Chairing Boards of

Examiners and
Panels of Examiners
BEEC Academic Practice workshop
January 2016

Dr Sandra Naylor
(Vice-Dean Education, CHLS)

Ruaidhri Donnelly
(Head of Q&SA)
Session contents

Roles of Chairs
Recent developments
Assessment processes
Panels of Examiners
Boards of Examiners
Progression and Award rules
Questions

Brunel University London Chairing Boards of Examiners and Panels of Examiners 2

ROLES OF CHAIRS
Key messages

Responsibility awarding degrees on behalf of the

University, reporting directly to Senate.
Understanding to ensure processes run smoothly
Regulations SR4 governs Assessment, Panels, Boards,
Mitigating Circumstances and External Examiners. All
chairs should be familiar with this.
Make use of support from Programme Leads and
Administrators; VCRs, Q&S and TAG;
Further guidance and resources see
www.brunel.ac.uk/about/quality-assurance/assessment

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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

Different types of decision-making:

Panels are where collective academic judgement is exercised
Boards confirm that processes have been appropriately carried
out, and make decisions on things like reassessment but
extraordinary academic judgements may also be needed

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Appointment of Chairs

Appointments made by Deans on behalf of Senate (dont make

local changes without informing Deans and Q&S/TAG).
Also Deputy Chair as backup
Board appointments are for the full year and preferable to
have continuity over a term of several years.
Role induction
Liaise with Programme Teams early on
Introduce yourself to relevant Administrator(s) they are vital to
smooth running, you (and Programme Lead) should be confident in
them
New Chairs can ask to shadow a well-established straightforward
Board elsewhere
Q&S and TAG can also support Chairs and Administrators

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What is a Panel or Board Chair for?

Ensuring Panel or Board processes (and post-

processes!) are properly executed in accordance with
Senate Regulations and other policies
Also taking Chairs Action where necessary

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Pre-meetings ahead of Panels of Examiners

Chair of PoE, PoE Administrator and Programme Lead are

encouraged to meet together ahead of Panels to ensure
Meeting deadlines
Confirming completion of marking and moderation
processes (inc. adherence to the agreed marking criteria)
Confirming completion and accuracy of mark/grade input
Preparation and checking of Panel paperwork
Expected attendance (quoracy) at main Panels

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Pre-meetings ahead of Boards of Examiners

Chair of BoE, BoE Administrator and VCR (plus Programme

Leads where possible) should meet a day or two before the
Board to
Resolve any issues arising following Panel confirmation
Review SITS paperwork and any issues arising
This is strongly recommended practice. Sufficient time must
be allowed between Panel and Board to allow problems to
be resolved.

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Chairs Action

The Chair may need to take decisions on behalf of the Panel or Board when
a matter cannot wait until the next meeting. Two types of Chairs Action:
Pre-sanctioned where a meeting of the Panel or Board knows that a
Chair will (later) need to make a decision on an issue being discussed
now. Normally define bounds (e.g. if X then take action Y, or else action
Z).
Impromptu where an issue arises that needs to be addressed urgently
prior to the next Panel or Board meeting. Chairs must act in good faith on
behalf of the Panel or Board following the precedents and general
approaches of that body in order to ensure consistency and equity of
treatment.

Ensure that all Chairs Actions are properly recorded on standard

Chairs Action paperwork (for action on SITS), and reported to the following
meeting of the Panel or Board.

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RECENT DEVELOPMENTS
SR4 updates constitution of Boards

SR4.58 requires that

Chairs of Boards must now be independent of the delivery of
the programme
A quorate Board of Examiners must have representation
from:
Chair of Board [if Deputy Chair steps in at Board, they fulfil this]
Chair or Deputy Chair of all relevant Panels
Representative from MCs Panel (normally MC Panel Chair)
Relevant Programme or Course Directors
One or more External Examiners
A Vice-Chancellors Representative (VCR), if awards are to be made

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SR4 updates other small adjustments

SR4.4 clarifies Panel of Examiners responsibilities for

approving summative assessment (including to involve
External Examiners)
SR4.6 requires that summative assessment of group
work must allow assessment of each individual students
achievement of learning outcomes (new policy on this)
SR4.23 clarifies requirements for blind-double marking
and internal moderation (and how to record this)
SR4.53 defines composition of Panels of Examiners
Other updates cover role of the External Examiner,
operation of MCs Panels, etc [See SEN6641, July 2015]

Brunel University London Chairing Boards of Examiners and Panels of Examiners 13

SR3 updates dissertation submission

SR3.49 now allows reassessment at Level 5 for any

award of a Masters-level programme, including
intermediate awards.
Students are allowed to submit a dissertation if they wish
even if they cannot achieve a Masters degree by doing
so (i.e. if they have definitively failed the taught element).
However the dissertation cannot be substituted for failed
taught elements so as to allow a PGDip award (unless
explicitly permitted in the Programme Specification)

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Other changes for awareness

Exemptions policy students may start being seen at

Boards who were admitted with module exemptions;
either graded (external grades go on Board paperwork),
or ungraded (needs a special calculation).
Provisional Progression - policy has been clarified and
distilled on a single guidance document

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Reminder final Award Classification mechanisms

UG and PGT classification mechanism revised with effect

from June 2015 now in its second year of operation
This replaces the previous complex (GPA / grade-volume)
classification mechanism with a simple GPA requirement
for each classification
A deterministic stepped borderline mechanism is finer-
grained than before; no student can be disadvantaged by
this in comparison to the old arrangements

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Timescales for Boards in 2015-16
2015-16 Exams and Award Boards

NB tight timescales to complete all processes in Week 33 (BH) Exams

summer 2016 (marking, moderation, External
Examiner scrutiny, Panels of Examiners) between Week 34 Exams

exams and Boards

Week 35 Exams

Week 36
Key dates are:
Exams weeks 33-35 (03 May to 20 May) Week 37 (BH) Award Boards

Panels weeks 36-38 (24 May to 10 June) Week 38 Award Boards

approx.
Week 39 Award Boards
Award Boards weeks 37-39 (31 May to 17
June), i.e. from four weeks after the start of exams Week 40 +some late Boards

Progression Boards weeks 40-42 approx. (20 Week 41

June to 08 July)
Week 42
Graduation ceremonies week 43 (11 to 14 July)
Week 43 Graduation

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ASSESSMENT PROCESSES
Brunels 17-point grade scale
Degree
Indicative Mark Grade
class Grade
Band Point
equivalent
Grades are the primary 90 and above 1 A* 17
80-89 1 A+ 16
performance measure, 73-79 1 A 15
as used in award 70-72 1 A- 14
68-69 2.1 B+ 13
calculations (not marks 63-67 2.1 B 12
though mark 60-62 2.1 B- 11
58-59 2.2 C+ 10
equivalence is defined) 53-57 2.2 C 9
50-52 2.2 C- 8
University Grade 48-49 3 D+ 7
Descriptors are primary 43-47 3 D 6
40-42 3 D- 5
reference for academic 38-39 Fail E+ 4
standards 33-37 Fail E 3
30-32 Fail E- 2
29 and below Fail F 1
Non-
Fail NS 0
submission

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Grading and Marking at point of assessment

Departments define whether they are using mark or

grade ENTRY at element level (by programme)
All calculations and requirements for award are GRADE-
BASED
SITS (student records database) is set up with details of
assessment elements and weightings
Grade entry SITS assigns a grade point for each
element and calculates weighted average of grade
points.
Mark entry SITS finds weighted average of marks
assigns corresponding grade point for assessment block

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Assessment waypoints

Specify assessment tasks and criteria

Approve assessment tasks and criteria
Students take assessment
Students submit any mitigating circumstances
Marking/grading
Moderation (internal and external)
Panels of Examiners
Mitigating Circumstances Panels
Boards of Examiners

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Scrutiny of summative assessment tasks (SR4.4)

