www.chi.ac.uk

External Examiningat the University

of Chichester

Handbook and Notes for Guidance(Regulations and procedures)

for External Examiners, Academicand Administrative Staff

Undergraduate and Postgraduate Taught CoursesJuly 2011

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CONTENTS

Letter from Chair of Academic Standards Committee, to External Examiners

Page 3-5

1 : REGULATIONS (on blue)

(verbatim extracts from the Regulations of University of Chichester)

Pages 6-11

The Rights and Responsibilities of External Examiners Page 6

The Appointment of External Examiners Page 7

Criteria for the Appointment of External Examiners Page 8

Engagement of External Examiners Page 9

Chief External Examiner Page 10

External Examiners‟ Reports Page 10

External Examiners and Monitoring and Review Page 11

2 : PROCEDURES (on yellow) Pages 12-15

2.1 Nomination of an External Examiner Page 12

2.2 Appointment Page 12

2.3 External Examiners‟ involvement in approving scripts/ moderating marks

Page 13

2.4 Appointment of Chief External Examiners Page 13

2.5 Attendance/non-attendance at Boards of Examiners Page 13

2.6 Fees and Expenses Page 14

2.7 Accommodation Page 15

3 : APPENDICES (on green) Pages 16-61

3.1 The Quality Assurance Agency for Higher Education: Extract from Code of Practice on External Examining

Pages 16-17

3.2 Nomination proforma for External Examiner, University of Chichester Award

Pages 18-21

3.3 Template for précis of nomination, for consideration by Academic Board

Page 22

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3.4 External Examiner‟s Annual Report form (Notes for guidance on completion of the form are on page 28/29)

Pages 23-29

3.5 Proforma for Course Team‟s Response to External Examiner‟s Annual Report

Pages 30-31

3.6 Chief External Examiner‟s Annual Report form Pages 32-33

3.7 University arrangements for payment of fees to External Examiners

Page 34

3.8 University notification to internal Examiners, concerning Procedures for working with External Examiners (Accommodation request proforma is on page 40-41)

Pages 35-39

3.9 University‟s Guidance on the Internal Moderation of all Forms of Assessment

Pages 42-46

3.10 Examinations: Regulations and Guidance Pages 47-61

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Letter to External Examiners from the Chair of Academic Standards Committee Thank you for agreeing to serve as an External Examiner at the University of Chichester. The work that you will undertake with us during the period of your appointment is vital to our maintenance of the standards of the awards that we make. In 1999 the University gained taught degree awarding powers, conferred by the Privy Council, and in 2003, the QAA Audit led to a judgement of ‘Broad Confidence’. At the last Audit in November 2007 we received the following outcome:-

confidence can be placed in the soundness of the institution's current and likely future management of the academic standards of its awards

confidence can be placed in the soundness of the institution's current and likely future management of the quality of the learning opportunities available to students.

We seek to recruit a cadre of experienced academics and professionals who will work with us to ensure that we exercise our Degree Awarding powers in an appropriate fashion. Like most HEIs, we acknowledge the importance of externality in quality assurance systems. In the initial approval of our programmes we take the advice of external colleagues who both support the development team and work on the Approval Panel. In the delivery of our programmes we rely on the External Examiner to provide us with independent and impartial advice on our standards, on student achievement of those standards and to confirm that we have undertaken the assessment of students through sound procedures that are in accordance with our own regulations. We see the External Examiner as the 'critical friend' who is able to calibrate our academic standards and the achievement of our students against those set and achieved by other institutions and who is able to confirm that the provision in each of our subjects achieves the benchmark standards set by QAA for individual subjects, the National Qualifications Framework, and the standards set by Ofsted, or the relevant professional bodies.

The main body of this Handbook is taken directly from Section 13 of the University Regulations updated and republished in September 2011 (and to avoid confusion we have retained the numbering of the paragraphs as it appears in the Regulations). In drawing up these Regulations, the Academic Board has ensured that they comply with the advice contained in the Code of Practice for the assurance of academic quality and standards in higher education Section 4: External Examining (August 2004) published by the QAA.1 Appendix 3.1 of these Notes for Guidance contains the precepts from Appendix I of the Code of Practice. Should you feel at any stage that in practice our external examining systems do not comply with the advice given in the Code of Practice you should either contact the Head of the Academic Quality and Standards Unit or include comment on the fact in your report for that year. External Examiners are normally appointed for a four year period. At the start of this period you will be invited to attend an induction run by the programme or the subject area for which you are an examiner. Part of this will be devoted to an introduction to the University regulatory framework for external examining and will usually be conducted by the Head of the Academic Quality and Standards Unit. We ask that when you attend your induction, you bring with you your passport (if you are a UK citizen) or residence permit issued by the Home Office or Border and Immigration Agency (if you are not British). Under the requirements of the Immigration, Asylum and Nationality Act 2006 these documents need to be verified by the University so that you may be placed on the payroll under the ‘Right to Work in the UK’ legislation. If you have any queries about the identification documentation which is permissible to the UK Border Agency, please contact Robert Herniman, Academic Quality and Standards Unit (r.herniman@chi.ac.uk).

1 During 2011-12 the University will revise this handbook in light of the new UK Quality Code for Higher

Education, Chapter B7: External Examining (published in October 2011), which supersedes Code of Practice

Section 4.

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We ask that you attend the relevant examination board(s) for the programmes that you examine. If, exceptionally, you are unable to attend you should ensure that you complete the procedure outlined in section 2.5 below (page 13). Changing grades The question most frequently asked by new External Examiners is 'Am I allowed to change the grade given by internal examiners for an individual piece of work?'. Behind this apparently straightforward question lies the debate over whether the External Examiner is a 'moderator of standards' or a 'third marker'. Our view is that the External Examiner is a moderator of standards. The External Examiner certainly has the right to change any grade on any piece of work and all grades given to students are provisional until the final Board of Examiners takes place. However, since student work is submitted to the External Examiner as part of a representative sample indicating the standards applied in grading work in a particular module, course, or unit of work, the altering of any grade should be accompanied by recommendations to adjust grades for all students in that category for a particular module, course or unit of work. The adjustment may even signal a more far reaching judgement on the need to re-mark work to a different standard. Our view is that if the grades are deemed to be correct within an acceptable band of tolerance they should be left as they are, providing they have been subject to the normal internal moderation. However, if the External Examiner considers that grades fall outside an acceptable band of tolerance, this is a significant matter relating to our standards and should be signalled, so that the necessary action is taken on the candidature of all students affected by the judgement. Meeting students and the use of Viva voce examination It may be useful to meet students, either individually or in groups, as part of the process of making a judgement on the standards being applied in any programme. You are encouraged to do so and the Programme Co-ordinator or Head of Department will be happy to arrange this at a convenient time for you. The University does not, however, use viva voce examinations to decide borderline awards. This is for reasons of both practicality and principle. The Assessment Regulations for our Common Framework for Undergraduate Awards already stipulate that candidates on the borderline (within 2 per cent of the higher award) are raised to the higher award if they satisfy one of two specified criteria. The only time an examination board would exercise discretion in such a case is where mitigating circumstances have been claimed and upheld. In exceptional cases, a candidate might be interviewed as part of a process for ascertaining the extent of these circumstances, but generally we would expect the normal procedures for dealing with mitigating circumstances to apply. Viva voce examination is used in the case of research awards but these are conducted under the regulations of the University of Southampton with whom the University has an accreditation agreement for research degrees. External Examiners' reports External Examiners’ reports play an indispensible role in providing the University with qualitative feedback on its teaching and learning. The information gathered, which is disseminated internally, becomes a central source of advice for the programme team and is used to enhance provision through the annual monitoring process. For 2011-12 we have made a small but important amendment to the report proforma (Appendix 3.5) to invite those of you, who have a remit covering a programme delivered at more than one site / with different partners, to comment specifically upon the comparability of students’ learning opportunities and standards of Awards. The report proforma will be issued electronically. You are asked to complete and return this, within six weeks of the relevant examination board. Payment of your fee will be triggered by receipt of the report.

