March 2015

Operation of Subject Examination Boards

Sarah LaneSenior School Manager, School of Law

I. Structures & ResponsibilitiesII. Organisation & Key DatesIII. Operation, Introduction to Subject Level

Reports & Decision MakingIV. Attendance at Subject BoardsV. Guidance

Structures & ResponsibilitiesDetails as to the constitution, membership and responsibilities of Subject Examination Boards are provided by Regulation 9www.keele.ac.uk/regulations/regulation9/

Regulation 9 distinguishes between:i. Dual Honours Undergraduate Awardsii. Other Awards

Structures & ResponsibilitiesConstitutionDual Honours Undergraduate Awards: “shall be the relevant academic staff of the Department/School together with such other categories of persons as the Senate may determine, which shall for FHEQ Level 5 and FHEQ Level 6 modules include the relevant external examiner(s).”

Other Awards“shall be the relevant academic staff of the Department/School together with such other categories of persons as the Senate may determine, which in relation to those modules which contribute to the final award shall include the relevant external examiner(s)”

Structures & ResponsibilitiesResponsibilitiesBoth categories of Subject Examination Boards have responsibility for the following functions:i. To agree on the questions to be set;ii. To consider any extenuating circumstances notified by students and to make decisions or recommendations in accordance

with the provisions of Regulation 8;

Dual Honours Subject Examination Boards will consider and make recommendations to the relevant FHEQ Level 4, 5, or 6 University Board of Examiners on the following matters:iii. the assessment marks to be awarded to each student for each module;iv. the academic progress of students and, where relevant, reassessment of, or awards to, individual students;v. the award of University prizes.

Subject Examination Boards for Other Awards will consider, agree, and make decisions on the following matters:vi. the assessment marks for each student for each module;vii. the academic progress of students and, where relevant, reassessment of individual students;viii. recommendations to Senate on awards and classifications, if any, to be made to individual students;

Structures & Responsibilities

Recommendations

Decisions as to Progress, Awards

Confirmation Of Awards Senate

University Boards of Examiners:

(FHEQ Levels 4, 5, 6)

Undergraduate Subject Examination Boards :

Faculty of Humanities and Social Sciences

Faculty of Natural SciencesSchool of Health and

Rehabilitation

Subject Examination Boards: Medicine

Nursing and MidwiferyPharmacy

PGT Programmes

Organisation & Key DatesAnnual Cycle of Events & Organisation of Subject Boards• Minimum Expectations and Requirements

o At least a month’s notice of the date of the Examination Board with provision of formal agenda a week prior to the Board.

• Good Practiceo Typical good practice includes provision, early in the academic year, of an outline of the scheduled

activity for the year.o Would include indicative dates of assessment periods for programme; indicative dates when

assessment papers may be sent for consideration and any anticipated requirements relating to dates for return of items; scheduled dates of Examination Boards.

o Would also include any broader programme specific information.

Sept

•Outline of key dates for the year, ideally including dates of meeting of Subject Exam Board

Jan•University Autumn Semester Examination Period

Jan/

Feb

•Sending on of Autumn Semester Assessment papers and accompanying ASS14 Reports

May

•University Spring Semester Examination Period•Exceptional Re-assessments to be considered as first attempts for finalist students

May/

Jun

•Sending on of Spring Semester Assessment papers and accompanying ASS14 Reports •University Autumn Semester Re-assessment Period• Undergraduate Subject Examination Boards

Jun/

July

•University Board of Examiner Meetings

Aug

•University Spring Semester Re-Assessment Period

Operation, Reports & DecisionsAssessment Processing• School will enter individual assessment items and calculate overall module marks.• External Examiners typically should receive selection of papers in accordance with

relevant University Regulation and these should be accompanied by the relevant assessment material, any mark schemes and assessment criteria, evidence of the internal second marking/moderation process, and a summary of the module marks for each module. Detailed in Regulation 8 that External Examiners should:

“see a sufficient number and range of papers and other assessed work from the whole group of students to be able to determine that the internal marking was appropriate

and consistent, and be given the opportunity to see the scripts of all students on borderlines, or who are potential first class honours or failing students;”

Assessment Marks Section

Assessment elements and % contribution to overall module mark.

Actual marks achieved for individual assessment items, and the percentage contribution to the overall module mark.

Where student is undertaking re-assessment , actual marks are greyed out in this section.

Module Results Section

The Assessment Attempt number.

The Actual Mark for the module.

