Results Administrator – Westville needed at IIE MSA and IIE Varsity College

Duties and Responsibilities:

SIS System Set-up & Semester Planning

• Responsible for mapping the students to their respective assessment events per module, per intake year and per assessment event. Liasing with the Admission Officers to ensure that students that have cancelled or where pre-requisites have not been met, are unmapped from the assessment events or where modules have been added for students, that the students are mapped accordingly.
• Responsible for using the National Assessment Schedule to create a Results Tracker for each semester which includes the tracking of ICE submissions and the tracking of the detainment job. Ensure that the Results tracker is updated with any changes to assessment due dates throughout the semester.
• Responsible for running the detainment job per module and per intake year on SIS once all the cumulative formative results have been captured.

Management of Results Capture Sheets

• Responsible for creating manual Result Capture Sheets for Replacement Tests, Exams Sitting 2,  Exam Sitting 3 and Discontinuation exams which involves checking the Grade Roster report on SIS for supplementary exam entry. Assessment Officers are responsible for the checking of student applications/approved concessions on the Student Hub, thereafter the RA is informed to send these for marking.
• Tracking the NQP registered students and ensuring that a separate Result Capture Sheet is generated for these students.
• Always ensure that the Result Capture Sheets (RCS) are updated should results change due to lecturers amending marks, the plagiarism policy and remarks etc.  RCS need to be signed and dated as per the Assessment Strategy and Policy.  Ensure that the RCS are saved electronically and filed accordingly and are readily available for audit purposes.

Results Management (Formative) 

• Checking that the results indicated on the assessment scripts or the Grade Centre on Learn match that of what has been captured on the SIS by the lecturers. Capturing and publishing of all results on SIS as per the Assessment Strategy and Policy and ensuring that results are processed as per the SIS HTGs issued.
• Responsible for updating and managing the Results Tracker throughout the semester, to ensure the markings deadlines are adhered to and managed according to the timelines. Liaising with lecturers on due dates, outstanding results, marking extensions and any mark/marking errors picked up.  Escalation of late marking to the Programme Manager, Deputy Head Ops/Head Ops/Head Academics.  Identifying and flagging at risk lecturers prior to the marking cycles and informing the Programme Managers of any issues experienced.
• Manage the capture and release of any additional formative sittings (replacement sitting) marks under manage marks moderation.       
• Liaising with the Admissions and Finance team on students that are not registered and where results therefore cannot be processed on SIS.
• Responding to Customer Relations Officers (CRO’s) timeously on student result queries and ensuring that the CROs are updated on progress and resolution of these queries.
• Liaising with lecturer to collect their marked formative scripts to return and provide feedback to the students.  Ensure that lecturer have made the marked online formative assessments available to view on Learn.      
• Responsible for checking that the ICE results captured by the lecturers on the SIS have been captured correctly by the lecturer.
• Responsible for checking that all formative assessments, including ICE have been processed & published on SIS prior to running the detainment job.  Work systematically with the CASS tracker to ensure that all results for CASS modules are released timeously.
• Responsible for capturing and updating the Academic team’s plagiarism tracker (if applicable) and in turn are responsible for updating the results both on SIS and the RCS.  Should a student’s CASS mark change post the CASS release deadline, the RA is responsible for informing the respective Assessment Officers to ensure the student is issued a permission slip.
• Checking assessment concessions on the Student Hub in collaboration with the Assessment Centre and liaising with the Student Hub on any concessions that have not been actioned.  Understanding the assessment Strategy and policy and capturing results accordingly and correctly.

Results Management (Summative)

