Please note - Swinburne University of Technology

Swinburne Institute
7.2 Processing results
7.2.1 The convener shall submit the following to the
head of the teaching department:
7.2.1.1 The results recommended for each
student enrolled for the subject;
7.2.1.2 Such statistics as are required by the
head of department and faculty board;
7.2.1.3 A signed subject report in a form approved
by the awarding faculty board,
including:
(a) certification that these regulations
have been carried out;
(b) statement of the assessment
procedure followed;
(c) copies of all examinations, tests
and assignments;
(d) where appropriate, copies of solutions
or statements of minimum
qualities; and
(e) an appraisal of the subject as a
whole.
7.2.2 Before recommending the results to the awarding
faculty board the head of department shall
ensure that a review has been carried out of
the work of all candidates who are recommended
as having failed a subject, or whose results
are borderline to an assessment category.
7.2.3 The head of department shall recommend to
the awarding faculty board results of all enrolled
students for approval.
7.2.4 After faculty board has approved the results,
the head of department shall arrange for the
entry, by the convener, of the results on the
official result sheets; for the transcription to be
checked and for the official result sheets to be
delivered to the Student Administration Office.
7.3 Deferred results
7.3.1 A deferred result may be granted only by the
faculty board and then only when special circumstances
justify the grant of an extension of
time for the completion of work prescribed for
the subject before a student's result in that
subject is finalised.
7.3.2 When a deferred result has been granted, the
result must be finalised in readiness for notification
to the awarding faculty board by a date,
to be fixed by the board, not later than two
months after the date of publication of the
deferment. The student and the subject convener
shall be advised of the date and conditions
set for the finalisation of the result.
7.3.3 Any extension of the period of deferment must
have the prior approval of the dean of the
awarding faculty who shall fix an alternative
date by which the student must have completed
the requirements of the subject. Details
of the extension granted and the reasons for it
shall be notified to the next meeting of the
faculty board.
7.3.4 As soon as the final result has been determined,
the subject convener shall submit an
Alteration to Result form, via the head of
department, to the dean for onward transmission
to the faculty board.
7.3.5 The Student Administration Office shall notify
the dean of the awarding faculty of any deferred
result which has not been finalised within
two months of the date of publication of the
deferment. The faculty board must deal with
the matter at its next meeting.
7.4 Continuing notation
The notation 'continuing' may be used:
(a) in those subjects in which enrolment will normally
extend for more than one year;
(b) in cases where a result is determined on submission
of a report or thesis; and
(c) in cases where a student may be required to
extend his or her enrolment in a subject for longer
than the normal duration of the subject without a
failing result being recorded for the earlier period
of enrolment.
The notation 'continuing' will appear on the official
examination result certificate issued to students, with
a note that, in the normal course of events, re-enrolment
in the next semester will be required and that no
final result will be issued until the end of that semester.
7.5 Publication and withholding certification
7.5.1 Except by resolution of the awarding faculty
board and provided in para 7.5.6 hereof, results
of assessments in a subject shall be
published within two weeks of the end of the
examination period nearest to the conclusion of
the subject. In the case of a faculty board
resolving to publish results after the normal
publication period the Academic Board shall be
advised of the proposed publication date and
the reasons for the later publication.
7.5.2 The Student Administration Office is the only
official source for the publication and certification
of results.
7.5.3 Official publication of results shall be by their
display in a pre-designated place on the Institute
campus on the date or dates announced
by the Registrar for the release of that particular
semester's or year's results.
7.5.4 No results will be given over the telephone.
7.5.5 A certificate of results for the particular semester
will be produced and made available to
every enrolled student.
7.5.6 No certification of current or past academic
results will be produced or made available to
any student or previously enrolled student or to
any other person on behalf of a student or
previously enrolled student of the Institute who
has failed to return outstanding materials borrowed
from the Swinburne Library or who has
failed to pay any fine or imposition relating
thereto, or who has any other outstanding
commitment to the Institute, after notice to that
effect had been posted by the Registrar to the
student at the address most recently recorded
in the Institute records for the particular
student.