Examination Board Guidelines 2015-2018



48137172867462018/2021Further/Higher Education College Examination Board GuidelinesAuthor – Curriculum Quality Assurance Revision date – April 2021002018/2021Further/Higher Education College Examination Board GuidelinesAuthor – Curriculum Quality Assurance Revision date – April 20210000Document HistoryDocument LocationThis document is only valid on the day it was printed.The master and control version of this document will remain with Director of Curriculum.This document is a controlled document and should only be distributed as stated below from Director of Curriculum.Revision HistoryDate of this revision: 05/04/2016Revision datePrevious revision dateSummary of ChangesChanges marked22/05/2013Copy document into new BMC document template29/09/201522/05/2013Update to reflect modules that can be carried form semester 1 to semester 2 and from year 1 to year 2 at HE & FE05/04/201629/09/2015Updated to reflect new College structure01/06/201805/04/2016Updated to include Open University and extend to 2021Document Approval/Planned RevisionName:L LaveryPosition:Head of Curriculum Quality AssuranceSignature:L LaveryDate:01/06/2018Planned Revision Date:June 2021DistributionThis document has been approved and distributed to: NameDate of Approval from Whole College Quality GroupDate of IssueVersionHE Quality Group07/06/1807/06/20182.0Contents TOC \o "1-3" \h \z \u Document History PAGEREF _Toc515709869 \h 2Document Location PAGEREF _Toc515709870 \h 2Revision History PAGEREF _Toc515709871 \h 2Document Approval/Planned Revision PAGEREF _Toc515709872 \h 2Distribution PAGEREF _Toc515709873 \h 2GUIDELINES ON THE CONDUCT OF EXAMINATION ASSESSMENT BOARDS PAGEREF _Toc515709874 \h 4HIGHER EDUCATION GUIDELINES PAGEREF _Toc515709875 \h 4Examination Board Academic Standing Codes Level 4 Programme PAGEREF _Toc515709876 \h 4Examination Board Academic Standing Codes Level 5 Programme PAGEREF _Toc515709877 \h 4Examination Board Academic Standing Codes for Level 6 Programme PAGEREF _Toc515709878 \h 4FURTHER EDUCATION GUIDELINES PAGEREF _Toc515709879 \h 4BTEC Qualifications PAGEREF _Toc515709880 \h 4Examination Board Academic Standing Codes for Level 2 Programme PAGEREF _Toc515709881 \h 4Examination Board Academic Standing Codes for Level 3 Programme PAGEREF _Toc515709882 \h 4APPENDIX A PAGEREF _Toc515709883 \h 5BELFAST METROPOLITAN COLLEGE ACADEMIC STANDING CODES PAGEREF _Toc515709884 \h 5Academic Standing Codes (AST) for Student Progress at the End of the First Semester: PAGEREF _Toc515709885 \h 5Academic Standing Codes (AST) for Student Progress at the End of the First Year: PAGEREF _Toc515709886 \h 5Academic Standing Codes (AST) for Students that are classified “U1”: PAGEREF _Toc515709887 \h 6Academic Standing Codes (AST) for Student Progress at the End Programme of Study: PAGEREF _Toc515709888 \h 6Expansion of codes U1 and L1: PAGEREF _Toc515709889 \h 7* (U1) PAGEREF _Toc515709890 \h 7** (L1) PAGEREF _Toc515709891 \h 7The main purpose of Assessment Board PAGEREF _Toc515709892 \h 7Terms of Reference PAGEREF _Toc515709893 \h 8APPEALS PAGEREF _Toc515709894 \h 9Appeals Procedure PAGEREF _Toc515709895 \h 9Complaints Procedure PAGEREF _Toc515709896 \h 9BELFAST METROPOLITAN COLLEGE PAGEREF _Toc515709897 \h 10Assessment Board PAGEREF _Toc515709898 \h 10AGENDA PAGEREF _Toc515709899 \h 10BELFAST METROPOLITAN COLLEGE PAGEREF _Toc515709900 \h 11Record of Assessment Board PAGEREF _Toc515709901 \h 11Signatories PAGEREF _Toc515709902 \h 12ASSESSMENT BOARD: RECORD OF EXTENUATING CIRCUMSTANCES PAGEREF _Toc515709903 \h 13GUIDELINES ON THE CONDUCT OF EXAMINATION ASSESSMENT BOARDSIt is a College requirement that all course teams will hold formal Examination Boards.Though formal boards will normally be held at the end of the academic session, programmes operating on a semester basis may also hold Interim Examination Boards to review student progress at the end of the first semester. Whilst identifying areas of good practice which may be adopted for interim Examination Boards, these guidelines relate primarily to formal Examination Boards. Resit Boards will also be convened in August each year for those programmes with resits taking place in August. HIGHER EDUCATION GUIDELINESThese guidelines take precedence in all cases except when formal procedures exist from HEI Awarding Bodies. E.g.Open University – Handbook for Validated AwardsUlster University External Examiner Guidelines – Partnership HandbookQueens University Belfast External Examiner Guidelines – Collaborative Arrangements PSRB specific guidelines. E.g. CIPDExamination Board Academic Standing Codes