SITS: MODULE PROCESSING IN DETAIL
Attaching Modules to Students (SMOs)
Attach modules to students either directly through SPR – Other – Module – Taking or by the
automatic diet procedure. The stage of the student is identified in the Module Selection
Status field e.g, a compulsory module for a stage 1 student is recorded as C1.
Deleting Module Records SMOs
It is permissible to delete and add SMO records against students during the first two weeks of
their study. However after this time SMO record must not be deleted.
Generating Assessment Records
Before a student can be scheduled for an examination or assessed for a particular module, a
Student Module Result (SMR) record needs to be generated. Before this can be carried out it
is important to remember that a Student Module Taking (SMO) record should have
previously been attached to a student (module registration).
Assessment records can be generated for a particular student or for a whole module in the
following way:

Access the Student Assessment (SAS) screen.

Complete the following fields at the top of the screen:
Year:
Period:
Scheme 001
Level:
Module:
Occurrence:
Assessment sequence number * (gold star)

Run Option 1b and this will generate assessment records for all students taking this
module. By inserting a student no. in box 1b, this will generate a record for a
particular student.

When you run Option 1b a message will appear: “There are x MAV’s with
approximate number of x students, do you wish to continue?” If this is correct select
“Yes”.
After the generation of the assessment results the message buffer will appear to inform you
whether SITS encountered any problems with the generation. Please check that there are no
error messages. If you do have error messages and you cannot solve the problem contact
ISA. DO NOT IGNORE ERROR MESSAGES AS THIS COULD AFFECT THE
OVERALL MODULE RESULT.
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Note: There is a facility in SITS to record submission dates for coursework, continuous
assessment etc. (details on how to set up these dates in SITS are available in the Creating and
Maintaining Modules Training Document). If this facility is used then Option 1a – Generate
Assessment Due Dates – is to be run.
How a Module is Processed on SITS
The Student Assessment (SAS) table is used to process the result of a module for a student
who is being assessed as a first attempt.
The Re-assessment (RAS) table is used to process the result of a module for a student who is
being assessed as a second/third etc. attempt.
Student Module Result (SMR) table can be used to ascertain the status of a module result SAS, RAS, COM.
PASSED MODULE
TMR
Tick Module Result
SAS
(Initial Assessment)
Generate Ass. Record
ACTUAL raw marks
Process Module Result
Form
ACTUAL to
AGREED mark
Generation
SMR
(Student Module
Result)
SAT
(Student Assessment as
a 1st attempt)
SMRS
(Student Module Result
Super)
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AGREED mark
Status of Module:
COM
(completed)
FAILED MODULE
TMR
Tick Module Result
SAS
(Initial Assessment)
Generate Ass. Record
Process Module Result
Form ACTUAL to
AGREED mark
ACTUAL raw marks
RAS
(Re-assessment)
Status of module:
RAS
Generation
SRA
(Student Re-assessment
as a 2nd or 3rd etc.
attempt)
SMR
(Student Module
Result)
SAT
(Student Assessment as
a 1st attempt)
SMRS
(Student Module Result
Super)
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INSTRUCTIONS FOR SCHOOL STAFF COLLECTING AND ENTERING MARKS
DIRECTLY INTO SITS
(Do not attempt to enter marks or process module results until full training has been given)
(1)

Collection of Marks from Examiners
To collect marks from examiners there is a report available on SITS.
Go to SAS, complete the selection fields as below and run Option 2a. Enter printer
code: P1_WIN
Marks submitted will be out of 100 for each element of a module.
For late submission, please ensure that the mark submitted is AFTER penalty marks have
been deducted.
(2)






Entering Marks Directly into SITS
Access SAS (Student Assessment)
Enter Year 2007/8
Enter Module Code
Enter Occurrence (A, B, C or D)
Enter Assessment sequence number e.g. 001
Select Option 3 and RUN (click on green arrow).
Before any marks are entered please check to see whether there are any students that should
not be listed e.g. withdrawn students.

Enter the marks (the grade column will automatically be populated with a grade), but for
your information, the mark conversion is calculated as follows:

