Common questions and known issues

If the subject has MSS or WPL in a green chip beside the name, it means that it is a Multi Session subject (MSS) or Workplace Learning Subject (WPL).

A: If the form has been fully approved, someone with the HOS role needs to visit the form and reverse the approval. If the form has not been fully approved then the current role can simply select the “Return To …” button to send it back. (For example: in the Moderation & Grades form, if the Convenor and Moderator have completed their parts, but SAC has not given the final approval, the SAC can return to either Convenor or Moderator.)

The Subjects Team enter the subject convenors and moderators via ACSES (Academic Course and Subject Entry System) based on information from the Head of School.

Due dates on the home page indicate when the work is to be completed.

In most cases, the submit/approve buttons have not been clicked. If you have clicked the appropriate button, and the subject does not appear as signed off, please log a job in Cherwell for support.

This is because the form is not yet in the MODERATOR state. The convenor needs to complete all their mandatory fields prior to submitting the form to the moderator. Until this happens, your questions are greyed out. When the convenor completes their fields and submits this form to all moderators, you will receive an email stating this form is now ready for your input.

If the whole subject is going to be ready on time, you are recommended to wait for all cohorts to be ready (and for the form to be in MODERATOR state). If some cohorts will be delayed, then tick some subject declarations early so at least some cohorts can be transferred. Note: the whole cohort TA section at the bottom is a place for the convenor to record if something is likely to be late.

A: The form progress report (aka Sign-Off Status Report) provides an overview of all subjects in the School, what stage they are in and the dates when each form was completed. A HOS or Admin person can produce this report to find out the progress for each subject and help manage the process.

A: All subjects except non-Coursework research subjects are required to be moderated each session. Multi session subjects only need to be moderated once in each delivery.

A. A multi-session or year-long subject uses all forms from the intake session.

The Subject Validation due dates will depend on the intake session and the form will appear in the list for the first session of delivery. The Moderation & Grades and Reflection & Planning forms will have due dates dependent on the final session.

Please see Multi-session or Year-long subjects for further information.

A. If your students do not complete their placements within the time frame of the session the subject is delivered in and you do not have all grades completed by the first SAC meeting, please follow the directions below.

• As convenor, fill in the ‘whole cohort TA’ in the Moderation and Grades form adding a comment explaining why the cohort will not be completed on time, and selecting a conversion date to get an extension on filling in the Moderation and Grades form (WPL should already be there as a reason). This will suppress the reminders until the extended date.
• In the reflection and planning, you can wait until the information is available which can mean waiting some time even up to the next SAC meeting. The reminders will come, but they can be ignored as these already state WPL subjects are likely to be on a different time scale.

WPL subjects can have a much different timescale and so will be reported separately.

Yes, all honours subjects are moderated. Coursework within honours should be considered a normal subject and so moderated like most other subjects in a school.

Please see Assessment Policy, Assessment - Conduct of Coursework Assessment and Examinations Procedure and Course and Subject Quality Assurance and Review Procedure for further information.