1. Examination Boards and assessment regulations
Spring/Summer 2017
Academic Services – Quality and Standards
Paul Cecil – Quality & Standards Manager

2. Introduction Changes and new requirements Reference points and basics
Assessment regulations
Modules
Late rules / mitigation / misconduct
Courses and CEB
Progression
Referrals / Fails / Repeats / Repeat w/out attendance
Compensation
Awards and borderlines
Academic Misconduct
Appeals
Exam Board specifics
External examiners
Moderation

3. Changes and new requirements
Reconvening Boards – must be notified to Academic Services (but decision rests with Exam Board Chair)
Extraordinary Boards – new defined membership drawn from principal board. Must be notified to AS, but does not need further approval if conditions met.
Suspension of regulations – force majeure procedures
External examiners – use of Skype/technology now subject to EB Chair approval only (but must be minuted) – ASC approved
TRCMs amended to require boards to consider statistical data of modules – ASC approved
Procedures re-endorsed for managing boards in the absence of external examiners (see External Examiner Handbook)
IYMR

4. Reference points Background / contextual information
Centrally produced decision guides will be made available for all Boards in 2017.
Reference points
GEAR
Applies to all taught courses leading to a University of Brighton award
Available to all staff, students and external examiners
Decisions Guides
Area Examination Boards
Progressing students at Course Examination Boards
Final year students at Course Examination Boards
GEAR

5. Typical structure Award point Progression point Progression point
Semester 1
Semester 2
Module 1
20 credits
Module 2
20 credits
Module 3
20 credits
Module 4
20 credits
Module 5
20 credits
Module 6
20 credits
Stage 3
Year 3
Total for stage: 120 credits (Cumulative total: 360 credits)
Progression point
Semester 1
Semester 2
Module 1
20 credits
Module 2
20 credits
Module 3
20 credits
Module 4
20 credits
Module 5
20 credits
Module 6
20 credits
Stage 2
Year 2
Total for stage: 120 credits (Cumulative total: 240 credits)
Progression point
Semester 1
Semester 2
Module 1
20 credits
Module 2
20 credits
Module 3
20 credits
Module 4
20 credits
Module 5
20 credits
Module 6
20 credits
Stage 1
Year 1
Total for stage: 120 credits

6. Examination boards Module Stage of study Award
Area Examination Boards:
Make decisions about students registered on individual modules (without reference to their performance on other modules)
Considers statistical data on module
Stage of study
Course Examination Boards:
Consider overall profile of each student enrolled on course
Consider mitigating circumstances claims
Applies misconduct penalties
Consider eligibility to progress from one stage of study to the next
Consider eligibility for final and interim awards
Some courses have Joint Area and Course Boards
Award

7. Examination boards Module Stage of study Award Single Tier Boards:
Make decisions about students registered on individual modules (without reference to their performance on other modules)
Considers statistical data on module
Stage of study
And then…
Consider overall profile of each student enrolled on course
Consider mitigating circumstances claims
Applies misconduct penalties
Consider eligibility to progress from one stage of study to the next
Consider eligibility for final and interim awards
Award

8. Assessment regulations
General Examination and Assessment Regulations for taught courses (GEAR)
Modules
multiples of 10 credits
mandatory, compulsory, optional
(Mandatory for award/Mandatory for progress)
0-100% marking scale
pass mark
40% ug module – threshold mark 30%
50% pg module – threshold mark 40%

9. Assessment regulations
Late regs apply to the piece of work – not the whole module
Assessment regulations
Late submission within 2 weeks of deadline  capped mark for work (or fail mark)
Non-submission – 0%
Extension to deadline - with appropriate evidence
Mitigating circumstances – deferral, mark for module not capped
Maximum number of attempts to pass module = 3
repeat module once

10. Module marks Most modules are marked on a percentage basis Pass mark:
Module / Area Examination Board regulations
Threshold marks apply to modules with multiple assessments.
The threshold mark does not apply to decisions made about referrals or compensation
Module marks
Most modules are marked on a percentage basis
Pass mark:
Undergraduate (levels 4 - 6) = 40%
Postgraduate (M level / level 7) = 50%
Threshold mark:
Undergraduate (levels 4 - 6) = 30%
Postgraduate (M level / level 7) = 40%
NB - only applicable when there are multiple assessment tasks in the module.
Assessment feedback and the recommended mark can be returned to students upon completion of marking and moderation
Marks are ratified by AEB

