Examination results

The Academic Records Office (ARO) will produce a results template in advance of each exam board meeting providing meeting dates have been supplied. Once results are submitted to ARO (via the Weblearn Results Drop Box), they are processed and made available to students. 

The Academic Records Office (ARO) will endeavour to send a results template and examiners signing list to course administrators in plenty of time for the examiners’ meeting (where the date of the meeting has been communicated to ARO). These will be provided via the Weblearn Results Drop Box. Normally, this will be after the examinations have taken place so that student withdrawals etc. are accounted for.

The results template should be completed by the course administrator/Chair of Examiners with both the Individual Assessment Unit marks/grades and Year Outcomes. Please note that only whole numbers should be used for results reported as marks, and these should be on the 100 point scale.

It is essential that the template is returned in the correct format, so please take some time to read through the guidance provided on WebLearn. If any exam entry information has changed (eg student withdrawal or change of option) since the template was created, please refer to ‘Managing Changes to Entry Information and the Results Spreadsheet’ before you edit the spreadsheet.

Columns A – H of the template must be printed ensuring that all the columns have been widened in order to view all data. The Chair and all Examiners must then sign the declaration form confirming the results and then this and the hard copy of the results template must be delivered to the Academic Records Office (ARO) at the Exam Schools. The completed results template must also be uploaded to the secure site in Weblearn.

PLEASE NOTE: If there are any absences at the Examination Board, prior absence approval must be received from the Proctor’s Office otherwise this may result in a delay in the processing of results.

If you are submitting results for BPhil, MPhil, MSt or MSc at interim points of the year, the external examiner may attend the interim meetings by teleconference. If they ‘attend’ this way then they should send an email to the Chair of Examiners confirming that they have taken part in the assessment of the candidates and agree with the exam board’s decisions. This email should then be printed out and submitted with the form signed by the rest of the exam board to the ARO as per normal. The wording of the email should follow: “I attended the Examination Board meeting for [examination details] on [date] by teleconference and confirm that I am agreement with the decisions made by the Board.”

The external examiner is required to attend the final meeting in person.  

On receipt of the declaration and results template, the Academic Records Office (ARO) will upload the results file into SITS:Vision. Course administrators/Chairs of Examiners are then invited to review the results via the eVision Exam Board data-views. The course administrator/Chair of Examiners have 48 hours to check the results and confirm with ARO by email they are happy for results to be released to students. If a Course Administrator/Chair of Examiner wishes the results to be released later than 48 hours then they must discuss this with the ARO.

Once results are released, students receive an automatic email informing them of this and that they are available to view in Student Self-Service. College staff can view a list of results that have been released in WebLearn

Students can view their results via Student Self Service (their Single Sign On account should remain active for eleven months after the completion of their course).   Any student who did not verify their details in Student Self Service during the Registration period, will be unable to access Student Self Service in order to see their results. This will affect students who have returned from suspension, as they will not have had the opportunity to register. Therefore students in this situation will need to obtain their results from their College or Department.

Staff with appropriate access can view Exam Results via data views in eVision: access is granted by Information Custodians. Colleges are alerted when results have been released an automated email notification which is sent to an appointed College contact (please email ARO if you wish to update your appointed College contact: aro@admin.ox.ac.uk).

Further information is available in Section 12 of the Policy and Guidance for examiners.

For any help or further guidance please email aro@admin.ox.ac.uk.

Related pages: Examination marking, Examination entry

Related documents: