Dealing with BIRMS End of Session errors

EoS End of Session thumbnail red - NEWInformation to help you to understand and resolve errors:

 

 Resolving common Degree Classification calculation errors

Errors: processing marks in BIRMS

 

This Module/Component does not have any students registered onto its Components

A released ART or degree classification has been reopened and reprocessed for the Main assessment period, but reassessment recommendations for module marks have not opened the Supplementary assessment period for BIRMS Marks Entry.

To reprocess recommendations in BIRMS for affected students in the Main assessment period to register them on modules in the Supplementary period:

  • Go to ME05 Calculate/Amend Module Marks page in BIRMS Marks Entry for the affected student/module;
  • Tick Correction Approved checkbox and press the [Save] button to re-release the module mark and recommendation.

The Supplementary period for that student/module should now be accessible.

WARNING – Component Structure INACTIVE so no changes can be saved.

The component structure in BIRMS is inactive in Component Manager, so:

  • Check the component structure by eye or press [Check Component Structure] to ensure that it is correctly structured to activate;
  • Tick the ‘Important Information’ checkbox and [Activate Component Structure].

Various Component Marks Import File errors stating that file is invalid or contains invalid data

The component marks import file is invalid in one or more of the following ways:

  • Has an invalid format (not .CSV);
  • The header fields - the cells containing the descriptors ‘Assessment Period’, ‘Term’, ‘Component’, ‘Student ID’, ‘Mark’ and ‘Lock’ - have been moved or contain extraneous data (not matching the format of import files created from BIRMS Marks Entry);
  • The data fields – the cells where component codes, component descriptions, student ID numbers, marks and locked Y/N - contain invalid data. NB: In this case, ‘invalid’ refers to something that BIRMS isn’t expecting, and can’t read or recognise.

Using a downloaded template import file from BIRMS Marks Entry for the erroring component(s) for comparison if necessary, check:

That the file is in .CSV format – if not, you should be able to Save As to create a csv version;

  • That the header fields are located correctly in the file, and that extraneous data has not been added to them – these fields function as signposts for BIRMS indicating the nature of each element of data, so if they not located correctly or there are extra characters, BIRMS won’t be able to recognise the headers, read what the data is and where it should be placed during import;
  • That the data fields are located correctly in the file, and that the data entered can be read by BIRMS
  • Component codes must be correct and in the appropriate format (5 digit module code and suffixes denoting their place in the component structure), with no extraneous data;
  • Component descriptions must match the descriptions in Component Manager which also display in Marks Entry – any different or extraneous data will render the description unreadable by BIRMS;
  • Student ID numbers must be correct, with no extraneous data (such as names, etc);
  • Marks must be in the appropriate numeric format (no alpha marks for components), and must have a valid value (no minus values, for instance), with no extraneous data;
  • The BIRMS-readable values in the ‘Lock’ column can only be either ‘Y’ (yes – lock)  or ‘N’ (no – don’t lock).
  • Make sure that only students who are registered on the module are included in the import file.

This module does not have a pass mark defined for it in Banner.

Email the Curriculum Management Team (curriculummanagement@contacts.bham.ac.uk) – they will be able to check Degree Attributes and CRN codes to resolve the issue.

Module “XXXXX” is either a dissertation module that does not have correct Schedule Type recorded against it in Banner or is a taught module where the Assessment Period selected is for Dissertation

In Banner, taught modules have a Schedule Type of Z, whereas dissertation modules have a Schedule Type of X – this distinguishes between the module types, and controls the Assessment Period within which marks may be entered for the module.

If this status is incorrect:

  1. Remove any student registrations on the module in the current academic year;
  2. Contact the Curriculum Management Team (curriculummanagement@contacts.bham.ac.uk) and request that the module’s Schedule Type be amended;
  3. Re-register students for the module once it has been confirmed that the Schedule Type has been amended.

Error encountered while copying End of Session data to Banner – Grade Code/Mode XX is not valid for subject XX course code XXXXX

This occurs where specific Extenuating Circumstances recommendations (M, ME, MI or MX) are applied to a module mark for second/third attempts at an assessment, but their relationship with the recommendation from the previous assessment period creates an error.

