Class Administration Portal
Manual
Version 2.0
Updated: 19th August 2014
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Contents
Class Administration Portal (CAP) ........................................................................................................... 3
Accessing the Class Administration Portal .......................................................................................... 3
National Faculty Academic Services Officers .................................................................................. 5
Higher Education - Accessing & transferring grades........................................................................... 6
Non-Graded Pass – BHS103A (Bachelor of Health Science) ONLY................................................ 11
Incomplete Grade ......................................................................................................................... 17
Supplementary Assessment .......................................................................................................... 20
Vocational Education - Accessing & transferring grades .................................................................. 25
Flexible Learning classes (ACNT & CATC ONLY) ............................................................................ 30
Withdrawn Discontinued .............................................................................................................. 31
Assessments with Extensions ....................................................................................................... 32
Student Resubmission................................................................................................................... 35
Classes with Merit – APM & WB VET only ........................................................................................ 38
Merit – Mandatory Assessment Tasks .......................................................................................... 38
Merit - Non-Mandatory Merit Tasks ............................................................................................. 41
Guidelines for awarding merit ...................................................................................................... 44
Error Messages ................................................................................................................................. 45
No Internet Connection ................................................................................................................ 45
Two lecturers trying to transfer the same grades at the same time ............................................ 45
Hurdle Assessments – APM & WB Higher Education only (T3 2014 onwards) ................................ 46
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Class Administration Portal (CAP)
At the end of a trimester, you will need to use the Class Administration Portal to finalise students’
grades and provide comments on their overall performance where necessary. The comments you
provide will be used by the Examination Committee when reviewing and ratifying student’s overall
grades for their classes.
Accessing the Class Administration Portal
1. Login to the Learning Portal as you normally would. To access the Learning Portal, enter
http://think.blackboard.com into the address bar of your preferred browser (ensuring that
you DO NOT use Internet Explorer).
2. Once you login you will see the Learning Portal home page. Click on the ‘Access Now’ button
to access the Class Administration Portal. This will give you access to all classes that you are
a lecturer for.
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3. A pop up window will appear with a loading screen, to indicate that the Class Administration
Portal is opening.
4. The Class Administration Portal will appear.
5. A list of all of your classes will appear. You will need to review all pending classes.
•
•
Ready Status – the class is ready for you to review. The Class Name will be an active
hyperlink, click it to access the list of students
Not Ready Status – there is an issue with the link between the Learning Portal and
Hermes. You will need to notify your National Faculty Academic Services Officer so
this can be rectified.
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National Faculty Academic Services Officers
•
•
•
Faculty of Health & Wellness - [email protected] (National
ASO’s are Diana Blazekova, Diana Carretero and Malgorzata Jedlinska).
Faculty of Business and Hospitality - [email protected] (National
ASO’s are Cara Dockerty and Amy Collorafici)
Faculty of Design - [email protected] (National ASO is Darren
Ware with assistance from Melbourne Student Services team)
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Higher Education - Accessing & transferring grades
1. To access a class list, click the class name hyperlink.
2. Once you click the class name hyperlink, a list of all students in the class will appear in the
‘Not Yet Transferred’ table.
3. All students will have a status assigned to them. This indicates what action you need to
take:
• Ready – No compulsory comments are required for students who have passed the
class or failed outright. However, you do have the option of adding comments
regarding the student’s performance into the ‘Comment’ field if you wish.
• Not Ready – the student has as ‘Incomplete’ grade or a ‘Supplementary’. You MUST
provide comments on the student’s performance in the comments field.
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4. Once you add comments to students at Not Ready status, their status will change to Ready.
5. Tick the box next to a student’s name to transfer their grades and your comments to the
student records management system. You will not be able to tick the box unless the
student’s status is Ready.
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6. Once you have ticked the boxes for students who’s grade you wish to transfer to the student
records management system, the ‘Confirm and submit pending grades’ button will turn green.
