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End of Session 2013

End of Session 2013. Pre-Exam Board Preparation 2: Using BOXI. f or undergraduate programmes. Welcome to Pre-Exam Board Preparation 2: Using BOXI , the third session in a series of End of Session workshops brought to you by Taught Student Administration.

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End of Session 2013

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  1. End of Session 2013 Pre-Exam Board Preparation 2: Using BOXI for undergraduate programmes Welcome to Pre-Exam Board Preparation 2: Using BOXI, the third session in a series of End of Session workshops brought to you by Taught Student Administration. The purpose of this session is to introduce/reintroduce school administrators to using BOXI during End of Session, specifically in preparation for the Exam Boards.

  2. End of Session 2013 Learning Objectives • By the end of today’s session, we will have covered the following: • The importance of accuracy in End of Session report processing. • How to quickly identify issues with student Exam Board data. • What is required by the Exam Board and how to produce it. • How to get the best out of BOXI at this busy time of year. • How to perform detailed error checking of final data.

  3. End of Session 2013 End of Session Quiz Game! A series of questions will follow designed to test your knowledge of End of Session. The questions are multiple choice.

  4. End of Session 2013 Question 1 1. What does the acronym “ART” stand for? A. Automated Record Transaction B. Agreed Reporting Tool C. Authorised Reassessment Transaction D. Academic Review Type

  5. End of Session 2013 Question 2 1. How many students graduated in July 2012? A. 1000 B. 3000 C. 5000 D. 8000

  6. End of Session 2013 Question 3 1. What must every module have recorded against it in order to run end of session processing? A. Module mark and component mark B. Module mark C. Module mark and recommendation D. Notes

  7. End of Session 2013 Question 4 1. Why do we have a BIRMS Marks Entry deadline (this year this is June 5th) A. So all Schools/Depts can see all marks for their students in good time for the Exam Boards B. To help with the processing of marks for MOMDs C. To help administrators of joint honours programmes D. To give enough time to accommodate corrections to these marks (especially when it is a mark for a module run by a different dept to the student’s “home” dept)

  8. End of Session 2013 Question 5 1. What is the best thing to do if none of the available ARTs or module recommendations seem to suit a student’s circumstances? A. Leave the student’s record blank in End of Session B. Contact Taught Student Administration C. Release an ART C D. Wait until the supplementary exam board

  9. End of Session 2013 Question 6 1. BIRMS has auto-calculated an ART that I don’t think is right, what is the best thing to do? A. Double check the student’s marks and recommendations using the M or D button B. Look at the regulations on the progression and award for taught programmes C. Contact Taught Student Administration D. Double check the meaning of the ART that has been auto- calculated

  10. End of Session 2013 Question 7 1. What do most of the End of Session reports require to be entered in BIRMS before they can be run? A. Marks, recommendations and ARTs for all students B. A single component mark C. ARTs for all students D. Attendance monitoring contact points

  11. End of Session 2013 Question 8 1. Can any students by omitted from End of Session processing? A. No B. Yes, students whose ART does not auto-calculate C. Yes, only students with holds D. Yes, students on a leave of absence and students with holds

  12. End of Session 2013 That is the end of the quiz! How well did you do? 0 – 2 “What we’ve got here is failure to communicate…” 3 – 5 “I could’ve been a contender. I could’ve been somebody.” 6 – 8 “Made it Ma! Top of the world!!!”

  13. End of Session 2013 Error checking Once marks and recommendations for all modules have been recorded in Marks Entry, and ARTs auto-calculated in End of Session, the data should be checked before it goes to the exam board. It is impossible to filter out all possible errors at this stage, as we often don’t have all the information at our fingertips. However, what we can do is ensure that the data is as accurate as possible by carrying out a few easy checking exercises. In pairs or small groups, have a go at the exercises on the sheets. There are three data issues for you to identify in each exercise.