Min Mark
Max Mark
Assign Grade
69.50
100.00
A
59.50
69.49
B
49.50
59.49
C
39.50
49.49
D
0.00
39.49
F
Also at this stage, SITS will allow you to alter marks (by going via Option 3 again).
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(3)
Confirmation of the individual element marks
After the marks have been entered, confirmation will be required that the results have been
inputted correctly. To print out the results select Option 2a and Print.
This print-out is to be signed as confirmation that the data are correct and accurate.
The signed list is to be forwarded to the designated member of staff co-ordinating the marks.
(4)
After ALL the marks have been entered for ALL elements of the module
After the marks have been entered and confirmed for all the elements of the module, the
module then needs to be calculated and set.
 select and RUN Option 6 - Calculate & Set Module Result.
IT IS IMPORTANT, HOWEVER, THAT IF A MARK IS AMENDED OPTION 6 IS
TO BE RUN AGAIN TO RE-CALCULATE AND SET THE MODULE RESULT.
(5)
Confirmation of the Overall Module Mark
After all the marks for all the elements of a module have been entered, confirmation will be
required that the overall module result has been entered and calculated correctly.
To print out the overall module marks run Option 7 and Print.
A summary of the stages to follow in the process of collecting, entering and confirming
examination results can be seen in the flow diagram on the next page, for your reference.
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FLOW CHART - COLLECTING, ENTERING AND CONFIRMING
EXAMINATION RESULTS
(1)
Collect Marks
(2)
Enter marks
for each
element
(3)
Confirm
element
marks
(4)
Calculate
and set module
result
(5)
Confirm overall
module
marks
Amend marks (?)
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6.
Confirming the Overall Module Result by Setting the Mark from Actual to
Agreed
SITS will record an Actual mark and an Agreed Mark against a student. This can be
particularly important when a mark is a failure but after due consideration by the Board of
Examiners a compensated pass is given.
After all the overall module results have been confirmed the Actual mark needs to be set to
the Agreed mark. This is undertaken in the following way:
 Select TMR table
 Complete the data in the selection fields
 Run option 1
The marks for a module are now complete and will be available for the Board of Examiners.
Ticked Module Result (TMR) in effect performs the same process as Process the Module
Result Form (Option 8 in SAS). The only difference is that TMR will convert the actual
mark to an agreed mark for ALL students on a module. The Process Result Form option
processes one student at a time but it also converts the actual mark to an agreed mark.
If a student is in Re-assessment (RAS) their re-assessment marks are processed in the same
way as initial assessment. The only difference is that the RAS table is used and the overall
module result is automatically capped at 40%. Reassessment students are to be processed in
RAS. The Academic Year is as recorded on their SMR record. Therefore if a student’s
assessment record was created in 2009/0 that academic year remains with the student.
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USING PSA (PROCESS STUDENT AWARD) TO IMPLEMENT AWARD
RULES
Award Rules
Award Rules must be in place before an award can be calculated.
After ALL the marks have been entered for students the following process is to be
undertaken using PSA.

Input the Academic Year, Programme Code, Award Status P (Provisional), Batch F
(Final)

Run Option 1 to calculate the awards or Option 18 to get a full report on the
calculations applied. For large programmes this can take some time but there is a
message board at the bottom indicating progress.
Running this process will automatically create an award record (SAWS) which will
reflect the provisional award and calculate the overall average. If module marks are
amended, then PSA MUST be run again on an individual student basis to recalculate
the overall average.

Inspect the messages and check that the students have been awarded appropriate
degrees.

THE OVERALL AVERAGES PRODUCED BY THIS PROCESS CAN BE
CHECKED AGAINST THE BUSINESS OBJECTS BOARD OF EXAMINERS
REPORT BY CLICKING ON THE “STUDENT’S OVERALL AWARD
MARKS” TAB AT THE BOTTOM OF THE REPORT. IF THERE IS A
DISCREPANCY THEN THE INDIVIDUAL STUDENT SITS RECORD MUST
BE CHECKED.
.
Useful information



SMRS – The Selection field records the stage of a student
SMC/Exemptions – Selection field records the stage of a student
SCE – Records the enrolment status of a student e.g. C, D W (Current, Dormant,
Withdrawn etc.)
Existing Assessment Records (e.g. repeat)
It is important for Module and Programme Board Reports to show the status of students, e.g.
is a student repeating, trailing etc. therefore some modules will need to be displayed
differently on the reports. This can be achieved be setting the RTS Code field in the SMR
screen.
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Use appropriate RTS codes to display modules correctly:




R10/1 This module is being repeated in the academic year indicated in the code. It
was originally taken in a previous academic year. This means that the student is
repeating the year, and will stay at the same stage.
S10/1 This module is being repeated in the academic year indicated in the code, but
as a restart. It was originally taken in a previous academic year. This means that the
student is restarting the year, and will stay at the same stage.
T10/1 This is a trailing module. It is being retaken in the academic year indicated in
the code. It was originally taken in a previous academic year. This means that the
student is repeating this module, but has been allowed to proceed onto the next stage
of their degree programme.
A10/1 This is a repeat module where the assessment pattern has changed from the
initial module taking the previous year. The initial module taking from the previous
year will be closed down and a new module occurrence will be attached to the student
and processed through to the appropriate attempt with a 0 mark and Z grade. The
flagging (A10/1) will prompt Business Objects to record the previous mark received
for the original assessment. The previous module record (closed down) is to flagged
as DEL n the RTS field. Additionally the value in the SMRS “Selection field is to be
deleted.