7. You need to click this button to transfer the grades.
8. Once you click the ‘Confirm and submit pending grades’ button, a pop up window will
appear confirming that you wish to transfer the grades. Once you transfer grades you
cannot transfer them again, so you should double check your comments. When you wish to
transfer the students’ grades, click the ‘Submit Grades’ button.
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9. The pop up window will indicate that it is in the process of transferring the grades to the
student records management system. This can take some time, depending on the number
of students’ grades being transferred, so please DO NOT refresh your internet browser.
10. If the transfer has been successful, the pop up window will indicate this. It will also provide
a list of students whose grades have been successfully transferred to the student records
management system.
11. Click the ‘Close’ button.
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12. Transferred grades will move from the ‘Not Yet Transferred’ table to the ‘Completed’ table.
These students’ grades have been finalised, you will not be able to make any further changes
to them.
13. Click the ‘Back to classes’ button to return to the CAP home page.
14. Once you have transferred all student grades for a class to the student records management
system, the class will move for the ‘Pending’ section to the ‘Completed’ section.
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Non-Graded Pass – BHS103A (Bachelor of Health Science) ONLY
1. To access a class list, click the class name hyperlink.
2. Once you click the class name hyperlink, a list of all students in the class will appear in the
‘Not Yet Transferred’ table.
3. All students will have a status assigned to them. This indicates what action you need to
take:
• Ready – No compulsory comments are required for students who have passed the
class. However, you do have the option of adding comments regarding the student’s
performance into the ‘Comment’ field if you wish.
• Not Ready – the student has as ‘Fail’ grade or ‘Incomplete’ grade. You MUST
provide comments on the student’s performance in the comments field.
4. If you are aware that a student who has Fail grade has extenuating circumstances and you
wish to recommend that they should be allowed the resubmit their assessment, click the
‘Push as “Incomplete”’ tick box in the student’s row. Ticking this box will change the
student’s status to as a comment is compulsory once you tick ‘Push as “Incomplete”’. As
soon as you enter a comment the student’s status will change to Ready and allow you to
push a temporary ‘Incomplete’ grade to Hermes so that the Examination Committee is
informed of your recommendation.
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5. Once you add comments to students at Not Ready status, their status will change to Ready.
6. Tick the box next to a student’s name to transfer their grades and your comments to the
student records management system. You will not be able to tick the box unless the
student’s status is Ready.
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7. Once you have ticked the boxes for students who’s grade you wish to transfer to the student
records management system, the ‘Confirm and submit pending grades’ button will turn green.
8. You need to click this button to transfer the grades.
13
9. Once you click the ‘Confirm and submit pending grades’ button, a pop up window will
appear confirming that you wish to transfer the grades. Once you transfer grades you
cannot transfer them again, so you should double check your comments. When you wish to
transfer the students’ grades, click the ‘Submit Grades’ button.
10. The pop up window will indicate that it is in the process of transferring the grades to the
student records management system. This can take some time, depending on the number
of students’ grades being transferred, so please DO NOT refresh your internet browser.
11. If the transfer has been successful, the pop up window will indicate this. It will also provide
a list of students whose grades have been successfully transferred to the student records
management system.
12. Click the ‘Close’ button.
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13. Transferred grades will move from the ‘Not Yet Transferred’ table to the ‘Completed’ table.
These students’ grades have been finalised, you will not be able to make any further changes
to them.
14. Click the ‘Back to classes’ button to return to the CAP home page.
15. Once you have transferred all student grades for a class to the student records management
system, the class will move for the ‘Pending’ section to the ‘Completed’ section.
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Incomplete Grade
1. If you have granted a student an extension, you will need to ensure that you leave the mark
blank (i.e. do not change it to 0) for that assessment in Blackboard Learn. A ‘0’ mark should
be entered if a student did not submit an assessment at all and was not granted an
extension.
2. Your comment for an ‘Incomplete’ student should include details of the extension date and
the assessment the extension has been granted for.
3. When you transfer a student with an ‘Incomplete’ grade to the student records
management system, the student’s status will change to Pending and they will remain in the
‘Not Yet Transferred’ section. This is because the student’s grade has not yet been finalised.