• Checking that the results indicated on the summative assessment scripts or the Grade Centre on Learn match that of what has been captured on SIS by the lecturers. Capturing and publishing of all summative results on SIS as per the assessment strategy and policy and ensuring that results are processed as per the SIS HTGs issued.
• Responsible for updating and managing the Results Tracker to ensure that summative assessment release dates are met and that students receive their overall final results timeously.
• Liaising with lecturers on due dates and ensuring that moderation deadlines are met.  Escalation of late marking to the Programme Manager, Deputy Head Ops/Head Ops/Head Academics.  Identifying and flagging at risk lecturers prior to the marking cycle and informing the Programme Managers of any issues experienced.
• Manage the capture and release of any additional summative sittings (supp/discon/special sitting) marks under manage marks moderation.
• Responding to Customer Relations Officers (CROs) timeously on student result queries and ensuring that the CROs are updated on progress and resolution of these queries.
• Keeping channels of communication open with the Capacity Planning & Scheduling Centre and keeping track of any lecturers that have resigned.  Proactively liaise with the Programme Managers to identify replacement markers for any lecturers that resign or require marking assistance.        
• Should any additional re-write opportunity be approved by the Central Academic Team, the RA’s need to capture the results correctly on SIS as per the Assessment Strategy and Policy.
• Responsible for managing the processing of endorsements using the Admission trackers and tracking the corresponding SLP results and in turn processing the corresponding endorsements on SIS.
• Checking assessment concessions on the Student Hub and liaising with the Student Hub on any concessions that have not been actioned.  Understanding the Assessment Strategy and Policy and processing ES1, ES2, ES3 and Discontinuation results accordingly and correctly.
• Responsible for compiling ES2, ES3 and Discontinuation billing list which must be submitted to the Finance Department at the end of each  Semester by use of a finance/ops tracker.
• Responsible for the generation and publishing of all Report Cards and Academic Transcripts, this includes the re-generation of report cards and transcripts post mark changes.
• Verifies scripts received against the marks captured on the mark sheet for the Online Centre and submits the mark sheet to the Online Centre for processing on the academic system thereafter.
• Flag any system related issues that impact the processing of results that in turn will negatively impact on the students’ experience and find alternative solutions to mitigate the impact. Works closely with the regional BAC in troubleshooting and resolving any system related issues that impact the processing of results.

Moderation (External & Internal)

• Supports the Programme Manager or Teaching and Learning Manager on campus in accessing scripts required for the internal moderation and decentralised marking process.
• Responsible for populating the External Moderation Tracking Grid indicating the lecturers that need to be externally moderated.  Identifying the lecturers that are shared between campuses and determining which campus will be responsible for uploading the moderation for these shared lecturers.  Updates the External Moderation Tracking Grid accurately and timeously.
• Scanning the necessary sample of scripts and uploading them on to the moderation tracking system and assigning this to the relevant Central Academic Team (CAT) member.
• Completes the Moderation Control Sheet (MCS) to be included with every set of External moderation.
• Ensures that the Moderation Control Sheet (MCS) and scripts/ Portfolios of Evidence (POE’s) are attached and assigned to the relevant Central Academic Team (CAT) member.  The Head of Programme (HOP) outcome is actioned correctly as per the release instruction on the MCS at campus level and in compliance with the assessment strategy and policy.

Managing of Script Viewing & Remarks

• Identifies and co-ordinates script viewing requests made on The Student Hub report and informs the Academic department to arrange a viewing appointment with the student. 
• Arrange with the Academic staff member to collect and sign for the respective scrip before the script viewing appointment.
• Identifies and co-ordinates re-mark requests made on The Student Hub and checks that payment has been made in respect of the request.
• Tracks the remark on the Campus Remark Tracker and co-ordinates the remark with an appropriate marker thereafter.
• Follows up on the re-mark process to ensure that it happens within the allotted time.
• Ensures that the correct outcome is applied once the remark has been completed and returned to the Results Centre as per the Assessment Strategy and Policy.
• Flags any marking discrepancies or concerns with the Programme Manager or Head Academic for the campus. 

Metro file & Managing of Secure Onsite Storage Facility

• All uncollected formative assessments must be retained as per the Assessment Strategy and Policy and must be destroyed in line with The Protection of Personal Information Act (POPIA).
• Responsible for the archiving of summative scripts and Portfolios of Evidence (POE’s) for on and off site storage in line with the Assessment Strategy & Policy.  Labelling metro file boxes in a structured and organised manner and completing the Metro file storage box form accordingly.  Arrange for Metro file to collect boxes.
• Responsible for completing and updating the Internal Assessment Storage form.
• Responsible for keeping the Secure Online Storage Facility neat, tidy and organised. 

Team Support & General

• Assists with campus specific projects/events (e.g. Graduation, Open Day etc.).
• Collaborates with all departments on campus to facilitate optimal performance within the Results Centre and to ensure a high quality student experience.
• Complies with The Protection of Personal Information Act (POPIA) legislation relevant to the Results Centre.

Competencies Required:

• Advanced Interpersonal and Communications skills
• Computer and System Proficiency
• Planning & Time Management Skills
• Results Driven and able to handle pressure
• Highly Ethical
• Systematic with an Eye for Detail
• Advanced Administrative and Organisational skills

Minimum Education Requirements:

• Minimum of a National Diploma/Advanced Certificate (NQF Level 6)
• Advanced Diploma or Degree is advantageous

Minimum Work Experience Requirements:

• Minimum of 2 years administrative experience