1. Refresher to Pre & Post Exam Board Processes
EOS Training 2016
Refresher to Pre & Post Exam Board Processes
Welcome to the Pre & Post Exam Board Refresher End of Session briefing delivered by Taught Student Administration
The purpose of this session is to provide a reminder for experienced School administrators of pre and post Exam Board processing procedures.
Sessions:
Friday 15th April, 2.00 – 3.30pm – Aston Webb WG12
Trainers:
Matt (sections 1 & 3)
Marcelle (sections 2 & 4)
Cover: Vicki
Monday 18th April, 10 – 11.30am – Aston Webb G33
Sarah (sections 2 & 4)
Cover: Marcelle

2. What will we cover at the session?
EOS Training 2016 1
What will we cover at the session?
Where to find resources that will support you and your teams during Exam Board processing
Reminder as to why we go through this exercise
Considerations for your Exam Board processing preparation
Discuss the use of the End of Session Checklist
What happens once results have been released from BIRMS
Section 1
Theory-based session
Not hands-on

3. Resources to help you TSA End of Session web-site:2
TSA End of Session web-site:
End of Session Training 2015/6
Presentations from training sessions
ARTs and Module Recommendation Brochures
Error Message Guides
BIRMS User Articles
How to Enter Marks in BIRMS in Panopto
Examination Information for staff 2016
Guidance document
Timetable
Sample of Exam Board paperwork
Not Withstanding Regulations Pro-forma
Links to Regulations & CoP on Assessment of Taught programmes and modules
Detailed break-down of ARTs and Module Recommendations
Using BOXI for End of Session
How to run reports
Useful BOXI reports for End of Session
Section 1
Substantial resources available online Demo web-site
Make it your first port-of-call for any queries/issues/errors
if can’t help then go contact TSA
End of Session Training 2015/6 materials may not be ready yet – COMING SOON!
Demo the options on the left-hand-side and click on Training Materials
Demo one of the ARTs Brochures – mention that will be available via 2015/6 Training link – Training Materials>Marks, ARTS and Errors>UG Which ARTs Brochure
Mention that Entering marks in BIRMS video will be available shortly so can train/refresh from own work-station
Click on Examination Info 2016
Should have received the link from TSA
Lot of info, mostly for reference
Suggest reading the Guidance Document so aware of any changes for 2016
demo one of the ARTS documents – detailed explanation to supplement brochures
Refer to handouts that can be collected from front
Be-spoke guidance for NSP’s – if you look after NSP’s please contact TSA for consultation on best way to manage data in BIRMS
End of Session Jargon Buster
Weighted marks reckoner
PGR End of Session guidance
Be-spoke guidance available for Non-standard Programmes

4. Short (honest!) Quiz Question 1 3
How many ARTs were released for UG & GT students from the 2014/5 Exam Boards across the University?
a) 9, 999
b) 16, 165
c) 32, 987
d) 40, 352
Section 1
Look for popularity of each answer by asking people to put up-hands.

5. Short (honest!) Quiz Question 2 4
How many students graduated at the congregations in July and December 2015?
a) 2, 150
b) 6, 700
c) 4, 500
d) 7, 800
Section 1

6. Short (honest!) Quiz Question 3 5
How many different ARTs are there available in BIRMS combined for UG & GT programmes
a) 19
b) 14
c) 28
d) 10
Section 1

7. Short (honest!) Quiz Question 4 6
How many Successfully Completed ART – B’s were processed in 2014/5?
a) 8,654
b) 12, 179
c) 10,101
d) 7, 987
Section 1

8. Why we do it 7
Purpose of Exam Boards: to make decisions on all module marks, progression and final award
Section 2
The ‘inspirational’ slide !! Need some uplifting music to make us feel good:
Click for each picture:
So students can receive the results of their hard work throughout the year
Students who need to re-sit can be entered for these assessments
Students who have further studies can re-register and continue with their course
Students can complete their programme and graduate with a University of Birmingham award