All summative assessments must be scrutinised by a group designated by the

appropriate Panel of Examiners.
External Examiners' views should be sought on all examination papers and other
assessments (e.g. proposed coursework titles) at Level 2, 3 and Masters Level, before
the papers are printed or other assessments notified to students.
Assessment criteria, marking schemes, and/or indicative answers should be
provided to Externals.
If staff disagree with changes proposed by the External, this must be discussed
with the External and a clear rationale put to the Panel when approving.
Panels must give final approval of summative assessments, having been reassured
that these have been properly scrutinised (including by Externals) and that these:
are expressed clearly;
adequately assess the intended learning outcomes;
are in accordance with the overall assessment strategy for the programme;
are of an appropriate standard;
are associated with appropriate assessment criteria.

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External moderation information to provide

Samples of student work should either be sent prior to

the Panel of Examiners or (by agreement) made
available on the morning of the Panel. This should:
Represent at least 10% sample size (20% for Masters
dissertations, or all if fewer than 10 students)
Indicate where adjustments have already been made following
internal moderation
Represent full range of achievement

Full set of provisional grades should also be seen by

Externals
All student work should be available to External
Examiners on day of Panel
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External moderation output expected

External Examiners should comment on -

Is the work of appropriate standard and comparable with other
UK HEIs?
Do grades/marks assigned reflect the marking criteria and
published grade descriptors?
Not required to study each piece of work in detail
Findings feed into Panel consideration and confirmation

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 Assessment Full process flow
Task & Criteria
Design and
Marking &
Moderation
X
Approval

Resolution of
Board Paperwork problems
Produced identified in
Mark/Grade Entry
To SITS Board Paperwork
External
Scrutiny

Recommendation
MCs Panel
Panel of MCs panel to BoE Meeting
meeting
Paperwork BoE

External Panel of Re-marking Decisions of BoE

Moderation Examiners Moderation
entered on SITS
Meeting

Panel Grade
Confirmation Students notified
In SITS of decision
through e-Vision

Brunel University London

PANELS OF EXAMINERS
Constitution of Panels
Established (by Dean of College) for each subject grouping or
cognate group of modular/assessment blocks contributing to
awards.
As per SR4.53 (revised 2014-15), Panels shall comprise:
A Chair and Deputy Chair (appointed by the Dean of College)
Internal examiners (normally the relevant modular or
assessment block leaders Chairs appoint)
Internal moderators (Chairs appoint)
External Examiner(s), as appointed by Senate
To be quorate to transact its business, a Panel needs
representation as above.
Also (crucially!) in attendance: Departmental Administrators

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Role of Panels of Examiners (PoE)

Approving summative assessments (this is done early in the

year through a meeting or correspondence?)
Key role: to agree all assessment results (verifying
element marks/grades and confirming grades for each
module/block)
Not to look at individual students (unless error or additional
info presented) i.e. all students treated equally
May make specific recommendations to Boards concerning
particular assessments
Implement Senate Regulations 4.52-4.56
Panels of Examiners are where collective academic
judgement is exercised
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Documentation for Panels
NB that only SITS-generated paperwork can be used for presentation of formal results at
Panels of Examiners (and note there several tabs in each workbook all need to be
printed/shown).
The following should also be available/accessible at meetings:

At Element level
Assessment Specifications
Marking/Grading Criteria

Other supporting assessment paperwork, such as raw assessment forms, moderation

records, etc.
At Module level
Module Syllabus

At University level
Grade Descriptors

Senate Regulations SR2/3, SR4

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Role of External Examiners at Panels

Full membership of the Panel of Examiners

Contribute to the collective academic decision-making

Have a distinct influence on the PoE (through their

independence and their overview)
EEs are not empowered to change marks or grades all
decisions are made collectively
May ask to inspect any documents involved in the
assessment process
See SR4.93 4.99

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Issues for Panels of Examiners

Potential assessment design errors

Academic judgment
Moderation effectiveness and issues
Extraordinary factors/events
Re-marking/adjustment of results (see below)
Justification of actions
Recording of decisions at all stages!