4. Once the student has submitted their assessment and you have marked it in Blackboard
Learn, their final mark will update in the Class Administration Portal, as well as their Final
Mark and Grade. The student’s status will change to Ready. You can change your
comments if required.
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5. You will need to transfer the student’s finalised grade. Tick the box next to a student’s name.
The ‘Confirm and submit pending grades’ button above the table will turn green.
6. Click this button to transfer the student’s finalised grade to the student records
management system.
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7. Once the transfer process is complete, the student will move to the ‘Completed’ section.
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Supplementary Assessment
If a student is entitled to a supplementary assessment (i.e. if their final grade for a class is between
45%-49%), their grade in the Class Administration Portal will automatically appear as
‘Supplementary’.
1. Your comment must detail which assessment requires the supplementary.
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2. Tick the box next to a student’s name. The ‘Confirm and submit pending grades’ button
above the table will turn green.
3. Click this button to transfer the student’s temporary grade to the student records
management system.
4. Academic Services Officers will run a report to determine which students require
supplementary assessments. These will be set up by Program Managers and students will be
advised of the submission deadline by Student Services.
5. Academic Services Officers will need to tick “supplementary organised” in the student
management system. This will enable the supplementary retransfer to be activated in CAP.
6. Once the student has submitted their supplementary assessment, you will need to mark it in
Blackboard Learn.
• Written Assessments – Your Program manager will allow the student a second
submission attempt in Blackboard Learn. Once you mark this submission, the
mark you assign will override their original submission’s mark.
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•
Exams/Quizzes – a new exam or quiz will be set up in Blackboard Learn. You will
need to mark the exam/quiz and then manually add the new mark to the Full
Grade Centre
o Go to the Full Grade Centre for the class.
o Locate the supplementary exam mark for the student in the table.
o Double click on the original exam/quiz mark for the student.
o
o
o
Manually enter the supplementary mark into the original mark section.
Click elsewhere on the screen.
A pop up window will appear, prompting you to save the mark. Click the
‘OK’ button.
7. Go to the Class Administration Portal and click on the relevant class.
8. Once the supplementary assessment has been organised, the student will appear in the
‘Supplementary Re-Transfer’ section and their grade will appear as ‘Fail’ until you have
marked their supplementary assessment submission in Blackboard Learn. If the student has
received enough marks to pass the class, as per policy they will receive a maximum mark of
50% and Supplementary Pass as their grade
9. You will need to transfer the student’s finalised grade. Tick the box next to a student’s name.
The ‘Confirm and submit pending grades’ button above the table will turn green.
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10. Click this button to transfer the student’s finalised grade to the student records
management system.
11. Once you transfer process is complete, the student will move to the ‘Completed’ section. If
the student passes the supplementary assessment, they will receive a maximum mark of
50% and ‘Supplementary Pass’ as their grade. If the student fails the supplementary
assessment, a ‘Fail’ grade and final mark will appear. If the student fails a hurdle assessment
resubmission, their final mark will not appear.
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Vocational Education - Accessing & transferring grades
1. To access a class list, click the class name hyperlink.
2. Once you click the class name hyperlink, a list of all students in the class will appear in the
‘Not Yet Transferred’ table.
3. All students will have a status assigned to them. This indicates what action you need to
take:
• Ready – No compulsory comments are required for students who have passed the
class outright or individual assessment yet to be submitted (Withdrawn
Discontinued). However, you do have the option of adding comments regarding the
student’s performance into the ‘Comment’ field if you wish.
• Not Ready – the student a ‘Not Yet Competent’ grade. You MUST provide
comments on the student’s performance in the comments field.
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4. Once you add comments to students at Not Ready status, their status will change to Ready.
5. Tick the box next to a student’s name to transfer their grades and your comments to the
student records management system. You will not be able to tick the box unless the
student’s status is Ready.
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6. Once you have ticked the boxes for students who’s grade you wish to transfer to the student
records management system, the ‘Confirm and submit pending grades’ button will turn green.
