Fill in the final assessment form for an MSc internship, thesis or research practice

The procedure outlined on this page is the way to finalize the assessment of all MSc theses, internships and research practices for which the administrative procedure (from the learning agreement onwards) was not registered in Osiris (case).

From August 15 2022 onward, the administrative procedures for thesis can be supported by Osiris (so-called case-process). For projects started in that way, most of the steps described below are either integrated in that process or take place behind the scenes and do not require any action from examiner, coordinator or secretary.

From 15 November onwards, all theses and research practices started, must be administrated using the case process. The case process for internships will be operational  Mid January 2023. For more information see: (New Procedure) MSc Thesis, Internship & Research Practice  

This manual describes how the examiner fills in the final assessment form for an MSc internship, thesis or research practice. From 1 September 2021 onwards all examiners should use these online assessment forms to finalize the grade. This way of entering grades in this way is available until the end of academic year 2022-2023.

From mid-April 2021 onwards, the online assessment form was tested by a number of chair groups, and some minor changes were made. 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 the name of the examiner that is on the Excel assessment form that is archived at the secretariat!

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 in the academic year 2022-2023.

For all students that have not started a Case, and finish their thesis, internship or research practice, the chair group had to archive all assessment forms and reports !!

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 31 August is always a distinct deadline!! Thesis/Internship/Research Practice grades obtained before September 1st, need to be registered before September 1st!!

For all other times: When the thesis 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.

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. (currently only available to use for the pilot chair groups).

Before having the oral defence of the thesis, please let your secretary enrol the student according to the manual How to enrol a student for an MSc Thesis/ Internship/Research Practice - via student search? or in Dutch:  Hoe schrijf ik een student in voor een MSc Thesis/Internship/Research Practice- via student zoeken? . Please choose the correct code and correct size (ECTS). If your student is not enrolled for the right test, you secretariat needs to disenrol the student and then enrol the student to the correct code and ECTS.

Beware that you cannot use the online assessment form if the student was enrolled in the previous academic year! If this is the case, please ask your secretary to disenrol the student from the previous academic year and enrol the student in current academic year.

Go to OSIRIS-Lecturer

1. Choose Grade from the menu and go to the course for which the grade needs to be registered. Or alternatively,

2. On the right hand side you can see the actions that you need to do. In this case, for how many students the grade needs to entered. This could be for an internship, thesis and research practice. E.g. here 3 grades need to be entered; click on the number 3. The courses for which a grade needs to be entered will be shown.

3. Final assessment forms that have to be filled in are shown with "No grades".

4. Final assessment forms that are filled in, but still have to be finalized (signed) are shown with "Pending".

5. 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.

6. 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.

7. For the completed forms, it is possible to look into the assessment form. Click on "Show assessment form".

8. 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 from 24 and further to finalize the grade.

Be aware that if grades are final, SSC should be involved for correcting grades! SSC will take care that the form is cleared, after which the examiner should fill in the form again. Beware that your secretariat then again has to fill in the provision percentages!

If all the boxes are ticked, the assessment form will appear, and you can start to enter the grades for the assessment criteria. The criteria are grouped in the following main categories: Performance, Report (either the Context/Internship report, the Thesis or the Research report), Oral presentation, and Oral defence.

Note that for a sufficient final grade for the thesis, research practice and internship (the latter as of 2022-2023), 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 assessment criteria, as long as the average grade for the main category is sufficient (at least 5.50).

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. Note that for the student an INCOMPL will show as INSUFF (see Result grades ).

6. To enter a grade, click on "Enter assessment form".

9.  In order to fill in the final assessment (the screenshot is for an internship), you have to tick the Conditions:

10. 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.

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!

11.  The weight of a category (here performance) is shown top right. This weight cannot be changed; weights are fixed.

12. The grades for the assessment criteria need 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.

13. 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".

14. Underpinning of grading is compulsory! Use the information of the assessment forms of both the supervisor and examiner. The Excel assessment forms guide you in giving the underpinning. Examiners are expected and encouraged to write a well motivated underpinning. See an example in the screenshot below.

15. 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.

16.  The box for underpinning can be enlarged by dragging the upper lower corner.

17. 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.  Within  OSIRI- student, OSIRIS-lecturer and OSIRIS-basis,  the grade rounded to 1 digit will be visible. However, in the study progress overview (and final grade list) of the student the rounded grade is shown (7 if it was 7.2, and 7.5 if it was 7.3). The rounded grade is used in the calculation of  the weighted average for the student.

18. 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.

For all other times: When the thesis 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.

19. 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 (see screenshot below).

19. 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 the name of the examiner that is on the Excel assessment forms that are archived at the secretariat!

20. If you have entered the form choose 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.

21. 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 SIGN. Now the grade is pending, and still needs to be finalized.

22. Click the green SIGN ELECTRONICALLY button to complete. A message will appear (very briefly) indicating that the final grade has been successfully signed.

23. If desired, a pdf can be created with the details of the grade. Click on "CREATE GRADE LIST" (see screenshot below).

In the start menu of OSIRIS lecturer you will see the number of pending grades

24. 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).

25. Click on the arrow to see all the grades that are pending.

26.  Click on MAKE SELECTION.

27. Select all rows. The box will turn pink. Be aware that in this screen you cannot select a single student, so be sure all the pending grades are correctly entered! All pending grades here are simultaneously signed.

28. Next SIGN ELECTRONICALLY.

28. 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.

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?

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.

Instead of clicking on "1" (as in step 24) click on "Grade".

29. Choose Yes and only the courses where a grade can be entered appear or are pending are shown on the right hand side. By typing the course code, only this course is shown. You can see which grades need to be entered, which are pending, and which are completed.

30. Do not forget to click on SEARCH.

31. Here, click on the course with the required ECTS. The students for which grades should be signed and electronically signed appear.

32. Click MAKE SELECTION.

33. Use the arrow to select or de-select all rows. By checking the box behind a single student, this will become pink.

34. Next, you can now sign the selected student only.

35. SIGN ELECTRONICALLY will make the grade final. For creating a grade list for this student see steps 22 and 23.

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 be adjusted in OSIRIS-basis for secretaries via the manual How do I enter the provision percentages for a Thesis/Internship/Research Practice student?