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Memorandum to Schools 113/2007

5 December 2007

2007 Final Results

Final 2007 results will be available to all VCE schools from 3:00 pm, Sunday 16 December. These results are STRICTLY CONFIDENTIAL to schools.

Under NO circumstances are results to be released to students before 7am, Monday 17 December.

Approaches to the media concerning an individual student’s VCE results may only be made with the informed permission of the student, i.e. the student must have had the opportunity to obtain their results via the Internet, telephone, SMS services or from the school prior to the school making the approach but not before Monday 17 December.

It is important to check whether students have elected to not have their results released to the media. Use the following VASS menu to check this: STUDENT ADMIN → Student Consents → Results Not to be Released and click on the [Run Student Results Not to be Released Report] button to produce a report listing students who elected not to have their results released. The last date to change this information for 2007 was Friday 30 November.

The 2007 final results information will be distributed in three ways:

1. The 2007 Final Results will be available to schools via VASS from 3.00 pm on Sunday 16 December.
2. Students may access results by Internet, telephone or SMS services from 7.00 am on Monday 17 December.
3. The 2007 Final Results package is due to arrive in schools on Tuesday 18 December. Australia Post will deliver this package as a ‘Receipted Delivery’ item. This package must be signed for upon delivery. If your school has not received a package by 4.00 pm on Tuesday 18 December, contact the Student Records and Results Unit at the VCAA on 96514402 or 1800 653 045.

1. FINAL RESULTS DATA ON VASS

The 2007 Final Results on VASS will contain the following information:

• VCE Unit results.
• Graded Assessment grades.
• VCE Study Score (Relative Position). Schools will receive the integer study scores.
• VET and Further Education (VET/FE) UoC/Module results.
• GAT results for each of the 3 components including a GAT component standardized score (Relative Position).
• GAT statistics.
• VCAL Unit results.

2. FINAL RESULTS PACKAGE - packaged in blue satchel

• VCE Statements of Results for all students who attempted only Units 1 and 2 studies in 2007.
• VET Statements of Results for all students who attempted at least one VET/FE UoC/Module and only Unit 1 and 2 studies in 2007.
• VCE Certificates for students who have been successful in obtaining their VCE in 2007.
• VCE Unit Amendment Sheets.
• VET UoC/Module Amendment Sheets.
• VCE Results Brochure.
• VCAL Certificates for students who have been successful in obtaining their VCAL in 2007.
• VCAL Statement of Results for students who do not have a VCE Unit 3/4 sequence in their program.
• VCAL Results Brochure.

3. ASSISTANCE TO STUDENTS

All students should have the opportunity to discuss the possible implications of their results with appropriate school staff, for example, Year 12 Coordinator, VCE, VET and VCAL Coordinators, Careers Coordinator, Student Welfare Coordinator, house teacher or form teacher.

4. SPECIAL PROVISION - Derived Examination Scores (DES) for Examinations

• The closing date for Derived Examination Score applications was seven days after the student’s last examination for the specific examination period.
• If a school becomes aware of a student who could be eligible for a Derived Examination Score (DES) and has not submitted an application, it is now too late to advise the VCAA. However, students may be able to provide this information directly to tertiary selection officers.
• The final result for examinations for which a DES has been approved will be available to schools on VASS the week beginning Sunday 16 December 2007 and to the students via the Results Service on Monday 17 December and by mail on Tuesday 18 December.
• Any second application decisions that have been determined after Friday 7 December may not be reflected in the results released on Monday 17 December. Any approved DES applications resulting from a second application after 7 December will be communicated to students in a replacement set of statement of results.

5. AMENDMENTS TO RESULTS

5.1 VCE Unit, VET/FE UoC/Module and VCAL Unit results

If a school determines that an incorrect result has been entered for a VCE unit, VET/FE UoC/Module or VCAL Unit then the correct result should be forwarded to the Student Records and Results Unit.

For a VCE unit, please produce a Unit Result Amendment Sheet from VASS ( RESULTS ADMIN → VCE Reports → Unit Result Amendment Sheet ) and fax the amendment to Student Records and Results Unit on 9651 4470.

For VCAL Unit or VET/FE UoC/Modules amendment please use the appropriate form on pages 211 and 212 of the VCE and VCAL Administrative Handbook 2008.