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Panels of Examiners calculated grades

NB that Grades and especially Grade Bands for each

student, for each module/block, must be right because
award calculations use Grades (not percentage marks).
Where there are multiple elements of assessment in a
module/block, rounding may be required just below grade
borderlines (whether mark or grade entry).
SITS does no rounding it is up to the Panel to make decisions
based on academic judgement for its modules/blocks.
Note that rounding merely moves borderlines it does not
magically remove them!

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Panels of Examiners rounding decisions

Should a calculated mark average of 69.8% for a

particular module be confirmed as a B+ or should it be an
A-, and very significantly is it in the B band or the A band?
Should a calculated GPA of 13.93 for a particular module
be confirmed as a B+ or should it be an A-, and very
significantly is it in the B band or the A band?
Answer: the Panel needs to exercise academic judgement
about the assessment of the module/block, for this year.

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Assessment design errors

Issues may potentially arise (for correction by the Panel) in:

Learning outcomes coverage
Element weightings
Assessment specification
Sub-element combination method
Assessment criteria specification
Marking/grading scheme or strategy
Moderation process

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Adjusting grading at Panels

SR4.55 covers this

Take action if the Panel has insufficient confidence in the
integrity and fairness of the outcomes of an assessment
Usually, require the assessors to reconsider grades/marks
for the complete cohort of students who took this
assessment
Only in exceptional circumstances may the Panel scale
grades/marks for a particular assessment if so, must
record justification and rationale
Grades/marks for an individual student may not be
adjusted, unless they have been wrongly recorded or
additional information is presented.
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Post-Panel actions

Confirmation of marks/grades on SITS for each module/block

MUST be done as soon as possible AFTER THE PANEL.
Unless all marks/grades are confirmed for every module/block,
SITS/Business Objects will not generate the correct Board
paperwork and the Board cannot take place!
The Chair of the Panel of Examiners is responsible (in association
with the Administrator) for ensuring Panel-confirmed grades are input
to SITS. Please ensure checks are in place to avoid errors.
The Chair of the Panel of Examiners is also responsible (in
association with the administrator) for providing Minutes of
the PoE meeting(s) to the relevant Board(s) of Examiners.
This also requires prompt attention as BoEs occur shortly after
the PoE.

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BOARDS OF EXAMINERS
Role of Boards of Examiners (BoE)

To receive confirmed marks/grades from Panels of

Examiners
To consider individual student profile of achievement
To take into account mitigating circumstances and
determine appropriate actions
To decide on progression and re-assessment
To recommend to Senate appropriate awards for each
completed/withdrawn student
Implement Senate Regulations 4.45-4.51 and 4.57-4.66
NB Boards now have few powers of discretion within the
regulations but all decisions must still be justified
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Documentation for Boards

NB that only SITS-generated paperwork can be used for

presentation of formal results at Boards of Examiners (ensure
that sheets are seen for all relevant Programmes).

The following should also be available/accessible at meetings:

At Programme level
Programme Specifications (NB may be more than one
relevant version per programme)

At University level
Grade Descriptors (UG/PG)

Senate Regulations SR2/3 (both old and new!), SR4

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Role of External Examiners at Boards

Full membership of the BoE

Contribute to the collective academic decision-making
Have a distinct influence on the BoE (through their
independence and their overview)
EEs are not empowered to change marks or
grades/progression/classification unilaterally all
decisions are made collectively
Assure themselves that due process has been followed
and appropriate consideration and decisions have been
made by the BoE
See Senate Regulations SR4.93 4.99

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Role of Vice-Chancellors Representative (VCR)

Experienced member of University Professional Services. Most BoEs

are attended by both a Lead VCR and an Assistant VCR.
Helps ensure BoE proceedings and decisions are in line with Senate
Regulations and approved programme specification(s) ask them
for advice if issues arise during the meeting!
Keeps the master record of decisions from the meeting, for signoff at
end and then input into SITS (for transmission to students)
BoEs may not make award recommendations in the absence of a
VCR. VCRs may also stop proceedings if there are irregularities,
e.g. in accuracy of paperwork.
VCRs report back to the VC and Senate (via Academic Registrar) on
any irregularities or issues, including if External Examiners express
dissatisfaction with the proceedings or decisions of the BoE

Brunel University London Chairing Boards of Examiners and Panels of Examiners 41

Issues for Boards

Mitigating circumstances
Progression and re-assessment
Awards
Incomplete grade profiles
Extraordinary decisions discretion
Justification of decisions

..and recording of decisions at all stages!