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In Section 2 of the proforma you are asked to provide a full discursive report, detailing frankly both strengths and areas for enhancement. The full report will be discussed in Programme Boards and University committees where students will be present, so you are asked to avoid naming individual students (or, where it is necessary to do so, to use a reserved section of the report). You are assured that when the report arrives at the University it is copied immediately to the programme coordinator, the Head of Department, the relevant Deputy Dean, the Executive Dean (who is also Chair of Academic Standards Committee), and the Vice-Chancellor. Urgent and immediate issues can be addressed by these colleagues, as soon as they arise. Formally, the report will be considered at an Annual Monitoring event. This consists of a panel drawn from members of Academic Standards Committee who meet with the Department team. Annual monitoring is normally held in semester one. As part of this process, each Programme is required to report on its resolution of any issues raised by the External Examiner(s) in the previous year and to identify issues, on which it will devise an Action Plan, from the External Examiner's report of the current year. The Action Plan is returned to the External Examiner as soon as it has been approved internally. Each monitoring panel has the power to make recommendations to the Department and also to the University's Committee structure. Academic Board considers these wider recommendations, following the monitoring round, and draws up its own Action Plan – which may include amendments to programmes in the light of comments by External Examiners. Early in semester two, the Academic Quality and Standards Unit will provide you with both a copy of the programme’s summary of issues and intended Action Plan relating to your report received at the end of the previous academic year, and of the report of the Annual Monitoring meeting where these were discussed. Thus you will be informed of the action to be taken in response to your report. In addition, you will also have the opportunity to comment at the examination board upon any action taken in response to your recommendations from the previous year. We will not always implement every suggestion for enhancement made by External Examiners, but you should always be able to see that your report has been taken seriously and that it has been given appropriate consideration as part of a robust internal quality assurance process. If this is not the case, you should certainly comment to that effect, both at the examination board and in your formal report. Your reports will also form part of the evidential base for the external processes of review and inspection by external agencies. Data Protection We would be grateful if, during your tenure as an External Examiner of the University of Chichester, you will abide by data protection legislation when handling data which identifies individual students or staff of the University. Care will need to be taken, for instance, if you ask us to communicate with you via a private email address which may be accessible to others. I hope that you will be able to establish a constructive dialogue with the department team delivering the programme(s) for which you have been appointed. If you have any concerns at any time during your period of appointment please feel free to contact me directly (s.gilroy@chi.ac.uk), or Robert Herniman, in the Academic Quality and Standards Unit. Dr Sarah Gilroy, Chair, Academic Standards Committee

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1. REGULATIONS

Verbatim extract from University of Chichester Academic Regulation (updated September 2011) (Original numbering of paragraphs has been retained) 13. REGULATIONS ON EXTERNAL EXAMINERS

13.1 The Rights and Responsibilities of External Examiners

13.1.1 The Academic Board will appoint all external examiners for all University of Chichester awards.

13.1.2 The main responsibility of the external examiner(s) is to ensure the maintenance

of standards rather than the moderation of individual grades. External examiners will ensure that:

(i) the academic standard for each award and award element is set by the

University at the appropriate level and that student performance is properly judged against this;

(ii) the assessment process measures students' achievement against the

intended outcomes of the programme appropriately, and is fair and fairly operated;

(iii) the University is able to compare the standards of its awards with those of

other higher education institutions.

13.1.3 The University will expect external examiners to carry out this responsibility and that they shall:

(i) be able to judge each student impartially on the basis of the work

submitted for assessment, without being influenced by previous association with the programme, the University, the staff, or any of the students;

(ii) be able to compare the performance of students with that of their peers on

comparable courses of higher education elsewhere; (iii) opportunity to comment on the appropriateness of all assessments that

count towards the award, in order to ensure that all students will be assessed fairly in relation to the programme syllabus and regulations and in such a way that the external examiner(s) will be able to judge whether they have fulfilled the objectives of the programme and reached the required standard;

(iv) be consulted about programmes for which they have responsibility.

(v) attend examiners' meetings as required and have access to all assessed

work; (vi) see a sample of the work of all students proposed for the highest available

category of the award and for failure, and samples of the work of students proposed for each category of the award, in order to ensure that each student is fairly placed in relation to the rest of the cohort;

(vii) not normally change individual grades but rather provide commentary on

standards achieved by students and whether the standards applied are appropriate;

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(viii) have the right to conduct a viva voce examination of any candidate, though this will not normally be used to decide an award classification;

(ix) have the right to meet students on the programmes they are examining; (x) ensure that the assessments are conducted in accordance with the

regulations for the programme of study; (xi) attend the meeting of the Board of Examiners at which decisions on

recommendations for awards are made and ensure that those recommendations are reached by means according with the University's requirements and normal practice in higher education;

(xii) participate as required in reviews of decisions about individual students'

awards; (xiii) report to the Academic Board through the Academic Standards

Committee on the effectiveness of the assessments and any lessons to be drawn from them;

(xiv) report to the Vice-Chancellor (Chair of the Academic Board), on any

matters of serious concern arising from the assessment(s), which put at risk the standard of the University's award(s).

13.1.4 External Examiner(s) will normally be present at all Examination Boards where

final awards are made. In the case of Level 4 progression their presence will not be deemed essential.

13.2 The Appointment of External Examiners

13.2.1 No external examiner shall be appointed by any means other than those approved by the Academic Board. The Academic Board shall be responsible for ensuring that the quality and number of external examiners appointed to each programme is sufficient to enable the task assigned to the examiners to be carried out efficiently.

13.2.2 The criteria for appointment specified in 13.3, will be applied by the Academic

Standards Committee in scrutinising recommendations before making proposals for appointment to the Academic Board.

13.2.3 Newly appointed external examiners will take up their appointments on or

before the retirement of their respective predecessors. External examiners will be required to remain available until after the last assessments with which they are to be involved in order to deal with any subsequent review(s) of decisions.

