1. Ice-Breaker On your table you will find post-its and pens.
With the colleagues on your table, please discuss some of the issues or challenges someone might face when undertaking the role of external examiner.
This could be based on prior experience or expectations of the role.
Please write down some examples.
We will discuss them at the end of the session.

2. External Examiners’ Briefing Day
1 March 2018

3. Presenters
Professor Mariann Rand-Weaver, Pro Vice-Chancellor for Quality Assurance and Enhancement
Dr Richard Dotor Cespedes, Interim Assistant Director (Academic Services)
Plus:
Mr Justin Parsler, Associate Dean (Quality Assurance), CBASS
Dr Andrew Parton, Associate Dean (Quality Assurance), CHLS
Dr Richard Bonser, Associate Dean (Quality Assurance), CEDPS
Mrs Rowena Chalmers, Quality Assurance Manager

4. Briefing outline
Welcome from Pro Vice-Chancellor (Quality Assurance and Enhancement) and overview of External Examiner role
Overview of Programme and Award Regulations
The role of the External Examiner:
Pre-assessment
During assessment
After assessment
Troubleshooting
NOT COVERED – in-depth details about how marking and assessment processes work ahead of Panels and Boards, Mitigating Circumstances processes, or other processes like Misconduct or Appeals.

5. Welcome
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6. Brunel academic structure
Three large Colleges, each led by a Dean, supported by Deputy Deans (Academic Affairs), Vice Deans (Education) and Associate Deans (Quality Assurance)
Business, Arts and Social Sciences (CBASS)
Engineering, Design and Physical Sciences (CEDPS)
Health and Life Sciences (CHLS)
Larger Departments have ‘Divisions’ for different subject areas – your appointment as an External Examiner will be at the subject level.
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7. Role overview
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8. Appointment
Senate Regulation 4 governs the appointment of and role of External Examiners
External Examiners are nominated by Heads of Department and appointed by Senate
At least 1 External Examiner per award bearing Programme
Appointment normally for
4 years (UG)
4 years 4 months (PGT)
may be extended by one further year
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9. Main functions External scrutiny of assessment tasks
External moderation of summative assessments
Attendance at Panels and Boards of Examiners which confirm grades and awards
Other meetings with staff/students as agreed (e.g. project presentations, placement visits)
Annual report on:
academic standards and comparability with other UK HEIs;
assessment processes;
student performance;
good practice and enhancement.
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10. Brunel’s Regulations
All published at
SR2 – Undergraduate programmes/awards (FHEQ Levels 4, 5, 6 and integrated masters)
SR3 – Postgraduate Taught programmes/awards (FHEQ Level 7)
SR4 – Assessment, Extenuating Circumstances, Panels & Boards of Examiners
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11. Overview of Programme and Award Regulations

12. Programme and Award Regulations (SR2 and SR3)
Principles –
Transparency of standards of awards
Equity of treatment
Facilitates “Integrated Programme Assessment” (separation of Study Blocks and Assessment Blocks)

13. Grading and marking at point of assessment
Indicative Mark Band
Degree class equivalent
Grade
Grade Point
90 and above 1 A* 17
80-89 A+ 16
73-79 A 15
70-72 A- 14
68-69
2.1 B+ 13
63-67 B 12
60-62 B- 11
58-59
2.2 C+ 10
53-57 C 9
50-52 C- 8
48-49 3 D+ 7
43-47 D 6
40-42 D- 5
38-39
Fail E+ 4
33-37 E
30-32 E- 2
29 and below F
Non-submission NS
Departments choose whether they are using marks or grades
University Grade Descriptors (see here) are the primary reference for academic standards
Grade points are used to calculate the awards

14. Progression and Award rules
Minimum credit and grade profile requirements for progression and final awards
Award classification determined by credit profile and Grade Point Average (GPA)
Outcomes for “Borderline” students are determined by an algorithm (no BoE discretion) – see SR2, A6; SR3 A5

15. Progression and Award rules
No compensation/condonation mechanisms
Standard reassessment rules across University, unless specified within a programme specification
“Core” assessments (must be passed at threshold level) are defined in the Programme Specification

