2016/2018 Further/Higher Education College Examination Board Guidelines Author – Alan Serplus Revision date – April 2018

Document History

Document Location

This 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 History

Date of this revision: 05/04/2016

Revision date

Previous revision date

Summary of Changes Changes marked

22/05/2013 Copy document into new BMC document template 29/09/2015 22/05/2013 Update to reflect modules that can be carried form semester 1

to semester 2 and from year 1 to year 2 at HE & FE

05/04/2016 29/09/2015 Updated to reflect new College structure

Document Approval/Planned Revision

Name: Position:

Signature: Date:

Planned Revision Date: June 2018

Distribution

This document has been approved and distributed to:

Name Date of Approval from Whole College Quality Group

Date of Issue Version

CAM / HoS – All Schools

1.0

CAM / HoS – All Schools

4.0

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Contents

Document History .......................................................................................................... 2 Document Location ................................................................................................................... 2 Revision History ......................................................................................................................... 2 Document Approval/Planned Revision ..................................................................................... 2 Distribution ................................................................................................................................ 2

GUIDELINES ON THE CONDUCT OF EXAMINATION ASSESSMENT BOARDS ............................. 4 HIGHER EDUCATION GUIDELINES ............................................................................................. 4

Examination Board Academic Standing Codes Level 4 Programme .......................................................4

Examination Board Academic Standing Codes Level 5 Programme .......................................................4

Examination Board Academic Standing Codes for Level 6 Programme .................................................4

FURTHER EDUCATION GUIDELINES ........................................................................................... 4

BTEC Qualifications .................................................................................................................................4

Examination Board Academic Standing Codes for Level 2 Programme .................................................4

Examination Board Academic Standing Codes for Level 3 Programme .................................................4

APPENDIX A .................................................................................................................. 5 BELFAST METROPOLITAN COLLEGE ACADEMIC STANDING CODES .......................................... 5 Academic Standing Codes (AST) for Student Progress at the End of the First Semester: ......... 5 Academic Standing Codes (AST) for Student Progress at the End of the First Year: ................. 5 Academic Standing Codes (AST) for Students that are classified “U1”: .................................... 6 Academic Standing Codes (AST) for Student Progress at the End Programme of Study: ......... 6 Expansion of codes U1 and L1: .................................................................................................. 7

* (U1) ......................................................................................................................................................7

** (L1) .....................................................................................................................................................7

The main purpose of Assessment Board ........................................................................... 7 General Principals ...................................................................................................................... 8

APPEALS ....................................................................................................................... 8 Appeals Procedure .................................................................................................................... 9

BELFAST METROPOLITAN COLLEGE ................................................................................. 10 Assessment Board ................................................................................................................... 10 AGENDA ................................................................................................................................... 10

BELFAST METROPOLITAN COLLEGE ................................................................................. 11 Record of Assessment Board ................................................................................................... 11 Signatories ............................................................................................................................... 12

ASSESSMENT BOARD: RECORD OF EXTENUATING CIRCUMSTANCES .................................... 13

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GUIDELINES ON THE CONDUCT OF EXAMINATION ASSESSMENT BOARDS

It 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.

HIGHER EDUCATION GUIDELINES

These guidelines take precedence in all cases except when formal procedures exist from HEI Awarding Bodies. E.g.

Ulster University External Examiner Guidelines

Queens University Belfast External Examiner Guidelines

PSRB specific guidelines. E.g. CIPD

Examination Board Academic Standing Codes Level 4 Programme

See Appendix A

Examination Board Academic Standing Codes Level 5 Programme

See Appendix A

Examination Board Academic Standing Codes for Level 6 Programme

See Appendix A

FURTHER EDUCATION GUIDELINES

BTEC 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 & Nationals

Examination Board Academic Standing Codes for Level 2 Programme

See Appendix A

Examination Board Academic Standing Codes for Level 3 Programme

See Appendix A

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APPENDIX A

BELFAST 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; and • Student progress at the end of the programme of study.

Academic Standing Codes (AST) for Student Progress at the End of the First Semester:

AST Code Description

F1 Take examination or submit all outstanding coursework before half term break (February) to ensure continued attendance on the programme. Fees may be payble

F2 Proceed to 2nd semester of the programme.

T1 Recommend transfer on educational grounds to another course (student in good academic standing).

T2 Recommend 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.

D7 Decision on progress deferred due to insufficient information.

Academic Standing Codes (AST) for Student Progress at the End of the First Year:

AST Code Description

P1 Proceed to the next year/stage of the course in the next academic year.