13.2.4 Normally, where assessments take place in the second semester,

appointments will run from the January before the first assessments to the December after the last assessments.

13.2.5 Each external examiner's normal term of office will be one which allows the

examiner to assess four successive cohorts of students; (normally four calendar years), but the term of office may be varied for reasons determined appropriate by the Academic Board.

13.2.6 The termination of the appointment of an external examiner before the due date

of the end of appointment will only be carried out by the Academic Board when the Academic Board considers that the responsibilities of an external examiner have not been fulfilled to the standard required by the University or where the

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behaviour of the external examiner is seen to constitute a threat to the standard of the award.

13.2.7 An external examiner will not normally hold more than the equivalent of two

substantial undergraduate or postgraduate appointments at the same time. 13.2.8 External examiners may be permitted to act as consultants to a programme

team on programme design; they may not, however, be members of any panel(s) established to review the programme(s) they examine.

13.3 Criteria for Appointment of External Examiners

13.3.1 The University will require the external examiner(s) to be:

(i) competent in assessing students' knowledge and skills at higher

education level; (ii) expert in the field of study concerned; (iii) impartial in judgement; (iv) properly briefed on their role, the programme, and the University's

requirements. 13.3.2 An external examiner's academic / professional qualifications will be appropriate

to the programme to be examined, with both the level and the subject(s) of those qualifications matching what is to be examined.

13.3.3 An external examiner will have appropriate standing, expertise and experience

to maintain academic standards in the context of university education as a whole, as indicated by the normally accepted attainments and standing.

13.3.4 An external examiner will have enough recent examining experience, normally

including having already acted as an external examiner, or comparable related experience, to indicate competence in assessing students in the subject area concerned. A person without direct experience of acting as an external examiner may be appointed, but only if there is an experienced external examiner on the Board of Examiners.

13.3.5 External examiners will be drawn from a wide variety of institutional or

professional backgrounds and traditions to ensure that each programme benefits from wide-ranging external scrutiny.

13.3.6 There will not be:

(i) more than one person from the same institution in the team of external examiners for each programme (there may be occasional exceptions to this within the whole undergraduate or postgraduate awards schemes);

(ii) reciprocal external examining between programmes, courses or

departments between the University of Chichester and other institutions; (iii) replacement of an external examiner by an individual from the same

institution, professional body or other organisation; (iv) an external examiner from the same institution, professional body or

organisation which has been the source of external examiners for the programme within the last five years;

(v) any re-appointment of the same individual as external examiner to the

same programme once a period of office has ended.

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13.3.7 There will be an appropriate balance of expertise in the team of external examiners, including inter alia:

(i) examining experience; (ii) academic and professional practitioners; (iii) the range of academic perspectives; (iv) members from different types of higher education, if appropriate.

13.3.8 The University will ensure the impartiality of external examiners when making

judgements, by eschewing the appointment of anyone who has had a previous close involvement with the University which might compromise their objectivity.

13.3.9 Over the previous five years a proposed external examiner will not have been:

(i) a member of staff, a governor, a student, or a near relative of a member

of staff in relation to the programme(s) concerned;

(ii) an examiner on a cognate programme or course in the University; (iii) an External Adviser appointed to support the team in the development or

reapproval of the same programme

13.3.10 In addition a person approved as an external examiner will not be:

(i) personally associated with the sponsorship of students on the programme;

(ii) required to assess colleagues who are students on the programme;

(iii) in a position to influence significantly the future employment of

students on the programme;

(iv) likely to be involved with student placements or training in the examiner's organisation.

13.3.11 If during the term of office, an external examiner becomes involved in any of the

relationships defined above, the external examiner will be required to declare the interest, particularly at the meeting of the Boards of Examiners.

13.4 Engagement of External Examiners

Once an External Examiner's appointment has been confirmed by approval of Academic Board:

13.4.1 The Examiner will receive a formal letter of appointment, from the

Academic Quality and Standards Unit. This letter will define the terms and duration of the appointment and will enclose formal details of the remit of the appointment.

13.4.2 All External Examiners will be provided with appropriate documentation to

facilitate their task. This will include the handbook of External Examining at the University of Chichester: Handbook and Notes for Guidance for External Examiners, Academic and Administrative Staff as well as details of the programme or course to be examined.

13.4.3 New External Examiners will be inducted into their role - normally both through

introductory meetings with staff on the programme or course to be examined, and through meeting with the Head of the Academic Quality and Standards Unit.

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13.4.4 A newly-appointed External Examiner who has either limited or no previous experience of acting as an External Examiner will normally be expected to 'shadow' their predecessor in the role for the final semester of their predecessor's appointment, including attending the final Board of Examiners for that year.

13.4.5 External Examiners will receive advance notification of all meetings of the Board

of Examiners and will receive full Agenda papers and Minutes. A newly-appointed External Examiner will be provided with a copy of the Minutes of the meeting of the Board of the previous year, together with a copy of their predecessor's final Report.

13.4.6 No University of Chichester Award will be recommended or conferred without the

assent of the External Examiner.

13.4.6.1 External Examiners are normally expected to be present at all Boards of Examiners where Awards are due to be made, and will be required to sign all results documentation.

13.4.6.2 Any External Examiner who is not attending a Board of Examiners where

Awards are to be made will be required:

i) to provide, in advance, written confirmation of full involvement in the examining process;

ii) to sign results sheets after the Board, in assent to the decisions

made in their absence. No results will be published to students until the signatures of all relevant External Examiners have been obtained.

13.4.7 All External Examiners will receive an annual fee (together with reimbursement of

all expenses). This fee will not be released to the Examiner until the University has received the formal External Examiner's report for that year.

13.5 Chief External Examiner

Where a Board of Examiners has a team of examiners, the Academic Standards Committee will recommend the appointment of a chief external examiner to the Academic Board. In addition to any normal examining duties, the chief external examiner will be expected to chair any meetings of the external examiners and try to resolve difficulties and achieve consistency of assessment standard and approach. In addition to their initial induction as External Examiner, those who are appointed to the position of Chief External Examiner will be inducted into the requirements of the new role.

13.6 External Examiners' Reports

13.6.1 External examiners are required to report annually to the Academic Board on the

conduct of the assessments just concluded and on issues relating to assessment, including:

(i) the overall performance of the students in relation to their peers on

comparable programmes, including pass rates and the distribution of results; (ii) the appropriateness of the standards applied in making the awards, or award

elements, in relation to published benchmark standards, professional standards, national qualifications frameworks, institutional programme specifications and other relevant information;

(iii) the strengths and weaknesses of the students;

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(iv) the quality of teaching and learning as indicated by student performance; (v) the quality of knowledge and skills (both general and subject specific)

demonstrated by the students; (vi) the structure, organisation, design and marking of the assessments; (vii) the extent to which the processes for assessment, examination, and the

determination of awards are sound and have been fairly conducted; (viii) the lessons of the assessments for the curriculum, syllabus, teaching and

learning methods, and resources for the programme(s); (ix) the response to issues raised in previous external examiners' reports; (x) any other recommendations arising from the assessments; (xi) whether or not sufficient material has been made available as a basis for

judgements to have been made.

