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Assessment Handbook 2011-122012-13: 6. Subject and Degree Examination Boards6. Subject and Degree Examination BoardsGeneral6.1 Examination boards act on behalf of Senate in assessing students, and inrecommending and approving awards. QM operates a two-tiered system ofexamination boards: Subject Examination Boards exist at disciplinary level, andreport to Degree Examination Boards, at award level.6.2 Subject Examination Boards (SEBs) consider and can approve marks andprogression, can agree failure and award resits, and can approve extenuatingcircumstances claims. SEBs make recommendations for awards, first takes/retakes,and suspension of regulations. The terms of reference for the SEBs are as follows(Academic Regulations, 1.28):i. to take an overview of the assessment processes that operate for the programmesand modules in the subject area, with a particular view to ensuring fairness andimpartiality, including: setting examination papers, essay titles, and other assessmenttasks, marking processes (including double marking), application of regulations, andthe conduct of oral (viva voce) examinations (where used as part of the approvedmodule assessment);ii. to receive reports from invigilators and students on examinations, and to considerappropriate actions in the light of such reports;iii. to agree the results of students in individual assessments and modules;iv. to consider claims of extenuating circumstances and, where valid, to approve anyproposed actions to be taken;v. to make recommendations to the DEB for results to be set aside where there areaccepted extenuating circumstances;vi. to approve the progression of students;vii. to approve the progression of students to alternative programmes, if applicable;viii. to make recommendations to the DEB for the exclusion of students due to failure;ix. to make recommendations to the DEB for award and classification;x. to agree actions in the event of failure of a module (including qualified failure) by astudent, including resit provisions that may include appropriate alternativeassessment arrangements;xi. to make recommendations to the DEB for students to retake or first take modules,where applicable;xii. to make recommendations to the DEB and to Senate (or its delegated authority) forthe suspension of regulations for individuals or groups of students, where applicable;xiii. to make recommendations to the DEB for the award titles of individual students,where applicable (pre-2008-09 cohorts only);xiv. to exercise discretion, where appropriate and within the permitted scope of any QMpolicy or regulation, in order to agree results or progression and makerecommendations for awards and classifications;xv. to review statistics on academic performance and to comment upon the performanceof cohorts in particular assessments;xvi. any other duties delegated to the SEB by the DEB or Senate.6.3 Each meeting of an examination board is discrete. Boards cannot reverse decisionstaken at previous meetings of the same board, excepting cases considered under theCollege Appeal Regulations. Boards cannot make decisions that would affect futuremeetings, except in setting precedents.29
Assessment Handbook 2011-122012-13: 6. Subject and Degree Examination Boards6.4 A small number of examination boards combine the roles of SEB and DEB notablythe LLB and LLM Examination Boards. These boards can agree marks, awards, andclassifications at the same meeting.Examination board officers6.5 Each examination board shall have a Chair and a Secretary; these officers are theprimary contacts between ARCS and the SEB.Chair6.6 SEB Chairs are appointed on the delegated authority of Senate. To appoint a newSEB Chair, the relevant Head of School/Institute should send a short emailnominating and endorsing the candidate to the Assessment GovernanceAdministrator, who will seek approval from the appropriate Dean for TaughtProgrammes (or equivalent). This is an important process that places the authority ofSenate behind the Chair.6.7 Chairs must be experienced members of academic staff, but should not be a servingHead of School/Institute, Dean for Taught Programmes, honorary member of staff, ora programme director for a programme under consideration at the board.6.8 Chairs are appointed for three year terms, renewable for two terms (six years intotal). Renewals should ne notified to the Assessment Governance Administrator.6.9 SEBS are strongly advised to appoint one or more Deputy Chairs, who can takeaction in the Chair’s absence and gain experience of the role for the future. Deputiesare appointed in the same way as Chairs, and for the same terms.6.10 The Chair is responsible for the conduct of the examination board, and for ensuringthat the Academic Regulations are adhered to (both at the meeting and throughoutthe year). The Chair is also responsible for the approval of examination papers andthe accompanying security arrangements.6.11 The Chair must complete a Report to the Degree Examination Board after the SEBmeeting, summarising all points requiring particular discussion at the DEB (moredetails below).6.12 The Chair shall maintain a list of internal and external members of the examinationboard, and shall ensure that steps are taken to replace members when terms ofoffice end. This may be delegated to the Secretary in practice.Secretary6.13 A Secretary shall be appointed by the SEB; there is no formal appointment process,but any changes must be notified to the Assessment Governance Administrator inorder to maintain accurate records and mailing lists. The Secretary is not a memberof the board, but is always in attendance. The Secretary can be a member ofadministrative or academic staff.6.14 The Secretary is responsible for, among other matters, the circulation to members ofinformation on the date, time, and venue of meetings; the production of agenda in;assisting the Chair during meetings; and producing minutes. The generation ofresults for consideration is normally the responsibility of the Secretary.6.15 The Secretary shall circulate information on arrangements for the examination boardmeeting at least two weeks in advance. Most examination boards agree dates for the30
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