11. Retrieval of failure Referral no minimum mark
Module / Area Examination Board regulations
Threshold marks apply to modules with multiple assessments.
The threshold mark does not apply to decisions made about referrals or compensation
Risks of repeat without attendance
Risks of trailing
Retrieval of failure
Referral
no minimum mark
where only one assessment task in module, student must normally have attempted this
maximum of half total credit studied in the stage can be referred
referred module capped at pass mark
Repeat
not progress (p/t) or trailing (20 credits)
Repeat without attendance
repeat module capped at pass mark
A subtle difference
A referral is often resubmission of the same piece of work.
A repeat (by assessment only) is a new piece of work.

12. Retrieval of refer or fail
Module / Area Examination Board regulations
Some boards offer ‘repeat by assessment only’ to avoid slowing students down – these remove the opportunity for further tuition so must be used with care
Retrieval of refer or fail
Maximum three attempts at module
Refer
Fail 1
First attempt 2
Referral attempt 3
Repeat attempt
NB - A referral attempt cannot follow a referral attempt
Fail OR
Module failed, no more attempts
Fail
Refer 1
First attempt 2
Repeat attempt 3
Referral attempt
NB - A repeat attempt cannot follow a repeat attempt
Fail
Fail
Module failed, no more attempts

13. In-Year Module Retrieval (IYMR)
IYMR is new this year
Only applies to selected level 4 modules.
Leads to a capped mark at the first attempt.
Face value marks retained in case the initial attempt has mitigation (in which case the IYMR becomes an uncapped first attempt).
Mitigation of the IYMR retrieval attempt leads to a first referral/capped mark
No penalties for failing IYMR (if two fail marks exist, use highest)

14. Outcomes of module assessment
Normal AEB decision
Mark of 40% (L4-6) or 50% (M/7) or more
Pass!
Work submitted, mark of 39% (L4-6) or 49% (M/7) or less
Normally Refer (occasionally Fail)
Non-submission by published deadline or non-attendance at formal examination
Fail (normally repeat module in full)
Late submission of work (within two weeks of agreed deadline)
Capped Mark (40% or 50%) for the individual piece of work.
Extension to deadline
Held
Academic misconduct suspected
Held
Mitigating circumstances flagged
Two decisions (see later…)
If referral / repeat attempt and a pass mark
Pass – but mark capped at 40% (L4-6) or 50% (M/7)

15. Threshold Mark – Multiple assessment tasks
Levels 4 - 6
To pass modules comprised of more than one task: All tasks need to have at least met the threshold mark (30%), and the module overall should have a mark of at least 40%
Task 1 (Weighted 60%)
Task 2 (Weighted 40%)
Overall mark
Mark = 60
Mark = 45
54 Pass +
Mark = 32
Mark = 65
45 Pass +
Mark = 52
Mark = 25
41Q Refer (39) +
Mark = 75
Mark = 0 (non-submission)
45Q Refer (39) +
Mark = 44
Mark = 31
39 Refer or moderate to 40 (Pass) +

16. Multiple assessment tasks
M level / level 7
To pass modules comprised of more than one task: All tasks need to have at least met the threshold mark (40%), and the module overall should have a mark of at least 50%
Task 1 (Weighted 60%)
Task 2 (Weighted 40%)
Overall mark
Mark = 60
Mark = 45
54 Pass +
Mark = 42
Mark = 65
51 Pass +
Mark = 62
Mark = 35
51Q Refer (49) +
Mark = 90
Mark = 0 (non-submission)
54Q Refer (49) +
Mark = 54
Mark = 41
49 Refer or moderate to 50 (Pass) +