13.6.2 The purpose of an external examiner's report is to enable the University to judge whether the programme is meeting its stated objectives and to make any necessary improvements, either immediately or at the next review of the programme, as appropriate.

13.6.3 An external examiner has the authority and the responsibility to report directly to

the Vice-Chancellor of the University when there is concern about standards and performance, particularly if it is considered that assessments are being conducted in a way that jeopardises either the fair treatment of individual students or the standards of the University's awards.

13.6.4 Annual reports will be gathered by the Academic Quality and Standards Unit and

submitted to the Vice-Chancellor and other appropriate staff.

13.7 External Examiners and Monitoring and Review

The Academic Board will determine what changes are necessary to programmes, following monitoring and review procedures. While the reports of external examiners will provide an important source of information about standards, the processes of monitoring and review are separate and distinct from the processes of assessment. External examiners will be supplied with copies of the annual monitoring meeting at which their report was formally considered. This will indicate the action to be taken in response to the external examiner's report and suggestions and also the circumstances under which no action is to be taken.

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2. PROCEDURES

This Handbook and these Notes for Guidance relate primarily to the appointment of External Examiners for undergraduate and postgraduate taught courses at the University of Chichester. However, the procedures articulated in this section relate also to the University‟s engagement with those External Examiners who are appointed for individual research candidates.

2.1 Nomination of an External Examiner

2.1.1 When a new External Examiner is needed for a new programme, or for a research degree candidate, or where an existing External Examiner has eighteen months of a term to serve, the Academic Quality and Standards Unit will commission a nomination from the appropriate Deputy Dean, Head of Department or Programme Co-ordinator. The timescale and dates for the new appointment are given.

2.1.2 Bearing the criteria for selection in mind (see page 8 above), the relevant internal

colleague proposes a nomination to the Academic Quality and Standards Unit – the nominee completes a nomination proforma (see Appendix 3.2, pg. 18), which is submitted to the next meeting of the relevant Faculty Quality Committee (or if for a research degrees candidate, the Research Degrees Group), for approval. The Committee or Research Degrees Group will either approve the nomination, invite further clarification, or reject it outright. If approved, the nomination proforma is submitted to Academic Standards Committee and then an abbreviated version (see Appendix 3.3,pg 22) is put forward to Academic Board for ratification.

2.2 Appointment

2.2.1 Once the nomination is approved by Academic Board, the Academic Quality and

Standards Unit will write formally to appoint the new External Examiner, confirming the timescale and length of appointment. Information is given on all known forthcoming dates of Boards of Examiners; names of internal contacts are confirmed. All newly appointed External Examiners receive the University‟s Handbook and Notes for Guidance on External Examining, and are reminded of the University‟s intent to resonate with all relevant external frameworks, such as those of Public Statutory Bodies (e.g. OFSTED, G.S.C.C) and of the Quality Assurance Agency.

2.2.2 The Programme Co-ordinator/Head of Department is responsible for submitting to the

new External Examiner copies of all validated course documentation, together with Programme Board Reports, Annual Monitoring Reports and External Examiner reports from the previous year.

2.2.3 Newly-appointed External Examiners will be asked to attend the University to be

briefed by the relevant Programme Co-ordinator/Head of Department, as soon as possible after their appointment – preferably before they begin their term of office. The briefing should include :- 2.2.3.1 The dates of all meetings, including Boards of Examiners, where the External

Examiner is expected to attend the University, including any relating to the need to visit students on professional placement.

2.2.3.2 The aims, objectives and learning outcomes of the programme; details on the curriculum and teaching methods.

2.2.3.3 The methods of assessment and details of the assessment scheme overall. 2.2.3.4 The Assessment Regulations for the undergraduate or postgraduate

framework and for the programme – including those relating to the retrieval of failure.

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2.2.3.5 Agreement should be reached with the External Examiner concerning the way in which the programme will relate to them in terms of sampling work. The parameters for the External Examiner‟s role in the moderation of standards should be defined and agreed (see 2.3 below). This may or may not include the moderation of work at Undergraduate Level 1 - except for confirmation of the Award of Cert HE, the moderation of performance in a newly-validated programme and any professional requirement concerning performance in some professionally-focused programmes, the University does not require External Examiners to see student work at this level.

2.2.3.6 The new External Examiner should meet with colleagues teaching on the programme and, if possible, with a representative group of students.

The Head of the Academic Quality and Standards Unit should be invited to attend part of the initial briefing day, in order to provide the new External Examiner with the institutional perspective on the role of External Examiners, with regard to quality assurance. They would also answer any queries relating to the appointment.

2.3 External Examiners‟ involvement in approving scripts/moderating marks

2.3.1 Draft examination scripts will be submitted to External Examiners for approval – these

should be returned to the Assessment Office under cover of a short proforma which will record the Examiner‟s role in the examinations process (see preparation of Examination Papers, section 5.1 of the internal memorandum at page 38 of this Handbook, at Appendix 3.8; also the University‟s guidance on the internal moderation of all forms of assessment (Appendix 3.9, page 42)

2.3.2 The minimum threshold for the submission of materials to External Examiners for

moderation, after internal marking, is 15% (or exceptionally 10% if the group size is large). This will cover a cross section of student performance but should include all work in the first class and fail categories and a selection from pieces of work where the mark falls on the borderline between classification bands. Through liaison with the programme, however, the External Examiner has scope to expand upon this minimum threshold. These procedures, and details of the covering materials which must be submitted to External Examiners (whenever work is sent for moderation), are detailed in section 5.2 of the internal memorandum at page 38 of this Handbook, at Appendix 3.8)

2.4 Appointment of Chief External Examiners

2.4.1 When the need arises to appoint a Chief External Examiner, the Academic Quality and

Standards Unit will seek a nomination, issue the relevant documentation and see the nomination through the Academic Standards Committee and Academic Board, as detailed in 2.1-2.2 above.

2.4.2 Those who are appointed to act as Chief External Examiners will be given the dates of

additional meetings (for instance, Modular Boards of Examiners), which they may need to attend on behalf of the team of External Examiners they represent. Those who are appointed to the position of Chief External Examiner will be inducted into the requirements of the new role.

2.4.3 Chief External Examiners will be asked to complete a separate proforma (see

Appendix 3.6, page 32), and will be paid an additional fee for taking on this role (see Appendix 3.7)

2.5 Attendance/Non-attendance at Boards of Examiners

External Examiners are expected to attend the main Boards of Examiners for programmes for which they are responsible and where Awards are due to be made.