P2 Not Applicable

P3 Proceed 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)

P4 Not Applicable

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.

D7 Decision on progress deferred due to insufficient information.

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Academic Standing Codes (AST) for Students that are classified “U1”:

AST Code Description

N1 Retake year in full with attendance, as for the first time, where there is authenticated evidence of medical or other extenuating circumstances.Fees may be payble

N4 Repeat specified examinations and/or coursework for failed modules, without attendance, during the next academic year. Fees may be payble

N5 Take specified examinations and/or coursework during the next academic year, without attendance (submissions because of authenticated extenuating circumstances). Fees may be payble

Academic Standing Codes (AST) for Student Progress at the End Programme of Study:

AST Code Description

S1 Course completed and award obtained.

S2 Exit with lower award on a linked course and not eligible to apply for readmission to the same course in the next academic year.

S3 Completion of course or period of study. (Record of achievement applied for)

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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:

• Level 2 – 1 non achieved modules/units or 2 uncompleted/unachieved assessments • Level 3 – 2 non achieved modules/units or 3 uncompleted/unachieved assessments • Level 4 – 2 non achieved modules/units or 4 uncompleted/unachieved assessments • Level 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 Board

To 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 School • 12 – 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; or • 31 – Unknown

The main purpose of Assessment Board

The grades achieved by learners on individual units;

• Recommendations in light of Extenuating Circumstances; 1. These should be discussed by programme team at a pre-assessment Examination Board

held in advance of the main Examination Board meeting. 2. 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; and • Action in the case of referrals and deferrals in accordance with relevant guidelines.

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General Principals

1. All Examination Boards must be scheduled in advance with dates being agreed as early possible. For HN 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.

2. The 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.

3. 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 a 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 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.

4. All Examination Boards must follow a documented agenda (a sample agenda is included within this document).

5. 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.

6. Members of the Examination Board must be asked to declare any personal interest, involvement or relationship with any candidate under consideration at the meeting.

7. The outcome of the Examination Board should be recorded for each candidate in the format agreed by the Programme team/CAM Area/School.

8. Decisions made at the Assessment Board cannot be amended outside of the meeting until another Examination Board is convened.

9. 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.

APPEALS

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Candidates 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/or • Procedural 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 Procedure

Any Appeals will follow the College Appeals process, details of which can be found on the College website within public documents section.

Appendix 1: Sample Agenda

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BELFAST METROPOLITAN COLLEGE

Assessment Board

School:

Programme Title:

Date:

Chair:

AGENDA

1. Record of those present

2. Introduction

To 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).

3. Staff declaration of personal interest, involvement or relationship with any candidate under consideration

4. Confirmation of grades achieved by candidates on individual units

5. Confirmation of the status of candidates progressing to the next semester/year of the programme

To include:

• Consideration of claims for Extenuating Circumstances; and • Team agreement on remedial action to be taken by candidates where appropriate in line with

these guidelines.

6. Confirmation of the status of candidates completing the final year of the programme

To include:

• Consideration of claims for extenuating circumstances; and • Team agreement on remedial action to be taken by candidates where appropriate in line with

these guidelines.

7. Consideration of outstanding results from previous semester/year(s) as necessary.

8. Notification of learners date and process and agree Appeals Board date

Appendix 2: Sample Record of Assessment Board

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BELFAST METROPOLITAN COLLEGE

Record of Assessment Board

School:

Course Code

Programme Title:

Date:

Chair:

1. Present:

2. Apologies & substitutes

Comments (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 circumstances

• Team 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 circumstances • Team agreement on remedial action to be taken by candidates where appropriate.

7. Outstanding results from previous semester / year(s) considered/confirmed

Appendix 2: Sample Record of Assessment Board

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9. Notification of learners date and process and agree Appeals Board date

Signatories

Examination Board Chair

Name Signature Date

Course Co-ordinator

Name Signature Date

*Details of remedial action as required per student *(in line with regulations as above)

Comments/Extenuating Circumstances/Further Actions

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ASSESSMENT BOARD: RECORD OF EXTENUATING CIRCUMSTANCES

Course Code

Programme Title:

Registration Number

Student Name Dates 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.

Accepted Suggested Code /

Outcome YES NO

Examination Board Chair

Name Signature Date

Course Co-ordinator

Name Signature Date ** Ensure full details have been discussed prior to the Examination Board with agreed outcome conveyed in Examination Board.