The Actual Grade (eg P = Pass, F = Fail, EC = Extenuating Circumstances)

The Agreed Mark.

The Agreed Grade.

Credits awarded for the module.

The module Status (eg COM = Completed, RAS = Re-assessment)

Module Statistics and Signatures

Operation, Reports & DecisionsUndergraduate Candidates - Report AWD11• Used at Undergraduate Subject Examinations Boards.• Provides summary of module results (mark, grade, credits, completed attempts)

for modules undertaken at FHEQ Levels 5 and 6.• Confirms

o The route followed by each individual studento The credits awarded to each student at each stage of the programme, for the

programme overall and for each element of the programme o The calculated aggregate mark, the intended award, and the calculated award and class

Student Details

Name and Number displayed at Subject Examination Board stage

Module Results Section

For each candidate:• Row 1 details FHEQ Level 5 modules completed, including Agreed Mark; Grade; Credits; Assessment Attempt• Row 2 details FHEQ Level 6 modules completed, again including Agreed Mark; Grade; Credits; Assessment Attempt

Award Details Section

Credits achieved at each level of study, and total credits achieved.

Programme details, including: Route, Mode of Attendance, Aggregate, Credits within each subject.

Award details, including: Intended Award, Calculated Award and Classification, and Agreed Award and Classification.

1

2

3

Operation, Reports & DecisionsUndergraduate Candidates - Report AWD11

• Identifies candidates at the borderline of next highest degree classificationo Standard algorithm for each classification includes three different methods (strands) for achieving each classification

(applicable to students commencing FHEQ Level 4 prior to 2013/14).o Identification of borderline candidates is an automated process which highlights candidates who are close to

achieving a higher classification, based upon two of these strands.o Borderline cases are not identified between Pass and 3rd class honours.

• Subject Examination Boards are required too Consider all borderline candidates and make a recommendation for each to the University Examination Board.o Recommendations should be on basis of academic judgment.o Marks should not be adjusted to achieve the higher classification.

• After the Boardo Marks are agreed and recommendations confirmed with a School representative attending the University

Examination Boards.

Awards Section – Borderline Candidates

Borderline Classification identified by SCIMS.

At Meeting of Exam Board the Calculated Award would be shown.

Subject Examination Board considers Candidate and makes recommendation to University Board of Examiners.

•

Operation, Reports & DecisionsPostgraduate Candidates - Report AWD01• Provides a summary of each candidate’s programme of study:

o Modules followed, marks and credits awardedo Intended and calculated award, award mark, and classification

• Subject Examination Boards are required too Consider and agree all marks o Consider and agree final awards, including classification of award

Distinction = achieved an average mark of 70% over all FHEQ Level 7 modules, calculated in accordance with any weightings specified in course regulations, and a mark of at least 70% in the Masters dissertation. Merit = achieved an average mark of 60% over all FHEQ Level 7 modules, calculated in accordance with any weightings specified in the course regulations; and a mark of at least 60% in the Masters dissertation.

• After the Subject Examination Boardso Final agreed marks and awards are confirmed with central administrationo Central administration undertake final calculation of awards

Student Details

Name and Number displayed

Module Results Section

• A record of each module completed for each candidate.• Line 1: Confirms the programme followed.• Line 2: Provides the module records, and includes:

i. The module code, followed by the assessment attempt number in bracketsii. The mark awarded for the moduleiii. The credits awarded for the module, and the grade for the module

The Award Section

Appears directly below the Module Results for each Candidate, and provides details of: • Intended Award• Calculated Award• Credits Achieved• Classification• Once process completed, Agreed Award and Classification

Attendance at Examination Boards• Requirements for Quoracy are that 40% of voting members are present at the Subject

Examination Boards.• Where an External Examiner is unable to attend the meeting of the Subject Examination

Board, the Head of School will be responsible for agreeing alternative arrangements with the Director of Planning and Academic Administration.o Would include confirmation that External Examiner has been adequately involved in process, including having

received samples of assessments, provision of written confirmation of marks, arrangements for signing of final results sheets.

• External Examiners will provide written confirmation of marks together with details of any other observations or comments prior to the meeting of the board.

• Head of School will advise the meeting of the Board of the agreed arrangements and report any comments provided by the External.

• Following the meeting the results sheet will be sent to External Examiner for signature and return.

GuidanceGuidance on Subject Examination Boards is available via our Quality Assurance web:

http://www.keele.ac.uk/qa/examinationboards/