Quality and Standards Office

Appointment of External Examiners for taught programmes

PPE20 defines requirements for nominations, appointments, induction, and contract termination of External Examiners (EE). EE appointments panel must approve all EE nominations before approval. Submission of EE nominations is the responsibility of HOD and must be in line with general criteria as identified by PPE. Appointment will be for four years. Further one year extension available in exceptional circumstances after appropriate consideration of extension application. PPE20 sets out departmental responsibilities for EE induction and communication. PPE20 sets out conditions for premature termination of a contract with an EE.

KEY CHANGES: Regulations relating to the appointment of external examiners from PPE24 to create PPE20. Revision to clarify regulations preventing potential conflicts of interest.

Roles and Responsibilities of the External Examiners for taught programmes

PPE24 defines the responsibilities, rights, and duties of EEs, including to review students’ work and meet students, to review draft exam papers, attend exam boards and provide written reports. PPE24 addresses the role of scheme examiners and procedures if the EE is unwilling to endorse a board decision.

KEY CHANGES: Regulations relating to the appointment of external examiners extracted from PPE24 to create PPE20. PPE24 now relates only to the rules and responsibilities of external examiners, but in that respect remains unchanged.

Procedures for Oversight of External Examiner Reports

PPE25 sets out the action taken by QSO on receipt of an EE report. It also sets out the responsibilities for HODs to ensure the report is circulated, including to student representatives. All issues raised by the EE are to receive a response and action plan developed, circulated, discussed, agreed and monitored.

KEY CHANGES: PPE25 consolidates existing principles and practice underpinning the ways the University considers and responds to external examiner reports.

Preparation of Examination Papers

PPE05 concerns time-constrained exams, tests and assessments organised either by the centre or department. Deputy Chair is responsible for ensuring appropriate preparation and delivery of exam paper. Two internal examiners must review the paper before EE review/approval. Exam papers must be hand delivered to Registry. PPE05 covers errors in exam papers, preparation of re-sit papers, security of exam papers. PPE05 outlines detailed requirements for the format, layout and instructions in exam papers.

KEY CHANGES: Updates information regarding the roles and responsibilities of individuals in the process of finalising exam papers. Includes detailed requirements for standardised layout (eg, formatting, headings, etc) and for use of copyrighted material. Includes a sample paper.

Anonymous Marking

PPE12 covers the rationale for the adoption of anonymous marking, the process of allocating and using examination numbers, the procedures to be employed at the end of a written examination, the process for marking scripts, how the departments are to process marks, how a department might extend anonymity to course work, how a Board of Examiners might extend anonymity beyond the marking process and incorporate it into the proceedings of a Board

KEY CHANGES: Minor administrative changes

Illegible Scripts

PPE16 covers the responsibilities in dealing with an illegible script, including actions by the Deputy Chair, actions by the Registry, process for transcription, and process for managing discrepancies.

KEY CHANGES: Minor administrative changes.

Marking Procedures

PPE28 sets out the responsibilities of the Board of Examiners in overseeing assessment and the arrangements for second marking including required samples and reporting. PPE28 sets out the requirements for double marking including the role of the second examiner, for the samples to be reviewed by EEs, and for marking work where a student has failed to follow instructions.

KEY CHANGES: Move from double marking to second marking for certain assessments; definition of sample to be second marked.

Template to record second marking

Moderation of Marking on Taught Programmes

PPE30 sets out the principles for the moderation of the marking students work and the arrangements governing moderation. There is provision made for the reconciliation of marks in the event of a disagreement between moderator and marker.

KEY CHANGES: This is a new PPE

Accreditation of Prior Learning

PPE42 sets out the arrangements in relation to APL. It sets out the arrangements for the use of APL for admissions purposes and for the award of credit. APL is a matter for academic judgment. Admissions agency may undertake administration in relation to APL, but oversight rests with the relevant Faculty. Administration of APL used for credit recognition purposes rests with the Deputy Chair, with oversight exercised by the Board of Examiners. There are specific arrangements of APEL Portfolios.

KEY CHANGES: This is a new PPE

Accommodation for Examinations

PPE17 sets out the requirements for the accommodation of all University examinations which must be held in designated locations; includes guidelines for room layout and seating. PPE17 covers how room is to be designated and who can be present in the room.

KEY CHANGES: Minor administrative changes.

