Memorandum to Schools 108/2007
12 November 2007
SUBMISSION OF SIAR 5 - VCE Unit results, VCAL Unit results, UoC results and Task Scores for VCE VET scored sequences
Schools are reminded that SIAR 5 results are due at the VCAA by MONDAY 19 NOVEMBER 2007. Please ensure that all results are entered by this date as extensions of time will not be possible due to extremely tight processing deadlines.
The following results are due for SIAR 5:
- VCE Unit results (Units 1, 2, 3 and 4),
- VCAL Unit results,
- Unit of Competence (UoC) results for VES, VFE and NAP Certificates, and
- Task Scores for VCE VET scored sequences (refer to pages 89 & 90 of the VCE and VCAL Administrative Handbook 2007 for the list of scored VCE VET programs).
VASS Administrator s should devise suitable internal procedures for the collection, entering and auditing of all results. This includes a schedule in which teachers and Registered Training Organisations (RTOs) must submit their results in sufficient time for entry of the results into VASS and the subsequent auditing of the results.
Please Note: Schools are reminded that results MUST NOT be left blank.
1. VCE UNIT RESULTS
1.1 VCE Unit Results Input Sheets
Unit Results Input Sheets should be produced for distribution to the appropriate teachers using the menu: RESULTS ADMIN → VCE Reports → Unit Results.
1.2 Entry of VCE Unit Results
Unit results (i.e. ‘S’, ‘N’ or ‘J’) for all VCE Unit 1, 2, 3 and 4 studies should be entered on VASS using the menu: Results Admin → VCE Results Entry → Unit .
If a student is to be awarded an overall ‘S’ or ‘J’ result for the unit, it is not necessary to enter individual Outcome (OC) results. However if a student is to be awarded an ‘N’ result for the unit then all Outcome results must be entered for that student. At least one of these Outcome results must be an ‘N’. The overall unit result will automatically default to ‘N’ once the cursor has been moved to the next student.
The [Set Blank Unit Results to ‘S’] button can be used to set all Unit results to ‘S’. Any students with non ‘S’ results can then have their result modified as appropriate. Once all unit results for the class have been entered click on the [Save] button.
The entry of a ‘J’ result for the unit should be used where the student ‘is no longer attending the class and has not submitted work for assessment’. Refer to Section 7.1.4 page 81 and Section 4.2.8 page 39 of the VCE & VCAL Administrative Handbook 2007 for advice.
1.3 Check for Missing VCE Unit Results and Audit Procedures
After Unit results have been entered, it is recommended that schools identify any students who have missing results by running the report: Results Admin → VCE Reports → Unit Results , with Display Missing Results Only? set to ‘Yes’.
If the message ‘No results matched the parameters you entered. Please try again.’ appears. This means that there are no missing results.
As part of the internal school audit process it is essential that once all results have been entered, the VCE Unit Results reports are printed again and returned to teachers for checking. The reports should be printed with the Unit Result Type of ‘All’ selected and Display Missing Results Only? set to ‘No’.
2. VCAL UNIT RESULTS
2.1 VCAL Unit Result Input Sheets
VCAL Unit Result Input sheets should be produced for distribution to the appropriate teachers using the menu: RESULTS ADMIN → VCAL Reports → Unit Results .
2.2 Entry of VCAL Unit Results
Unit results (i.e. ‘S’ or ‘N’) for all VCAL Units should be entered on VASS using the menu: RESULTS ADMIN → VCAL Results Entry → Unit.
Leave the Unit Code and Class Code fields blank then click on the [Find] button. All VCAL classes will be displayed. Highlight the required VCAL Unit and click on the [Modify VCAL Unit Results] button.
The VCAL Results Entry Screen for the selected unit will appear. Enter an ‘S’ result if the student has Satisfactorily Completed the unit or ‘N’ if the student has not yet completed the unit.
The [Set Blank Unit Results to ‘S’] button can be used to set all Unit results to ‘S’. Any students with non ‘S’ results can then have their result modified as appropriate. Once all unit results for the class have been entered click on the [Save] button.
2.3 VCAL Unit Result Input Sheets
After the VCAL Unit results have been entered, it is recommended that schools identify any students who have missing results by running the report: RESULTS ADMIN → VCAL Reports → Unit Results , with Display Missing Results Only? set to ‘Yes’.
As part of the internal school audit process it is essential that once all results have been entered, the VCAL Unit Results reports be printed again and returned to teachers for checking. The reports should be printed with the Unit Result Type of ‘All’ selected, and Display Missing Results Only? set to ‘No’.
3. VES, VFE & NAP CERTIFICATE Unit of Competence (UoC) RESULTS
A student’s home school is responsible for entering all UoC results on VASS. Where an external Registered Training Organisation (RTO) is assessing the UoCs, the home school MUST obtain and enter ‘S’ (Satisfied) or ‘N’ (Not yet completed) results.