17. Late and non-submission
Levels 4 - 6
University Regulation: all work submitted within 2 weeks of the hand-in
date is accepted and marked. The mark is capped at 40% (unless mitigated).
Where there are multiple components to a ‘task’ all components must be on time.
Where there are two tasks, each task is treated separately for late submission purposes.
Work cannot be accepted after the two week period (it becomes a ‘fail’)
Late work does not ‘use up’ an additional attempt as previously.
There is no late period for referrals. They must be in on time.
Module outcome
Normal AEB decision
Single assessment task, submitted 3 days late
Face value mark = 65
Pass at 40% (1st attempt)
Single assessment task, submitted 3 days late
Face value mark = 31
Normally Refer. Complete referral task
(NB – there are no specific consequences of the late submission in these circumstances)
Single assessment task, 6 weeks late
Submission not accepted – i.e. non-submission
Fail. Normally repeat in full (exceptionally, repeat by assessment only)
Two assessment tasks: task A submitted on time (FVM = 60), task B submitted 4 days late (FVM = 55)
Accept both pieces. Assessment A marked and receives 60%. Task B is marked and capped at 40%. Module mark is derived from (60+40)/2=50 (if equally weighted)

18. Late and non-submission
M level / level 7
University Regulation: all work submitted within 2 weeks of the hand-in
date is accepted and marked. The mark is capped at 50% (unless mitigated).
Where there are multiple components to a ‘task’ all components must be on time.
Where there are two tasks, each task is treated separately for late submission purposes.
Work cannot be accepted after the two week period (unless there is an extension)
Late work does not ‘use up’ an attempt.
There is no late period for referrals. They must be in on time.
Module outcome
Normal AEB decision
Single assessment task, submitted 3 days late
Face value mark = 65
Pass, capped at 50%
Single assessment task, submitted 3 days late
Face value mark = 42
Refer. Complete referral task
(NB – there are no specific consequences of the late submission in these circumstances)
Single assessment task, 6 weeks late
Submission not accepted – i.e. non-submission
Fail. Repeat in full or repeat by assessment only
Two assessment tasks: one task submitted on time (FVM = 60), second task submitted 4 days late (FVM = 55)
Task 2 capped at 50%, and result calculated from 60+50=55% (if equally weighted)

19. Mitigating circumstances
Module / Area Examination Board regulations
New Mit Circs panels operate this year
All mit circs cases must be minuted in CEB and include rationale for decision taken
Mit circs cannot lead to marks being changed
Mit circs can lead to pass modules being deferred (CEB)
Mit circs can lead to module being excluded from algorithm (CEB)
Mitigating circumstances
Mitigating circumstances may be claimed for:
Poor (unrepresentative) performance
Late submission
Non-submission (including absence from an examination)
To submit a claim for mitigating circumstances, a student should submit form ARGEAR3, accompanied by documentary evidence
The newly constituted Mitigating Circumstances Panels operate at school level for all boards within the school. Note: mit circs must be considered by a panel and cannot be decided by Chair’s action.
Where mitigating circumstances are flagged, an AEB should make two decisions (one for if the mit circs are accepted and one for if the mit circs are rejected)

20. Mitigating circumstances
Reason
Module outcome
Normal decision of CEB
Poor performance
Pass:
40%+ (L4-6) or 50%+ (M/7)
No specific action, but consider if student in borderline at final stage
Poor performance
Refer / fail:
<39% (L4-6) or <49%+ (M/7)
Defer: allow student to resubmit (or repeat) as if for the first time
Late submission
FVM:
40%+ (L4-6) or 50%+ (M/7)
Pass: student receives face value mark
Late submission
FVM:
<39% (L4-6) or <49%+ (M/7)
Normally Refer: student allowed to resubmit (or repeat) as if for the second time
Late submission + poor performance
Note: the guidance may advantage non-submission/fail over a marginal pass (first option). CEBs should therefore take seriously the possibility of raising students should a mark close to the student’s mean be sufficient to change the classification.
FVM:
<39% (L4-6) or <49%+ (M/7)
Defer: allow student to resubmit (or repeat) as if for the first time
Non-submission
Fail: 0%
Defer: allow student to submit as if for the first time

