(Old Pilot) Fill in the final assessment form for an MSc internship, thesis or research practice (task for examiner) via case (only for the pilot chair groups)
NOTE: this describes the 'old' pilot that was used in the 2021-2022 Academic Year. It is available for those chair groups in the initial pilot that want to finalize projects that were initiated in this pilot.
This manual describes how the examiner fills in the final assessment form and finishes a case process for an MSc internship, thesis or research practice. The case process is not used for the BSc thesis or internship.
For secretaries that have Administrative Procedures Support for courses: this does not work for the case process for internship, thesis or research practice. Only the coordinator and examiner of a chair group have a role, as well as the supervisors who are appointed by the coordinator.
In the academic year 2021-2022, this process was tested by a number of chair groups.
For the persons involved in the test: if you experience problems, have questions about the process and/or remarks about the manual, or need help, please contact Lisette Graat ([email protected]).
This message is for administrative support persons entering the grades in the online assessment form and for another examiner within the chair group who did not make the final assessment:
Please type in the explanation box (see at number 13 in this manual) the name of the examiner that is on the Excel assessment form. Ask the examiner to finish the case for the student. This can only be done by the appointed examiner, not by an administrative support person.
Please find all documents (e.g. assessment form and rubrics, course guide, learning agreement) on the ESA portal: all documents
If you see the tile Case (see screenshot below) in your start screen of OSIRIS, you should not use it if your chair group is not in the test phase. It will become available for all chair groups next academic year (2022-2023).
Pilot chair groups are: ABG, ADP, BCT, GRS, HAP, NEM, SLM, TOX, WRM
Test date: Preferably process the grade for a thesis, internship or research practice on the day it becomes known. And if this is shortly before the last (working) day of a month, bear in mind that you will not exceed this. Otherwise, the student will know later whether they graduated and in most cases not request for unsubscribe from university and therefore have to pay an extra month's tuition fee because the grade has not yet been entered. It is agreed that the result will be determined in OSIRIS no later than 10 working days after completion of the last part (e.g. after the oral defence or submission of the final version of the thesis, etc.).
Beware that August 31, is a very distinct deadline, and that grades obtained before September 1st need to registered before September 1st.
For all other times: When the grade is the last grade for the student, be aware if you go back to the previous month, the student can still graduate in that previous month. The student, however doesn't go into the graduation batch for check by the examining board. The formal decision will even be a month later. The student must already disenrol from University with reason="graduation". The disenrolment will be processed retroactively after the grade has been registered. In that case the student doesn't have to pay the extra tuition fee.
Go to OSIRIS-Lecturer
Only study advisors and coordinators for thesis, internship and research practice will see the "student" menu. If you are an examiner or course coordinator of at least one course, you will see the "grade" menu. The "case" menu is visible to the coordinators of the thesis, internship or research practice and supervisors and examiners that have access to a case process for a thesis, internship, and/or research practice.
1. If you are the appointed examiner, you are getting a notification in the "Case" tile for entering the grades in the online assessment form.
2. On the right hand side you can see the actions that you need to do. Here an example for which students the next action in the case process is needed. This could be for an internship, thesis and research practice. E.g. for internship, click on the number 1. By clicking exactly on the number, the student appears.
If the examiner has changed, please ask your coordinator to change this! Only in that case the new examiner will get the notification in "Case" and is able to both fill in the assessment form and close the case.
In case of emergency (e.g. the appointed examiner unexpectedly is not able to fill in the form), also other examiners (and persons with an administrative support role) within the chair group can enter the grades in the online assessment form by using the "Grade" menu. Go to the thesis, internship or research practice and follow the steps 3 and further of the manual: Fill in the final assessment form for an MSc internship, thesis or research practice (task for all examiners from 1 September 2021) Beware that now the case is not closed yet. This can only be done by the appointed examiner (see below).
1. Click on the action "Go to the results (tab Grade)".
2. Click on "Enter assessment form".
3. In order to fill in the final assessment (the screenshot is for an internship), you have to tick the Conditions:
The conditions are different for internship, thesis and research practice! See the screenshots below.