9. congregation preparation
What is involved? 8
marking
collating marks
setting exam papers
checking
HUGE undertaking
EC panels
moderating
Exam Boards
recording
Section 2
Huge undertaking – the stats prove this:
[click to bring up graphic]
Ask audience what they think – brain storming!
Write in whiteboard/flip chart if there is one
Click to bring up some examples
BIRMS processing
student feedback
congregation preparation

10. Collaborative effort Team Work
How it works well 9
Collaborative effort Team Work
Everyone knows their role
Understanding the wider picture
Staff are well trained
Meeting deadlines
Section 2
In our experience it does work well:
students graduate,
re-register,
sit re-sit exams
Amazing achievement each year from assessments to graduation
How can such an undertaking work-well?
[Click to bring up graphic]
One primary reason is through collaboration
Team Work within:
Programme Teams,
School Teams,
working as University-wide team – colleagues from other Schools, Academic Services working with teams – Exams, TSA, etc.
And the characteristics of a good team: [Click to bring up graphic]
Everyone knows their role
Well trained
Meeting deadlines
Understands the wider picture

11. Transcripts & Certificates
The Big Picture! 10
Online Student Marks
Student Experience
Ability to graduate
Student Satisfaction
Section 2
So what is the wider-picture?
To give it a bit of context …
This is how your End of Session processing will impact on your students and their experience
[Click to bring up each picture]
In summary it is vitally important to ensure:
Accurate recording of marks and ARTs
Checking data before Board and Releasing
Releasing on time
Transcripts & Certificates

12. Early Preparation Considerations: 11 Are there any more
Are you clear on your role during Exam Board processing
Are you well trained with BIRMS End of Session processing
Attend Beginners or Refresher Training sessions if required
Set up Exam Board arrangements (dates, venue, invites, etc.)
Do you know which BOXI report to run for your Exam Board
Do you need to schedule the running of BOXI audit reports?
Are there any changes to regulations that will affect your programmes?
What are the arrangements on release day for providing students with their results
Set up Degree congregation arrangements
Section 2
Our tips that we think may help planning this activity [Click to bring up each]
After the first 3 questions - could ask If there are Team Leaders ask these questions about our team
What report for Exam Board – if not sure the BOXI Report Finder can help
Scheduling BOXI reports – if not sure, the Step By Step will help
[At end of list Click to get graphic]
Ask the group if they can think of any other consideration they would lik e to share
Are there any more

13. End of Session Checklist 201612
1) Enter/Import component marks to BIRMS
2) Calculate Module Marks and Recommendation
3) Audit Module Marks data
6) Run final version of Exam Board report
5) Check Exam Board data
4) Calculate/Enter ARTs in BIRMS End of Session
Section 3 Hand out checklist
Introduce slide -
Will show the chronology of activities
Large undertaking as we mentioned
an aid to prompt and re-assure that do not miss out some part of the process
Talk through the End of Session Checklist and click to bring up the relevant graphic:
Pre-Board: Module Marks
1), 2) and 3) covered in first 3 items on the list
Pre-Board: ARTs
4) Covered in first 3 items of ARTs
5) Covered in 4th & 5th items
6) Covered in 6th item
Post-Board: Amendments following Board
8) Covers all items
Post-Board: Releasing Marks & ARTs
9) Covers all items
Mention not to release NWR
EXAM BOARD
8) Post-Board Exam Board changes in BIRMS
9) Release marks from BIRMS

14. Exam Board Paperwork Checklist13
Remember to send to TSA:
Exam Board Minutes (anonymised)
Marksheets used at the Board
Cases Not Withstanding Regulations to be considered by the Progress and Award Board
Summary of Extenuating Circumstances cases that resulted in a change of award
Signed Chair of Board of Examiners Statement
Pass lists of successful students
Section 4
Board paperwork section of checklist
Standard practice should now be that Exam Board minutes are anonymised in accordance with of the CoP of Taught Prog and Mod Assessment
Marksheets used at the Board should be anonymised – use hide columns in Excel when printing off the sheets for the Board
Cases NWR – make clear in the minutes. Send pro-forma to Vicki as soon as you can
Pass lists – include names. We use to check congregation booklets, making sure we account for all awards. The list should be checked before sending over to ensure is a true reflection of the awards made at the Board
Information about documentation in Section 4 of the Examination Guidance document
Examination Information has Appendices for:
Chair of Board statement
NWR pro-forma
Changes due to EC’s pro-forma
Sample minutes/agenda/ToR’s
[Click to bring up deadline graphic]
How to send:
Electronically if possible
By Noon Monday 20th June 2016