21. Part 2: Course examination board regulations
Award / Stage / Course Examination Board regulations
Part 2: Course examination board regulations

22. Progression: Pass / Fail
‘Fail’ often used to indicate ‘fail-repeat’ rather than ‘refer’. Both technically fail marks, but with different solutions.
Pass marks are defined in GEAR (40% ug or 50% pg). Exemptions must be approved centrally and registered against GEAR. Restricted to PSRB requirements.
Progression: Pass / Fail
Students progress from one stage of study to the next when they have completed and passed the modules comprising that stage
Students can be referred in up to half the credits comprising the stage of study
Students cannot be referred in more than half the credits comprising the stage of study
Students can be failed in up to half the credits comprising the stage of study. ‘Fail/repeat’ used where no attempt has been made or where likelihood of success at referral is small

23. Conditional Progression
A Course Examination Board will determine whether or not a student is permitted to take repeat module(s) in addition to the standard diet for the next stage of study or whether the repeat module(s) should replace certain module(s) during the next stage of study (trailing).
If the course is insufficiently flexible to accommodate the trailing module(s), this will mean that the student's programme of study is extended beyond the normal length associated with his/her mode of study.
In making this decision, the Course Examination Board will be mindful of the student’s overall profile and the requirement not to overburden students, while aiming to facilitate continued study where this is appropriate.
Conditional Progression
Students may progress trailing up to 20 credits. Use with care. Essential that students understand risk, especially if third attempt
Failure of 3rd attempt by trailing may lead to exclusion even where next stage is successful as progress requirements not met (but can compensate)
Trailing (and conditional progression) useful to prevent students ‘slowing down’ to repeat a single module
Can be useful for international students (visa issues)
Cannot apply if failed module is pre-requisite for next level, but can apply to mandatory modules
Works better with stronger students who have an aberrant result
If third attempt essential student understands that a third failure may lead to exclusion irrespective of performance on their substantive stage/year

24. Compensation
Compensation - individual consideration
Must secure learning outcomes in course
Cannot be duplicated across years in same area/topic
Can be very useful
Consider for:
Marginal fails
Referral boards
After 2nd attempt for progress
After 1st attempt for finalists
Compensation may now be awarded for the purposes of progression where the student has failed the module on their third assessment attempt
Compensation discretion of board
maximum 20 credits for every 120 credits studied
no minimum mark or stage average – student should have attempted all assessments
credit awarded for stage but mark not changed
Not available for mandatory modules
Board must ensure course outcomes can be secured
Must not be applied successively to same domain/topic
Can be applied to 3rd attempts for progress or award, and to trailed modules
Rule change saved 20 students last year

25. Progression: ‘Non-standard’ courses
Care needed for part-time students. Can they succeed?
Risk that board may allow more referrals than for standard progress (eg 40 credits in year one and 40 in year 2 of split stage).
Single stage courses (e.g. Masters degrees) or stages of study which span more than one academic year
(GEAR) The academic performance of students registered for an award will be considered at least once each academic year by a CEB, which will decide whether the students may
Receive an award;
Progress to the next stage;
Continue studying at the same stage;
Be excluded from the course due to failure.
The CEB may consider the number of recommended referrals or fails accumulated by the student prior to the end of a stage of study. For example, if a student has accumulated 40 credits of failed modules partway through a Master’s degree ... It may decide to slow the student’s progress through the course by requiring them to repeat the modules prior to completing the remaining modules which comprise the stage of study.

26. Awards and borderlines – CEB
Alternative algorithm in Art/Media
Award
Marks and Classification
Borderline
BA (Hons) BSc(Hons)
Level 5 and Level 6 marks (ratio 25:75 unless otherwise specified in the Programme Specification)
Classification:1/2i/2ii/3
yes
One year top-ups
Level 6 marks
FdA/FdSc
Level 5 marks
Classification: pass/merit/distinction
Merit – weighted mean mark
Distinction – weighted mean mark
MA/MSc
Marks for the award credit
Merit – weighted mean mark of at least and at least 60 in final element
Distinction – weighted mean mark of at least and at least 70 in final element
(final element is normally 60 credits level 7)
no *
Integrated Masters
Subject-specific:
Level 6 and 7 marks (50:50) - 1/2i/2ii/3
Level 7 marks - pass/merit/distinction

