Memorandum to Schools 133/2009

9 December 2009

2009 FINAL RESULTS

Final 2009 results will be available to all VCE schools from 3:00 pm, Sunday 13 December.  These results are STRICTLY CONFIDENTIAL to schools.

Under NO circumstances are results to be released to students before 7am, Monday 14 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 14 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 2009 was Friday 27 November.

The 2009 final results information will be distributed in three ways:

1. The 2009 Final Results will be available to schools via VASS from 3.00 pm on Sunday 13 December.
2. Students may access results by Internet, telephone or SMS services from 7.00 am on Monday 14 December.
3. The 2009 Final Results package is due to arrive in schools on Tuesday 15 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 15 December, contact the Student Records and Results Unit at the VCAA on 9651 4408.

1. FINAL RESULTS DATA ON VASS

The 2009 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.

2. FINAL RESULTS PACKAGE – packaged in blue satchel

• The 2009 Final VCE and VCAL Results package will contain:
• VCE Statements of Results for all students who attempted only Units 1 and 2 studies in 2009.
• VET Statements of Results for all students who attempted at least one VET/FE UoC/Module and only Unit 1 and 2 studies in 2009.
• VCE Certificates for students who have been successful in obtaining their VCE in 2009.
• 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 2009.
• 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.  No late applications will now be accepted.
• Students who may have considered themselves to be eligible to apply for a DES but who did not submit 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 13 December 2009 and to the students via the Results Service on Monday 14 December and by mail on Tuesday 15 December.
• Any DES Second Application decisions that have been determined after Saturday 5 December may not be reflected in the results released on Monday 14 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.

 

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 208 and 209 of the VCE and VCAL Administrative Handbook 2010.

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 2010.

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 39, of the VCE and VCAL Administrative Handbook 2009.

Amendments to student scores and unit results for 2009 will not be accepted at the VCAA without a late fee after Friday 12 March 2010. 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 16 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 2009 October/November examinations and Reviewed School-assessed Tasks is Friday 19 February 2010.

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 2009 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 2009.

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

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 $8.55 per statement requested.

Applications close on Friday 19 February 2010.  After this date applications will be accepted until Friday 12 March 2010 with a late fee of $32.75. Application received after this date will not be accepted.

Please refer to Section 15.7, page 155, of the VCE and VCAL Administrative Handbook 2009 for further details.

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), VET Dance (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 $9.15 per examination script inspected at the VCAA and $19.40 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 19 February 2010. Applications received after this date will not be accepted.

Please refer to Section 15.8, page 155, of the VCE and VCAL Administrative Handbook 2009 for further details.

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 theVCAA website:
http://www.vcaa.vic.edu.au/schooladmin/forms/vce/statemarksinspectscripts.pdf

11. STUDENT EXAMINATION REASSESSMENT

In exceptional cases the VCAA may consider an application by a principal on behalf of any student who believes that any questions on an externally assessed written examination has been incorrectly assessed, in that there is an objective factual error. The VCAA will only consider an application endorsed by the principal.

The VCAA has developed specific application guidelines for student examination reassessments and students and principals must follow the approved VCAA process prior to any VCAA investigation taking place into a VCE examination reassessment.

Student examination reassessment guidelines will be provided to each student who requests an inspection of scripts. Copies of the application guidelines can also be obtained by contacting the Manager, Corporate Governance, VCAA. Ph 9651 4311

Note for Students
Students must note that if the VCAA receives an application from a principal which warrants reassessment of an examination the VCAA will direct the Chief Assessor (or delegate) to reassess the examination script.
The Chief Assessor’s (or delegate’s) reassessment of an examination script will be final.