3.1 UoC Result Input Sheets
UoC Result Input sheets should be produced for distribution to the appropriate teachers or RTOs using either menu: RESULTS ADMIN → VET in Schools Reports → Results/Input Sheets → By Class , or RESULTS ADMIN → VET in Schools Reports → Results/Input Sheets → By Student .
3.2 Entry of UoC Results
VES, VFE & NAP Certificate UoC results should be entered on VASS using either menu:
RESULTS ADMIN → VET in Schools Results Entry → Unit of Competence → By Class , or RESULTS ADMIN → VET in Schools Results Entry → Unit of Competence → By Student .
The [Set Blank UoC Results to ‘S’] button can be used to set all UoC results to ‘S’. Any individual UoC result that should not be ‘S’ results can be individually modified as appropriate. Once all UoC results for the class have been entered click on the [Save] button.
If entering results for UoCs from a scored VCE VET program the following message may appear: ‘Messages returned from calculating component and GA scores: Incorrect number of optional task modules have been assessed.’ This message simply means that task scores have not yet been entered.
3.3 Check for Missing UoC Results and Audit Procedures
After the UoC results have been entered, it is recommended that schools identify any students who have missing UoC results by running the report: Results Admin → VET in Schools Reports → Results/Input Sheets → By Class, or Results Admin → VET in Schools Reports → Results/Input Sheets → By Student with Display Missing Results Only? set to ‘Yes’.
The message ‘No results matched the parameters you entered. Please try again.’ appears. This means that there are no missing results.
As part of the internal school audit process it is essential that once the results have been entered, UoC Results reports should be printed again to be given back to teachers and RTOs for checking. The reports should be printed with VET Certificate set to ‘All’ selected and Display Missing Results Only? set to ‘No’.
4. TASK SCORES FOR VCE VET SCORED SEQUENCES
4.1 VET Task Scores Input Sheets
VET Task Scores Input Sheets should be produced for distribution to the appropriate teachers or RTO’s using the menu: Results Admin → VET in Schools Reports → Task Scores.
Students completing a scored Unit 3/4 sequence as part of their VCE VET program in 2007 can only have their task scores, other than NA, entered if they have a VALID Assessment Plan status. The Certificate Enrolment list (STUDENT PROGRAM → VET in Schools Reports → Certificate Enrolment Lists) should be printed and compared to the VET Task Scores Input Sheets.
4.2 Entry of VET Task Scores
VET Task Scores cannot be entered until all relevant UoC results have been entered.
VET Task Scores MUST be entered for all students enrolled in a scored Unit 3/4 sequence regardless of their Assessment Plan status.
VET Task Scores should be entered using the menu: Results Admin → VET in Schools Results Entry → Task Scores.
Please Note: Numeric scores (range 5 to 25) or NA (Not Assessed) are the only valid VET Task Scores. A zero score cannot be entered and a score MUSTNOT be left blank.
Students with a status of ‘No Plan’ and ‘Invalid Plan’ are now included on both the Task Scores entry screen (see Figure 1) and the associated report - VET Task Scores Report. The VET Task Scores entry screen only allows the result of ‘NA’ to be entered for students with a status of ‘No Plan’.
Figure 1 – The VET Task Score entry screen includes students with Valid, Invalid and No Plan status.
Students with a status of ‘Invalid Plan’ will need to have their Assessment Plan modified. If you need to enter or modify any Assessment Plan details you MUST contact the Student Records and Results Unit (see Contact details at the end of this memo).
The [Confirm all students with No Plan are not undertaking Scored Assessment] button can be used to enter the result of ‘NA’ (Not Assessed) for all students not undertaking scored assessment, that do not have an Assessment Plan entered ie. their plan status is No Plan. Students that have a Valid plan entered but do not undertake scored assessment must have NAs entered against each Assessment Task.
4.3 Check for Missing Task Scores and Audit Procedures
After the Task scores have been entered, it is recommended that schools identify any students who have missing results by running the report: Results Admin → VET In Schools Reports → Task Scores , with Display Missing Results Only? set to ‘Yes’.
If the message ‘No results matched the parameters you entered. Please try again.’ appears. This means that there are no missing results.
As part of the internal school audit process it is essential that once all scores have been entered, a Task Scores reports be printed again and returned to teachers and RTOs for checking. The reports should be printed with VET Certificate set to ‘All’ and Display Missing Results Only? set to ‘No’.
CONTACTS
Schools are encouraged to use the help button on the appropriate screen for information regarding the use of specific VASS menus and functions.
Any queries regarding VASS should be directed to the Administrative Support Unit on 9651 4482 or 1800 827 721. Please leave a message on our Voice Mail service if we are unable to answer your call immediately. Alternatively email enquiries to vass.support@edumail.vic.gov.au or fax to 9651 4551.
Any queries regarding VCE, VET and VCAL results should be directed to the Student Records and Results Unit on 9651 4402 or 1800 653 045 for non-metropolitan schools. Alternatively email enquiries to student.records@edumail.vic.gov.au or fax to 9651 4470.
