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Memorandum to Schools 115/2008

5 December 2008

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2008 FINAL RESULTS

Final 2008 results will be available to all VCE schools from 3:00 pm, Sunday 14 December.  These results are STRICTLY CONFIDENTIAL to schools.

Under NO circumstances are results to be released to students before 7am, Monday 15 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 15 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 2008 was Friday 28 November.

The 2008 final results information will be distributed in three ways:

  1. The 2008 Final Results will be available to schools via VASS from 3.00 pmon Sunday 14 December.
  2. Students may access results by Internet, telephone or SMS services from 7.00 am on Monday 15 December.
  3. The 2008 Final Results package is due to arrive in schools on Tuesday 16 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 16 December, contact the Student Records and Results Unit at the VCAA on 9651 4434.

 

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1. FINAL RESULTS DATA ON VASS

The 2008 Final Results on VASS will contain the following information:

  • VCE Unit results.
  • Graded Assessment grades.
  • VCE Study Scores.
  • VET and Further Education (VET/FE) UoC/Module results.
  • GAT results.
  • GAT statistics.
  • VCAL Unit results.

 

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2. FINAL RESULTS PACKAGE – packaged in blue satchel

  • The 2008 Final VCE and VCAL Results package will contain:
  • VCE Statements of Results for all students who attempted only Units 1 and 2 studies in 2008.
  • VET Statements of Results for all students who attempted at least one VET/FE UoC/Module and only Unit 1 and 2 studies in 2008.
  • VCE Certificates for students who have been successful in obtaining their VCE in 2008.
  • 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 2008.
  • VCAL Statement of Results for students who do not have a VCE Unit 3/4 sequence in their program.
  • VCAL Results Brochure.

All students enrolled in at least one Unit of a 3/4 sequence will have their Statement of Results mailed to their postal address recorded in VASS as at 28 November 2008.

 

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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.

 

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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.
  • Any student, who could be eligible for a Derived Examination Score (DES) but has not submitted an application, should be advised 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 14 December 2008 and to the students via the Results Service on Monday 15 December and by mail on Tuesday 16 December.
  • Any second application decisions that have been determined after Friday 5 December may not be reflected in the results released on Monday 15 December.  Any approved DES applications resulting from a second application after 5 December will be communicated to students in a replacement set of statement of results.

 

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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 03 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 a VET statement of results issued to students by the VCAA.  Students should be re-enrolled in these UoCs/Modules if they wish to continue/complete them in 2009.

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 2008.

Amendments to student scores and unit results for 2008 will not be accepted at the VCAA without a late fee after Friday 13 March 2009.  The VCAA reserves the right not to accept any amendments to scores or unit results.

 

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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 17 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

 

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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 2008 October/November examinations and Reviewed School-assessed Tasks is Friday 6 February 2009.

Principals wishing to seek confirmation of a student’s final grades are referred to Section 14.2, page 150, of the VCE and VCAL Administrative Handbook 2008 for further information.  Requests will only be met where the principal or his/her delegate signs the Confirmation of Grades Request form on page 220 of the VCE and VCAL Administrative Handbook 2008.

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.

 

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

Students seeking additional information about their results may apply for a Statement of Examination Marks, a Statement of GAT Examination Marks or a Statement of Study Score.

There is a fee of $8.20 per statement requested.

Applications close on Friday 6 February 2009.  After this date applications will be accepted until Friday 13 March 2009 with a late fee of $31.50. Application received after this date will not be accepted.

Please refer to Section 15.7, page 155, of the VCE and VCAL Administrative Handbook 2008 for further details.

 

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9. INSPECTION OF SCRIPTS

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

Students may apply to inspect their October and November examinations scripts at either the VCAA or their school.  The principal must sign the application form when a school inspection is requested.

For school inspections a copy of the script or recording, will be forwarded to the principal who will be responsible for conducting the inspection and for the destruction of copy script/recording immediately after the inspection.  Under no circumstances can the script be taken from the inspection room or re-photocopied.

There is a fee of $8.00 per examination script inspected at the VCAA and $16.90 per examination script inspected at the student’s school.

Scripts do not contain any assessor’s marks or comments.  It is strongly recommended that students obtain the relevant Statement of Marks prior to an inspection and arrange to have their teacher present.

Applications for inspection of October and November examination scripts close on Friday 6 February 2009. Applications received after this date will not be accepted.

Please refer to Section 15.8, page 155, of the VCE and VCAL Administrative Handbook 2008 for further details.