Organisation of Examinations

PPE19 details the arrangements to be made in the organisation of an examination, including the question papers, stationery, material, other equipment, the processes for the start of the exam, the collection of scripts at the end, and the disposal of examination material.

KEY CHANGES: The same procedures apply for all examinations of the University, whether arranged by Registry or academic departments. The revised PPE reflects minor enhancements to administrative procedures, and the two appendices set out practical guides for holding an examination based on the experience of the Registry. PPE07 Invigilated Examinations / Tests Organised by Departments has been withdrawn.

Procedures at University Examinations

PPE43 details information primarily for students, invigilators and departmental representatives regarding procedures at University Examinations. An Appendix contains practical advice to all members of staff who invigilate examinations.

KEY CHANGES: This new PPE combines two previous PPEs (PPE06 Responsibilities of Invigilators and PPE18 Attendance and Conduct by Students at University Examinations that have been withdrawn).

Emergency Requiring the Evacuation of an Examination Room

PPE11 details the actions to be taken in the event of an emergency by the chief invigilator, the examinations office staff, the academic registrar and the board of examiners, including the process for an alternative assessment date.

KEY CHANGES: No changes.

Language of Assessment

PPE34 sets out the requirements governing the language of assessment, including the use of dictionaries in time-constrained assessment and the procedures for assessing work in a language other than English.

Online Assessment

PPE36 covers the policies and procedures for online summative assessments, including guidelines for software, roles and responsibilities pre-examination, guidance to students, support during the examination, delivery of the examination, good practice, delivery of the assessment, health and safety, emergencies, post-examination procedures.

KEY CHANGES: Minor administrative changes.

Candidates Taking University Examinations at a Centre other than the University

PPE09 covers the regulations regarding the use of a centre for examinations other than one designated by the University or a collaborative partner.

KEY CHANGES: Minor administrative changes.

Special Arrangements for Candidates in written examinations with Disability or Injury

PPE01 covers the arrangements in examination in support of candidates with disability or injury, including requirements for the candidates, examinations office and disability advice team. It details the implementation of special arrangements for a range of circumstances and the monitoring of the procedures.

KEY CHANGES: The PPE has been refreshed in light of changes in titles of post holders and minor procedural refinements in Student Support and Guidance and the Registry.

Candidates requiring the Provision of Word Processing facilities for written Examinations

PPE02 covers the University responsibilities in the provision of a computer, the rules governing the exceptional use of a student’s own computer, the invigilation of an exam under the circumstances of the PPE, and the examination conditions.

KEY CHANGES: The PPE has been refreshed in light of minor procedural refinements informed by CIS procedures and the Registry

Use of Scribes in Examinations

PPE03 concerns the regulations in the use of scribes in an examination, including the processes for requesting and engaging a scribe, the guidelines as to who may serve as a scribe, the duties of the scribe, the general procedures in an examination, and the use of practice sessions.

KEY CHANGES: The PPE has been refreshed in light of changes in titles of post holders.

Use of Dictionaries in Examinations

PPE08 governs the use of translation dictionaries in an examination where the candidate’s first language is not English and in the use of dictionaries in other exceptional circumstances. PPE08 includes the responsibilities of the candidates, exam office, invigilators, and board of examiners.

KEY CHANGES: Minor administrative changes.

Concessions Requests

PPE41 details all requirements and regulations around requesting by students and granting by Deputy Chairs and Boards of Examiners concessions for the submission of assessment and attendance at examinations for all taught programmes. It provides the procedures for the operation of Concession Request Review Panel.

KEY CHANGES: New PPE combining two previous PPEs (PPE04 and PPE29) regarding concessions. Represents significant policy changes.

Appointment of University Examiners for Accredited Programmes

PPE23 sets out the restrictions regarding who may mark examinable work, detailing full and associate examiner status and their roles. PPE23 covers the HOD responsibilities for compiling Board of Examiner membership lists and for providing support to examiners. PPE23 includes regulations for the appointment of internal examiners for the examination of research degrees.

KEY CHANGES: PPE23 revised to include the appointment of internal examiners for research degrees, following the award of research degree awarding powers.

Internal Boards Held prior to Meetings of Boards of the Examiners

PPE13 concerns the requirements for holding an internal board prior to the main board of examiners. PPE13 details the purposes, membership, responsibilities, and records of internal boards.

KEY CHANGES: Makes explicit requirements for programmes to hold internal boards and clarifies the purpose of those boards. Revises definition of borderline cases.