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2.5.1 In Subject Areas in Arts and Humanities, External Examiners will attend a Subject Board of Examiners which will focus on student performance within and between modules in that subject area. Three Subject External Examiners will be designated to go forward to the Awards Board for Subject Areas in Arts and Humanities – not to represent the subject areas but to moderate the institutional processes which will lead to Awards. One of these three Subject External Examiners will be designated as Chief External Examiner for Subject Areas in Arts and Humanities.

2.5.2 Any External Examiner prevented from attending an Award Board of Examiners will be required to provide to the Academic Quality and Standards Unit, in advance, written confirmation of full involvement in the examining process. They will be required, also, to provide details (for instance, a fax number or email address) of the location to which, as soon as feasible after the Board, results sheets may be sent to them. After the Board, the results sheets will be sent to the External Examiner, who will be asked to sign and return them to the Academic Quality and Standards Unit, in assent to the decisions made in their absence. No results will be published to students until the signatures of all relevant External Examiners have been secured.

2.5.3 The final responsibility for the standard of University Awards rests with the Academic Board. Therefore any dispute between External Examiners (or between External Examiners and internal Examiners) which cannot be resolved through less formal mediation before or during a Board of Examiners, will be referred to Academic Board for adjudication. Such a referral will always be made in any case where an External Examiner asserts their opinion that the standard of an Award may be compromised and indicates their inability to sign a recommendation for an Award.

2.6 Fees and Expenses All External Examiners will receive an annual fee (together with reimbursement of all

expenses). This fee will be calculated in August annually (current arrangements for calculating fees are appended at Appendix 3.7) but will not be released to the Examiner until the University has received the formal External Examiner's report for that year. External Examiners will be asked annually to complete a Form FIN052 detailing the banking arrangements for receipt of their fee. If Examiners are not liable to tax, they are invited to obtain a form P524 from their tax office and submit it with their FIN052, whereupon tax will not be deducted when the fee is released.

2.6.1 External Examiners who arrange and pay for their own travel will be reimbursed for

travel, subsistence and other expenses incurred in the course of their duties (but please see 2.6.1.1 below). Claims should be made to the Academic Quality and Standards Unit, through the annual FIN052. A copy of this FIN052 is provided annually, but further copies may be obtained at any time. The claim form should be returned to the Academic Quality and Standards Unit as soon as possible, but within three months of expenditure being incurred and must be accompanied by all receipts and vouchers. Reimbursement will be arranged through Payroll on 24

th of the following

month. Please note that for Inland Revenue and Audit purposes if you submit a claim that is more than 3 months old or without receipts you will not be reimbursed for the expenses incurred. 2.6.1.1 Reimbursement for mileage will be at the rate of 45p per mile for a maximum

of 90 miles round trip. Journeys which exceed this limit will be reimbursed at the equivalent of the standard return rail fare. External Examiners wishing to hire vehicles for their visits to the University will be reimbursed for the mileage at the above rate, but we will not pay for the hire of the vehicle. Examiners intending to travel by train or by air are asked to contact the Academic Quality and Standards Unit well in advance with their requirements. Appropriate arrangements will then be made to buy tickets on their behalf in the most cost-effective way possible.

15

2.7 Accommodation 2.7.1 Accommodation will be arranged for those External Examiners who require to

stay overnight in the course of their duties – either for Boards of Examiners or, for instance, for making a series of visits to students in practice placements.

2.7.1.1 An accommodation request form will be provided to the External

Examiner with the Agenda for the Board of Examiners, but accommodation may be arranged through the internal Examiner, at any time of the year (see University notification on procedures for working with External Examiners, Appendix 3.8. The application for accommodation proforma appears at page 40)

2.7.1.2 Accommodation will be arranged in a good local hotel or, at the request of the internal Examiner, the University will reimburse internal colleagues for accommodating External Examiners in their own homes.

2.7.1.3 Hotel accommodation will be arranged on a bed and breakfast basis. The

External Examiner will be given an allowance of £20 per night to cover other expenses including their evening meal which may therefore be taken at a location of their choice. Reimbursement against receipts should be claimed from the Academic Quality and Standards Unit as per 2.6.1 above. The University will not reimburse for the consumption of alcohol.

2.7.1.4 Accommodation request forms should be submitted to the Academic

Quality and Standards Unit as soon as possible, and preferably at least two weeks before the accommodation is needed.

2.7.1.5 The Academic Quality and Standards Unit will make all reservations and

other arrangements and will confirm these with the External Examiner and relevant internal Examiner. The University budget will cover the External Examiner‟s bed and breakfast but other expenditure should be charged direct to the individual.

2.7.1.6 Invoices relating to accommodation booked by the Academic Quality and

Standards Unit will be submitted to and paid by the Unit, with no further reference to the External Examiner.

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3 APPENDICES Appendix 3.1

The Quality Assurance Agency for Higher Education Code of Practice for the assurance of academic quality and standards in higher education Section 4: External Examining – August 2004 The precepts General principles 1. An institution should ask its External Examiners, in their expert judgement, to report on:

i) whether the academic standards set for its awards, or part thereof, are appropriate; ii) the extent to which its assessment processes are rigorous, ensure equity of treatment for

students and have been fairly conducted within institutional regulations and guidance; iii) the standards of student performance in the programmes or parts of programmes which they

have been appointed to examine; iv) where appropriate, the comparability of the standards and student achievements with those

in some other higher education institutions; v) good practice they have identified.

The roles of External Examiners 2. Institutions should state clearly and communicate to all concerned the various roles, powers and

responsibilities assigned to their External Examiners, including the extent of their authority in examination/assessment boards.

3. Prior to the confirmation of mark lists, pass lists or similar documents, institutions will expect External Examiners to endorse the outcomes of the assessment(s) they have been appointed to scrutinise.

Nomination and appointment 4. Institutions will make every effort to ensure that their External Examiners are competent to

undertake the responsibilities defined in their contract. 5. Institutions should define explicit policies and regulations governing the nomination and

appointment of External Examiners, and premature termination of the contract by either party. 6. Institutional procedures should ensure that potential conflicts of interest are identified and resolved

prior to the appointment of External Examiners. Preparation of External Examiners 7. Institutions should ensure that, once appointed, External Examiners are provided with sufficient

information and support to enable them to carry out their responsibilities effectively. Specifically, External Examiners must be properly prepared by the recruiting institution to ensure they understand and can fulfil their responsibilities.

External examining 8. Institutions should state clearly, and communicate to all concerned, the programmes and awards,

or parts of programmes, to which each External Examiner is appointed. 9. Institutions will wish to agree with their External Examiners the evidence each considers necessary

to ensure the effective discharge of External Examining responsibilities, and will provide them with a range of relevant information.

External Examiners‟ reports 10. Institutions should require External Examiners to submit at agreed times a written report that

provides comments and judgements on the assessment process and the standards of student attainment.

11. Institutions should indicate the required form and coverage of External Examiners‟ reports. Use of External Examiners‟ reports within the institution 12. Institutions should ask External Examiners to send their reports to the head of the institution, or

named person(s) designated by the head of the institution to exercise responsibility for the handling

17

of these reports. Institutions should ensure that the reports are considered within the institution at both subject and institutional levels.