The VCAA reserves the right not to accept any amendment to VCE Unit, VET/FE UoC/Module or VCAL Unit results.

An ‘N’ result for a UoC/Module indicates that the UoC/Module has not yet been completed. It does not indicate a 'Not satisfactory' result. A UoC/Module with an ‘N’ result is not reported on any statement or certificate issued to students by the VCAA. Students should be re-enrolled in these UoCs/Modules if they wish to continue/complete them in 2008.

5. 2 Coursework, School-assessed Tasks

If schools establish that an error has been made entering coursework or School-assessed Task scores into VASS, the principal or nominated delegate must notify the Student Records & Results Unit of the VCAA as soon as possible.

Instructions for the procedures to be followed in the event of an error being detected are published in Section 4.2.9, page 41, of the VCE and VCAL Administrative Handbook 2007.

Amendments to student scores and unit results for 2007 will not be accepted at the VCAA without a late fee after Friday 7 March 2008 . The VCAA reserves the right not to accept any amendments to scores or unit results.

6. EXAMINATION GRADES CHECK PROCEDURES

Before the examination results are finalised, all students’ examination results are checked to identify those results which are significantly lower than that expected given the other available examination results in the study and the GAT or the Indicative Examination Grade provided by the school.

The examination scripts which failed either of these two checks were sent to the Chief Assessor’s Panel in that study to determine the final examination mark.

In the past, the VCAA has received queries on the awarded examination grade not being consistent with the student’s performance in the other relevant VCE Graded Assessments or the examination grade not being consistent with the school’s expectations of the student. These checks encompass such situations.

Anomalous Grades Reports will be available on VASS from Wednesday 19 December using the menu: RESULTS ADMIN → VCE Reports → Anomalous Grades.

This VASS report identifies all students whose examination script was referred to the Chief Assessor’s Panel for determination of the final examination mark.

An anomalous grade check has been undertaken for all examinations. Details of the anomalous grade check process is available on the VCAA website www.vcaa.vic.edu.au

7. CONFIRMATION OF GRADED ASSESSMENT RESULTS - Clerical check of Graded Assessments

The VCAA provides a process in which the clerical and computational accuracy of the particular grade is thoroughly checked. This process is called Confirmation of Grades. Such requests should only be made where the discrepancy between the actual grade and the grade expected by the school is at least two grades. The closing date for confirmation of grades for 2007 October/November examinations and Reviewed School-assessed Tasks is Friday 8 February 2008 .

Principals wishing to seek confirmation of a student’s final grades are referred to Section 14.2, page 146, of the VCE and VCAL Administrative Handbook 2007 for further information. Requests will only be met where the principal or his/her delegate signs the Confirmation of Grades Request form on page 214 of the VCE and VCAL Administrative Handbook 2007 .

Where there is a general concern about the grade awarded for coursework for a study, a request for an explanation of Statistical Moderation should be made.

There are no appeals on school-assessed grades.

8. STATEMENTS OF STUDENTS’ MARKS FOR EXAMINATIONS GAT AND STUDY SCORE

• Applications for Statements of Mark s for examinations, the GAT and for Study Scores should be lodged by Friday 8 February 2008 . The fee is $8.00 per statement.
• Applications received after this date but before Friday 14March 2008 will incur a late fee of $30.75.
• No applications will be accepted after Friday 14 March 2008 .

Please refer to Section 15.7, page 151, of the VCE and VCAL Administrative Handbook 2007 for further details.

9. INSPECTION OF SCRIPTS

Inspection of scripts is available for all written and Music Performance examinations. Inspection of scripts is not available for Dance (Performance), Drama (Performance), Theatre Studies (Performance) and LOTE (Orals).

Students have the opportunity to apply to inspect their scripts from the October and November examinations at the VCAA under supervision until Friday 8 February 2008 as outlined in Section 15.8. page 151, of the VCE and VCAL Administrative Handbook 2007 . The fee is $8.00 per examination.

No applications for inspection of scripts will be accepted after Friday 8 February2008 .

Students can also request to inspect scripts at their school. In this situation, a photocopy of the script, if the script is written in ink, will be forwarded to the principal who will be responsible for conducting the inspection and for the destruction of the photocopy and/or recording immediately after the inspection.

Under no circumstances can the script be taken from the inspection room or re-photocopied. Requests for Inspection of Examination Scripts at schools must be lodged with the VCAA no later than Friday 8 February 2008 . A cheque for the fee of $16.90 per examination should be forwarded with the principal’s written request.