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Sandwich placements (UG only)

UG degrees including sandwich placement have a separate route code,

and with professional development in the title.
Placement module contributes to the grade profile at Level 2
(percentage/fraction of Level 2 defined in the Programme
Specification).
If a student has undertaken placement module, then SITS will calculate
(and the BoE paperwork will show) degree classification for the
sandwich award title only.
But students have the option to receive the standard award (with no
placement contribution to the classification) this may be desirable if
placement grade is low and they could get a better standard
classification. Board to agree both and allow student to choose.
Placement module result will always appear on transcript (unless
College has decided to remove for a particular student see
Placement Learning Policy).

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Board discretion

Limited scope:
Re-assessment timing
Decisions about mitigating circumstances (that have
been accepted by MCs Panel)
Extraordinary situations
NB if a BoE wants to do something extraordinary i.e. against
the rules it must refer to QAC Chair for approval on behalf of
Senate. A BoE cannot unilaterally vary Senate Regulations!

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Misconduct procedures (SR6)

Consideration by both Panels and Boards must be

deferred in all cases where an allegation of an academic
offence has been made, until the outcome of disciplinary
investigations/proceedings is known (SR6.35)
Deviation from this regulation could prejudice a case.
Panels or Boards must not mark down work for
plagiarism it is to be investigated separately.

Brunel University London Chairing Boards of Examiners and Panels of Examiners 45

Actions re. mitigating circumstances
See Senate Regulations 4.26 4.31, plus further Guidance
for Mitigating Circumstances Panels and Boards of Examiners

BoE actions taken in response to accepted MCs should ensure that students
are as little disadvantaged as possible as a result of the impairment which
occurred, while also preserving the integrity of standards and awards.
Board Paperwork will show where a students assessment results have been
affected by MCs (as accepted by MCs Panel).
Only Chair and Externals should have sight of actual personal details (which may inform
decisions on reassessment timing etc.)
Potential BoE actions are outlined in SR4.40-41. Default actions are
uncapped reassessment or (where confident and appropriate) assigning of
grades for the affected element.
Extraordinary actions must be agreed with Chair of Quality Assurance Committee.
The marks/grades for individual assessment elements (e.g. exam script, piece of
coursework, etc), as confirmed by PoE, may not be altered.

Brunel University London Chairing Boards of Examiners and Panels of Examiners 46

Reassessment entitlements
Defined limits of, and rights to, reassessment not at discretion of
Boards of Examiners (unless MCs).
UG entitled to reassessment in each Level, up to max. 60 credits
(Level 1) or 40 credits (Level 2, 3 and 5), where:
Student fails to achieve D- (Level 1, 2, 3) /C- (Level 5) in a block or a core
assessment, or fails to achieve a pass in pass/fail assessments
Dont forget that UG reassessment (max. 40 credits) for Ordinary is a
possibility SITS will not identify this, so BoE needs to be vigilant where
students are shown as Cannot Progress.
PGT entitled to reassessment in taught component assessments,
up to max. 60 credits, where:
Student fails to achieve C- in a block or a core assessment, or fails to
achieve a pass in pass/fail assessments
Grades for UG reassessments are capped at D-, and PGT
reassessments at C-.
Brunel University London Chairing Boards of Examiners and Panels of Examiners 47
PROGRESSION AND AWARD
RULES
Progression and Award rules

Defined minimum grade profile requirements for progression and

threshold awards
Classification determined by simple GPA requirement
Borderline mechanism is strictly deterministic (no BoE discretion)
No compensation/condonation mechanisms other than strict
borderline mechanism
Credit is not awarded credit is solely a volume/weighting metric
Core assessments can be defined (must be passed at threshold
level)
Standard reassessment rules across University (reassessment
volume entitlement = limit)
No trailing allowed (except for some cases of MCs and with
individual Senate approval)

