Assessment & Mark Entry

XML Course Assessment Results Creation and Checking Process


Introduction

Student Administration now has the ability to import first sit course assessment results from files in a prescribed XML format.  In semester 2 2011/2 this will only available to SMART and LMS users.

This document describes the recommended processes for producing these XML files for upload into EUCLID and the file format required. The files containing the results should be sent to Student Administration at examinations@ed.ac.uk. Further information about submitting course results to Student Administration is available at http://www.registry.ed.ac.uk/ease_secured/docs/Course_Results_Development_Guidance.pdf

The process must allow Schools to check the actual file that is to be submitted to Registry. XML files are not easily readable in their native format so the process allows for display of the XML file in Excel to enable checking. 

Mark and Grade combinations must be valid according to the Course Marking Scheme. Any invalid combinations will fail to upload into EUCLID.

For further information about the University Marking Schemes please see

http://www.studentsystems.ed.ac.uk/Staff/FAQ/Assessment_Results.html

and

http://www.ed.ac.uk/schools-departments/student-administration/exams/regulations/common-marking-scheme

Process

If the process used by the School to record results has been amended to produce results files in the correct XML format, the checking process below is strongly recommended.

Process diagram

 

 

 

 

 

Step

Description

1.1 Export XML file from local system

This step is determined by the local system used to record results and output the file to be uploaded into EUCLID.

1.2 Import to Excel using XML map template
  • Open XML results template.xls
  • Go to 'XML' tab
  • For Excel 2003: from menu select Data -> XML -> Import and select the file saved in step 1.1
  • OR for Excel 2010 click on cell A2, right click and select XML -> Import and select the file saved in step 1.1

1.3 Check results data on spreadsheet
  • Check all columns are populated correctly.  See ‘Results Data’ table below.

1.4 Errors in File?

If there are errors in file, go to 1.7. If there are no errors go to 1.5

1.5 Email file to Registry

Email file to examinations@ed.ac.uk.  If the file contains results for only one course then include the course name and code in the email subject. If there are more than one courses in then list the course names and codes in the message text.

1.6 Delete XML file

If an XML file has errors, the errors SHOULD NOT be corrected in the Excel file.  Close the spreadsheet and delete the XML file. If required the spreadsheet can be saved for reference (using File -> Save as...)

1.7 Fix errors in local system

Errors should be fixed in the local system/source spreadsheet where results are recorded. When the errors have been fixed, re-process from 1.1.

Results File column

The following table explains the data required in the XML file

Column

Notes

Exam number

Exam number  **

Exam number

Exam number  **

UUN/Instance

UUN/instance ** one of or both UUN/instance and Exam Number are acceptable

Surname and Initials

SURNAME INITIALS upper case as recorded in EUCLID

 

Academic Year

Course instance academic year format YYYY/Y e.g. 2011-12 = 2011/2

Period Code

Course instance period code (upper case) e.g. SEM1

Course Code

Course instance course code (upper case)  e.g. ACCN08009

Course Occurrence

Course instance 'availability' code (upper case) e.g. SV1

Default Value

999 (always)

Mark

Mark Achieved.

  • Grade Only marking scheme: leave blank
  • Mark and Grade marking scheme: Mandatory

Grade

Grade Achieved:

  • Grade only marking scheme: Mandatory
  • Mark and Grade marking scheme: This can be left blank if the Grade to be assigned is ‘standard’ i.e. A1 through H.  In these cases EUCLID will determine Grade  according to Mark entered.  If a non-standard Grade (i.e not grades A1-H) is to be recorded then this must be entered (e.g. 'AN' - Absent). If a grade is blank it will be populated in EUCLID as follows

    Mark Range

    Grade Assigned

    90-100

    A1

    80-89

    A2

    70-79

    A3

    60-69

    B

    50-59

    C

    40-49

    D

    30-39

    E

    20-29

    F

    10-19

    G

    0-9

    H

(SMART only) 'SMART Result'

Result exported by SMART (leave blank if not SMART)

 

(SMART only) - 'SMART Comment'

Comment exported by SMART (leave blank if not SMART)

 


Accessibility menu