WHAT TO DO?

1. Make BPMN model of the Grade Submission and Approvals process described below. (flowchart BPNM model)

Grade Submission and Approvals

One week after the end of each teaching period, unit coordinators (UC) are responsible for collating and submitting the results for each student in the unit (or units) for which they are responsible. Having collated the result for each assessment item, the unit coordinator allocates a mark and a grade. These results are submitted to the Results Department (RD) as a spreadsheet by email.

When the email from the UC containing results for a unit are received at the RD, a clerk will open the email and check that the results are in the approved format, (e.g., correct columns in the correct order). If the spreadsheet is not in the correct order, then the clerk willcontact the UC by email to inform them and to request submission in the correct format. If the spreadsheet is in the correct format, the clerk will then check that the marks and grades correspond to each other. If they do not, and there are only a few 'errors' then the clerk will attempt to ring the UC to inform them of the error and also send a follow-up email. If the UC does not respond to queries, then the UC's Head of School will be informed.

The submitted grades are then uploaded in bulk to the Student Records system. At this point, the system will also check for any anomalies, such as a mark not corresponding to a grade, or a student who was not enrolled in the unit having marks included.

Two reports are then created for the Board of Results (BoR). The first report is an aggregation of results for each School at the unit level. This report will show the results for each unit broken down by grades (e.g., shows percentages of each grade for a unit). The second report is a listing of results for each student. The BoR examines both reports looking for any anomalous outcomes, for example, all the students in a unit recording a fail grade. If the BoR discovers anomalies, the results for that unit are held back for consultation with the UC. If there are no anomalies, the BoR approves the results.

Once results are approved, they are marked as approved in the Student Records system. At the pre-determined date/time, all approved results for a teaching period are released and students will be able to access them through the student portal. Marks that have not been approved, are denoted as being NA (not available) and will be updated and released on a one-by-one basis as they become available.

Students have recently begun complaining on social media that release of their results have often been delayed.

** please include the BPMN model for this, and if possible please attach it as an image or screenshot**