Post Exam Board What to do next

Session Objectives Knowledge to make changes to BIRMS data after the Exam Board Understand importance of checking BIRMS data before Releasing to students Knowledge to use BIRMS/BOXI reports to identify issues with the data Knowledge to Release marks and Board decisions from BIRMS Understand what happens to this data once Released Be aware of the Exam Board paperwork required by TSA and deadlines

“Are we there yet?” Preparing to Release marks following the Exam Board

Common Amendments

Changes to marks Update assessment mark Enter new mark for the component and ‘Roll-up’ to top-level components if required (ME03). Update overall module mark Re-calculate Module Mark and Module Recommendation (ME05). Check if progress or award decision is affected Re-calculate ART/Degree Classification (ME05).

Changing Module Recommendations (ME05) SU/SE to M/ME Changes to Degree Classifications (ES02) Institutional/Departmental Honours Re-taking module/year next year(ES02) Change ART to K-Repeat Module/Year Internally Taking assessments next year(ES02) Change ART to J-External Re- sit/Sit Extenuating Circumstances Tip: ‘Lock’ the student in ME05 or ES02 after the amendment to ensure if Re-calculated the changes are not over-written

Changes for your students on a module run by another School Changes to Module Recommendations due to Extenuating Circumstances Ask School to amend Module Recommendation Module mark has changedRe-calculate ART/Degree Classification (ES02) in case progress or award decision needs to change. Chairs Action will be required.

Changes to Module MarksNotify students’ Home School asap as could mean progress/award decision needs to be re-calculated Changes to Module Recommendations due to Extenuating Circumstances Notify students’ Home School asap as could affect progress decision Changes for students from another School

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 (ES02) until outcome from PAB is known. This will prevent the recommended decision being inadvertently released to the student Not Withstanding Regulations

Data Audits

Cross-checking Board amendments Current Module Recommendations different from calculated Module Recommendations Final ART different from Calculated ART Final Degree Classification different from calculated Degree Classification

“No Student left behind” Students with no ART in ES02

“Please Release Me!” The Release process in BIRMS

 As soon as results are successfully released, students can view their module marks, module recommendations and Exam Board decision in Online Results  If you want your students to be able to view their component marks, you can tick the ‘OR’ tick-box in Component Manager for the selected components

What happens once data is Released from BIRMS? Released Data Module Marks Module Recommendations Award information Progression information Process where used Online Results Transcripts Enter Supplementary marks in BIRMS Degree certificates Degree congregation souvenir programme Online Registration Appeal s

“Almost time to hit the beaches” The final steps after Releasing

Important Dates Noon Wednesday 5 June Deadline for unconfirmed marks entry in BIRMS. This is an absolute deadline for marks that need to be shared with other Schools. This is particularly important for Modules Outside the Main Discipline. Noon Monday 17 June Deadline for: a)Release of all marks and Exam Board decisions b)All Exam Board paperwork to be sent to TSA c)Any cases made Not Withstanding Regulations submitted to Vicki Phillips, TSA

Exam Board paperwork required I. Marks and progress and award decisions submitted via BIRMS. II. The minutes (in paper or electronic format) from the main meeting of the Board of Examiners (with all recommendations notwithstanding Regulations clearly identified) III. Copies of pass lists that have been published following the meeting of the Board of Examiners IV. The signed Chair of Board of Examiners Statement. The Chair of the Board of Examiners should complete the Chair’s statement (Appendix D) to confirm that all decisions have been taken in accordance with the relevant Regulations and that appropriate information on exceptional cases is provided for consideration by the Progress Board. V. A summary of extenuating circumstances cases that resulted in a change of award. VI. A summary of Recommendations made Not Withstanding Regulations that are to be considered by the Progress and Award Board. Details should be reported on the Recommendations Not Withstanding Regulations (NWR) pro-forma

Not Withstanding Regulations Put robust case forward using NWR pro-forma by 17 June ART removed from ES02 and record ‘locked’ before Release Case considered by Progress and Award Board at meeting on 19 June School notified of PAB outcome Appropriate ART to be added to ES02 and Released

Correcting Marks Post-Release Marks can be corrected directly in BIRMS Notify student’s ‘home’ School if required Review Progress and Award decision in light of change in mark Notify TSA

Final considerations Students being taken off ‘Holds’ ◦Will require Chairs Action ◦Prioritise final year students Registry checking data for Degree Congregations ◦may need your assistance with specific queries ◦Let TSA/RSA contacts know who will be available Primary Appeals ◦Deadline for students to appeal – 1 st July ◦Will require a response from the School ◦If upheld, outcomes may require changes to data Supplementary Assessment Listings ◦Data to be checked for Centrally-Timetabled Exams ◦Returned to Exams Office by 5 th July