  14. End of Session 2013 Error checking: exercise 1 The issues… Rosa Klebb has enough credits to proceed (100), even if she fails her resits. Therefore, she should be given an ART D. Goldfinger has failed module 08638 at the first attempt, and cannot be released with an ART A. He should be given an ART D. Scaramanga has no ART because no recommendation has been recorded for him against module 08639. The recommendation should be P, and he should be given an ART A.

  15. End of Session 2013 Error checking: exercise 2 The issues… Diana Prince has been given an ART A – although she has the correct overall number of credits, she has still failed a module at the first attempt this year, and so needs to be given an ART D. Ben Grimm should have been given a CertHE as an alternative qualification, as he has not achieved 100 LI credits. Selina Kyle should not have been given an ART D because she has failed more than 20 credits this year. Instead, she needs an ART C.

  16. End of Session 2013 Error checking: exercise 3 The issues… Roy Neary has achieved enough credits for a Pass degree. Therefore, she should be given an ART B. Ellen Ripley cannot be given an ART C, as the opportunity to resit is not available to final year UG students. She should be given an ART B. Sarah Connor should not be given an ART F, as she has enough credits for a Pass degree. Therefore, she should be given an ART B.

  17. End of Session 2013 Time for a short break…

  18. End of Session 2013 Exam Board documentation • What is required by an exam board? • Considerations: • Do you need a list, grid, or results sheets? • Are your students finalists or non-finalists? • Do you process your students by “cohort”? • Do you need to produce any statistical reports? • Pass list

  19. End of Session 2013 Exam Board documentation: Grid Style

  20. End of Session 2013 Exam Board documentation: Result Sheets (transcript style)

  21. End of Session 2013 Exam Board documentation: Results Grid (multiple academic years)

  22. End of Session 2013 Getting the most out of BOXI • To make your BOXI use more efficient, consider the following: • Scheduling reports during periods of high usage. • Creating shortcuts to “favourite” reports. • Creating an “exam board” folder for easy access to useful reports. • Running reports through BIRMS.

  23. End of Session 2013 BOXI Grand Prix It’s time to put your BOXI skills to the test. The next page will specify some data required for an upcoming exam board. It’s up to you to produce the data using BOXI. The first person to produce the correct data will be the BOXI Grand Prix champion! The paperwork we require may need you to run more than one report! Please log into BOXI as yourself, and use the Term Code 002011 for all reports that you run.

  24. End of Session 2013 BOXI Grand Prix We require a results grid for final year students on one of your programmes – the results grid should include individual module marks for all students, final ART and degree class, and their overall weighted average. We also want a transcript for the student with the best weighted average in the year, and their contact email address, as they have won a prize for high achievement.

  25. End of Session 2013 Error reports There are a number of Error Reports that can be run that can help you to quickly identify where there are discrepancies in your data. Some examples of these reports are: - Missing Marks - Students with no ART inES02 - Error Messages in ES02 - Current Module Recommendation different from Calculated Module Recommendation - Missing ARTs

  26. End of Session 2013 Error reports • The vast majority of errors that you will encounter are easily fixable once they have been identified. Some of the most common errors encountered during End of Session processing are: • - ARTS won’t calculate due to missing marks and recommendations • Solution - Run Missing Marks report • - Extenuating circumstances/last minute changes to exam board outcomes • Solution – Run Final ART Different from Calculated ART report • Unresolved errors and problems in ES02 • Solution - Run Students with no ART in ES02 and Error Messages in ES02 reports

  27. End of Session 2013 Session summary We all know that BOXI can be slow and difficult to navigate, especially at this busy time of year. However, by planning your error checking in advance, and having a clear idea of which reports you need for checking and for producing exam board paperwork, you can streamline this part of End of Session processing. Data quality at this time of year is of utmost importance. If you ever have any queries, are having difficulties getting a report to run, or would like some advice on which report would suit your needs, please don’t hesitate to get in touch with TSA. Discipulus non reliquit – No student left behind!

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