Check any previous recommendations for the module to ensure that the recommendation you select is appropriate for the situation and the assessment period, i.e:

  • MX cannot be applied in the Supplementary period following an SU in the Main period – look at the Main and Supplementary circumstances for the student to ascertain which scenario is correct ...
    • The Main period SU is incorrect (maybe there were there EC’s agreed but not reflected), in which case the SU should be corrected to M, so the Supplementary period MX can stand
    • The Main period SU is correct, so the Supplementary period MX (which would create a ‘sit’ in the next academic year) can’t apply as the Supplementary assessment is a second (capped) attempt – a more appropriate Supplementary recommendation in this case would be RS

 

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Errors: processing for continuing students

 

There is no programme year for this student to progress to or the student is in their final year

Either:

  • apply a different ART (possibly ART J or ART K);
  • or if this is a flexible PGT programme and additional programme years need to be set up, contact Taught Student Administration.

Student does not have a matching degree record

This error will occur when a student has had an ART E in the Main Assessment Period (which has transferred them onto a new programme in the next academic year) and you are trying to release an ART E in the Supplementary Period.

Please contact Taught Student Administration who will update the student’s degree record so that the ART can be released.

ART %ART% cannot be applied to this student as they have an invalid status

Student’s registration status (e.g. Never Arrived, Leave of Absence,  Leaver) will prevent you applying an ART.

NB: You should be able to apply an ART W for a student with Leave of Absence status.

If the student's status is incorrect, contact Taught Student Administration.

The "Date of Leaving" entered is invalid. The date should be of the format DD-MON-YY

If you need to amend the default Date of Leaving for an ART B, ART F, ART G or ART U, please enter the date in the correct format, e.g. 22-JUN-15.

A Date of Leaving must be entered for the ART to be released

If you have calculated or selected an ART B, F, G or U and there is no date in the Date of Leaving field, you will need to enter the date in order for the ART to be released.

Outside of the standard Main, Supplementary and PGT Dissertation Periods, this is normally the date of the Board of Examiners meeting at which the Exam Board decision was ratified.

This student cannot proceed with an ART A to the following year of the programme because at least one of their modules has not been passed

  1. Check whether the marks and module recommendations are correct. If not, amend the marks and module recommendations, then recalculate the ART.
  2. If the student now has module recommendations of P or PE for all their non-excluded modules, you will be able to release the ART A.
  3. If the marks and module recommendations are correct, you will need to select a different ART.

ART %ART% requires that all module registrations must have a mark

Click on the [M] button to view the student’s module registrations and marks to identify the missing mark – you should then be able to process the missing mark and recalculate the ART.

ART %ART% requires that all module registrations that have a mark must have a module recommendation

Click on the [M] button to view the student’s module registrations and marks to identify the missing module recommendation – you should then be able to process the missing recommendation and recalculate the ART.

ART %ART% requires that all module registrations must have a mark and a module recommendation

Click on the [M] button to view the student’s module registrations and marks to identify the missing mark and/or module recommendation – you should then be able to process the missing mark and/or recommendation and recalculate the ART.

Student has too many AP(E)L credits, cannot calculate degree for this assessment period

Students on PGT programmes can use pre-awarded credit towards their degree subject to a maximum of two thirds of the total number of credits.

If this total is exceeded, the degree classification will not calculate – contact Taught Student Administration.

ATAS clearance must be confirmed to allow release of ART

Refer to the ATAS FAQ in the 'ARTs processing' section of the End of Session FAQs.

Mismatch between Programme transfer and 'ATAS clearance obtained for' fields

Refer to the ATAS FAQ in the 'ARTs processing section of the End of Session FAQs.
Refer to the ATAS FAQ in the 'ARTs processing section of the End of Session FAQs.

No unreleased marks exist in ME05 for this student in this assessment period

In order to release an ART W (Release Marks), the student must have at least one unreleased mark in the assessment period in which the ART is being released.

Module %OTHER% is not active or has not been set up to run for the next academic year

This error will occur when you try and release a module recommendation of RS, RP, MI or MX for a module that isn’t active in the next academic year:

  • For RS or MX – contact the Curriculum Management Team (curriculummanagement@contacts.bham.ac.uk) who will activate the module for the next academic year;
  • For MI or RP – find out whether the module should be running in the next academic year – contact the Curriculum Management Team (curriculummanagement@contacts.bham.ac.uk) to reactivate the module for the next academic year if appropriate;
  • Use SB or MB if the module will not run in the next academic year, substituting the appropriate module; if there is no substitute module available, contact the Curriculum Management Team (curriculummanagement@contacts.bham.ac.uk).

