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Assessment Handbook 2011-122012-13: 6. Subject and Degree Examination Boards6.52 Where a conflict of interest is declared at an examination board meeting, this shall berecorded in the minutes by the Secretary and the individual concerned shall take nopart in decision-making related to the students concerned.Debtors6.53 The MySIS-generated SEB reports will indicate where a student is in debt (academicdebts only – tuition, library fines, field trip/bench fees, etc). Debtors should beconsidered as normal at the meeting, but the SEB must not release results to them.When the debt is cleared, a student will be able to view the results in MySIS. TheChair should note the policy of withholding results from debtors.6.54 If the SEB has any queries over a debt then it should contact Finance.6.55 If a debtor comes forward with queries over the Data Protection Act, or seeks tomake a Freedom of Information request to access their results then they should bereferred to the Records & Information Compliance Manager in ARCS, or online:www.qmul.ac.uk/about/collegeinfo/foiMinutes of the previous meeting6.56 The minutes of the previous meeting should be considered by the board foraccuracy. The board should then either confirm the minutes as an accurate record ofproceedings, or confirm them subject to specified changes.Matters arising from the previous meeting6.57 Typically, there should not be any matters arising from the previous meeting as eachmeeting of an SEB is discrete, and any outstanding actions should have beenresolved by Chair’s action. However, if there are exceptions to this rule then this isthe point in the meeting at which they should be considered and acted upon.Report of Chair’s action6.58 A report of all Chair’s actions taken since the previous meeting should be available tothe board. These should be recorded (in summary form) at the end of the minutes ofthe previous meeting. There is no need for an oral report or for discussion unless theboard members have any queries.Regulations and discretion conventions6.59 The Chair should confirm that the board has complied with the AcademicRegulations, and note details of the regulations that apply to the programme –especially any special regulations. Where standard regulations apply it is sufficient tostate that (for example) the standard BA progression and award regulations will beused. It can be helpful to give some details of the regulations for external examinersand new board members.6.60 The Chair should also explain the discretion procedures used by the board. Moredetails on discretion are given later in this section of the Assessment Handbook.Consideration of module resultsReport on the monitoring of marking practices6.61 The next section of the meeting looks at results in individual modules. The Chairshould open the section by detailing the marking practices used by the board, and inparticular confirming that the Code of Practice on Double Marking and Moderationwas followed.35
Assessment Handbook 2011-122012-13: 6. Subject and Degree Examination BoardsInvigilator and candidate reports6.62 The Chair should then present for discussion any invigilator or candidate reports thathave been received, giving details of events in the examinations, including allegedirregularities. Where the board determines that there has been an actual irregularitythat may have had an impact on an examination, action shall be taken to remedy theproblem, and details shall be recorded in the minutes.Module results and internal examiners’ comments6.63 Finally, and most significantly, the board should look at performance in individualmodules. Each module convenor shall give a brief oral report on how things havegone, commenting in particular on any irregularities, the general level of performance(and whether it is broadly in line with the same module in past years, and othermodules in the current year), and whether changes may be required to the modulefor future years. The board shall consider the module marks for approval, takingaction to address any outstanding issues where necessary.Consideration of student resultsOutstanding investigations into assessment offences6.64 The Chair should begin this section of the meeting by identifying candidates who areunder investigation for alleged assessment offences. The board cannot considerthese candidates at all, and they must be dealt with by Chair’s action once theallegation has been resolved. Even if the allegation only pertains to one module, thepenalty may affect all modules.Pre-final year performance and progression6.65 The board should then consider the progression of first year students into the secondyear (or progression to the project for some postgraduate programmes; single-yearprogrammes with no progression point can skip this stage). This process should thenbe repeated for each subsequent developmental year.6.66 The board shall make recommendations and decisions as follows, paying closeattention to individual cases:i) approval of progression, where students are eligible;ii) approval of first sits, and other EC related decisions;iii) approval of resits;iv) recommendations for deregistration where students have failed and have noattempts remaining (and recommendations for exit awards where appropriate);v) recommendations for first takes and (PG only) retakes;vi) recommendations for suspension of regulations.6.67 The board should note and endorse the recommendations of the extenuatingcircumstances sub-board, and discuss any cases that could not be resolved by thesub-board (see the Assessment Handbook chapter on extenuating circumstances formore details). The board should approve the outcomes of the recommendations; thiscan be done implicitly in straightforward cases such as first sits, but some cases,notably recommendations for first takes (reattempting the year with full teaching)must be presented to the Degree Examination Board for authorisation.Final year performance and award recommendations6.68 The board should next consider the performance of final year students. Please notethat there are considerable variations between the rules for individual awards, and36
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