7. You need to click this button to transfer the grades.
8. Once you click the ‘Confirm and submit pending grades’ button, a pop up window will
appear confirming that you wish to transfer the grades. Once you transfer grades you
cannot transfer them again, so you should double check your comments. When you wish to
transfer the students’ grades, click the ‘Submit Grades’ button.
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9. The pop up window will indicate that it is in the process of transferring the grades to the
student records management system. This can take some time, depending on the number
of students’ grades being transferred, so please DO NOT refresh your internet browser.
10. If the transfer has been successful, the pop up window will indicate this. It will also provide
a list of students whose grades have been successfully transferred to the student records
management system.
11. Click the ‘Close’ button.
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12. Transferred grades will move from the ‘Not Yet Transferred’ table to the ‘Completed’ table.
These students’ grades have been finalised, you will not be able to make any further changes
to them.
13. Click the ‘Back to classes’ button to return to the CAP home page.
14. Once you have transferred all student grades for a class to the student records management
system, the class will move for the ‘Pending’ section to the ‘Completed’ section.
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Flexible Learning classes (ACNT & CATC ONLY)
If you are teaching a Flexible Learning class (ACNT & CATC ONLY), you must always tick the
‘Incomplete’ tickbox for students who have a ‘Withdrawn Discontinued’ or ‘Not Yet Competent’
grade notations. You must enter in comments, these should indicate all assessments that the
student needs to submit or resubmit to be deemed as ‘Competent’. When a student submits or
resubmits their assessments within the study block and are deemed as ‘Competent’, you (or the
marking lecturer) will need to finalise their grade through the CAP. At the end of the study block
your Program Manager will finalise any outstanding grades that are still ticked as ‘Incomplete’.
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Withdrawn Discontinued
1. If a student has not submitted work for a particular assessment, you will need to ensure that
you leave the mark blank (i.e. do not change it to U or S) for that assessment in Blackboard
Learn. A student should only be given an Unsatisfactory mark for an assessment piece if
they made an actual submission that was deemed Unsatisfactory.
2. A student who has not submitted any work for a particular assessment will receive
‘Withdrawn Discontinued’ as their final grade in the CAP. As a ‘Withdrawn Discontinued’
student is at Ready status, a comment is not compulsory for this grade.
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Assessments with Extensions
1. If you have granted a student an extension for their first attempt of an assessment, you will
need to ensure that you leave the mark blank (i.e. do not change it to U or S) for that
assessment in Blackboard Learn. A ‘U’ mark should only be entered if a student submitted
an assessment task and was deemed Unsatisfactory.
2. As a student with an extension for their first attempt of an assessment will not have a grade
entered in for that assessment in Blackboard Learn, the CAP will give them a ‘Withdrawn
Discontinued’ Grade. To indicate that you are awaiting the student’s submission, click the
‘Push as “Incomplete”’ tick box in the student’s row. Ticking this box will allow you to push a
temporary ‘Incomplete’ grade to Hermes so that the Examination Committee is informed
that you are still awaiting a submission from this student.
3. When you tick this box, the student’s status will change to Not Ready. You will need to
enter in a comment for the student in which you advise their extension deadline for the
student’s status to change to Ready.
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4. When you transfer a student with an ‘Incomplete’ grade to the student records
management system, the student’s status will change to Pending and they will remain in the
‘Not Yet Transferred’ section. This is because the student’s grade has not yet been finalised.
5. Once the student has submitted their assessment and you have marked it in Blackboard
Learn, their Grade will update in the Class Administration Portal, . The student’s status will
change to Ready if there is a ‘Competent’ outcome. You will need to un-tick the ‘Push as
Incomplete’ checkbox if the student has still been deemed as Unsatisfactory. You can change
your comments if required.
6. You will need to transfer the student’s finalised grade. Tick the box next to a student’s name.
The ‘Confirm and submit pending grades’ button above the table will turn green.
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7. Click this button to transfer the student’s finalised grade to the student records
management system.
