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2 An Introduction to Post Exam Board Processes

End of Session The content will be delivered using a presentation including some practical hands on activities at your PC, quick demos, a discussion item and a quiz at the end. You should have been given a student group name to use in the hands on element. What will I be doing today?

Icebreaker

End of Session 2016 Resources to help you-EOS Checklist As publicised in previous sessions, we have designed a revamped EOS checklist. Today, we will cover the four Post Board sections: 5

End of Session 2016 Other useful resources User articles are available to help you with different stages of EOS processing. These are a step by step written guide. Panopto video recordings are available this year -this is a new venture for TSA and the BIRMS Team! We have started with Marks Entry and plan to produce other videos going forward. The Exams Pack contains information on module recommendations and ARTS. All this and more can be found here! 6

End of Session 2016 Learning Objectives By the end of today’s session, we will have covered the following: How to make changes to BIRMS data after the Exam Board. The importance of checking BIRMS data prior to release. How to use BIRMS/BOXI to identify any data issues. How to release marks and ARTs in BIRMS. What happens to the data post-release. What paperwork is required centrally, and when. 7

End of Session 2016 Extenuating Circumstances Where Extenuating Circumstances are accepted, changes may need to be made to module recommendations, degree classifications and or ARTs. Change module recommendation in ME05 so that a mark that would have been capped at the pass mark at the next attempt will be considered a first sit and uncapped. SU>M, SE>ME, RP>MI and RS>MX. Change ART and degree classification in ES03 using the drop-down menus. It is a good idea to lock a record after you have manually amended it. 8 What are EC’s?

End of Session 2016 Changes that affect other schools If a change is required to a student that “belongs” to another department, remember: Contact the owning school as quickly as possible as the change may affect the student’s final ART. If an ART has changed for one of your students after the Exam Board has taken place (due to a late change to a module mark), Chair’s Action will be required before the new ART can be released (an from the Chair of the Board of Examiners giving approval will usually suffice) 9 How do I know who to contact? What is Chairs Action?

End of Session 2016 Changes Notwithstanding Regulations Decisions made outside of regulations or programme requirements not due to Extenuating Circumstances have to be considered by the Progress and Award Board (PAB). Remove the ART in ES03 and lock the record, until the outcome from PAB is known. This will prevent the recommended decision being inadvertently released to the student along with the rest of the programme year/cohort. Submit to Vicki Phillips by 20 th June. PAB will meet on 22 nd June to consider these, and schools will be notified of the decisions taken. 10 Who are PAB ? What does NWR mean??

End of Session 2016 Using BOXI to check your data 11 Why? Identifying errors or gaps in your data now will prevent issues when you try to release your ARTs and marks, and will also give you peace of mind that your data is correct prior to students viewing their results. Where can I find information on which reports to run? The BOXI report finder lists the reports you can run. Reports are also detailed on the checklist.

End of Session 2016 Common BIRMS errors Remember: ALWAYS press the [Display Errors] button if prompted in an information message. This will give you specific information to help you fix problems with your data, or to refer the issue if it is not a problem you can resolve. Consider the commonly occurring errors on your worksheet (exercise 1) and discuss in pairs or small groups when/how they may occur, and what a possible solution would be in each case: 12

End of Session 2016 Releasing ARTs and marks Once all required amendments have been made and you are happy with the accuracy of your data, it is time to release decisions. After ticking the box and releasing an ART, the record will lock in that assessment period, but if the situation changes, or you released an incorrect ART, don’t panic! Notify a TSA manager as soon as possible, who will be able to unlock the ART in BIRMS, allowing the correct ART to be entered. Bear in mind that your student may already have viewed their original decision on the my.bham portal. 13

End of Session 2016 Publication of marks Once an ART has been released, all module marks and recommendations recorded for that assessment period will display on the student portal. Component marks will also display where the “All OR” box is ticked in Component Manager.* Once published, you may send out an to students advising them to go online and view their results. Instructions for students are available from the BIRMS team.* 14 Do I need to do this?

End of Session

End of Session Changes to marks after release Module marks can be changed after ART release, and will feed through to Banner and my.bham. The “Correction Approved” box must be ticked before BIRMS will allow any post-release changes to marks to be saved. If you are altering a mark for a student that belongs to another school, you must notify that school, as the mark change may have greater implications for the student’s progression.

End of Session 2016-Your Turn! 17 Please complete exercises 2, 3 and 4 in your workbook. 20 minutes will be allocated for the exercises (including a 5 minute break if you wish)

End of Session 2016 What will happen next? Once ARTs and marks have been released, the following also happens: Where applicable, Supplementary module registrations are created and are available in Marks Entry. Continuing students can access Online Registration (when it opens for the new academic year – 11 th July for most students) For successful finalists, students are confirmed for degree congregations and certificates are produced. Transcripts will be produced for finalists to receive at their degree congregation. 18

End of Session 2016 What will happen next? Students given an ART F, G, or K have the right to appeal their Exam Board decision-they should check the my.bham portal for details of how to submit an appeal. Schools will be required to submit a response. 19

End of Session 2016 What are the Deadlines? Main Assessment Period: Inputting of all Marks & Recommendations Wednesday 8 June 2016 Release of Marks & ARTs Monday 20 June

End of Session Supplementary Assessment Period: Inputting of all Marks & Recommendations Tuesday 6 September 2016 Release of Marks & ARTs Monday 12 September 2016

End of Session PGT Dissertation Assessment Period: Release of Marks & ARTs Friday 28 October 2016

End of Session 2016 Exam Board paperwork The paperwork required for Board of Examiner meetings varies from school to school, but there are a number of documents required by TSA following the Exam Board and confirmation of marks and ARTs in BIRMS: A copy of the minutes from the Board of Examiners meeting (including all Notwithstanding Regulations recommendations clearly identified). A pass list (report available via BOXI) for confirmation of all successfully completing students. A copy of the signed Chair of Board of Examiners statement (this is Appendix C of the examinations pack). 23

End of Session 2016 Exam Board paperwork (continued) A summary of extenuating circumstances cases that resulted in a change of award. A summary of Notwithstanding Regulations recommendations to be considered by the Progress and Award Board. Details should be reported on Notwithstanding Regulations recommendations pro-forma. 24

End of Session 2016 Preparation for Degree Congregations You cannot release marks for students with Holds – if a Hold is removed, Chair’s Action is required to approve an ART and you should prioritise finalists who have successfully completed-the turnaround for getting the students registered for graduation is tight. Don’t assume a student will be able to attend the ceremony. TSA will be checking degree congregation proofs from Thursday 23 rd June, please ensure you have submitted a pass list that has been signed off and includes student names. Please treat queries from TSA regarding students in the proofs as urgent. 25

End of Session Final Recap Quiz A chance to see what you can remember from the this and previous sessions Go to jail! 3-5 Free parking 6-8 Hotel on Mayfair

End of Session 2016 Session summary Our aim has been to equip you with the knowledge and resources to enable you to complete all of your EOS tasks, but if you have an issue you are not able to resolve, do contact your TSA Administrator. From everyone in TSA and the BIRMS team, we wish you a very happy End of Session! Good luck! 27

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