Function, Membership and Conduct of Boards of Examiners

PPE22 applies to all taught programmes both UG and PG. details the function, membership and responsibilities of Boards of Examiners as well as its administrative arrangements. PPE22 indicates the responsibilities of the Chair, Deputy Chair and Academic Registrar in relation to Exam Boards. It includes rules regarding the absence of members of the board (such as External Examiners) and clarifies rules for exam boards for collaborative provision.

KEY CHANGES: Updates policy in relation to other PPEs. Clarifies some roles and responsibilities. Clarifies special arrangements for the GMS and IPL schemes.

Minuting of the Meetings of Boards of Examiners

PPE32 sets out the detailed requirements for the minutes of the meetings of Boards of Examiners, and includes provisions relating to the preparation of paperwork for Boards.

Use of Discretion at Undergraduate Level outside the Undergraduate Academic Framework

PPE23 concerns undergraduate programmes outside the Undergraduate Academic Framework. PPE23 sets out the requirements regarding the use of discretion in cases such as concessions and progression from Level 5 to 6. PPE23 details procedures for the exercise of discretion notwithstanding the conventions and action points for chair and deputy chair in dealing with any relevant cases. PPE23 is of limited application, and for most programmes PPE37 is applicable.

KEY CHANGES: Substantial changes to the operation of discretion notwithstanding the conventions

Boards of Examiners and the use of discretion for programmes within the Academic Frameworks

PPE37 concerns all UG programmes validated after September 2006 and all PG programmes validated after September 2007. The use of discretion is limited to an award ‘notwithstanding the conventions.’ PPE37 details procedures for recommendation of an award notwithstanding the conventions.

KEY CHANGES: This is a new PPE

Re-sit Assessments

PPE31 concerns re-sit assessments for all UG and taught PG programmes. PPE31 sets out the principles and assessment strategy for re-sit assessments, PPE31 details the requirements regarding calculation of marks, hurdles, capping, and re-sit timing, as well as the consequences of failing a module or being required to sit and re-sit for the same module.

KEY CHANGES: Clarifies rules around module hurdles and capping after resists. Clarifies the nature of resits and the scope of Exam Boards to vary decisions regarding resists and sits for some modules. Appendix includes examples of calculations.

Data Protection and Examinations

PPE15 considers the implications of the data protection act on examinations detailing what information would be available to students upon request and therefore how information, such as comments from internal and external examiners, should be recorded. PPE15 sets out how information will be provided to students.

KEY CHANGES: Redrafted to provide greater clarity, and to take account of changes external to the University.

Decisions Sheets summarising the Recommendations of the Board of Examiners

PPE14 details the principles, arrangements, and format of decision sheets for Board of Examiners. PPE14 sets out the procedures for checking, authorising and storing decision sheets and the processes for the exams office to track Decision Sheets and enter data on QL.

Retention Schedule for Documents Relating to Examinations, Validation and Review

PPE47 details the requirements for the retention and disposal of documentation relating to examination, validation and review processes.

KEY CHANGES: Replaces PPE21

Academic Misconduct Involving Assessments and Examinations

PPE10 sets out the nature of examination irregularities, the process of initiating procedures for written examinations and course work, and the preliminary enquiries to be taken by the Academic Registrar. For the examinations irregularities panel, It establishes the membership, the panel operations and decision making process. PPE10 sets out the procedures for appeals against the decisions of the panel.

KEY CHANGES: PPE10 has been clarified with regard to the range of irregularities that might be considered by a panel and the scope of the penalties available to the panel.

Procedures for Dealing with Alleged Plagiarism

PPE26 sets out the definition of plagiarism and the detailed procedures for dealing with alleged plagiarism cases, including the staged approach.

KEY CHANGES: This represents a substantial change in managing alleged plagiarism cases. It details a staged approach for handling cases.

• Plagiarism form for Stage 0
• Plagiarism form for Stage 1
• Plagiarism presentation

Academic and Fitness to Practise Appeal

PPE27 sets out the conditions for an appeal to review the decision of an academic body or a fitness to practice panel, including where an appeal cannot be made. It details the procedures for lodging and processing an appeal, including the roles and responsibilities of the key parties. PPE27 sets out the special arrangements for YMCA George Williams College. PPE27 requires a departmental action plan where an appeal is upheld and a response to recommendations from the panel.

KEY CHANGES: Requires a departmental action plan where an appeal is upheld a response to recommendations from the panel.

The Oversight of Short Courses

• Short Course Approval Form