8. Once you transfer process is complete, the student will move to the ‘Completed’ section.
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Student Resubmission
1. If a student was deemed as Unsatisfactory for an assessment, the CAP will register their
grade as ‘Not Yet Competent’. However, if the student was originally deemed as
Unsatisfactory for their initial assessment submission and you are awaiting their
resubmission, you will need to indicate this in the CAP.
2. To indicate that you are awaiting the student’s resubmission, click the ‘Push as
“Incomplete”’ tick box in the student’s row. Ticking this box will allow you to push a
temporary ‘Incomplete’ grade to Hermes so that the Examination Committee is informed
that you are still awaiting a submission from this student.
3. When you tick this box, the student’s status will change to Not Ready. You will need to
enter in a comment for the student in which you advise their resubmission deadline. Once
you do so their status will change to Ready.
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4. When you transfer a student with an ‘Incomplete’ grade to the student records
management system, the student’s status will change to Pending and they will remain in the
‘Not Yet Transferred’ section. This is because the student’s grade has not yet been finalised.
5. Once the student has resubmitted their assessment and you have marked it in Blackboard
Learn, their Grade will update in the Class Administration Portal. The student’s status will
change to Ready if there is a ‘Competent’ outcome. The system will automatically un-tick
the ‘Push as Incomplete’ checkbox on the lecturer’s behalf. You can change your comments
if required.
Note: If a student did not submit their resubmission as per the agreed due date OR their
resubmission still resulted in an overall Not Yet Competent outcome, untick the
‘Incomplete’ tick box and amend your comment to reflect the situation. The final
notation awarded is Not Yet Competent , see student name Dodie Sharp in below
screen for illustration
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6. You will need to transfer the student’s finalised grade (regardless of whether they have been
deemed Competent or Not Yet Competent). Tick the box next to a student’s name. The
‘Confirm and submit pending grades’ button above the table will turn green.
7. Click this button to transfer the student’s finalised grade to the student records
management system.
8. Once you transfer process is complete, the student will move to the ‘Completed’ section.
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Classes with Merit – APM & WB VET only
As VET students can only be awarded ‘Competent’ or ‘Not Yet Competent’, merits offer lecturers the
ability to flag high achieving students. Depending on the structure of the class, merit can either be
awarded if a student has excelled in their mandatory assessment tasks or if they have completed
non-mandatory merit tasks. See Appendix 1 for merit guidelines
Merit – Mandatory Assessment Tasks
1. Classes where merit can be awarded for high achievement in mandatory assessments have
two additional columns – ‘Merit Type’ and ‘Merit Rationale’. Merit can ONLY be awarded to
a student if they have been deemed as ‘Competent’ for the class. The merit section will not
be active for any students deemed ‘Not Yet Competent’.
2. The ‘Merit Type’ column allows you to choose the level of merit you wish to assign to a
student in a dropdown menu format. Students can be awarded ‘Merit’ or ‘Outstanding
Merit’.
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3. You must provide rationale for the merit awarded to each student. The ‘Merit Rationale’
section only becomes available for text entry after you have selected the ‘Merit Type’.
4. Tick the box next to a student’s name to transfer their grades, your comments, their merit
type and your merit rationale to the student records management system. The ‘Confirm and
submit pending grades’ button above the table will turn green.
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5. Click this button to transfer the student’s finalised grade to the student records
management system.
6. Once you transfer process is complete, the student will move to the ‘Completed’ section.
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Merit - Non-Mandatory Merit Tasks
1. Classes with non-mandatory merit tasks have assessment sections. The first section contains
mandatory assessment tasks, the second contains merit tasks.
2. The table also has two additional columns – ‘Merit Type’ and ‘Merit Rationale’. Merit can
ONLY be awarded to a student if they have been deemed as ‘Competent’ for the class. The
merit section will not be active for any students deemed ‘Not Yet Competent’. Students do
not see their Merit Task marks on their transcript, these only appear for your reference.
