Administrative Grades

What are Administrative Grades?

If a standard grade cannot be awarded for an assessment item, an administrative grade may apply (see your programme regulations for available approved administrative grades). Some administrative grades are systems generated and cannot be awarded by a PAQC such as Continuing (CTG) and Withdrawn (W). Credit Recognition (CR) is awarded by a PAQC but is not part of the Grade Approval process. Any recommendations for the award of other Administrative Grade must be made in the Student Comment Field in Gradebook and approved through the Grade Approval process.

These may include individual assessment grades:

or whole course grades:

Final grades for a course cannot be posted until all grades are entered. No course will be posted if it contains any blank grades.

All grades for a course must be made final no later than 10 working days following the end date of the course.

Grade ratification occurs via a formal GAC meeting. Once ratified, grades are then published and notified to the PAQC.

Deferred (DEF)

A Deferred (DEF) grade may be awarded under two conditions.

1. The first is if there is no available grade at the time of grade approval, and an approved extension period is required, before the final grade can be entered.
2. The second is if the PAQC approve a deferment for a student to allow them to complete a resubmission/reassessment by an agreed date.

This may be as a result of a previously approved extension that goes beyond the course end date; as the result of an Assessment Concession; or another approved reason.

Process

In all cases of a DEF grade, a comment must be entered into Gradebook in the student comment box that explains the reason for the DEF grade and notes a new ‘due’ date for the delivery of the assignment. A DEF grade is resolved by a ‘change of grade’ request. Assignments that are not delivered by the new ‘due’ date will be awarded the grade to which the assignment would otherwise be entitled.

Did Not Complete (DNC)

There are two conditions under which a Did Not Complete grade would be employed. These are:

• if a student has withdrawn after 75 per cent of the scheduled course duration; or
• if a student has not attempted a compulsory item of assessment within a course.

The first is related to a systems automated process that requires Unitec to lodge a DNC grade for a student who withdraws after 75% of the scheduled course duration. This is a requirement of TEC.

The second is related to ensuring that Students participate in assessment which is compulsory. Compulsory assessment is usually designed to demonstrate that the Learning Outcomes of the course are achieved. If a student does not attempt a compulsory item of assessment, they may be awarded a ‘Did Not Complete’ for the whole course.

In all cases for DNC, no credits are earned

Estimated Grade (indicated by an #)

An Estimated Grade is used to estimate a whole course grade that enables a person who is unable to complete an element of a course (such as an examination or an assignment) due to illness, or other significant circumstance beyond their control. Estimated grades are also known as an Aegrotat Pass (Origin Latin, literal meaning: “he is ill”). 

If it is not possible for the student to complete the original assessment, or an equivalent/alternative assessment, then a final grade for the whole course may be estimated.

This option is generally only made available if the Student has completed the substantial weighted majority of the courses assessments, and those assessments are individual in nature. Except in exceptional circumstances, a substantial majority will be at least 80 per cent of the course’s summative assessment. This is often used to resolve a student case that is presented un an Affected Performance Consideration application.

The following may be applied to estimate a final grade for the course:

If the mark or grade for the assessment item determined in accordance with the above process is lower than that achieved by the student despite the circumstances, the mark or grade achieved shall stand.

Please note: some examinations may be subject to external rules that do not allow a student to receive an estimated grade to complete their course or programme. If this is the case then alternative arrangements must be made. Feel free to discuss these arrangements with us.

Restricted Pass (R)

The PAQC may award a “restricted pass” if it is allowed in Programme Regulations. If a restricted pass is allowed, it is usually awarded in a course that was narrowly failed and where the PAQC considers that marginal failure is compensated by good overall performance. The conditions that apply to a restricted pass shall be included in the relevant Programme Regulations.

Notes for Restricted Passes:

• No restricted passes can be awarded for courses in a Master’s degree.
• Other programmes may be excluded from offering restricted pass only if required by a regulatory body or other approved circumstance.
• A restricted pass is awarded at the discretion of the relevant academic authority and may not be applied for directly by a student.
• The relevant academic authority may, at their discretion, use a restricted pass to:
  • set conditions for future performance in other courses (for example: a minimum grade in future assessments, or no further restricted passes, etc.);
  • prevent a student from using a restricted pass to meet the prerequisite requirements of another course.
• A student may decline the award of a restricted pass by notifying the PAQC in writing not later than 20 working days from notification of the grade.