Brunel University London Chairing Boards of Examiners and Panels of Examiners 49

UG progression and reassessment

At Levels 2 and 3, a student may meet the minimum profile,

but without re-assessment their possible degree
classification is limited (e.g. for a 1st, no Es at L2 or L3
allowed).
At Level 2 therefore, any student with Es in their profile
would be unwise not to go for re-assessment (as they do
not know what Level 3 will bring).
At Level 3, students will be able to take an informed
decision.

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UG Final Awards Honours Bachelors

Set out in SR2 Appendices. Based on Level 2 and Level 3 Weighted

Grade Profile (1:2 weighting of credit between L2:L3)

Maximum (non-weighted) credit

volume of non-core Grade Band E (E+,
Maximum E, E-)
credit volume
Maximum of assessment
Minimum
credit blocks
Class weighted
volume of containing
GPA*
Grade F core
assessments
Level 2 Level 3 Level 2 + 3
below D-

1st 0 0 0 0 0 14.0
Requirements
2.1 0 for Other
0 UG Awards
20 (Integrated
0 Masters,
20 Ordinary,
11.0
2.2
DipHE, 0
CertHE) 0
are also 40in SR2 Appendices
set out 20 40 8.0
3rd 0 0 40 40 60 NA
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PGT Final Awards Masters

Set out in SR3 Appendices.

Maximum credit
Maximum volume of
Maximum (non- Minimum
credit assessment Minimum
weighted) credit Taught Part
Class volume of blocks Dissertation
volume of non- Weighted
Grades E+, containing core Grade
core Grade Band GPA*
E, E-, F assessments
D (D+, D, D-)
below C-
Distinctio
0 0 0 14.0 A-
n
Merit 0 0 0 11.0 B-
Pass 0 0 30 NA C-

Requirements for PGDip and PGCert Awards are also set out in
SR3 Appendices
If dissertation can be included in the profile for a PGDip award, this
must be set out in programme specification
Brunel University London Chairing Boards of Examiners and Panels of Examiners 52
UG Final Awards new borderline mechanism
(PGT very similar)
Set out in SR2 (and SR3 for PGT) Appendices
Class
Volume of grades (weighted by assessment block 1st 2.1 2.2
credit value and by Level weighting) in Class or better
Minimum Weighted GPA

At least 41% of grades (weighted) in Class or better 13.5 10.5 7.5

At least 45% of grades (weighted) in Class or better 13.0 10.0 7.0

At least 50% of grades (weighted) in Class or better 12.5 9.5 6.5

At least 54% of grades (weighted) in Class or better 12.0 9.0 6.0

At least 58% of grades (weighted) in Class or better 11.5 8.5 NA

At least 62% of grades (weighted) in Class or better 11.0 NA NA

At least 66% of grades (weighted) in Class or better 10.5 NA NA

Brunel University London Chairing Boards of Examiners and Panels of Examiners 53

Progression at Level 3 or 5

Minimum profile requirements apply.

Main progression decisions:

Reassessment required
Progress to Provisional Award
Progress to Award (completed)
Progress to next Level (UG e.g.,MEng, MMath)
Withdraw

Brunel University London Chairing Boards of Examiners and Panels of Examiners 54

Progression to Ordinary (at Level 2)

If after reassessment at Level 2 a student has not met the

minimum profile for Honours, AND the Programme
Specification includes an Ordinary award:
they must be considered for progression to Level 3 but
award capped at Ordinary (with no way back to Honours).
which modules and how many credits does a student
take at Level 3 for Ordinary? 100 possibly but not 120!

Brunel University London Chairing Boards of Examiners and Panels of Examiners 55

QUESTIONS
Links to guidance and resources
See www.brunel.ac.uk/about/quality-assurance/assessment

And also www.brunel.ac.uk/about/administration/senate-regulations

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