13. Full and serious consideration should be given by the institution to comments and recommendations contained within External Examiners‟ reports, and the outcomes of the consideration, including actions taken, should be formally recorded.

Feedback to External Examiners on their reports 14. Institutions should ensure that External Examiners are, within a reasonable time, provided with a

considered response to their comments and recommendations, including information on any actions taken by the institution.

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Appendix 3.2

NOMINATION OF AN EXTERNAL EXAMINER

In accordance with the Data Protection Act 1998, the information you provide on this form and any accompanying documentation will be used to assess your suitability for the role and will not be released to anyone who does not require it for this purpose. Please note that some of the details recorded on this form may be stored electronically. The information you provide will be stored by the University for future reference. Please note that the University also needs to comply with the requirements of the Immigration, Asylum and Nationality Act 2006 – please pay particular attention to box 14, below.

PART I

1

Surname Title Forename(s)

2 Programme title Subjects to be examined

3 Proposed period of tenure (The maximum period of office is four years, starting one term before the first output and finishing one term after the last output.)

From (month and year) To

4 Details of External Examiner team (Names, places of work, areas of responsibility in the team and dates of appointment of other External members of the Board of Examiners for this programme. Please place asterisk against the examiner to be replaced.)

19

PART II Details of Proposed Examiner (to be completed if curriculum vitae providing all information

requested is not available)

5

Higher Education Dates University(ies)/College(s) attended and qualifications gained with dates

6 Professional Qualifications Awarding Body Dates

7 Present post (If retired, details of the last, with dates, and home address)

8 Previous Employment (Please detail previous employers over the past 5 years)

9 Experience as an external examiner (Details of current and previous appointments as an external

examiner, with name(s) of institution, course titles and levels and dates of appointment)

20

10 Relevant teaching experience, research and related scholarly/professional activity or consultancy (Give a brief account of main activities with particular reference to the past five years, with dates - including internal examining experience, list of major publications, including books, articles in refereed academic or professional journals).

11 University of Chichester is concerned to ensure that it does not inadvertently enter into reciprocal arrangements with other institutions, over external examining. There should be no connection, either within subject areas or through the involvement of individuals, to indicate any possibility of reciprocity. Therefore, nominees are asked to specify the following:

Current/previous association with the University or other affiliated institution:

(a) Personal association with the institution, the programme, individual staff or students, with dates (b) Institutional association (e.g. any recent or current connection through external examinerships), with dates.

12 I confirm agreement that my nomination as an External Examiner for the University of Chichester may be considered on the basis of the information I have given above. I further confirm that, if appointed, I will remain mindful of the requirements of Data Protection legislation when considering data relating to students and staff of the University of Chichester. Signed……………………………………………………….. Date ……………………..

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PART III (To be completed by programme leader)

13 Rationale for selecting this nominee (Please note that if the nominee has no or limited experience at External Examining at this level, you

should describe the strategies you propose to implement to ensure that they are able to undertake the role)

PART IV (Approval)

14 Right to Work in the UK In accordance with the requirements of the Immigration, Asylum and Nationality Act 2006, the University needs to comply with the right to work in the UK legislation for any person working for the University and paid through the payroll. Accordingly therefore all External Advisers and Examiners will be asked to bring with them a copy of original documentation such as a valid EEC passport or visa, or a British birth certificate, on their first visit to the University. Payment through the University payroll will not be permitted until such documentation has been verified.

15 Authorisation to forward an abridged version of this proposal to Academic Board Signed: on behalf of Academic Standards Committee Date:

When complete, please return this nomination form to :- Rachael Clausen, Academic Quality and Standards Unit, University of Chichester, Bishop Otter Campus, College Lane, Chichester, West Sussex, PO19 6PE

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Appendix 3.3 UNIVERSITY OF CHICHESTER

SUMMARY SHEET OF EXTERNAL EXAMINER NOMINATION (APPROVED BY ACADEMIC STANDARDS COMMITTEE ON ……………..)

FOR CONSIDERATION BY ACADEMIC BOARD

1. Details of Examinership a) Programme: b) Component: c) Dates of Appointment:

2. Name and Current Institution of Nominee:

3. Name and Current Institution of External Examiner To Be Replaced:

4. Academic Qualifications of Nominee:

5. Quality Assurance Experience of Nominee (including External Examinerships):

6. Personal and / or Institutional Association with University of Chichester (and / or University of Southampton):

7. Teaching and Research Interests Relevant to External Examinership:

8. Rationale for selecting this nominee (completed by programme leader):

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Appendix 3.4

UNDERGRADUATE AND POSTGRADUATE TAUGHT

COURSES

EXTERNAL EXAMINER’S REPORT FORM FOR

2011-2012 REFERENCE EE/

Wherever possible, this form will be provided electronically and it would be appreciated if it could be returned electronically, as indicated below. Internally within the University, the form will be reproduced and distributed only in pdf or in hard copy

Subject Area or Component: Awards (or elements of Awards) for which the External Examiner holds responsibility:

........................................................................... …………………………………………………………………… Name of External Examiner: Home institution/professional affiliation of External Examiner: ……………………………………………… …………………………………………………………………………

Notes on completion of this form: The University greatly values the work of the External Examiner and the report is not only a key document in the quality assurance and enhancement process, but for many of them one element (see Section 1, below) will become publicly available. The examiner, of course, is free to comment on any aspect of examining, but focused comments on the areas listed in Section 2 are particularly helpful. The Examiner is asked to complete Section 3 as far as possible, bearing in mind that

the calculation of the annual fee will relate to the extent of involvement with the University in the year in question. Please note that comments on individual students should appear in a detachable „reserved‟ section at the end of your report.

24

SECTION 1 EXAMINER‟S PROFORMA RESPONSE (All External Examiners should please complete this section, where the information may become publicly available as an indicator of the quality of the part of the University‟s provision, for which the External Examiner is responsible. The University will declare the Examiner‟s home institution, but we will assume that you do not wish us to publicise your name unless you specifically authorise us to do so) Please limit your responses to 100 words in each area in column 2 (the boxes will expand).

Column 1: Statement Column 2: External Examiner‟s response Against each of the four main questions, External Examiners are asked to provide a short

confirmatory statement (minimum 10 words, maximum 100) whether or not, from the evidence available to them, they consider the University’s processes and standards to be appropriate. If more

space is needed please continue in the relevant section under Section 2 below

1.1 The standards set for the Awards for which I am responsible at the University are appropriate for qualifications at this level and in this subject

Yes/No (please delete as appropriate)

1.2 The standards of student performance are comparable with similar programmes or subjects in other UK institutions with which I am familiar. Where the provision is delivered on different sites/with different partners, please comment on the comparability of the students‟ learning opportunities and standards of Awards.