Level 4 ProgrammeSee Appendix AExamination Board Academic Standing Codes Level 5 ProgrammeSee Appendix AExamination Board Academic Standing Codes for Level 6 ProgrammeSee Appendix AFURTHER EDUCATION GUIDELINESBTEC Qualifications Pearson/Edexcel (BTEC) have compensation built into the final grading system under NQF. Students can repeat the external assessments once, without payment of an additional fee, for a mandatory module to increase their final grade. Pearson/Edexcel (BTEC) Level 2 & 3 assessments cannot be resubmitted, reattempted if the three rules of assessment have not been met, at any stage of the assessment submission process.Guide to Assessment BTEC Firsts & NationalsExamination Board Academic Standing Codes for Level 2 ProgrammeSee Appendix AExamination Board Academic Standing Codes for Level 3 ProgrammeSee Appendix AAPPENDIX ABELFAST METROPOLITAN COLLEGE ACADEMIC STANDING CODES The codes as listed below are the only permissible approved codes for use at any examination board. The codes are divided into 3 tables Student progress at the end of the 1st Semester (any year);Student progress at the end of the 1st year;Student codes for those classified as U1; andStudent progress at the end of the programme of study.Academic Standing Codes (AST) for Student Progress at the End of the First Semester:AST CodeDescriptionF1Take examination or submit all outstanding coursework before half term break (February) to ensure continued attendance on the programme. Fees may be paybleF2Proceed to 2nd semester of the programme.T1Recommend transfer on educational grounds to another course (student in good academic standing).T2Recommend transfer on educational grounds to another course (progress on current course not permitted).U1 *Fail and required to withdraw from the programme. * (Number of unachieved outstanding assessments considered too excessive to continue)L1 **Withdrawn – recorded by the Course Co-ordinator, any success recorded on relevant Student Report Form (SRF) and as having withdrawn from the course.D7Decision on progress deferred due to insufficient information.Academic Standing Codes (AST) for Student Progress at the End of the First Year:AST CodeDescriptionP1Proceed to the next year/stage of the course in the next academic year.P2Not ApplicableP3Proceed to the next year/stage of the course in the next academic year but required to take or retake specified examination(s) and/or coursework. (All outstanding coursework and or examinations must be completed by 2nd week in August) P4Not ApplicableU1 *Fail and required to withdraw from the programme. *(Number of unachieved/outstanding assessments considered too excessive to continue)L1 **Withdrawn – recorded by the Course Co-ordinator, any success recorded on relevant Student Report Form (SRF) and as having withdrawn from the course.D7Decision on progress deferred due to insufficient information.Academic Standing Codes (AST) for Students that are classified “U1”:AST CodeDescriptionN1Retake year in full with attendance, as for the first time, where there is authenticated evidence of medical or other extenuating circumstances.Fees may be paybleN4Repeat specified examinations and/or coursework for failed modules, without attendance, during the next academic year. Fees may be paybleN5Take specified examinations and/or coursework during the next academic year, without attendance (submissions because of authenticated extenuating circumstances). Fees may be paybleAcademic Standing Codes (AST) for Student Progress at the End Programme of Study:AST CodeDescriptionS1Course completed and award obtained.S2Exit with lower award on a linked course and not eligible to apply for readmission to the same course in the next academic year.S3Completion of course or period of study. (Record of achievement applied for)Expansion of codes U1 and L1:* (U1) The maximum number of outstanding assessments/course work/examinations is dependent on the level of the programme being undertaken. Typically these will be as indicated below unless there are awarding body/organisation specific requirements: Level 2 – 1 non achieved modules/units or 2 uncompleted/unachieved assessmentsLevel 3 – 2 non achieved modules/units or 3 uncompleted/unachieved assessmentsLevel 4 – 2 non achieved modules/units or 4 uncompleted/unachieved assessmentsLevel 5 – 2 non achieved modules/units or 4 uncompleted/unachieved assessments** (L1) All student achievement must be recorded on the relevant SRF and certification or withdrawal applied.If the reason for withdrawal is known one of the following leaver codes should be entered recorded for future College