15. What happens when marks are released??
Publication of marks on my.bham
Section 4
Ability to also display component marks
Once released, will automatically show on the portal
Agree when will release – advise students
Will need to view marks in order to find information about appeals

16. What happens when marks are released?
TSA will start auditing the data and may need to come back to you with queries
Students who have failed have the right to appeal. They have 10 working days from the date of release to submit their appeal
If there is a change of mark after release, amend the mark in BIRMS using the Correction Approved functionality in Marks Entry.
If this will change the progress or award decision, notify TSA in order for the ART to be amended
Notify the other School if the student is not owned by your School
Returning students will be able to register for 2016/7 from 11th July 2016
Re-sit marks can start to be entered into the Supplementary Assessment period in BIRMS
Section 4
Appeals – Info on online results for ART’s F, G, K and students can appeal against degree classification
If mark changes – send TSA a copy of Chairs Action
Re-sits – Supplementary Assessment Listing to check and return for 8-July

17. What happens when marks are released?
Degree Congregation Checking Queries
TSA will notify you of any student who is no longer Excluded and ask for Chairs Action to be taken
TSA will be checking Degree Congregation booklet proofs against pass lists to ensure the correct awards are being conferred at the congregation. There may be queries that we will need your help with.
TSA will check any student who had confirmed were to attend the congregation where there is no award decision. There may be queries that we will need your help with.
Section 4
Final section of Checklist
Flurry of debts being cleared. Students may have gone to Board but BIRMS had prevented release – these can now be released. If didn’t go to the Board then Chairs Action will need to be arranged. Prioritise final years in case there is a chance they could graduate at congregation
TSA booklet checking – help if could deal with any of queries as soon as you can
P/SO and A/SO checking – student had indicated in February wanted to attend, we check to see why did not come through as awarded. Look at paperwork and data and will check with Schools. Want to account for everyone so we do not spoil the graduan‘s day . Would appreciate if could reply as soon as you can

18. BIRMS deadlines: Main Main Assessment Period:17
Main Assessment Period:
Inputting of all Marks & Recommendations
Wednesday 8 June 2016
Release of Marks & ARTs
Monday 20 June 2016
Section 4
The deadline for the release of marks and ARTs, especially for UG students, is not flexible – we are all severely constrained by the short period of processing time between these deadlines and the degree congregations the students hope graduate at
If can’t make entering marks deadline in 8 June then will need to let Schools know if your modules are taken as MOMD , Minors, Joint Honours, etc.
Some deadlines will differ for non-standard programmes, although the final release of marks and ARTs for a student wishing to graduate at particular degree congregations must adhere to the same deadline

19. BIRMS deadlines: Supplementary18
Supplementary Assessment Period:
Inputting of all Marks & Recommendations
Tuesday 6 September 2016
Release of Marks & ARTs
Monday 12 September 2016
Section 4

20. BIRMS deadlines: PGT Diss19
PGT Dissertation Assessment Period:
Release of Marks & ARTs
Friday 28 October 2016
Section 4
DON’T PANIC BUTTON!!

21. Check out the EoS website20
Section 4
Reminder to check our web-site
If have query, try here first. If can’t resolve then contact TSA

22. Separate sessions for new and established staff would be better
You said
We did 21
You Said
We Did
Separate sessions for new and established staff would be better
We have introduced separate introductory and refresher sessions for our 2016 training
More hands on approach would be preferred
Hands on elements of the training have been increased where appropriate
Quizzes are great, but would prefer them after the session content is delivered, not at the start of the session
We have continued to include quizzes but moved them to later on in the training sessions
Vary timing of sessions to enable part time staff to attend
We have scheduled sessions that run more than once during AM and PM slots where possible
Like the cakes and chocolate!
Don’t worry! These are still provided
Section 4

23. Thank you for attending …22
… and good luck with End of Session!
Section 4
We would really appreciate your feedback