 

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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 generic application form for Statement of Marks/Inspection of Examination Scripts may be downloaded from VASS using the menu SYSTEMS Admin → Downloads or from the VCAA website:
http://www.vcaa.vic.edu.au/schooladmin/forms/vce/statemarksinspectscripts.pdf

 

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11. 2008 VCE RESULTS & ENTER SERVICE

The 2008 VCE Unit 3 and 4 results will be delivered to the student’s nominated address from Tuesday 16 December 2008.  Results are also available by telephone, Internet and SMS from the joint VCAA / VTAC Results Service on Monday 15 December 2008 from 7.00 am for students who have completed at least one VCE units 3 and 4 sequence in 2008.  Further information regarding the 2008 VCE Results and ENTER Service may be found on the VCAA website at the following link: http://results.vcaa.vic.edu.au/

11.1 Telephone Service

Students wishing to use the Telephone service should ring:
1900 957 888 (Be.Interactive) $1.93 per minute. Mobile and public phones are extra. 
This service will operate from 7.00am Monday 15 December until 5.00pm Thursday 18 December 2008.

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 ie: 18 June is 1806.

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 2008 results will be available through the 2008 VCE Results and ENTER Service.

11.2 Internet Service

The 2008 VCE Results and ENTER Service website is: http://results.vcaa.vic.edu.au/

Students wishing to use the 2008 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 15 December until 12 noon Monday 22 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 17 November until midnight on Sunday 14 December (Be.Interactive maximum SMS cost is $1.10 inc GST). Pre registered students will receive their results at 7.00am on Monday 15 December.

 

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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 15 December, 9.00am to 6.00pm on Tuesday 16 December and 9.00am to 5.00pm on Wednesday 17 and Thursday 18 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.

 

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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 ü in the box against Report only students with at least one Unit 3 or Unit 4 enrolment.
  6. Place a tick ü in the box against Report only students with released GA results.
  7. Click on the [Run VCE Results Summary Report] button.

  1. 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:Graded Assessment Results by Class on Screen OR Export 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 17 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:

  • Results - GAT 2008
  • Results - VCAL 2008
  • Results VCE - 2008
  • Results VET - 2008.

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

13.6 VET Results and Examination Results Service for Registered Training Organisations (RTOs):

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

RTOs can generate the VET results and statistics reports using the menu:

  • RESULTS Admin → RTO Reports → Student VET Results.
  • RESULTS Admin → RTO Reports → Statistical Moderation
  • RESULTS Admin → RTO Reports → Examination Statistics → Examinations
  • RESULTS Admin → RTO Reports → Examination Statistics → Examinations- Multiple Choice
  • RESULTS Admin → RTO Reports → Examination Statistics → Examinations- Extended Answer

VET results may also be exported using the menu: RESULTS Admin → RTO Reports → VET Results Export.

 

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14. GENERATING SCHOOL RESULTS STATISTICS & VCE EXAMINATION RESULTS SERVICE

VCE Examination Results service will be available to schools through VASS from Monday, 15 December.  Schools can generate the following statistical reports for the 2008 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
  • SCHOOL ADMIN→ School Statistics→ Examinations
  • SCHOOL ADMIN→ School Statistics→ Examinations - Multiple Choice
  • SCHOOL ADMIN→ School Statistics→ Examinations – Extended Answer

This service will enable Principals and classroom teachers to access details of the classroom performance on each of the 2008 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.

 

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15. VCE DATA SERVICE

The VCE Data service will be available to schools from the start of Term 1, 2009. Schools can access this service in VASS through:

  • School Admin → VCE Data Service → Reporting

This VCE Data service enables Principals, VCE co-ordinators and classroom teachers to analyse the performance of their own school’s VCE students, from 1998 to the most recently completed VCE cohort.  

 

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16. PUBLICATION OF VCE SCHOOL DATA 2008

On Wednesday 17 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 2008’.

On Thursday 18 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,

 

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17. 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 well before attempting to access the school’s results from a different computer.

17.1 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.

17.2 VASS Browser Settings

The VASS Browser Booklet for Windows 2000, Windows XP for Internet Explorer 7 and Windows Vista 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.

 

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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 14 Dec 2008

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 15 to 12 noon on Monday
22 Dec 2008

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 15 Dec 2008.
Tuesday 16

 

Wednesday 17 and Thursday 18 Dec 2008

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

 

Amendments to VCE Unit, VET/FE UoC Module, VCAL Unit  results, Coursework scores and School-assessed Tasks

VCAA:
Student Records and Results Unit

Sunday
14 Dec

Monday to
Friday

3.30pm to 6.30pm
8.30am to 5.00pm

Ph: 9651 4402or 1800 653 045
Email:
student.records@edumail.vic.gov.au
Fax: 9651 4470

Tertiary Entrance enquiries

VTAC

Monday- Friday

Monday 15 Dec 2008 to 12 noon Monday 22 Dec 2008

8.45am to 5.00pm

Ph: 1300 364 133

 

 

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