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/