16. UG Final Awards – Honours Bachelors (Senate Regulation 2)
Class
Maximum credit volume of Grade F
Maximum credit volume of assessment blocks containing core assessments below D-
Maximum (non-weighted) credit volume of non-core Grade Band E (E+, E, E-)
Minimum weighted GPA*
Level 5
Level 6
Level 5 + 6
1st
14.0
2.1 20
11.0
2.2 40
8.0
3rd 60 NA
Weighting =
L5 assessment 1/3, and L6 assessment 2/3

17. PGT Final Awards – Masters (Senate Regulation 3)
Class
Maximum credit volume of Grades E+, E, E-, F
Maximum credit volume of assessment blocks containing core assessments below C-
Maximum (non- weighted) credit volume of non-core Grade Band D (D+, D, D-)
Minimum Taught Part Weighted GPA*
Minimum Dissertation Grade
Distinction
14.0 A-
Merit
11.0 B-
Pass 30 NA C-

18. Brunel Levels Level 1 = first year of UG programme, FHEQ level 4
Level 2 = second year of UG programme, FHEQ level 5
Level 3 = third year of UG programme, FHEQ level 6
Level 5 = master’s level, FHEQ level 7
NB. Integrated masters programmes are considered undergraduate programmes and therefore UG award and progression rules apply.

19. Modules/Blocks
In addition to using modular blocks (modules), Brunel programmes can incorporate “study” and “assessment” blocks.
Study block – This refers to the study undertaken by the student. It will include information on the aims of the study block and what the student will have learnt/shall be able to do after undertaking the study
Assessment block – This refers to the assessment to be undertaken by the student and holds the HE credit and has a grade attached to.
Combined they form a module (modular block), separated that allow for innovations in programme design.
External Examiners will only be provided with work from assessment and modular blocks.

20. Entitlements to reassessment
Where a student fails to achieve at threshold, the following volume of reassessment is normally permitted:
Level 1/FHEQ 4 = 60 credits
Levels 2, 3/FHEQ 5, 6 and Integrated Masters = 40 credits
Level 5/FHEQ 7 (Masters) = 60 credits from taught element, plus dissertation (if student achieves E- or above at first attempt)
Reassessments are normally capped at threshold (unless Extenuating Circumstances are accepted)
NB. If a level 1 student meets the requirements for progression on to level 2, they are not entitled to any reassessment.

21. Extenuating Circumstances
Students are only given the opportunity to be reassessed if they fail; if ECs are accepted, then uncapped; no ECs will be capped.
The board has the option to deal with ECs in ways other than reassessment:
Assigning a grade
Raising the degree classification (if justified)
Waiving the need for the student to complete the assessment
More detail can be found in Senate Regulations 4.40 to 4.42

22. The Role of the External Examiner

23. External Examining Duties
Pre-assessment: Comment on examination papers and other assessment tasks in light of assessment criteria, marking schemes, and/or indicative answers
During assessment: Attend live assessments, and observe students on placements if required
After assessment:
Review samples of assessed work
Attend and contribute to Panels/Boards of Examiners
Contribute to the enhancement of the University’s provision by identifying issues and opportunities
Submit completed report form

24. External Moderation Arrangements
Arrangements for moderation of student work will be made by the Department.
Samples of assessments will be:
available electronically or sent by hard copy and/or
available for scrutiny at Brunel
External Examiners have access to all assessed material

25. External Moderation Arrangements
Assessment samples will be in accordance with Senate Regulations 4.83 to 4.90m including:
External Examiners are not required to study each piece of work in detail, but are required to satisfy themselves in regard to standards, comparability and adherence to marking processes
The total number of sample pieces of assessed work sent to an External Examiner in each academic year should not exceed 320 individual pieces
The External Examiner(s) should review no less than 20% of the postgraduate taught dissertations or undergraduate final year project reports, unless the cohort size is 10 or fewer, in which case all assessments should be made available.
Also: ask the programme team if you want to meet students during the year (not as vivas – but good opportunity to understand their experience). You can also meet staff. See SR4.99.

26. Panels and Boards of Examiners – overall role
Common purpose is to ensure:
Fairness to all students and each student
Rigour of assessment
Robustness of the results and decisions
Maintenance of academic standards
Quoracy – both Panels and Boards should include EEs – they must at minimum be represented for the Panel/Board to be able to transact its business.

