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Assessment Handbook 2011-122012-13: 6. Subject and Degree Examination BoardsSub-boards6.35 Subject Examination Boards may establish sub-boards to assist in their work.Establishing a sub-board requires the support of Senate and the relevant externalexaminer(s) (Academic Regulations, 1.29). Sub-boards must have clear terms ofreference and membership approved by the SEB.6.36 The most common subcommittees are:i. Scrutiny Sub-board: These sub-boards are required, and are tasked with theresponsibility for drafting, checking, and proofreading examination papers. This doesnot remove the requirement for each question paper to be approved by at least oneexternal examiner (Academic Regulations, 1.29).ii. Extenuating Circumstances Sub-board: These sub-boards are required, and aretasked with the consideration of claims of extenuating circumstances prior to the SEBmeeting. The sub-boards shall make recommendations to the SEB on whetherclaims are valid, and on any actions to be taken. It is strongly recommended that thissubcommittee be chaired by a senior member other than the Chair, such as theSenior Tutor. It is advised that these sub-boards only inform SEBs of the specificdetails of claims where absolutely necessary (Academic Regulations, 1.40). A set ofconfidential minutes should be taken and retained for reference. The main SEB onlyrequires a summary of recommended actions from the sub-board.iii. Specialist sub-boards: SEBs with a wide remit may establish subcommittees to giveinitial consideration to the performance of students within a particular discipline (forexample, the disciplinary sub-boards reporting to the UG SLLF, SEMS, WHRI andBlizard SEBs). Further information may be sought from ARCS.6.37 Sub-boards are intended to assist examination boards, and not to carry out the workof full boards. Sub-boards cannot agree decisions, and their recommendations shallbe subject to ratification by the full examination boards. SEBs may elect to takealternative decisions without recourse to the sub-board.Running an SEB meeting6.38 The section below follows the structure of an SEB meeting as set out in the standardagenda. It should be used to inform the running of each meetingPreliminary itemsQuorum6.39 The SEB must ensure that it meets the quorum before it can proceed with themeeting. If the meeting does not meet the quorum then its decisions are not valid orbinding. Where there is exceptionally good reason why a meeting will not meet thequorum, a suspension of regulations may be sought via the Assistant AcademicRegistrar (Assessment Governance) to make the board’s decisions binding.However, this must be sought well in advance of the board, and SEBs areresponsible for ensuring that all members attend.6.40 The membership of an SEB consists of the Chair, Deputy, external examiners, andinternal examiners (the module convenors). The Vice-Principal (Teaching &Learning) may attend any board as a full member, but does not count towards thequorum. Attendance at SEBs is mandatory for members.6.41 The Secretary, other administrative staff, and any assistant internal examiners areconsidered to be ‘in attendance’ at SEBs, as are members of other SEBs acting as33
Assessment Handbook 2011-122012-13: 6. Subject and Degree Examination Boardscross-representatives where joint programmes exist. The Academic Registrar (ornominee), the Principal, the Faculty Vice Principal & Executive Dean, and the FacultyDean for Taught Programmes may also attend any board ‘in attendance’. Those inattendance do not take an active part in decision making, but may be involved in alldiscussions and provide guidance to the boards.6.42 The quorum of an SEB is 50 percent of the total membership, including the Chair (orDeputy) and at least one external examiner. The total membership will varyaccording to the number of modules (and hence the number of internal examiners)under consideration at any given meeting.6.43 Though highly desirable, it is not a fixed requirement for all external examiners toattend an SEB. At least one must be present, but if others are unable to attend theboard can proceed provided that absent externals are consulted before the board,that their views are communicated to the board, and the outcomes are reported backto and endorsed by the absent externals after the board.6.44 The quorum does not apply to preliminary board meetings, or to sub-boards.Joint honours programmes and cross-representation6.45 Students registered for joint degree programmes must be considered by a singleSEB. Each programme has a lead school or institute, and the SEB associated withthat school should be the one to consider students for award and progressiondecisions. Module results should be considered by the SEB responsible for themodule, and the results communicated to the lead SEB for the programme.6.46 Detailed arrangements shall be discussed between the boards involved, and theChair of the lead SEB shall ensure that there is cross-representation from the otherSEB. Cross-representation should be used where students have taken one third ormore of their modules (by credits) from another SEB’s domain.6.47 DEBs have a specific responsibility to ensure that joint programme students aretreated fairly and equitably.Confidentiality6.48 Once the board has been confirmed as meeting the quorum, the Chair shall note thatthe business of the meeting is strictly confidential. Discussion of any detail of anexamination board meeting is highly irresponsible and undermines the authority ofthe examination board; this includes detailed discussions of marks and performancewith students.6.49 The Chair should also note the means by which results will be communicated tostudents. Generally, a statement that these will be made available to students viaMySIS on the official release of results date will be sufficient, but if the board will bemaking supplementary arrangements then those should be noted (see Section 5,Marks and Marking, for more detail). Outcomes of the board must not becommunicated to students or others through any other channels.6.50 Any breach of confidentiality may be considered as a disciplinary offence.Conflicts of interest6.51 Following the confidentiality statement, the Chair shall invite all of those present todeclare any conflicts of interest. Conflicts of interest arise where a chair, member, orattendee of an examination board has a familial or other close relationship with anystudent under consideration.34
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