Mandatory Assessment Tasks
Merit Tasks
3. The ‘Merit Type’ column allows you to choose the level of merit you wish to assign to a
student in a dropdown menu format. Students can be awarded ‘Merit’ or ‘Outstanding
Merit’.
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4. You must provide rationale for the merit awarded to each student. The ‘Merit Rationale’
section only becomes available for text entry after you have selected the ‘Merit Type’.
5. Tick the box next to a student’s name to transfer their grades, your comments, their merit
type and your merit rationale to the student records management system. The ‘Confirm and
submit pending grades’ button above the table will turn green.
42
6. Click this button to transfer the student’s finalised grade to the student records
management system.
7. Once you transfer process is complete, the student will move to the ‘Completed’ section.
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Guidelines for awarding merit
All VET courses at Think used competency-based assessment to determine whether a student has
met the requirements of each subject. Subjects are then mapped (in Hermes) to individual units of
competency. A student can see whether they have achieved competency in their subjects on the
Student Portal, and receive a Statement of Attainment listing the units of competency they have
achieved on completion of their course, on withdrawal or on request.
In addition to the above, lecturers are able to recognise a student’s individual contribution and/or
performance by awarding them merit for one or more subjects. The awarding of merit is not a grade,
nor does it replace the competency outcome described above.
Merit must take in to account the performance of the student in required assessment tasks,
acknowledging students who achieve a superior or outstanding level of performance compared to
that required for competency.
In addition, merit may be earned through:
•
•
the completion of additional, specified “merit tasks” for example an extension assignment,
completion of extra quizzes
the participation of the student in class or related activities, for example contributing new
resources to a forum, seeking out new case studies
Note: students that perform merit tasks or participate in the subject, but whose performance in
required assessment tasks is not superior, will not be awarded merit.
Lecturers are not compelled to award merit, and are not expected to award merit to every student,
rather to think of it as an exception to acknowledge performance over and above that required.
Merit cannot be awarded in instances where a student has failed to demonstrate competency.
Where a student has been deemed competent, but with a level of performance over and above that
required, a lecturer can choose from one of two levels of merit available to be awarded, as described
below:
Outstanding Outstanding Merit is awarded for achievement by a student to a level significantly
Merit
higher than that required for competency, for participation and performance that is
Merit
outstanding in nature. It is expected that outstanding merit is awarded occasionally to
recognise truly exceptional work.
A student who receives outstanding merit must have performed to an outstanding level
in their required assessment tasks, and may or may not have completed additional
merit tasks.
Merit is awarded for achievement by a student to a level higher than that required for
competency, for participation and performance that is superior in nature. It is expected
that merit is awarded to recognise work of a standard that consistently exceeds that
required for competency.
A student who receives merit must have performed to a superior level in their required
assessment tasks, and may or may not have completed additional merit tasks.
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Error Messages
No Internet Connection
If you try to transfer student grades and receive the below error message appears, it means that you
have lost your internet connection. Please check your modem or wireless network.
Two lecturers trying to transfer the same grades at the same time
If you are co-lecturing classes, you need to be aware of the below error message. The below error
message would only appear if you and your co-lecturer try to transfer grades for the same student(s)
in the same class at the same time.
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Hurdle Assessments – APM & WB Higher Education only (T3 2014 onwards)
Some classes have assessments that a student must pass to in order to pass the entire class. These
assessments are known as hurdle assessments. If a student does not pass a hurdle assessment, they
will still receive a Fail grade for the class, even if they passed all other assessments in the class.
A student is only eligible for a supplementary assessment if they achieved a final grade of 45-49%
AND they passed the hurdle assessment.
Jessica is entitled to a supplementary
assessment as although she did not achieve an
overall grade of 50% or more for the class, she
did achieve a grade between 45-49% (47%)
AND she passed the hurdle assessment
Even though Lee received a grade of more than 50%
overall for the class, he failed the hurdle assessment
and so has failed the class. He is not entitled to a
supplementary assessment as he did failed the
hurdle assessment
Danielle received a grade between 45-49% (48.25%),
however she failed the hurdle assessment and so is
not entitled to a supplementary assessment.
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