12. 2009 VCE RESULTS & ENTER SERVICE

The 2009 VCE Unit 3 and 4 results will be delivered to the student’s nominated address from Tuesday 15 December 2009. Results are also available by telephone, Internet and SMS from the joint VCAA / VTAC Results Service on Monday 14 December 2009 from 7.00 am for students who have completed at least one VCE units 3 and 4 sequence in 2009. Further information regarding the 2009 VCE Results and ENTER Service may be found on the VCAA website at the following link: vcaaresults.vic.edu.au

Students should be reminded that the service does not replace the normal issue of printed results and that only 2009 results will be available through the 2009 VCE Results and ENTER Service.

12.1 Telephone Service

Students wishing to use the Telephone service should ring:
1900 957 888 Be.Interactive cost $1.93 per minute Inc GST. Helpline:  1800 501 083. Mobile and public phones are extra. 
This service will operate from 7.00am Monday 14 December until 5.00pm Thursday 17 December 2009.

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 are not provided on this service.

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

12.2 Internet Service

The 2009 VCE Results and ENTER Service website is: vcaaresults.vic.edu.au

Students wishing to use the 2009 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 14 December until 12 noon Monday 21 December.

12.3 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 16 November until midnight on Sunday 13 December.  Be.Interactive maximum SMS cost is $1.10 max Inc GST). Helpline: 1800 501 083. Pre registered students will receive their results at 7.00am on Monday 14 December.

13. 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 14 December, 9.00am to 6.00pm on Tuesday 15 December and 9.00am to 5.00pm on Wednesday 16 and Thursday 17 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.

14. 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:

• ‘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.

 

14.1 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.
8. 
   Click on the [Print ALL Students] button to produce reports for the year level/form group.

14.2 To produce VCE Results Summary Reports for Year 11 students undertaking a Unit ¾ 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.

14.3 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.

14.4 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.

14.5 Download of Final Results file in VASS:

On Wednesday 16 December schools will be able to download 4 Final Results files from VASS using the SYSTEM ADMIN → Downloads menu. Enter Key Word RESULTS. The files that may be selected in the File Description box are:

• Results - GAT 2009
• Results - VCAL 2009
• Results VCE  2009
• Results VET  2009

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

14.6 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.

15. GENERATING SCHOOL RESULTS STATISTICS  & VCE EXAMINATION RESULTS SERVICE

VCE Examination Results service will be available to schools through VASS from Monday, 14 December.  Schools can generate the following statistical reports for the 2009 Final Results using the menu School Admin → School Statistics. A separate Memorandum to Schools will be sent out on Monday 14 December regarding VCE Results Service.

16. VCE DATA SERVICE

The VCE Data service will be available to schools in early January 2010. 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.  

17. PUBLICATION OF VCE SCHOOL DATA 2009

On Wednesday 16 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.  Enter the Key Word: School Data. From the File Description field on the Browse Files Available For Download screen select ‘VCESchoolData 2009’.

On Thursday 17 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,

18. 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.

18.1 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.

18.2 VASS Browser Settings

The VASS Browser Booklet for Windows 2000, Windows XP, Vista for Internet Explorer 6, 7 and 8 is available from the Downloads menu in VASS: SYSTEM ADMIN → Downloads.  The VASS browse settings are available on the VCAA website at the following link. http://www.vcaa.vic.edu.au/schooladmin/vass/iesettings.html

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 13 Dec 2009	8.30am to 5.00pm 3.00pm 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 14 to 12 noon on Monday 21 Dec 2009	24 hour service	Ph: 1900 957 888 Website: vcaaresults.vic.edu.au SMS: 19 787 888
Enquiries VCE results	Joint VCAA and VTAC Post Results Enquiries Service (PRES).	Monday 14 Dec 2009. Tuesday 15   Wednesday 16 and Thursday 17 Dec 2009	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 13 Dec Monday to Friday	3.00pm to 6.30pm 8.30am to 5.00pm	Ph: 9651 4376 or 9651 4379 Email: student.records@edumail.vic.gov.au Fax: 9651 4470
Tertiary Entrance enquiries	VTAC	Monday- Friday Monday 14 Dec 2001 to 12 noon Monday 21 Dec 2001	8.45am to 5.00pm	Ph: 1300 364 133