This student has a status of LA and therefore cannot have any ART apart from ART W

If the LA (Leave of Absence) status is incorrect, please contact Taught Student Administration.

There are unreleased marks in the Main and/or Supplementary Assessment Period. Please release marks for these periods before attempting to release marks for the PGT Dissertation Assessment Period

In order for the dissertation mark and ART to be released in the PGT Dissertation Period, all marks in the Main and Supplementary Assessment Periods must have been released.

Click on the [M] button to identify marks without a release date.

If a previous ART was released that has locked the Assessment Period so you cannot release these marks, contact Taught Student Administration.

Student has a 'hold' and therefore marks and decisions cannot be released

No End of Session processing can be done until the Hold is lifted.

Active CRN already exists in 00XXXX (next term) for module XXXXX

(00XXXX = next academic year)

This usually occurs in the Supplementary and/or PGT Dissertation assessment period where the student is already pre-registered on the module for the next academic year.

  • Remove the module registration from the student’s next academic year in BIRMS Module Registration before attempting to release the ART again.
  • Contact the BIRMS Team.

 

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Errors: degree classification calculation

 

This GT student has not achieved enough credits with a mark of 40% or more

Click on the [M] button to view the student’s module registrations and marks.

There is guidance available on resolving common degree classification calculation errors.

This GT student has not achieved enough credits with a mark of 50% or more

Click on the [M] button to view the student’s module registrations and marks.

There is guidance available on resolving common degree classification calculation errors.

This student has not achieved sufficient credits at level H or above

Click on the [M] button to view the student’s module registrations and marks.

There is guidance available on resolving common degree classification calculation errors.

This student has not achieved sufficient taught credits at level M

Click on the [M] button to view the student’s module registrations and marks.

There is guidance available on resolving common degree classification calculation errors.

This Postgraduate Taught Student has attempted more than 180 credits

Click on the [M] button to view the student’s module registrations and marks.

There is guidance available on resolving common degree classification calculation errors.

This Student has not achieved sufficient credits of level %LEVEL%.

Click on the [M] button to view the student’s module registrations and marks.

There is guidance available on resolving common degree classification calculation errors.

This Student has not attempted sufficient credits

Click on the [M] button to view the student’s module registrations and marks.

There is guidance available on resolving common degree classification calculation errors.

This Student has not achieved sufficient credits.

Click on the [M] button to view the student’s module registrations and marks.

There is guidance available on resolving common degree classification calculation errors.

This Student has too many stage 2 credits

The student may have been permitted to take modules at a higher level, e.g. a Level I module during Year 1.

BIRMS will allow you to amend the stage of the module in ME05 so that it is credited to the correct stage when the degree classification is calculated.

There is guidance available on resolving common degree classification calculation errors.

This Student has too many stage 3 credits

The student may have been permitted to take modules at a higher level, e.g. a Level H module during Year 2.

BIRMS will allow you to amend the stage of the module in ME05 so that it is credited to the correct stage when the degree classification is calculated.

There is guidance available on resolving common degree classification calculation errors.

Alternatively, the programme may have an incorrect number of credits recorded in Banner – contact Taught Student Administration.

This Postgraduate Taught Student has not attempted the minimum required %value% credits

Click on the [M] button to view the student’s module registrations and marks.

There is guidance available on resolving common degree classification calculation errors.

This GT student does not have a weighted mean mark of at least 50% in Level M modules

Click on the [M] button to view the student’s module registrations and marks.

There is guidance available on resolving common degree classification calculation errors

This GT student does not have a weighted mean mark of at least 50% in Taught Modules

Click on the [M] button to view the student’s module registrations and marks.

There is guidance available on resolving common degree classification calculation errors.

This Student is on a Programme for which automatic degree classification calculations cannot be performed

If you believe that the degree classification should calculate for this student, contact Taught Student Administration.

This student is not in a Graduatable Year

In order to calculate a student’s degree classification, students need to be registered on a programme year that is set up as either G (Graduatable) or F (Final) year in Banner – contact Taught Student Administration.

Total Required Credits have not been set up for this Programme

The Total Required Credits for each programme need to be set up in Banner – contact the Curriculum Management Team (curriculummanagement@contacts.bham.ac.uk).

 

 

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