yet chosen
    Compulsory choice (CC) N N Not attending
    Compulsory choice (CC) D N Decided to choose another module within the credits allowed for reassessment
    Compulsory choice (CC) Y N Chosen this module within the credits allowed for reassessment

    If they had to make a choice of 'Decision' outcomes see whether the column headed INT ASSESS (interim assessment) still has DECI in it, it means that the student hasn't yet made their final choice. When they have, it will show in the column headed FINAL ASSESS. Please see the list of assessment codes to see what other outcomes mean.

    In some cases the students will be final years who can graduate but have failed final year modules - they've been offered the chance to graduate without reassessment (SUCG) or graduate and return for reassessment (SUGR). You can see what they have chosen by looking at the 'Int Assess' column. If it says DECI they haven't chosen yet. If it is blank look in the 'Final Assess' column and see what outcome has been chosen.

    How to filter in Excel

    Filtering in Excel allows you to view sub sets of records in a spreadsheet. It does not sort or remove the data, just hides the data you do not want to view.

    1. Click on the 'select all' button Excel select all button in Excel (you will find this to the left of the "A" column and above the "1" row
    2. Click on the 'sort and filter' button at the top of the screen and select 'Filter'. Filter arrows will appear beside each column heading.
    3. Click on the filter arrow of the heading you want to filter. It will show you a drop down list of the entries in that column so you can select only the entries you want to see in your list. For example, if you want to show only modules that are "Voluntary", click on the filter arrow for the "Choice type" heading and select the tick only against "VC". If it's a long selection list remove the tick against "Select All" and select the items required.
    4. Click OK. Your list would then show you only Voluntary Choice reassessment. Bear in mind that if a student is given the option of taking, say, one out of two exams we had to flag both of them as voluntary and tell the student they could only take one exam. We input a limit on the number of credits they could be reassessed, which should stop them picking more via the web results page.
    5. You can apply filters to multiple columns by following the instructions above for each column of data required, for instance, if you want students taking voluntary reassessment and who have confirmed they are taking the reassessment, once you've filtered the voluntaries on the 'Choice type' column you would then follow steps one to four above for the 'Attending' column selecting 'Yes'. NB - 'Attending' is the term used to describe that the student is taking the reassessment and we use if for exams and coursework.
    6. To remove a filter Click on the Sort and Filter Button and select 'Filter'. The filter arrows will then disappear beside each column heading. This clears the filters so you view all data. At this point you can choose to Filter again following steps one to four/five selecting different data.

Statement of tasks and responsibilities

  • Service level agreement (April 2015)

    General

    Appendix A Glossary of Terms (.doc)

    1. The Systems Administration Office provides a functional Result Processing System to RPS “Users”.
    2. The users provide certain information to the Systems Administration Office in accordance with this procedure document and meeting published deadlines.

    System and data management

    1. The Systems Administration Office with the support of MIS shall maintain and endeavour to make available RPS in working hours and any previously arranged out of hours and provide necessary support to the users.
    2. The Systems Administration Office will publish data input deadlines for the processing period annually in the Spring Term.
    3. The Systems Administration Office and users shall be responsible for ensuring that all use of data complies with University policies and procedures.
    4. The Systems Administration Office will provide technical advice on the use of RPS and on potential or proposed enhancements and developments.
    5. At the request of the Systems Administration Office the users will provide the data necessary for the effective operation of RPS, namely:
      • confirmation of all rules for calculating marks, progression and overall results
      • changes as they arise during the academic year to all rules
      • any information relating to an individual student that may affect the system
      Users will undertake to refer to the checklist set out in Appendix B (.doc) and to complete the relevant actions before final grids are printed.
    6. Users will undertake to refer to the checklist in Appendix C (.doc) and to complete the relevant actions in the appropriate circumstances.
    7. The Systems Administration Office and users shall each take reasonable steps to keep each other informed of any special requirements applicable to comply with this statement of service provision.

    Training

    1. The Systems Administration Office will provide one-to-one training where appropriate for new members of staff and refresher training for existing staff where appropriate. The relevant offices should notify the Systems Administration Office of their requirements as soon as possible.
    2. The Systems Administration Office will write and maintain on-line help for RPS, accessible via RPS. This incorporates a definition of the rules as well as explaining terminology used and describing the functions within the system.

    Confidentiality

    1. Users should ensure at all times that RPS is not left open on their computer or that hard copies of data are left unsupervised.
    2. Exam candidate numbers should not be disclosed to staff not involved in the departmental administration of examinations and assessment.
    3. Detailed results (eg. examination marks) must not be published until the board of examiners has ratified them and the overall results have been published by means of a pass list.
    4. Results must not be disclosed to telephone callers.

    Reporting problems

    1. Any fault known to the Systems Administration Office office should be reported to the users with details and the anticipated timescale for the fault to be rectified. All faults should be reported using the online RPS Issues Report Form.
    2. Any query on RPS functionality found by a user should be reported to the Systems Administration Office, specifying the following:
      • effect on screen or reports being used
      • screen Number
      • options Selected
      • buttons Pressed
      • urgency of Issues
    3. Any problems with calculation of the marks should be reported to the relevant Academic Officer in Registry who will report to the Systems Administration Office if needed.
    4. The Systems Administration Office will report to MIS and back to the user as soon as the issue is resolved, or report any reason for delay.

    Unforeseen circumstances

    If a situation in relation to the Systems Administration Office or users which affects or may affect the fulfilment of any of the above obligations occurs, the party concerned should notify the other party as to the circumstances and extent.

    Review/enhancements

    1. The Systems Administration Office will carry out an annual review of the year’s processing in October (ie. once July and September processing is complete) and will ask all users for input to the review and to submit any requests for enhancements.
    2. The Systems Administration Office and MIS will consider all enhancement requests, in consultation with users in central administrative offices and departments. Enhancements will normally be prioritised in accordance with the number and range of users expected to benefit and in accordance with the programming time available*. Enhancements to the system will be reported each year by the Systems Administration Office when the system goes live.

    *Each year a number of enhancement requests result from changes to rules of assessment or other policy decisions made by University Committees. These enhancements require programming time which reduces the resource available to implement desirable but not essential changes to RPS functionality.