If all the boxes are ticked, the assessment form will appear, and you can start to enter the grades for the (sub)categories. The main categories are Performance, Report (either the Context/Internship report, the Thesis or the Research report), Oral presentation, and Oral defence, which consist of subcategories.
Note that for a sufficient final grade for the thesis and research practice, the grades for all of the categories need to be at least 5.50 (sufficient)! Please check that before you sign the grade, as OSIRIS returns the calculated final result, even if one of the categories is insufficient! So if one of the main categories is insufficient, but the calculated final grade is sufficient, you have to untick the box "The student completed the ......thesis or research practice". Then INCOMPL will be the final result.
- If the overall final grade at the bottom of the form is sufficient, only tick the box if each of the categories are sufficient!
- If the overall final grade at the bottom of the form is insufficient (<5.5), then the insufficient grade can be saved and signed!
N.B. Within a main category there could be insufficient grades for subcategories, as long as the average grade for the main category is sufficient (at least 5.50).
For an internship only the overall final grade needs to be sufficient; not each of the categories have to be sufficient!
For an internship and research practice the reflection report needs to be sufficient; so only tick the 2 boxes for the reflection report if it is a PASS. For a thesis there is no reflection report.
TIP: use the Excel file for the assessment (both supervisor and examiner have their own), then it is clear when the final grade is an INCOMPL ('partially completed'), as Excel is warning for an insufficient grade of a main category.
4. If not all boxes are checked, INCOMPL ('incomplete') will be filled into OSIRIS.
If all the tick boxes are checked, these turn pink, and the assessment form becomes visible.
Only give an INCOMPL ('incomplete') if there has been a substantial amount of supervised work. In order to be able to fill in the final assessment, the supervisor has to upload all the needed documents (assessment forms plus report(s)). If no (complete) report is available, a document must be uploaded by the supervisor stating why an incomplete is given. For example, after x months and several emails and phone calls, the student has still not turned in a report, but has already given a presentation. The supervisor then also uploads the assessment form with grades for the performance part of the assessment form and the oral presentation in the case process.
The assessment form for an internship is shown below for the following categories: Performance, Context report/Research report, Oral presentation, Oral defence, Underpinning of grading, Feedback to the student, and Grade. For an internship the weights for these categories are: 50-40-5-5. For a thesis and a research practice these weights are: 40-50-5-5. Weights are fixed, and cannot be changed.
Note that the assessment forms are different for internship, thesis and research practice!
5. The weight of a category (here performance) is shown top right. This weight cannot be changed; weights are fixed.
6. The grades for the subcriteria needs to be chosen from the drop-down menu. Integers can be typed and with Tab you can proceed to the next part. For a grade with a digit, these have to be chosen from the drop-down menu. Only the grades shown in the drop-down menu can be used. From 1 September onwards, grades are added, i.e. 1.5, 2.5, 3.5, 4.5, 5.5). For now the decimal point cannot be in the form. In 2021-2022 the decimal point is shown as a comma, sorry for the inconvenience.
7. Once all the fields are filled in, then the average result for the category will be shown instead of "Not all fields are filled in yet".
8. Underpinning of grading is compulsory! Use the information of the assessment forms of both the supervisor and examiner. This information is not visible for the student, but can be used for accreditation purposes. Examiners are expected and encouraged to write a well motivated underpinning. See an example in the screenshot below.
9. Feedback to the student is optional. The student can see both the underpinning of grading and the feedback to the student in OSIRIS. You can give feedback to the student also after the oral examination and does not have to be in this part of the form. This feedback is valuable for the student. Beware that for accreditation purposes also the feedback to the student is visible.
10. The box for underpinning can be enlarged by dragging the upper lower corner.
11. When all parts are completely entered the final grade is shown at Grade. This is the grade with 1 digit exactly, e.g. 7.2 or 7.3. This grade will be rounded to a 7 or 7.5 respectively, for the result of the student. For the examiner only the grade with the 1 digit exactly is shown.
