Memorandum to Schools 69/2009

25 June 2009

Submission of SIAR 2 – VCE Unit 3 School Assessed Coursework Scores

Schools are reminded that scores for VCE Unit 3 Coursework are due on MONDAY 27 JULY 2009

A list of VCE studies for which Unit 3 Coursework scores are required, may be found in Appendix 1.1.2 on pages 169-170 of the VCE and VCAL Administrative Handbook 2009.

1. INFORMATION AND GUIDELINES FOR THE ENTRY OF COURSEWORK SCORES

The VCAA has provided schools with broad guidelines on the details of the Graded Assessment scores required to be entered into VASS. These can be downloaded from VASS as two self-extracting zip files using the menu: SYSTEM ADMIN → Downloads.

The two files are:

VCE Data Entry Guidelines 2009 (MS Word document),
VCE Data Entry - All Studies 2009 (MS Excel spreadsheet).

The appropriate pages of VCE Data Entry - All Studies should be printed and handed to all VCE Unit 3/4 teachers.

In addition, schools are encouraged to run the report: SCHOOL ADMIN → School Statistics → Coursework Task Scores Summary.

This report allows VCE Coordinators and/or teachers to easily view summary level statistics on the range of initial school scores entered for VCE Unit 3 Coursework. Schools should verify that scores awarded for each Unit 3 Coursework Task use the 2009 Assessment Structure as published in the appropriate VCE Study Design and/or VCE Assessment Guide.

This report can be used in conjunction with the RESULTS ADMIN → VCE Reports → School Assessed Tasks/Coursework Report (which provides a detailed list of task scores awarded at student level) to provide schools with a comprehensive analysis of the school assessment task scores they have entered.

2. PRODUCING INPUT SHEETS, SUMMARY AND MISSING COURSEWORK SCORES REPORTS

The report produced using the menu RESULTS ADMIN → VCE Reports → School Assessed Tasks/Coursework can be used as:

An Input sheet for teachers to record their coursework scores.
A Summary sheet for teachers to check after entry of the coursework scores.
A ‘Missings’ report to check for any missing scores.

3. ENTRY OF UNIT 3 COURSEWORK SCORES

Coursework scores are entered using the menu: RESULTS ADMIN → VCE Results Entry → Coursework.
If the selected study has a separate Graded Assessment for Unit 3 and Unit 4 Coursework, e.g., English or Business Management, it is then necessary to select the Graded Assessment number and name for which coursework scores are to be entered, e.g., 1 – Coursework Unit 3 (see Figure 1).

Figure 1: Graded Assessment selection.

If the selected study has only one Graded Assessment for both Unit 3 and Unit 4 Coursework, e.g. Accounting or Chemistry, then the Coursework entry screen will appear immediately.

Schools are requested to enter a score for each student based on the four possibilities below.

The four alternative score possibilities are: (1) a score between one and the maximum, (2) a zero score, (3) NA Not Assessed or (4) blank.

A zero score should only be given where the work was submitted but did not score against the assessment criteria.
NA Not Assessed should be given where the student did not submit any work for assessment or where the student has left school.
If a score is not available due to exceptional circumstances such as a delay in the assessment because of illness or a transferred student, then the score should be left blank (this will avoid it being confused with an ‘NA’) and the Student Records and Results Unit notified of the circumstances.

4. AMENDMENT OF COURSEWORK SCORES

VASS will not allow Coursework scores to be entered or amended after Monday 27 July.

The Score Amendment Sheet (RESULTS ADMIN → VCE Reports → Score Amendment Sheet) must be used to request a change for any previously entered results after the SIAR date – this includes blanks. Advice on this matter should be referred to the Student Records and Results Unit on 9651 4402. Schools are advised that requests for score changes are subject to strict audit procedures.

5. LATE CHANGES TO VCE UNIT 3 & 4 SEQUENCE ENROLMENTS

Schools are reminded that requests for late enrolment into a VCE Unit 3 & 4 sequence cannot be actioned until the appropriate fee has been paid. It will not be possible to enter results for these students until the enrolment changes have been made by the Student Records and Results Unit. The application for late enrolment changes must be made using the Application for Late VCE and VCAL Enrolment Amendments 2009 which can be found on page 198 of the VCE and VCAL Administrative Handbook 2009. Requests are to be mailed together with correct payment to the Student Records and Results Unit.

6. STUDENTS NOT ALLOCATED TO CLASSES

Enrolments are not finalised until both the Home and Assessing School have allocated each student to a class. Therefore, Assessing Schools, including Single Study LOTE and VSL schools, MUST run the Students Not Allocated to Classes report using the menu: STUDENT PROGRAM → Student Program Enquiries Report → Students Not Allocated to Classes.

It is essential that this report is checked and actioned for VCE Units 3 & 4 in particular where the report displays the message ASSESSING SCHOOL (Your School) MUST ENTER CLASS CODE – VCE as Assessing Schools will be unable to enter Coursework and Unit results unless the student has been allocated to a class. Assessing Schools may allocate students to classes using the menu STUDENT PROGRAM → VCE → Change Student Class Code.

7. VCE UNIT RESULTS

Schools are encouraged to enter Unit results (i.e. ‘S’, ‘N’ or ‘J’) for first semester units using the menu: RESULTS ADMIN → VCE Results Entry → Unit. This is important for results for VCE Unit 3 studies as Year 12 students who have obtained an ‘N’ or ‘J’ result for a Unit 3 study may subsequently now be flagged as not being eligible to complete the VCE.

The entry of and amendment to Unit 1, 2, 3 and 4 results may be made until Monday 16 November, 2009.

It is not necessary to enter individual Outcome results when the overall Unit result is an ‘S’ or a ‘J’. However when a student is to be awarded ‘N’ for the Unit, ALL outcome results MUST be entered for that student and at least ONE of the unit outcome results must be an ‘N’. The overall unit result will then default to ‘N’.

8. STUDENT VCE ELIGIBILITY

The Student Eligibility programs should be run using the menu Student Program→ Student Program Enquiries Reports → Student Eligibility whenever a student enrolment changes are made or following the entry of Unit results in particular an “N” or “J” for VCE unit 3.

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 coursework scores and enrolments should be directed to the Student Records and Results Unit on 9651 4376. Alternatively email enquiries to student.records@edumail.vic.gov.au or fax to 9651 4470.