Schools and students are advised that this procedure is not an avenue for appealing against examination marking. Marks cannot be altered after results are issued.

10. APPLICATION FORM FOR STATEMENT OF MARKS/INSPECTION OF SCRIPTS

A personalised application form for Statements of Marks/Inspection of Examination Scripts has been included with the Statement of Results mailed to students. A general Statement of Marks/Inspection of Examination Scripts Application Form is available in the Results package sent to the school.

It is strongly recommended that students obtain a Statement of Marks for the relevant examination prior to inspecting the script.

The application form for Statement of Mark s/Inspection of Examination Scripts may be downloaded in VASS using the menu SYSTEMS Admin → Downloads. An application form may also be obtained from the VCAA website under:

http://www.vcaa.vic.edu.au/schooladmin/forms/vce/statmarkinspscripts.pdf

Inspection of scripts for June examinations closed on Friday 12 October 2007 .

11. 2007 VCE RESULTS & ENTER SERVICE

The 2007 VCE Unit 3 and 4 results will be delivered to the student’s nominated address from Tuesday 18 December 2007 . Results are also available by telephone, Internet and SMS from the joint VCAA / VTAC Results Service on Monday 17 December 2007 from 7.00 am for students who have completed at least one VCE units 3 and 4 sequence in 2007. Further information regarding the 2007 VCE Results and ENTER Service may be found on the VCAA website at the following link. http://www.vcaa.vic.edu.au/vce_results_enter.html .

11.1 Telephone Service

Students wishing to use the Telephone service should ring:

1900 957 888 (Belong Legion Interactive) $1.93 per minute. Mobile and public phones are extra.

This service will operate from 7.00am Monday 17 December until 5.00pm Thursday 20 December 2007.

Students will be prompted to enter the first 8 digits of their VCAA student number. The service will then prompt students to enter their four-digit Personal Identification Number (PIN). If a student is not a VTAC applicant then they must use the first four digits of their birth date in ‘ddmm’ format.

A series of prompts will guide students through the service, asking them to re-enter a selection if an error is made.

Students will first be given their VCE course result or VCAL course result (whether or not they have satisfactorily completed the VCE or VCAL) then their ENTER, followed by the study name, grades and study scores for each Unit 3/4 sequence. Students with at least one VCE Unit 3/4 sequence enrolment who have successfully completed a VET in Schools Certificate will also receive this result. Unit 1 or 2 results will not be provided.

Information may be repeated on request within a single call after the initial peak hours of the service.

Students should be reminded that the service does not replace the normal issue of printed results.

Only 2007 results will be available through the 2007 VCE Results and ENTER Service.

11.2 Internet Service

The 2007 VCE Results and ENTER Service website is:

results.vcaa.vic.edu.au

Students wishing to use the 2007 VCE Results & ENTER Service to access their VCE results will be asked to enter their VCAA student number and four-digit Personal Identification Number (PIN).

This is a free service and will be available from 7.00am Monday 17 December until 12 noon Monday 24 December.

11.3 SMS Service

Students wishing to access their results via SMS can pre-register by sending a message to 19 787 888 from 9.00am Monday 19 November until midnight on Sunday 16 December (Belong Legion Interactive maximum SMS cost is $1.10 inc GST). Pre registered students will receive their results at 7.00am on Monday 17 December.

12. POST RESULTS ENQUIRIES SERVICE (PRES) - a joint service by VTAC and the VCAA

The VCAA and VTAC have set up a Post Results Enquiries Service (PRES), which will be available from 7.00am to 6.00pm on Monday 17 December, 9.00am to 6.00pm on Tuesday 18December and 9.00am to 5.00pm on Wednesday 19 and Thursday 20 December inclusive.

The following telephone lines will be available:

9651 4640 or 1800 653 080 (Freecall) and the email address is pres.vcaa@edumail.vic.gov.au

The Post Results Enquiries Service (PRES) utilises trained personnel to handle all enquiries related to VCE , VCAL results and ENTERs for the period outlined above. Schools are therefore advised to use the Post Results Enquiries Service rather than attempt to contact specific Units or personnel within the VCAA and VTAC during this period.

