Examination Boards – briefing for
secretaries
Spring/Summer 2017
Academic Services – Quality and Standards
Paul Cecil – Quality & Standards Manager
Anna McCall – Quality & Standards Advisor
Introduction and agenda
1) Welcome and introductions
2) Context
3) Documentation and references
4) Role
5) Changes to content for 2016/17 [see SCA17-08]
• Standardized statistical reports
• Non-attendance of external examiners
• Use of telephone or other telecommunication technology
6) Membership
7) Accuracy of attendance records
8) Type of Board
9) Q&A
Context
• Formal decisions of the University
• Culmination of all student study
• The official record of decisions and can be used in
appeals, complaints and legal challenges
• Only an exam board can confirm an award
• A matter of public record that transforms the lives of
our students
Documentation and References
Background / contextual
information
Centrally produced
decision guides will be
made available for all
Boards in 2017.
Secretaries to ensure all
paperwork is in place
GEAR
• Applies to all taught
courses leading to a
University of Brighton
award
• Available to all staff,
students and external
examiners
Decisions Guides
• Area Examination Boards
• Progressing students at
Course Examination Boards
• Final year students at Course
Examination Boards
GEAR https://staff.brighton.ac.uk/reg/acs/docs/GEAR2015-2016.pdf
Secretary role (GEAR E10)
i.
preparing and circulating agenda papers;
ii.
having available at the meeting information pertinent to
individual students, particularly any information previously
submitted by students in support of mitigating
circumstances and any submitted medical certificates;
iii.
assembling all documentation for the meeting;
iv.
minuting the meeting in such a way that all decisions are
unambiguously and fully recorded, particularly in cases
where a judgement has been difficult for any reason;
v.
preparing of pass lists marked with the date of publication.
Changes for 2017 Boards
•
The following were approved by ASC/Academic Board for
changes in-year (2017)
•
All boards considering modules must consider a statistical
report (Ac Services to provide standard report via InfoView)
•
If external examiners do not attend new rules and
requirements apply – see SCA17-08
•
Use of telephone/Skype now allowed with Exam Board Chair
permission (does not need central approval)
Membership
•
All constitutions and members must be approved by SubCommittee for Assessment (SCA)
•
Substitutions must be approved by Chair of SCA (refer to
Academic Services)
•
Non-listed staff cannot attend/participate. Observers allowed
with permission of Chair (but cannot participate)
•
•
•
No quorum – all members expected to attend
•
Incorrect attendance can compromise decision of Board and
lead to upheld complaints/appeals.
Absences to be notified to Chair of Academic Board*
Chair of Examination Board determines whether Board can
proceed
* conventionally managed via minuting unless exceptional circumstances
Attendance records
•
A list of all attending must be maintained
•
Use signing lists
•
Minutes must include all people present (even if NOT on
membership)
Examination boards
Module
• Area Examination Boards:
Stage of study
• Course Examination Boards:
Award
– Make decisions about students registered on
individual modules (without reference to their
performance on other modules)
– Considers statistical data on module
– Consider overall profile of each student enrolled
on course
– Consider mitigating circumstances claims
– Applies misconduct penalties
– Consider eligibility to progress from one stage
of study to the next
– Consider eligibility for final and interim awards
Some courses have Joint Area and Course Boards
Examination boards
Module
Stage of study
Award
• Single Tier Boards:
– Make decisions about students registered on
individual modules (without reference to their
performance on other modules)
– Considers statistical data on module
– And then…
– Consider overall profile of each student enrolled
on course
– Consider mitigating circumstances claims
– Applies misconduct penalties
– Consider eligibility to progress from one stage
of study to the next
– Consider eligibility for final and interim awards
Questions?