IGNORE This means that the Exam Board Reports should ignore this module. This
gives users control over which modules are displayed on the report. One example of
where this might be used is if the student has taken an additional module that should
not be included as part of their degree programme.

DEL This is to be used when a module is no longer active against a student and in
effect is deleted. E.g., modules that are to be “closed down” in SMR with either a CD
(change of assessment) or WN/FW (withdraw) grading.
ENSURE THAT THE RTS CODES ARE IDENTICAL IN BOTH THE SMO AND
SMR RECORDS.
Extenuating Circumstances
For a Module
1.
2.
3.
4.
5.
6.
7.
Retrieve the MAV record for the module and the academic year.
Select "Other" from the drop down menu and click on Module Title
and Details.
In the bottom right hand corner click on the UDF button.
The top field is entitled "ModerationExtenuation"
Double click the field: EXT Extenuating
Apply
Store
For a Student
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To indicate on the Programme Board Report that a student has extenuating circumstances
populate the “Extenuating Circumstances” field in the 2006/7 SCE record.
Business Object Board of Examiners Reports
After ALL the marks have been entered and the PSA process has been run (final stage
students only) the Business Object Reports can be produced. Please see separate information
on the suite of Business Object Reports and the Business Objects Training Manual. (Module
Board Reports can be run before PSA in used).
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POST EXAMINATION BOARD MODULE PROCESSING
After Module Boards

If appropriate, the moderation of marks to be undertaken immediately after the
Module Board. This will involve “rolling” the module back through SMRU.

If a module has been moderated access SITS and follow the procedure as below:
1.
2.
3.
4.
5.
6.
7.
Retrieve the MAV record for the module and the academic year.
Select "Other" from the drop down menu and click on Module Title
and Details.
In the bottom right hand corner click on the UDF button.
The top field is entitled "ModerationExtenuation"
Double click the field and select: MOD Moderation
Apply
Store
The above procedure will ensure that the module will be flagged on the Programme
Board Report and Module Board Reports to indicate that a module had previously been
moderated.
After June/July Programme Boards



Fail/Repeat Students
The module records on SITS for Fail/Repeat students are to be amended to reflect the
way in which the student will be re-assessed the following year. As a reminder SITS
will not require a passed element to be re-assessed, even though the module overall is
a failure, therefore if the student is required to repeat ALL elements of a module then
the SITS record will need to be amended accordingly.
Fail/Restart Students
All modules (including element marks) for restart students to be coded FS
(Fail/Restart)
Students with Exceptional Circumstances
Modules for students confirmed as Deferred in September to be “rolled back” and
recorded as EX (exeptional circumstances). This will allow a mark to be entered in
SITS at attempt 1 and therefore not capped.
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

Modules that have been Categorised with an Unconditional Condonement
UC (unconditional condonement) – this records the actual failed mark but awards the
appropriate number of credits.
Modules that have been Categorised with PL for Plagiarism
Where a module had previously been categorised with PL for Plagiarism the PL flag
should be removed from the student record as soon as the issue has been resolved one
way or another. The flag represents a case in progress, not the outcome.
Referred Students

Where the module for a referred student is to be re-assessed in September in a
different way to the initial assessment pattern, the SITS record is to be amended e.g.
if a module has two elements - Exam and CW (001 and 002) and the student is to be
re-assessed 100% Exam, the SITS module record is to be amended to record a
sequence no. of 500 for an exam and 600 for an item of coursework. An example of
this is as below. The latest MAP code in MAB should be used in conjunction with
the 500 seq no.
CREATING A MAB FOR STUDENTS THAT ARE BEING ASSSESSED
DIFFERENTLY TO INITIAL ASSESSMENT (100% Examination)
MAB

This module will then be calculated at 100%. HOWEVER IT IS IMPORTANT
THAT IF THE STUDENT SUBSEQUENTLY THEN GOES ON TO FAIL THE
SECOND ATTEMPT AND THE THIRD ATTEMPT IS TO REVERT BACK
TO THE ORIGINAL FIRST ASSESSMENT THEN IT IS IMPORTANT THAT
THE MODULE RECORD IS AMENDED.
For students in this category the module is to be rolled back in SMRU to attempt 2 in
RAS, the second attempt mark (100%) to be entered against all elements and the module
is then processed in the usual way. This action will then set up the attempt 3 record
correctly awaiting the original assessment pattern marks and weightings to be entered.