Yes/No (please delete as appropriate)

25

1.3 The processes for assessment, examination and the determination of Awards are sound and fairly conducted

Yes/No (please delete as appropriate)

1.4 I would draw to the attention of an external audience the following strengths or distinctive or innovative features in relation to standards and assessment processes in this area of provision at the University

1.5 In terms of Learning, Teaching and the Curriculum, does the provision met the requirements of the relevant external framework (e.g. QAA Benchmark Statement; Standards in „Qualifying to Teach‟; standards from the GSCC or the clinical competences required by the Society of Sports Therapists)

Yes/No (Please delete as appropriate)

26

SECTION 2: EXAMINER‟S DETAILED REPORT (Please see notes for guidance on following pages) Examiners are asked to write a detailed, discursive report on the provision for the academic year in question. (Notes for guidance on completion of this section are given in the Handbook on External Examining at the University of Chichester). We ask that analysis should cover the following topics (this form will expand under the headings): - (a) Student Performance (b) Marking and Assessment (c) Other Issues (d) Recommendations

Please list your recommendations for action by the Course Team or by the University‟s Academic Standards Committee

*PLEASE NOTE: Comments on individual students should be made in a „Reserved Section‟ on a separate sheet. ____________________________________________________________________________________________________________________ SECTION 3. STATISTICAL INFORMATION (Please note : the calculation of your fee at the end of the year will be based upon the numbers of students for which you are responsible, and the number of visits you have made to the University) 1. The Programme Co-ordinator will be asked to provide the Academic Quality and Standards Unit with details on the number of

courses/modules covered in the year just ended, and the number(s) of students/assessed pieces of work/professional placements which you have been asked to moderate from each course/module :

27

Level Module Title or No. No of students registered

No of pieces of assessment moderated by the External Examiner

Please would you indicate if you have examined any students in viva voce, and give the number and reason:-

2. Please would you list the dates and purpose of visits to the University and other venues this year, for instance professional placements - other

than for the Main Board of Examiners and assessments associated with that :-

Day and date Length of visit Purpose of visit

Please continue on additional sheets if necessary. *PLEASE NOTE: This Report will be made available to the Programme Board, the Academic Standards Committee and Academic Board, which have student representation. If there are any matters which you would not wish to bring to the attention of these Boards (for instance, relating to individual students) please include them on a separate sheet of paper headed “Reserved Section”

28

Signed .................................................………....................……………….....Date ..................................

Please return to: k.simmonds@chi.ac.uk The Head of the Academic Quality and Standards Unit University of Chichester Bishop Otter Campus College Lane Chichester West Sussex PO19 6PE

Notes for Guidance on completion of the form: -

(i) Section 1 : Box 1.5 (Learning, Teaching and Curriculum) You may choose to focus on the following: - Quality of learning experience as revealed through academic or professional performance and meetings with students. Range and use of student-led and/or student-centred learning. Overview of curriculum breadth and balance

(ii) Section 2: Student Performance (a) You may choose to comment on: - Quality and standard of examination, scripts and/or assignments/and or professional placements, as course/module outcomes. Patterns of student‟s strengths and weaknesses. Depth and breadth of knowledge revealed in students‟ work. Quality and levels of skills/competence demonstrated by students in assignments, examinations or professional practice placements. Comparisons with student performance in previous years(s).

(iii) Section 2 : Marking and Assessment (b) You may choose to comment on :- Consistency, thoroughness and standards in marking. Strengths and weaknesses of the marking/grading scheme(s) and moderating procedures. Consistency in application of marking criteria. Distribution of marks within and between modules.

29

Distribution of final degree classification. Comparisons of distribution of degree classification with previous year‟s and/or with those from comparable courses. Suitability of exams/assessed coursework in relation to module/course aims, objectives, outcomes.

(iv) Section 2 : Other Issues (c) You may wish to comment on :- How far modules/courses provide coherence and acceptable routes. The level of guidance and quality of information given to students.

Students‟ workload. Adequacy of tutorial/professional support. The extent of support given to you by the University to enable you to function successfully as an External Examiner. The extent to which you have confidence that the issues you have raised in previous years have been addressed adequately, and whether or not you have been kept informed on progress in this respect.

The adequacy of the University‟s general arrangements, including organisation and conduct of Boards of Examiners

(v) Recommendations (d) We would be grateful to receive clear recommendations for issues to be considered by the Programme Team or by Academic Standards Committee

30

RESPONSE FROM COURSE TEAM TO EXTERNAL EXAMINER’S REPORT FORM FOR 2011-2012 REFERENCE EE/

Subject Area or Component : Awards (or elements of Awards) for which the External Examiner holds responsibility :

……………………………………………………….. …………………………………………………………………………………………….

Name of External Examiner: Home institution/professional affiliation of External Examiner :

……………………………………………………………………………………..……………………………………………………………………………………………

SECTION 1: BENCHMARKING INFORMATION

Examiner‟s commentary in the five areas of Section 1: Chichester‟s Response

SECTION 2: DISCURSIVE REPORT

a) Examiner‟s recommendations at the end of Section 2: Chichester‟s Response

31

b) Issues drawn by the Course Team from the three main areas of the External Examiner‟s discursive report :

Chichester‟s Response

This proforma is to be completed by the course team and signed off by the Programme Co-Ordinator or Head of Academic Department and then forwarded to the Deputy Dean. The Deputy Dean will take responsibility for the appropriateness of the Team‟s response to the External Examiner. It should then be submitted to the Academic Quality and Standards Unit, who will forward it to the External Examiner. The response proforma, alongside the Report, will be taken into account by the Head of Academic Department in the process of Annual Monitoring. Signed: Programme Co-Ordinator/Head of Academic Department………………………………………………………….Date: ……………………………… Signed: Deputy Dean (MM or GB as appropriate) …..…………….………………………………………………………….Date:………………………………. Received by Academic Quality and Standards Unit and posted to the External Examiner: Date ………………………………………………………………

32

UNDERGRADUATE AND POSTGRADUATE

TAUGHT COURSES

CHIEF EXTERNAL EXAMINER’S REPORT

FORM

Wherever possible, this will be provided electronically and it would be appreciated if it could be returned electronically, as indicated in the adjacent box. Internally within the University, the form will only be reproduced in pdf or hard copy Framework/Programme for which the Chief External Examiner holds responsibility :- ......................................................................................................... Name of Chief External Examiner: Home institution/professional affiliation of Chief External Examiner:

Notes on completion of this form : The University is grateful to receive a summative report each year, from those External Examiners who are appointed to lead teams of Examiners in :-

a) The Common Framework for Undergraduate Awards b) Those Boards of Examiners for programmes where there is more than one External

Examiner for instance BA Primary Education and Teaching; BA PE and Education (Secondary); Primary and Secondary PGCE; programmes in Social Studies; Subject Areas in Arts and Humanities

The report may be discursive but it would be helpful if you would comment specifically upon :-

1. The standards and pattern of the Awards made by the Board of Examiners for which you are Chief External Examiner, vis-à-vis those in other institutions with which you are familiar;

2. The quality of the processes for assessment and the conduct and management of the

Board of Examiners for which you are Chief External Examiner;

3. Any particular strengths or weaknesses you perceive within the Framework/Programme for which you hold responsibility;

4. The University‟s adherence to external frameworks (either academic or professional) in

the area for which you hold responsibility as Chief External Examiner;

CEE/ Academic Year

2011-2012

Appendix 3.6

Please return to: k.simmonds@chi.ac.uk

The Head of the Academic Quality and Standards

Unit University of Chichester

Bishop Otter Campus

College Lane Chichester

West Sussex PO19 6PE

33

5. The quality of the support given to you by the University to enable you to properly fulfil your responsibilities as Chief External Examiner, including the extent to which you are kept informed of the University‟s response to any recommendations you make;

Finally : Recommendations Please list any recommendations which you may wish to make to the Framework or Programme or to the University’s Academic Standards Committee.