13. GENERATING RESULTS REPORTS FROM VASS

Schools are strongly advised to use the Help button on the appropriate screen for information regarding the use of specific VASS menus and functions.

For technical problems specifically related to the collection of the Final Results only, telephone the VCAA Administrative Support Unit (refer to page 10 of this memo for the relevant telephone numbers).

The Results data will confirm Graded Assessment results in the form of letter grades ranging from A+ to UG and NA.

When printing the VCE Summary report schools are requested not to use the ALL option in Year Level as this will increase the time taken to download the data. VCE Summary reports for students should be produced by year level and home group, i.e. print each Year 12 form/home group as separate print runs.

For students in year levels other than year 12 who have studied a VCE Unit 3 & 4 sequence, the ‘Report only students with at least one Unit 3 or Unit 4 enrolment’ may be selected so that reports will be printed for only those students with a Unit 3 or Unit 4 enrolment.

If a result does not appear on the report for any student it means the result is not yet finalised and the result has been withheld.

VCE Summary reports include a study score for each VCE Unit 3/4 sequence including scored VCE VET Units. One or more of the following annotations may appear against a study score:

• For results prior to 2003 ‘*c’: the Study Score is derived by scaling up other Graded Assessment scores where one Graded Assessment is NA and Consideration of Disadvantage has been granted for it.
• ‘un’: the Study Score is unavailable, as more than one Graded Assessment result is NA or the results for both Units 3 and 4 for a study are not ‘S’.
• ‘wh’: the Graded Assessment or Study Score has been withheld.

13.1 To produce VCE Results Summary Reports for all Year 12 students:

1. Go to: Results Admin → VCE Reports → VCE Summary .
2. Enter the Year Level as 12.
3. Enter a Form Group or leave blank for all.
4. Select the required Report Order.
5. Place a tick in the box against Report only students with at least one Unit 3 or Unit 4 enrolment.
6. Place a tick in the box against Report only students with released GA results.
7. Click on the [Run VCE Results Summary Report] button.
8. 
   Click on the [Print ALL Students] button to produce reports for the year level/form group.

 

13.2 To produce VCE Results Summary Reports for Year 11 students undertaking a Unit 3/4 sequence:

1. Go to: Results Admin → VCE Reports → VCE Summary .
2. Enter the Year Level as 11.
3. Follow steps 4 to 8 as mentioned above.

13.3 To produce VCE and Scored VCE VET Results Summary Reports for Teachers (printed reports or Export as a pipe delimited text file):

1. Go to: Results Admin → VCE Reports → Graded Assessment Results .
2. Select the required Study/Sequence code or leave as ALL (will print all classes in unit order).
3. Enter a Class Code or leave blank for all classes for that study. This option is only available if a specific study/sequence has been selected.
4. Select the required report order: GradedAssessment Results by Class on ScreenORExport Graded Assessment Results.
5. The Export function extracts the results as a ‘pipe’ delimited text file, which may be ‘Saved’ and then opened in MS Excel.
6. Click on the [Run Graded Assessment Result by Class Report] button.

13.4 To produce GAT Results Summary Reports by Year Level and Form Group:  

1. Go to: Results Admin → VCE Reports → GAT Summary .
2. Select the required Year Level .
3. Enter a Form Group or leave blank for all.
4. Click on the [Run GAT Results Summary Report] button.

13.5 Download of Final Results file in VASS:

On Wednesday 19 December schools will be able to download 4 Final Results files from VASS using the SYSTEM ADMIN → Downloads menu. The files that may be selected in the File Description box are:

• GAT 2007
• VCAL Results 2007
• VCE Results 2007
• VET Results 2007 .

These results files are ‘pipe’ delimited text files and may be imported into MS Excel.

13.6 VET Results for Registered Training Organisations (RTOs):

RTOs that have access to VASS will be able to produce VET results reports for students undertaking VET certificates provided by the RTO. These results include Graded Assessment results for scored VCE VET units.

RTOs can generate the VET results reports using the menu: RESULTS Admin → RTO Reports → Student VET Results.

1. Select the required VET Certificate.
2. Select the required Home School or leave as ALL
3. Select the required Report Order
4. Click on the [Run Student VET Results Report] button.