returns:The Main Purpose of the Assessment BoardTo confirm: 01 - Course cancelled;02 - Disciplinary;03 - Non – attendance – unable to contact;04 – Course no longer related to plans;05 – Course not what expected;06 – Course too demanding;07 – Disliked the course content;08 – Issue with tutor/lecturer;09 – Physical difficulties accessing rooms;10 – Other related course reasons;11 – Returned to School12 – Transferred to University;13 – became self-employed;14 – Changed job (including position);15 – Employer withdrew support-Financial;16 – Lost job;17 – Relocation due to job;18 – Other employment related reasons;19 – Death;20 – Family/Personal reasons;21 – Financial – cannot afford fees;22 – Financial – cost of transport;23 – Travel difficulties;24 – Health – Addictions;25 – Health – dependents;26 – Health – own;27 – Pregnancy;28 – Other personal reasons;29 – Relocation reasons;30 – Others; or31 – UnknownThe main purpose of Assessment BoardThe grades achieved by learners on individual units;Recommendations in light of Extenuating Circumstances;These should be discussed by programme team at a pre-assessment Examination Board held in advance of the main Examination Board meeting.An agreed outcome must be recorded. Personal information regarding students must not be discussed during the examination board. (See Principal 10 below)The progression/non-progression of candidates onto the next stage of the programme;The certification of awards to be made to candidates; andAction in the case of referrals and deferrals in accordance with relevant guidelines.Terms of ReferenceAll Examination Boards must be scheduled in advance with dates being agreed as early possible. For HE programmes it is recommended that a copy of the schedule is forwarded to the External Examiner who may wish to attend an Examination Board meeting.MembershipCore members (expected to attend) Optional members (have the right to attend)Invited members (Board may invite) Independent Chair Programme Leader(s)Module leaders for the modules under consideration Head of Department Link Tutor(s) for programmes involving collaborative provision External examiner(s) (as appropriate). If absent, must be available for consultation. Head of Department Centre for Excellence nomineeDirector of CurriculumThe Course Coordinator/Director and all assessors on the programme team must, where possible, attend the Examination Board. Where this is not possible a named member of staff must, where possible, be identified to substitute for the absent assessor. All staff should remain for the duration of the meeting.Whilst the Course Coordinator/Director will lead much of the business of the Examination Board it is essential that he/she should not chair the meeting. Where possible, the Examination Board should be chaired by an independent senior member of staff (preferably a Curriculum Area Manager (CAM) or above). The Examination Board Chair, must, under no circumstances, be from the management team from the School where the programme is delivered. The chair must be independent of the programme under consideration and any personal conflicts of interests and any line management of staff on the programme must be identified in advance. All Examination Boards must follow a documented agenda (a sample agenda is included within this document).A clear explanation of the purpose and format of the Examination Board, the range of possible outcomes for individual candidates and how this will be recorded (codes used etc.) plus any relevant course specific regulations should be provided at the start of each meeting. This may be provided by the chair or the Course Coordinator/Director as appropriate. The team decision making aspect, of the Examination Board, should be emphasised.Members of the Examination Board must be asked to declare any personal interest, involvement or relationship with any candidate under consideration at the meeting.The outcome of the Examination Board should be recorded for each candidate in the format agreed by the Programme team/CAM Area/School. Decisions made at the Assessment Board cannot be amended outside of the meeting until another Examination Board is convened. For Open University programmes, final decisions on awards are made by the OU’s Module Results Approval and Qualifications Classification Panel9.A formal written record of the meeting must be retained. (The template for use is included within these guidelines). 