12. Take care of entering the correct test date; the day on which the last part of the assessment was completed! For more information: What 'Test date' do I use at grade entry?
If you are too late with grade entry and want to go back further than 10 working days, this must always be discussed with SSC whether this is possible for these student(s). Beware that August 31, is a very distinct deadline, and that grades obtained before September 1st need to registered before September 1st.
13. If the final grade is INCOMPL or insufficient: Give an Explanation for the reason of the INCOMPL result. If this explanation is not given the grade cannot be saved, as an Error occurs.
14. Save as draft (is just saved temporarily) or Save as draft grade. With the latter, the grade is now in concept, but still can be changed until it is signed.
15. At this stage the assessment form can still be changed. If you wish to change, click on Change assessment form. If you are sure that the grades are entered correctly, click FINISH to close the case of this student. Only the appointed examiner can close the case! Not one of the other examiners in the chair group.
Go back to the start menu of OSIRIS. At Grade you see the pending grades. These grades are not finalized yet. Click on the number (here 1).
16. Click on the arrow to see all the grades that are pending.
17. Click on MAKE SELECTION.
18. Select all rows. The box will turn pink. In this screen you cannot select a single student. All pending grades here are simultaneously signed.
19. Next SIGN ELECTRONICALLY.
Other examiners in your chair group could still have students for which they need to finalize the grade. By not choosing a single student, clicking the SIGN ELECTRONICALLY button in this screen will make all the draft grades final!! In that case, SSC need to be contacted. They will take care that the result is removed, after which the examiner needs to fill in the form again. Also the secretary should change the provision percentages after the new c.q. correct form has been made final.
If you only want to sign the grade electronically for one single student, follow the steps 28-35 of the manual Fill in the final assessment form for an MSc internship, thesis or research practice (task for all examiners from 1 September 2021)
Inform your secretary immediately after registering the result that the final grade is entered as they have to check and arrange the provision percentage (in Dutch: verzorgingspercentage). This is especially important if more chair groups are involved in the supervision. The provision percentage cannot be adapted in OSIRIS-Lecturer! The provision percentage can adjusted in OSIRIS for secretaries via the manual How do I enter the provision percentages for a Thesis/Internship/Research Practice student?
If you do not finish the case in the menu CASE (see action point 15 above) then you don't see pending grade at the GRADE menu, but in Grade it is shown that you have 1 (or more) students for which a grade must be registered.
Click on the number one to go to the course for which the grade needs to be registered.
20. Final assessment forms that have to be filled in are shown with "No grades".
21. Final assessment forms that are filled in, but still have to be finalized (signed) are shown with "Pending".
22. Final assessment forms that are finalized (electronically signed) are shown with "Completed".
Click on the course code with the desired number of ECTS for which you want to fill in the assessment form.
24. All the students for this course and credits are shown, on the right hand side. You could scroll through the list to find the student, or type in the student number or name to search that student.
Click on "Enter assessment form" for the students for which the assessment form needs to be entered.
25. For the completed forms, it is possible to look into the assessment form. Click on "Show assessment form".
26. Assessment forms that are not signed yet, can still be changed. Click on "Change assessment form". If it does not need change, follow the steps below to finalize the grade.
27. Click on SIGN to sign the grade.
28. After that, you will have to SIGN ELECTRONICALLY to make it final. Be aware that you only search for the student where you have to finalize the grade for. Other examiners in your chair group could still have students for which they need to finalize the grade. By not choosing a single student, clicking the SIGN ELECTRONICALLY button will make all the draft grades final!! In that case, only SSC can correct grades!
N.B. All examiners per course can see all the students for which action is needed. Only finish and finalize the assessment forms if you are the appointed examiner, unless you are asked to replace another examiner.
If you finalize the grade from the steps above. Then after SIGN ELECTRONICALLY, don't forget to go the CASE menu again (step 1 above), and FINISH the case process (step 15 above). Now the case is completed.