27. Panels of Examiners – purpose
Panels of Examiners are where collective academic judgement is employed and EEs have a vital role to play
Key role: to verify and confirm the marks/grades for each module/block
Do not look at individual students (unless error or additional information is presented)
May make specific recommendations to Boards concerning particular assessments
See Senate Regulations 4.52 to 4.56
NB that ALL Externals should expect to attend Panels

28. Issues for Panels of Examiners
Potential assessment design errors
Appropriateness of marking
Internal moderation effectiveness
Extraordinary factors/events
Re-marking/adjustment of results (see next slide)
Justification of actions
Panels are the place to use academic judgement – in particular to get rounding decisions right.
Note that External Examiners often suggest that marking is too generous in some modules – consider this (especially with regard to borderlines and rounding)

29. If a Panel identifies a problem
If the Panel is not satisfied with the fairness or integrity of assessments/marking, it should not confirm grades/marks
Appropriate action is normally for assessors to reconsider grade/marks for an entire module
Only in very exceptional circumstances may the Panel scale grades/marks for a particular assessment; if so it must record the justification
Grades/marks may not be adjusted for individual students (unless wrongly recorded, or additional information is presented)
[SR4.55]

30. Boards of Examiners (BoE) – purpose
Receive confirmed marks/grades from Panels of Examiners
Consider individual student profile of achievement
Take into account extenuating circumstances and determine appropriate actions
Decide on progression and re-assessment
Recommend appropriate awards and prizes
External Examiners
Assure that due process has been followed and appropriate consideration and decisions have been made
Are invited to provide verbal feedback to the Board
Also be aware that Chairs of Boards should be independent of the delivery of the programme – so you will need to liaise with both them and the programme team.

31. Vice-Chancellor’s Representative (VCR)
Award Boards must have a VCR present in order to make awards
VCR is an experienced member of University professional staff with a good understanding of the Regulations
VCR has authority to stop the Board should any irregularities come to light, and reports back to the VC on any issues
VCR (and Deputy VCR, where present) take formal record of BoE decisions – which must be signed by the EE – for release to students
Note: progression decisions may be made without VCR.

32. Issues for Boards
Decisions on extenuating circumstances and exercise of discretion
Progression and re-assessment
Extraordinary decisions – discretion
Justification of decisions

33. The Role of the External Examiner: Reporting

34. Report submission
All External Examiners submit a report by the 31st of July each academic year
Request for reports and reminders are sent out by the Quality Assurance Office
Pro-forma/web form provided for the report
External Examiners may also write in confidence to the Vice-Chancellor at any time during their period of appointment about any matter relating to their duties 

35. Scrutiny of Reports and Responses
Colleges are required to respond to External Examiners’ comments:
Directly to the External Examiner
In their annual monitoring reports
External Examiner Reports and the responses provided to them are scrutinised by:
The College’s Associate Dean (Quality Assurance)
The Colleges Quality Assurance Manager
The Head of Quality Assurance
The Pro Vice-Chancellor (Quality Assurance and Enhancement)
The purpose of this scrutiny is to:
Ensure that programmes/departments respond appropriately
Identify any themes that require further investigation

36. Response and publication
University will provide a central response to broader issues, particularly regarding regulations
External Examiner reports and University responses are published to current students and staff. This Web page also available to External Examiners.
Fees paid once EE reports are received

37. A Year in the Life of a Brunel External Examiner
Indicative timetable of activities
Sept – receive assessment questions (either for term 1 or the whole year) to approve
End Sept/Oct – receive PGT Dissertation samples (PGT EEs only)
Oct/Nov – receive panel and board calendar invites
Nov – attend PGT panels and Boards (PGT EEs only)

38. A year in the life of a Brunel External Examiner
Nov to June –samples of work are sent (hardcopy, electronically) or are available via the University’s VLE
Jan – receive assessment questions (for term 2) to approve
May/June -attend panels and boards (which may involve scrutiny of work on-site)
July – complete and submit report
Late Aug / Early Sept – receive reassessment samples and attend re-sit Board

39. Troubleshooting/Q & A

40. Further support resources
Guidance and resources about all aspects of these processes are available at
and
Senate Regulations are published at
Programme specifications and module outlines are available at Documentation-Repository.aspx
To find the Q&S web pages, go via Homepage > About > Q&S > External Examiners or Assessment

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