11.2.1 School reporting to students and parents/carers
Schools and/or employing authorities determine their own procedures, timing and content for reporting achievement to students and parents/carers, based on sector and/or school priorities.
- clearly communicate whether the information they provide refers to results achieved on individual assessments or across a term, semester, syllabus unit or pair of units
- ensure that information reported to students and parents/carers is consistent with information reported to the QCAA
- in any reporting on achievement in Units 3 and 4 (for all subjects), clarify that results awarded by the school for internal assessment are provisional and results are not finalised until QCAA quality assurance processes are completed (see Section 9: Internal assessment — Quality assurance).
11.2.2 School reporting to the QCAA
Schools report accurate information to the QCAA as required by the dates published in the SEP calendar using the Student Management application in the QCAA Portal. For more information about using the application, see Section 13: Administration.
For some required information, such as results, schools will be unable to enter or amend data after the due date.
Prior to students exiting school that year, learning providers and students must check that the information in the Student Management application that will be used to create SEPs is correct and entered by the due date. The Student Management application contains several reports to facilitate this checking. Further information is provided in the QCAA memo ‘Data checking procedures for students exiting school’, which is released in November each year. Schools may implement a range of internal procedures as part of their quality management systems to check for accuracy of reported information.
Units 1 and 2
Schools report to the QCAA results for students who complete Units 1 and/or 2 for all Applied, Applied (Essential) and General subjects as satisfactory (S) or unsatisfactory (U). Where appropriate, schools may also report a not rated (NR). For more information, see Section 11.1.1: Determining results: Units 1 and 2 — overview.
If a student studying the International Baccalaureate (IB) discontinues IB studies at a school or leaves a school after completing the first one or two semesters of study, the school determines a result of S or U and records the result for the unit/s completed.
Units 3 and 4
Schools report to the QCAA results for students enrolled in Units 3 and 4 of an Applied subject by the dates published in the SEP calendar. For each student, they report:
- by instrument, a Standard A–E for each dimension
- NA is entered for a dimension not assessed in an instrument
- NR can be entered for an instrument but not for a dimension.
- at exit, the Standard A–E for each dimension
- if there is an NR for one instrument, the school cannot enter a standard for each dimension and the student will not receive a subject result.
The A–E exit result for the pair of units is determined by the QCAA in the Student Management application using the minimum combination of standards in the syllabus.
Further information about assessment in Units 3 and 4 is provided in each Applied syllabus (see the relevant Applied syllabus: Exiting a course of study).
Applied (Essential) subjects
Schools report to the QCAA results for students who complete Units 3 and 4 of an Applied (Essential) subject by the dates indicated in the SEP calendar. For each student, they report:
- by instrument, the instrument results as A–E
- at exit, the on-balance A–E exit result
- if there is an NR for one instrument, the school cannot enter a result. The student will not receive a subject result.
Further information about assessment and reporting in Units 3 and 4 is provided in each Applied (Essential) syllabus.
General and General (Extension) subjects
Schools report provisional marks by criterion to the QCAA for each summative internal assessment for General and General (Extension) subjects by the dates published in the SEP calendar.
If a student has completed a comparable assessment, this is indicated in the Student Management application.
Further information about assessment and reporting in Units 3 and 4 is provided in each General or General (Extension) syllabus in Section 11.1.2: Determining results: Units 3 and 4 — overview and Section 9.6: Confirmation (Units 3 and 4).
Schools report to the QCAA final subject results for students who complete a Short Course as an A–E exit result or an NR in the case of an NR for one or both instruments. Further information about assessment is provided in each Short Course. For more information about quality assurance processes for Short Courses, see Section 9.3: QCAA review (Units 1 and 2).
Learning providers are responsible for entering students’ achievements into learning accounts. School RTOs are required to supply all enrolment and outcomes data for VET to the QCAA. For more information about enrolment and reporting VET to the QCAA through the Student Management application, see the QCAA website.