1. The School Point of View
Dr James Bonnyman
Dept. of Electrical and Electronic Engineering
The Faculty of Engineering

2. Topics for this session
A bit about me
Where does the exams officer ‘fit in’?
Timeline for the academic year
The exam board
Post exam-board
A question once asked (by a colleague)
The exam board - do I need to be there?
My views on our external examiners

3. A bit about me Graduate of Nottingham (UG & PhD)
Joined the Department of Electrical and Electronic Engineering in 1995
I became the Exams Officer (EO) in 2014 having supported the previous holders for a number of years
In addition to running my own board, I also work with other EOs in my faculty & across the three campuses to process student marks
Currently I chair my Faculty’s Assessment Committee
I am also work with a number of colleagues across the University on exam related processes

4. Where does the exams officer ‘fit in’?
The University Of Nottingham
The Quality Manual
Academic Processes
EC Panel
The Exams Officer
External Examiners
Academics
Students
Administrators

5. An Academic Year
Timeline and Interactions

6. A timeline for a year
As the timetable for the University is set years in advance we are able to start planning the dates/deadlines for an academic year
Doing this in early September (before the start of the academic year) allows us to:
Confirm dates with staff (for the production of papers, moderation etc.)
Advise externals in good time when papers will be sent and when board will be taking place
We can also revise the date around any existing commitments our externals may have

7. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
Reassessment board
1st /2nd week in September:
Some awards made (mostly progression decisions)
Contact with our externals in this case is generally via .
Dates for the forthcoming year agreed based on University calendar and distributed to staff

8. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
Examination board for MSc courses
Discussion with our externals about any changes that have been implemented for the current academic year
These can arise from
Course/Module reviews
Comments in the examiner’s reports
Changes in University Policies

9. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
Exam papers are produced by module convenors
Internal moderation of examination papers takes places
Changes identified are made by the paper’s author
Papers are formatted and combined with solutions for external moderation
Papers and solutions are uploaded to secure web server
Dates for paper moderation & exam boards distributed to external examiners

10. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
Internally moderated examination papers for January made available to our externals on a secured web site
We ask that papers are returned within two weeks (to allow time for any changes to be made and then to be uploaded to for printing)
Module convenors review comments from the externals, signing off to indicate where these have been made

11. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
Examination Period

12. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
Internal examination boards (for quality purposes and to advice students on performance etc.).
Late recommendations (MSc or UG Finalists) sent for approval

13. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
Exam papers are produced by module convenors
Internal moderation of examination papers takes places
Changes identified are made by the paper’s author
Papers are formatted and combined with solutions for external moderation
Papers and solutions are uploaded to secure web server

14. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
Internally moderated examination papers for May/June made available to our externals on a secured web site
We ask that papers are returned within two weeks (to allow time for any changes to be made and then to be uploaded to for printing)
Module convenors review comments from the externals, signing off to indicate where these have been made

15. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
Examination Period

16. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
Information pack for the Exam board sent to out externals, this includes
Travel arrangements
Copies of the current programme specifications (+web link)
Details of the current regulations (web link)
Details of Individual module specifications (web link)
Guidance on the University’s External Examiner process, including links to the report form and expenses claims (web link)
A map of the University Park campus. (pdf + web link)
The School’s response to the previous External Examiner’s report.

17. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
List of students for Viva examination provided to Externals along with samples of their work (generally a copy of the final year project thesis)

18. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
Formal Examination Board Week, for our externals the typical agenda is
Note: We look at this in more detail in later slides

19. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
External Examiner’s report received by the Department
Department’s Response to the External Examiner’s report submitted to the University (I aim to do this within one week of receipt).

20. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
Reassessment Examination Period

21. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
Reassessment board
1st /2nd week in September:
Some awards made (mostly progression decisions)
Contact with our externals in this case is generally via .
Dates for the forthcoming year agreed based on University calendar and distributed to staff and our external examiners.

22. The Exam Board Week
A look in detail

23. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
Formal Examination Board Week, for our externals the typical agenda is

24. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
Formal Examination Board Week, for our externals the typical agenda is

25. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
Formal Examination Board Week, for our externals the typical agenda is

26. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
Formal Examination Board Week, for our externals the typical agenda is

27. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug. Sep
Formal Examination Board Week, for our externals the typical agenda is

28. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
Formal Examination Board Week, for our externals the typical agenda is

29. A timeline for a year
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep
Formal Examination Board Week, for our externals the typical agenda is

30. The exam board: Attendance
The exam board is attended by
Our external examiners
All UK academics from the department
EOs from the China and Malaysia Campuses
Administrative support staff

31. The exam board: Agenda The standard agenda is (taken from 2017)
Apologies and introductions
Response to External Examiners Reports from previous academic session
Module Averages
UK Undergraduate results
UK MSc results
Ningbo Campus (UNNC) results
Malaysia Campus (UNMC) results
Report from External Examiners
AOB

32. An interesting question….
A question once asked (by a colleague)
“The exam board - do I need to be there?”
This came about after a discussion about how much of the could be seen ‘simply’ as the application of regulations as…
Module marks & averages are presented
Progression/Award (+possible promotion) decisions approved
Promotions to higher awards approved based on regulations.
So why be there?

33. The External Examiner’s report
In addition to the feedback provided in the exam board we also receive a formal review of the processes (which I know is reviewed by Sarah)
We (I) write a response which is passed to Student Services (development) and Quality and Standards for review
This report provides valuable feedback for the department, always supportive and aimed to help support the department in its teaching & quality
The report also allows us to (if required) make deputation to the University where our externals have identified areas that may require changes at a central level

34. My views on our external examiners
I genuinely believe that to me, my department (staff and students) and the university that our external examiners are a huge asset.
Personally I see them as a ‘honest friend’, challenging us to meet the highest standard, ensuring that we challenge ourselves to provide the best for the students we teach.

35. Thank you very much for your for your attention
If you have any questions, I am happy to answer them now or over a coffee/tea