No action is to be taken if referred students are to be re-assessed in the same way as
initial assessment. In SITS the student will be referred only in the failed element(s).

Failed modules for withdrawn students to be closed down through SMRU with the FW or WN
module grade as appropriate.
NOTE:
The coding in the RTS field for repeat, restart, trailing and referred modules will
automatically be populated when students are progressed through the progression screen.
Changing an Assessment Mark after The Board of Examiners Meeting
In order to prepare the Business Objects report for use at Boards of Examiners, the marks in
SITS have been set to the agreed stage and not at the actual stage. If a mark is to be changed
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after the Board of Examiners meeting (e.g, compensated), each student will need to be
“undone” on an individual basis in order that an amended mark can be allocated.
In SITS the Agreed stage of a module mark will put the status of a student for a particular
module in one of the following categories:
COM = Complete
This indicates the module result is complete, there is no outstanding
work and the appropriate number of credits is allocated.
RAS = Re-assessment
This indicates the student is to be re-assessed in one or more of
the particular module components
SAS = Initial-assessment This indicates that the module or the component of the module is
still at the initial-assessment stage and is awaiting to be assessed
in some way.
The individual module result can be viewed in SMR (Student Module Result) and data can
be retrieved by individual student numbers, thereby detailing the status of all the modules
taken by a student, or by retrieving by module code, thereby detailing data on a group of
students.
To “Undo” a student to change the mark after the Board of Examiners meeting or to recategorise the module e.g,.UC, FW etc:

Access SMRU (Student Module Result Undo)

Insert academic year field

Insert module number

Insert candidate number

Retrieve
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For EX – Click on the X button under “SET” until M appears, then click on the blue chevron
button and select to previous state. The Module Process Form will appear on the screen.

Insert Y in the “Agree” field. This will take you down to the “Note Type” field.
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The agreed assessment grades and module grade for Exceptional circumstances to
be amended to EX.
The same process as EX is applicable to Fail and Restart – FS.
For UC, FW, WN grades it is only necessary to amend the overall module grade. UC
will keep the failed marks, but award the credits and will not push the module through
to reassessment

Click on the Module Result Grade field
Grade Field

Amend the Module Results grade field appropriately and tab out.
Grade Field

Store
(Ensure that the reassessment details are not recorded for UC and that for EX the reassessment details are recorded at the appropriate attempt.)
You will see from the Form that if a student has failed a module, the re-assessment details are
shown at the bottom of the form. If you wish to assess the student in a different way then the
details can be changed. This is assuming that the weightings remain identical to the initial
assessment details.
Note:
The RAS (Re-assessment) screen works in exactly the same way as SAS.
Important Note
For those students confirmed as fail/repeat and referred it is important that chairmen
of programme boards ascertain and record how a student is to be re-assessed.
For information
The standard UG pass mark on SITS is 39.50% for both the overall module mark and
individual element marks. If a mark of 39.50% or over is recorded, the status of the
module is COM (completed) and as a consequence there are no RAS (re-assessment)
records. There is no action to be taken therefore even though an element may be
recorded as a failure (39.49% or below)
If a module is recorded as 39.49% or under, the SITS record will require the student to
be re-assessed in the failed element(s) only. As a consequence if the student is to be reassessed in ALL elements, the SITS record is to be amended by over-riding the F (fail)
grade with R (re-assess) grade. This action will force the passed element into reassessment.
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RUNNING PSA

If Module marks have been amended then Option 1 or 18 in PSA MUST be run
again on an individual student basis to recalculate the overall average.
To agree all the P (Provisional) results the following process should be run.

In PSA run option 6 or 7 and complete the boxes to set the awards to agreed. This
will set the SAWS record to A (Agreed).

Enter Award Date (date of Exam Board) in the Award Date field

Enter A for Agreed in the Set Award Status to field

Click on All Rs?

Check each student’s data carefully and amend if appropriate.

Store
Option 6 in PSA

.
Select SAWS and check the data carefully. To retrieve students by programme in
SAWS:
enter the programme code
enter the academic year
edit the data in light of the programme board decisions
store.
Data can be amended in SAWS if appropriate e.g. where a Programme Board has changed
an automated SITS recommended classification this can be overridden in SAWS.
All SAWS records must be checked and finalised as this data is used for degree
congregation purposes.

A number of “rogue” SAWS records may be created at the provisional stage for those
students who have failed modules and subsequently repeating. The SAWS records
must be deleted for such students. This applies to any student who will not be
receiving an award on this occasion.

There are BO reports available for award lists both for qualifying and final year students.
The reports are in the Board of Examiners Corporate folder in Business Objects.
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