14. GENERATING SCHOOL RESULTS STATISTICS & VCE EXAMINATION RESULTS SERVICE

• Schools can generate the following statistical reports for the 2007 Final Results:
• Unit Completion Statistics report, using School Admin → School Statistics → Unit Completion
• Graded Assessment Statistics report, using School Admin → School Statistics → Graded Assessment
• GAT Statistics report, using School Admin → School Statistics → GAT
• VCE Statistical Moderation reports, using SCHOOL ADMIN → School Statistics → Statistical Moderation

VCE Examination Results service will be available to schools through VASS at the start of Term 1, 2008. This service will enable Principals and classroom teachers to access details of the classroom performance on each of the 2007 June and October/November VCE examinations. Teachers will be able to view the results of their class as they compare within the school and with state-wide results.

15. PUBLICATION OF VCE SCHOOL DATA 2007

On Wednesday 19 December each school will be able to download via VASS a copy of the school’s data to be published in the press. The file can be accessed via the menu: SYSTEM ADMIN → Downloads . From the File Description field on the Browse Files Available For Download screen select ‘ VCE School Data 2007’ .

On Thursday 20 December a broad range of school level data will be published in the press and the VCAA website www.vcaa.vic.edu.au.

For each school this will include:

• The number of unit 3/4 studies with enrolments,
• The number of VET certificates with enrolments,
• International Baccalaureate availability (yes/or blank),
• The number of students with at least one unit 3/4 enrolment,
• The number of students with at least one VET certificate enrolment,
• The number of students enrolled in VCAL,
• The percentage of VCE students applying for tertiary places,
• The percentage of satisfactory VCE completions,
• The percentage of satisfactory VET Unit of Competence completions,
• The percentage of satisfactory VCAL Unit completions,
• The school’s median VCE study score,
• The percentage of 40 plus study scores achieved,

16. VASS ACCESS

At this time of the year there are many VASS Users who have not logged onto VASS since last year, e.g. school Principals and/or VASS Users who will be accessing results from a different computer.

It is most important that people in these categories check the following points and test their ability to access VASS wellbefore attempting to access the school’s results from a different computer.

16.1 Valid Authentication device and password

If any problems are detected, school-based users should first contact their VASS Administrator. The VASS Administrator should then contact the Administrative Support Unit if they are unable to solve the problem.

16.2 VASS Browser Settings

The VASS Browser Booklet for Windows 2000, Windows XP and for Internet Explorer 7 is available from the Downloads menu in VASS: SYSTEM ADMIN → Downloads . You will not be able to download results and/or print if the browser settings have not been set correctly, and the MeadCo Licence installed as part of your first login to VASS on a particular computer.

RESULTS ENQUIRIES SUMMARY

Issue	Agency To Contact	Dates For Contact	Time To Contact	Contact Details
Technical and system support for problems such as inability to access VASS, production of reports, database errors.	VCAA Administrative Support Unit	Monday –Friday   Sunday 16 Dec 2007	8.30am to 5.00pm   3.30pm to 6.30pm	Ph: 9651 4482 or 1800 827 721   Email: vass.support@edumail.vic.gov.au Fax: 9651 4551
VCE and ENTER Results (Student access only)	Joint VCAA / VTAC Results Service	7am Monday 17 Dec 2007 to 12 noon Monday 24 Dec 2007	24 hour service	Ph: 1900 957 888 Website: results.vcaa.vic.edu.au SMS: 19 787 888
Enquiries VCE results	Joint VCAA and VTAC Post Results Enquiries Service (PRES).	Monday 17 Dec 2007 . Tuesday 18     Wednesday 19 and Thursday 20 Dec 2007	7.00am to 6.00pm 9.00am to 6.00pm 9.00am to 5.00pm	Ph: 9651 4640 or 1800 653 080 (Freecall)   Email pres.vcaa@edumail.vic.gov.au   Fax: 9651 4324
Amendments to VCE Unit, VET/FE UoC Module, VCAL Unit results, Coursework scores and School-assessed Tasks	VCAA: Student Records and Results Unit	Sunday 16 Dec   Monday to Friday	3.30pm to 6.30pm 8.30am to 5.00pm	Ph: 9651 4402 or 1800 653 045 Email: student.records@edumail.vic.gov.au Fax: 9651 4470
Tertiary Entrance enquiries	VTAC	Monday- Friday   Monday 17 Dec 2007 to 12 noon Monday 24 Dec 2007	8.45am to 5.00pm	Ph: 1300 364 133

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