Registry

Publication of grades and final awards on MyCampus

Heads of School are responsible for ensuring that grades and final awards for their School are published in MyCampus.  Results for each examination diet must be published by the relevant Results Deadline listed in our annual schedule of dates and deadlines.

Grades are published on MyCampus using Grade Roster.  There are two methods of result publication in Grade Roster:

• Users can submit, check and publish their grades manually, or
• Upload a spreadsheet.

All grades must be thoroughly checked to ensure that they are accurate before they are published. Care should be taken when entering data into Grade Roster to minimise the risk of publishing incorrect results. 

When using the upload method to publish results we recommend that Schools download relevant Grade Roster spreadsheets from MyCampus.   Extra precautions  must be taken when uploading speadsheets, especially if Schools choose to upload results held on locally created spreadsheets where formulas have been used to calculate aggregated grades or data has been manipulated, for example, by sorting, as errors in the spreadsheet can result in large numbers of incorrect results being published.

The Head of School must ensure that staff publishing results complete Grade Roster and Final Award (Degree Upload) training on Moodle.   Schools should ensure that they have a large enough pool of trained staff to allow them to meet Results Deadlines and provide cover in the event of staff absence. Please contact MyCampus Support Development and Infrastructure to request Grade Roster and Final Awards (Degree Upload) access.

Exam grade Add or Remove form

If you're unable to enter a grade using the standard method—for example, in the case of a partial post, please fill in the Add/Remove Results Form. Once all sections of the form are complete, email to the Exams Team.   We will publish these results on your behalf.

In accordance with the No Detriment Policy, the GPA of reassessment results designated as 1st diet will be uncapped.

The GPA of reassessment results designated as 2nd diet will be capped as follows:

Undergraduate Reassessment Results

In accordance with the Code of Assessment undergraduate reassessment results  are  capped at Grade Point 9, rather than Grade D3.

Schools should publish the actual grades achieved by students but the GPA will be automatically capped at 9 by MyCampus. 

A flag in the curriculum screen will indicate where the result has been capped.   Students will see their grade on MyCampus but the GPA will be capped at 9 and the result will be flagged.

Exceptions

For the degrees of MBChB and BVMS undergraduate reassessment will continue to be capped at Grade D, rather than by grade point.

Results should be capped by the School/College prior to publication and capped grades  should be published on MyCampus.

Postgraduate Taught Reassessment Results

In accordance with the Code of Assessment postgraduate taught reassessment results are capped at Grade Point 12, rather than Grade C3.

Schools should publish the actual grades achieved by students but the GPA will be automatically capped at 12 by MyCampus.

A flag in the curriculum screen will indicate where the result has been capped. Students will see their grade on MyCampus but the GPA will be capped at 12 and the result will be flagged.

For students in the School of Engineering reassessment results are capped at Grade Point 9.

For more information about the Code of Assessment and the capping of resit results visit the Academic Policy & Governanace website.

Changes to Published Grades

Once grades are published on Grade Roster, they should only be changed under the following circumstances:

• An incorrect grade was published.
• A temporary administrative grade needs to be replaced e.g.

• EC – Extenuating Circumstances
• CW – Credit Withheld
• DFR – Deferred Result

Process for Changing Published Grades

1. Upgrades or Replacements of Temporary Grades

• The School must inform the student that their original grade is under review.
• Complete the Exam Result Change Form.  Print and sign the form and e-mail a scanned copy to the Registry Exams Team.
• We will update the published grade and confirm with the School.
• The School should then confirm the change to the student.

2. Downgrades

• The School must inform the student that their original grade is under review.
• Consider whether the published grade might stand. If it is decided that a result must be downgraded please complete the .  Print and sign the form and e-mail a scanned copy to the Registry Exams Team. Include a brief report explaining the cause of the error and actions taken to prevent reoccurrence.
• Registry will seek approval for the downgrade from the Clerk of Senate.
• If approved, Registry will update the grade and notify the student of the outcome.
• The School is advised to follow up with the student, offering an explanation and apology for the error.

Best Practice Reminders

• Always communicate clearly with students before and after changes.
• Use template messages where available to ensure consistency.
• Maintain records of communications and forms submitted.
• For downgrades, approval from the Clerk of Senate is mandatory.

Changes to Final Year Awards

Schools are responsible for publishing students’ final awards in MyCampus — this process is known as “completion.” Once a result has been published, it cannot be amended by the School.  Any change to a published final-year award result must be processed by Registry.   

It is important that any amendments to final-year qualification results are actioned promptly, as they typically affect graduating students. 

Before requesting a change, the School must contact the student to inform them that their result will be amended and explain the reason for the change. This communication is essential in all cases, and particularly important when a downgrade is involved.

To request a change use the Result Removal form on the UofG Helpdesk.   We will remove the result and notify you so you can re-enter the correct one.    As of February 2021, it is no longer necessary to notify the Clerk of Senate of an amendment to an overall result. 

This process also applies to students who have previously received an exit award and are returning to complete their original programme.