Student Exchange (ES)

The Outbound Exchange programme (known as the Unitec Study Abroad and Exchange Programme) provides the opportunity for Unitec students to study for one or two semesters at an internationally recognised partner institution.

Study at the international partner institution is planned as part of the Unitec academic programme of study and upon successful completion of study overseas, cross credits are applied to the Unitec student’s academic record upon their return to New Zealand.

A unique grade category of ES (Exchange Student) is entered against student enrolment at Unitec for a period of 12 months, to ensure that the student is not disadvantaged or penalised academically. This grade category will not impede a student being considered for Honours status upon completion of their degree at Unitec.

Process for applying credits for overseas study

Our Partner Institutions provides the Academic Transcripts to Unitecs’ student. It is the student’s responsibility to provide this transcript to Unitec’s International department upon their return to New Zealand.

The International relationship team will provide copies of a student’s Academic transcript and the applicable course descriptors of completed studies to the appropriate Unitec Academic Programme Manager and Academic Administrator – Quality, for credit recognition. The credit transfer process will apply for all overseas study. Students are reminded of the need for a transcript to be provided to Unitec before a credit transfer can take place, prior to departure overseas.

An ES grade is be used as a placeholder grade for up to 12 months from the end of course date. All students receive an official Unitec result notice notifying them of the ES grade.

1. Upon receipt of the student transcript from the overseas institution, a final grade of CR or DNC is awarded for the enrolled course at Unitec that were not studied, based on their achievement in the course undertaken as part of the exchange.
2. The Unitec Student Administration system is updated with a CR grade if the course completed overseas are equivalent to the course the student is enrolled in at Unitec.
3. Where the course completed overseas does not match the course the student is enrolled in at Unitec (due to unforeseen changes), unspecified credits may be considered if permissible by programme regulations and aligned with the graduate profile outcomes.
4. Where the course does not match and unspecified credits are not available, students will have to complete additional credits to meet the required credits for the qualification.
5. Where the course does not match and/or where there is no application for Credit Transfer received, or a transcript is not provided within 12 months of end of course date, a DNC grade must be recorded.

Any change of grade (from ES to CR or DNC) must be approved by the relevant Grade Approvals Committee (GAC).

Withdrawn (W)

The Withdraw Grade is not a grade award, but rather a marker/placeholder on a students academic record to indicate that the student removed themselves from the course before they could complete it. It is a systems generated grade that is added to the students record by Unitec Operations team if a student withdraws from a course after 10% of the scheduled course duration and up to, or at, the date at which 75% of the scheduled course has passed.

Withdraws can occur under the following conditions:

Student provides notification that they wish to withdraw from a course/programme:

• The effective date for processing any withdrawal will be the date the Change Enrolment Request form is submitted, or Advice in Writing is received by Unitec.
• When a Student withdraws, their Programme, Course and/or Class status will be marked appropriately as per the refund tables outlined in the Fees and Refund Procedures.

When a Student has stopped engaging and/or attending Class(es), and all reasonable efforts have been made to contact the Student to determine whether they intend to continue their studies.

• The Head of School may approve the withdrawal of any Students who have stopped engaging and/or attending Class(es). This will be categorised as an administrative withdrawal.
• The Withdrawn Grade cannot be awarded by the PAQC as it is related to enrolment and attendance and not assessment.

Any withdrawals advised prior to the Class Start Date will have their Enrolment in such Courses cancelled completely.

A Student wishing to apply for a leave of absence must follow the guidelines in the relevant Programme Regulations.

All International Students who wish to withdraw from a Programme must consult with the International Student Support Services first to discuss how/if this may impact the student’s visa and insurance; if required they may then submit a Change Enrolment Request Form.

Consequences of withdrawal

The Refund Summary Tables (in the Fees and Refund Procedures) summarises:

• The amount (if any) of the refund Student’s will be entitled to; and
• What will be applied to the Student’s Academic Record.

Immigration New Zealand will be notified of withdrawals made by International students.

Useful Resources

Process

Grade Approval Process – Teacher Preparation

Grade Approval Process – Grade Subcommittees

Templates/Forms

Grade Approval Sub-Committee Terms of Reference

Relevant Policies and Procedures