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Assessment Handbook 2011-122012-13: 6. Subject and Degree Examination Boardsnext meeting well in advance, but it is helpful to remind members. The agenda shallalso be circulated at this point.6.16 More information on the specifics of the Secretary’s role is given below, in the sectiontitles ‘Servicing examination boards’.Scheduling SEB meetings6.17 SEB meetings must be scheduled within defined periods specified by ARCS (see thecalendar at the start of the Assessment Handbook for details. Meetings must not beheld outside of these periods, and SEBs will be unable to run accurate board reportsor guarantee technical support from ARCS at other times.6.18 Once set, SEB dates should be communicated to the Assessment GovernanceAdministrator for publication online, and to other SEBs where cross-representation isneeded.How many meetings are needed?6.19 The number of full SEB meetings that are required will depend on individualpractices. Failure must always be agreed at an SEB before a resit is given, so this ispartly informed by whether or not the board operates late summer resits. All meetingsmust meet the quorum, normally including the presence of at least one externalexaminer.6.20 Undergraduate boards have a main meeting in June each year, and in most casesthere will also be a late summer exam board to agree failure and/or considerprogression following late summer resits or first sits, and a board in February toconsider module marks for semester one associate students.6.21 Postgraduate boards have a main meeting in October and, in many cases, aprogression board in June.6.22 A meeting must be held in February to consider the results of single semesterassociate students. This is not a full board meeting, and requires attendance onlyfrom the SEB Chair, Teaching and Learning Chair, and the associate studentcoordinator. Minutes should be taken as usual. No direct external examinerinvolvement is required.6.23 When scheduling a meeting, please ensure that the venue is fit for the purpose. Theconfidential nature of the meetings requires that boards not be held in venues wherediscussions may be overheard by students or other individuals. Venues should bebooked for a period of time that allows for the meeting to run past its expected endtimeif necessary.Preparing for the SEB meetingGenerating reports6.24 When preparing for the SEB meeting, the Chair and Secretary shall ensure that allresults have been entered into the Student Information System (SIS), with themodule results calculated, by the specified deadline.6.25 Once Registry has run the TMR process, the Chair and Secretary will be able to runSEB reports, from the following link: https://webapps.is.qmul.ac.uk/seb (guidance isgiven in Appendix H XXX. A range of reports are available:31
Assessment Handbook 2011-122012-13: 6. Subject and Degree Examination Boardsi. Student detail: An individual profile of each student (Word format);ii. UG/PG/SMD UG summary: a summary of all students (Excel format). This isgenerally the main report to be used in decision making;iii. Module detail: a breakdown of performance by student on each module (Excelformat);iv. Module summary: summary information on each module, such as spread of marks,number of students achieving each grade, etc (Excel format).6.26 Reports can be run with names, or anonymously. Unless specific guidance appliesfor a programme, this decision rests with the SEB. Anonymity is taken into account inthe marking stages, so QM does not demand that it be used at the SEB.Review of reports6.27 The Chair shall review the reports, considering students’ results and identifying thosethat might require special discussion or further information. These may include thosewith borderline marks, those who have taken a number of modules from anotherSEB’s domain, and those making claims for extenuating circumstances.6.28 It is strongly recommended that a preliminary meeting be held before the meeting ofan examination board. These informal meetings shall discuss and resolve problemsin order to expedite the main meeting. Recommendations to the SEB on fields ofstudy (see below) can be considered at preliminary meetings.6.29 Careful preparation can greatly expedite proceedings, and may include requests forfurther information and discussions with the chairs of other SEBs. Even where thereis cross-representation, the Chair shall consult informally with the chairs of otherSEBs concerned. A full list of examination boards and their chairs is provided inAppendix F XXX of the Assessment Handbook.Production and circulation of papers6.30 The agenda shall be drawn up by the Secretary in consultation with the Chair; it shallfollow the online template: www.arcs.qmul.ac.uk/examinations/examination_boards6.31 Mark-sheets and summaries of student performance shall not be circulated with theagenda; these shall normally be tabled at the board. Mark-sheets shall be clearlylabelled to indicate which group of students is under discussion.6.32 The Secretary shall also circulate or table any further information that the boardrequires for its work. This should include, as a minimum, the following:i. Assessment Handbook 2012-13ii. Academic Regulations 2012-13iii. Programme regulations for all programmes under consideration.iv. Approved conventions for the exercise of discretion on classification by the SEB.6.33 Where regulations have changed recently, copies of the iterations that refer to eachcohort under consideration shall be provided, and it shall be made clear at thebeginning of the meeting which iteration applies to which cohort of students.6.34 Examination boards may be held using electronic copies of papers. Those using thisapproach must ensure that all information is provided in a format that is accessiblefor all members; paper copies shall be provided where required. The security ofinformation before, during, and after the board shall be considered thoroughly.32
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