27. Borderlines (new rules)
New rules for UG in 2016/17
Less discretion, but better outcomes for students
Greater emphasis on L6
No borderline for Postgrad – further work being undertaken
Mitigation:
If mitigation already applied (eg through deferrals) then no further consideration given in borderline cases.
If unused mitigation consider recalculating near-miss students to see if meet crtieria
Borderlines (new rules)
Student considered by board for higher classification if average mark for award is within 2% of boundary
UG (Hons)
50% or more credit in higher class = raise
at least 120 credits higher class across L5 and L6 (with min 40 credits in L6) = raise
Any exceptional discretionary decisions for students must be recorded and reported to Registrar & Secretary
FdA/FdSc
50% or more credit in level 5 in higher class

28. Academic misconduct (new)
New process for 2015/16
Academic misconduct (new)
New procedures in place for 2015/16 (GEAR F)
Key change is that the Academic Misconduct panel determines the penalty (previously it ‘recommended a penalty)
Student able to appeal penalty within 10 working days of hearing
Role of Examination Board is to apply penalty (not change it)
If penalty leads to aberrant outcome consult with Academic Services (identify pre-Board)

29. Appeals (new) New process for 2015/16 No longer routed through School
New process for 2015/16 (GEAR H)
All appeals handled centrally with central addresses:
Stage 1 
Considered by adjudicator:
That the appeal is upheld and the matter referred back to the Examination Board for consideration afresh;
ii. That there is insufficient evidence and the Stage 1 Appeal is not upheld.
Stage 2 
Student requests review of appeal outcome
Stage 3  Academic Appeals Committee (full hearing)
Note: upheld outcomes usually require referral back to Examination Board which will be reconvened to reconsider the student.

30. Exam Boards: Attendance and membership
All constitutions and members must be approved by Sub-Committee for Assessment (SCA)
Substitutions must be approved by Chair of SCA (refer to Academic Services)
Non-listed staff cannot attend/participate. Observers allowed with permission of Chair (but cannot participate)
No quorum – all members expected to attend
Absences to be notified to Chair of Academic Board
Chair of Examination Board determines whether Board can proceed

31. Chair’s action / delegated / sub-boards
Boards can delegate actions to the Chair (e.g where a mark is late or some other uncertainty applies)
Delegation must be explicit and set out parameters for Chair’s action (eg if pass, then progress; if fail then refer) and may include requirement to consult (eg with external examiner)
Chair’s cannot act independently to make progress/award/pass/fail decisions outside formal delegated actions
If Board is required to convene a sub-group, formal SCA approval must be obtained for membership/constitution (refer Academic Services)

32. See GEAR section I and the External Examiner Handbook
External examiners
External examiners should attend main session examination boards, including Area Examination Boards and Course Examination Boards that make decisions about students’ performance on modules and recommendations for awards.
If non-attendance unavoidable, arrangements must be made to ensure communication on the day and a report should be available. Chair must confirm the formal engagement of the external in the consideration of student work.
External examiners cannot change individual marks
External examiners are not ‘third markers’ where marks are disputed

33. Moderation Double Marking and sampling
University policy
Implemented locally at School level
Must be recorded
Refer to chair of exam board in case of marker disputes
External is not a ‘third marker’
Moderation Double Marking and sampling
Moderation policy on-line
Sampling formula (10% or square root) for most modules/assessments
If sampling, cannot change marks without reviewing all scripts (mainly judging consistency/pitch)
Dissertation/Project – blind double marked (mark to be agreed)
All moderation processes must be recorded and made available to external examiner (they do comment on this)
Sample should cover full mark range and be selected by someone other than first marker
Similar process for external’s sample (see guidance)

34. Further information
Further information is available at: and-regulations.aspx
Or click ‘GEAR’ from the Staff Central home page (lower left ‘tag cloud’)
Or contact the Academic Standards & Assessment team: Paul Cecil, Frank Melmoe, Anna McCall and Polly Bramhall