10. All Extenuating Circumstances should be reviewed and considered prior to the Examination Board and only the results of these reviews indicated during the Examination Board. Extenuating Circumstances can, however, often involve confidential information. Where this is the case a note should be made in the minutes that extenuating circumstances have been considered but the actual details kept in a more confidential form to be retained by the course coordinator. (The template for Extenuating Circumstances is included below)11. All discussions of the Examination Board are to be considered strictly confidential. The outcome of the Examination Board must not be disclosed to any candidate prior to formal notification of results.APPEALSCandidates have the right of appeal against a decision of the Examination Board on the basis of:Evidence of Extenuating Circumstances relevant to his or her performance which was not available to the Board at the time of the Examination Board meeting. and/orProcedural or other irregularities relating to the conduct of the Examination Board.(EC1 form will be required from the student)Please note: In accordance with the Appeals Guidelines, The academic judgement of the lecturer(s) is not open to appeal.Appeals ProcedureAny Appeals will follow the College Academic Appeals process, details of which can be found on the College website within the public documents section. Students will be informed of the appeals process when notified of the outcome of the Examination Board. Appeals procedures including the right of appeal to the awarding body/organisation is also detailed in programme handbooks and at plaints ProcedureStudents also have the right to complain using the College’s Compliments and Complaints Policy. This is located on the College website at BELFAST METROPOLITAN COLLEGEAssessment BoardSchool:Programme Title:Date:Chair:AGENDARecord of those presentIntroductionTo include: purpose and process of the Examination Board (including format of the Board, the range of possible outcomes for individual candidates and how this will be recorded (codes used etc.) plus any relevant course specific regulations).Staff declaration of personal interest, involvement or relationship with any candidate under considerationConfirmation of grades achieved by candidates on individual unitsConfirmation of the status of candidates progressing to the next semester/year of the programmeTo include:Consideration of claims for Extenuating Circumstances; andTeam agreement on remedial action to be taken by candidates where appropriate in line with these guidelines.Confirmation of the status of candidates completing the final year of the programmeTo include:Consideration of claims for extenuating circumstances; andTeam agreement on remedial action to be taken by candidates where appropriate in line with these guidelines.Consideration of outstanding results from previous semester/year(s) as necessary.Notification of learners date and process and agree Appeals Board dateBELFAST METROPOLITAN COLLEGERecord of Assessment BoardSchool:Course CodeProgramme Title:Date:Chair:1. Present:2. Apologies & substitutesComments (if required):2. Purpose, process and regulations of Assessment Board explained.3. Staff declaration of personal interest, involvement or relationship with any candidate.4. Grades achieved by candidates on individual modules confirmed.5. Status of progressing candidates confirmed, including:Consideration of claims for extenuating circumstancesTeam agreement on remedial action to be taken by candidates where appropriate.6. Status of candidates completing the final year of the programme confirmed, including:Consideration of claims for extenuating circumstancesTeam agreement on remedial action to be taken by candidates where appropriate.7. Outstanding results from previous semester / year(s) considered/confirmed*Details of remedial action as required per student*(in line with regulations as above)Comments/Extenuating Circumstances/Further ActionsNotification of learners date and process and agree Appeals Board dateSignatoriesExamination Board ChairNameSignatureDateCourse Co-ordinatorNameSignatureDateASSESSMENT BOARD: RECORD OF EXTENUATING CIRCUMSTANCESCourse CodeProgramme Title:Registration NumberStudent NameDates covered by circumstances** Confirmation that the EC1 form has been submitted as per the College policy and has been reviewed by the Course team. Indicate where the EC1 is stored for Reference, Audit, Appeal purposes.AcceptedSuggested Code / OutcomeYESNOExamination Board ChairNameSignatureDateCourse Co-ordinatorNameSignatureDate** Ensure full details have been discussed prior to the Examination Board with agreed outcome conveyed to Examination Board. ................
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