13. Results

[This section is liable to change during 2014/15 with the introduction of the new student record system. Updates will be notified in the AAD News Alert and will be published on the Education Committee website.]

13.1. Results lists

The Academic Records Office is responsible for the publication to students of final results via the online Student Self-Service. These are based on the Results Lists approved and signed off by the examiners (Examination Regulations, 2014, Regulations for the Conduct of University Examinations, Part 17, pp. 37-39). The Academic Records Office aims to publish results within two working days of receipt, but this can be delayed if there are problems with the electronic or hard-copy Results Sheets. As a result, chairs and examiners are strongly advised not to inform candidates that results will be issued at a certain date and time. They must not inform individuals of their results before the results have been issued.

Comprehensive guidance on how to complete and upload results lists can be found on the ARO Results Drop Box WebLearn site.

Chairs, or Examination Board administrators, will be provided with access to WebLearn at the start of the examination process for loading marks, and the Academic Records Office Manager (or Head of Academic Data Management) will arrange access to the Examination Board data views in the student record system.  These marks should be returned as whole numbers rather than decimal places using the 100-point scale as agreed by Education Committee. The completed marks record should be loaded into WebLearn. This information must also be certified on the Results Template which may be extracted from either a file or a spreadsheet by the signature of all the examiners who have acted together in the assessment of the candidates in the examination. The Head of Academic Data Management will then arrange for the publication of these results in a form that will be determined by the Registrar (ibid., cl. 17.6, p. 39).

It is the responsibility of chairs to check that all candidates are accounted for on the Results Template (file or spreadsheet) as completed at the examiners’ meeting, and that their results are correctly shown on the Results Template when it is signed.

No lists should be displayed on any website or notice board, since to do so would breach the Data Protection Act. The Academic Records Office will upload the approved individual assessment grades and year outcome from WebLearn that has been submitted with the certified Results Template. These data will then be available for viewing via the Examination Board data views in the student record system.

After the results have been released to the students it is not possible to change the results unless:

a) An error has been identified. Where the change in marks to correct the error results in a change in the year/examination outcome, or to the final award outcome then the examiners must seek the permission of the Pro-VC (Education) and the Proctors by completing the Change in Results Form.  Where the change in results does not result in a change in the year/examination, or final award outcome, then the examiners should inform the ARO of the correction using the Change in Results Form.

b) A candidate has been accidently omitted from the results list.   In such instances the examiners must apply to the Proctors for permission to compile an additional Results List.  This additional Results List should contain the candidates missing from the original Results List.

Candidates whose results are incomplete at the time of the final examiners’ meeting are usually recorded as an INCOMPLETE on the Results List. Candidates might be incomplete because they are under Proctorial investigation or were granted an extension.  When the examiners are ready to examine the ‘late results’ they should meet as a full board unless the Proctors have granted permission for them to meet with reduced numbers or consult by correspondence.  The results should be submitted to the ARO in the same way as the original Results List, as described above.  There is no requirement to seek Proctorial permission to produce a further Results List.

Once results are released, all students will be informed by email that their results are available in student self-service.  

In order to avoid inadvertent breaches of candidates’ rights of confidentiality under the Data Protection Act, Student Administration will be unable to disclose results over the telephone, since staff have no means of confirming the identity of the caller.

13.2. Results spreadsheet/file sheets

The Academic Records Office will provide either a Results File or Spreadsheet to chairs and examination board administrators in good time for the examination board. These are distributed as late as possible to ensure they capture any last minute student changes (withdrawals, late entry). If student circumstances change after the Results Files/Spreadsheet have been distributed, then departments will be responsible for updating the Results Files/Spreadsheet to accommodate these late changes. It is hoped that such late changes will be small in number and departments are advised to seek advice from the Academic Records Office about making such changes and/or to add a comment about the change on the Results File and Spreadsheets as appropriate.

13.3. Prizes for examinations

Where examiners are responsible for awarding prizes on the basis of examination results, it is the duty of the chair to send notification of the awards to the secretary of the appropriate divisional or faculty board. The secretary will arrange for payment to be made to the prize-winners.

13.4. Disclosure of candidates’ marks to colleges

When the entire examination is complete and the results released into the student record system, but not before then, examiners should disclose the agreed marks (not raw marks) for each paper to the Senior Tutor of each candidate’s college by reference to the student record system data views or to the Tableau Examination Results reports.  In the case of a two-part FHS, the agreed marks should be disclosed after the completion of the first part of the FHS.  Colleges require this information since some grant-giving bodies request it and it is helpful in the preparation of academic references.  Senior Tutors will make the marks available to subject tutors.  Although it is permissible to transmit this information electronically to Senior Tutors and to subject tutors in colleges, it is preferable to share this information via the student record system data views or Tableau Examination Results reports. If data is to be transmitted electronically it should be encrypted following consultation with IT Services.  The Data Protection Act, however, prohibits the electronic display or distribution of lists containing personal data in such a way that they become generally accessible without the express consent of all the candidates.

A number of Tableau Examination Results reports have been created to assist examiners and departments with the distribution of examination result.  These can be accessed at
https://bits.uas.ox.ac.uk/views/ExaminationResults/ResultsbyExamination

If chairs would like access to these reports, please contact sdma@admin.ox.ac.uk.  These reports integrate and merge the results provided via WebLearn and stored in the student record system with departmentally held data on student ranks and average marks.  Chairs and departmental support staff who wish to make use of this facility can provide the ranking and average mark data separately via the results upload WebLearn facility. Please contact sdma@admin.ox.ac.uk for more information on how to do this.

13.5. Transcripts of results

The Academic Records Office will post an academic transcript to each student taking a Final Honour School or final postgraduate taught course examinations.  The transcript will detail the overall award outcome and individual assessment results. Transcripts are available for all students who commenced their studies in Michaelmas term 2007 or after. Students commencing their studies before Michaelmas term 2007 should request transcript information from their college.

The transcript includes space for departments to include some explanatory text about the examination conventions and an exercise to collect and update this information is carried out each Trinity Term via the Divisional Offices.  Chairs and academic support staff may access current transcript programme text either via their Divisional Office, or by the Tableau Examination Results reports.  To access the Tableau Results reports please email sdma@admin.ox.ac.uk

For further information on transcripts please refer to the Academic Transcripts section of the University’s website (www.ox.ac.uk/students/graduation/transcripts).