Please continue on additional sheets if necessary. *PLEASE NOTE: This Report will be made available to the Programme Board, the Academic Standards Committee and Academic Board, which have student representation. If there are any matters which you would not wish to bring to the attention of these Boards (for instance, relating to individual students) please include them on a separate sheet of paper headed “Reserved Section” Signed ................................................……….................………….....Date..................................

34

Appendix 3.7

UNIVERSITY of CHICHESTER

ACADEMIC QUALITY AND STANDARDS UNIT

BASIS UPON WHICH FEES ARE CALCULATED FOR EXTERNAL EXAMINERS 2011-2012

1.1 Principal External Examiners (i.e. Chief External Examiners, or responsible for freestanding Awards) + supplements 1.4 or 1.5 below

£275

1.2 Field/Subject/Component/Route (e.g. School Experience) External Examiners + supplement 1.4 or 1.5 below

£185

1.3 Additional attendance (e.g. attending for induction, or returning after the programme Board of Examiners in order to take part in a Modular Board, an Interim Board or a Sub-Group)

£130 each time

1.4 Supplement : A variable fee for each single module (or equivalent) in the provision being examined that year. (i.e. a 3xweighted dissertation would count as three single modules and thus earn the External Examiner three times the single module equivalent fee. The maximum payable to any External Examiner for one module would thus be £120. The minimum (for a half module with less than 10 students) would be £3.50)

Student no‟s

Fee per single module equiv.

1-10 11-25 26-50 Over 50

£7 £13 £26 £40

1.5 Supplement : For External Examiners with professional responsibilities (e.g. requirement to see students on placement)

£125 for each cohort of students on placement

1.6 Fees relating to individual research candidates : MPhil PhD * Please see supplementary explanatory notes below

£125 £155

1.7 For Chichester Awards (Certificates or Diplomas – normally 2 modules or equivalent)

£125

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Appendix 3.8

MEMORANDUM

To: Deputy Deans, Heads of Academic Department/ Programme Co-ordinators/ Route Leaders, Faculty and Departmental Administrators

Cc: Associated administrative colleagues

From: The Academic Quality and Standards Unit Date: May

Procedures for working with External Examiners Around this time of year we remind colleagues of the procedures for the way in which University of Chichester supports the activities of its External Examiners in terms of payment of fees and expenses, arranging accommodation, hospitality and sending materials to them. All External Examiners should have received an electronic copy of the External Examiners: Notes for Guidance booklet and the booklet can also be accessed on the University‟s website at: http://www.chi.ac.uk/academicstandards/Standards.cfm. All Programme Co-ordinators, Deputy Deans, Heads of Academic Departments and Examination Officers have access to an electronic copy of the booklet. Hard copies are available to all from AQSU upon request. In addition to the booklet, we hope that this memorandum will provide you with all the information you need in order to follow the agreed procedures for the way in which we work with our External Examiners. If you have any queries at all, please do not hesitate to let me know. 1. Travelling and Subsistence

AQSU would prefer to make External Examiners‟ travel arrangements for them as we can benefit from early booking through our travel agents. It would be appreciated if External Examiners would contact us before travelling, in case we can help and achieve savings. For those External Examiners who make and pay for their own arrangements, we refund for travelling and subsistence expenses. Claims are submitted on the standard FIN052 expenses claim form, available from the Finance Office (unless you are a member of staff claiming on behalf of an External Examiner, in which case you would use a FIN004). 1.1 In respect of visits associated with Boards of Examiners, the Academic Quality

and Standards Unit issues External Examiners with the appropriate claim form, attached to the Agenda for the meeting.

36

1.2 When Examiners visit at other times of the year, internal colleagues are asked to

collect forms themselves from the Finance Office, for use by their External Examiner.

Once the form is completed (irrespective of the time of year) it should be returned to the Academic Quality and Standards Unit within 3 months of expenditure. Since payment is made through the Academic Quality and Standards Unit budget, it is essential that these forms are sent to us (i.e. not direct to Finance) for clearance.

2. Overnight Accommodation Normally, we would expect External Examiners to need overnight accommodation only

when they visit the University for the Board of Examiners. Please discuss with the Academic Quality and Standards Unit if you wish your External Examiner to stay overnight at any other time of the year.

2.1 Hotel Accommodation External Examiners will be offered accommodation in a comfortable hotel with a

good reputation. The hotel will bill the University direct for bed and breakfast accommodation – for which a cost limit will be established in advance. If you wish your External Examiner to be accommodated in an hotel, please complete the first section of the attached pro-forma and ensure that it is signed by the Programme Co-ordinator, Assessment Co-ordinator, or relevant component examiner. The form should then be sent to the Academic Quality and Standards Unit, who will take responsibility for booking the accommodation and forwarding a copy of the paperwork to the External Examiner.

When Examiners attend Boards of Examiners, application forms for

accommodation will be sent to them with the relevant Agenda: they may then request accommodation by completing and returning the form directly to the Academic Quality and Standards Unit.

2.2 Private Accommodation In some cases, internal examiners prefer to accommodate External Examiners

privately, in their own homes. In this case the internal examiner will be reimbursed at standard rates (currently £15.00 per night for bed and breakfast). If you wish your External Examiner to be accommodated privately, please complete Section 2 of the attached pro-forma and return it to us for action.

Please note that if you wish your Examiner to be accommodated, you must complete and return the enclosed pro-forma, signed as indicated in 2.1 above. We will not assume, automatically, that External Examiners need accommodation just because they are coming to a meeting of the Board. We would advise you to take a few photocopies of the enclosed form, for use later in the year. Alternatively, a copy of the proforma can be e-mailed to you, on request, or downloaded from the Academic Quality and Standards Unit website. Please note that requests for accommodation - either in an hotel or privately - must be returned to us at least two weeks before the accommodation is required. We cannot guarantee that approval can be confirmed in respect of requests which are received retrospectively (particularly in the case of claims for the private accommodation of External Examiners).

37

3. Hospitality 3.1 General

The University will pay for all meals for External Examiners. However, please observe the following:-

a) Hotel accommodation will be arranged on a bed and breakfast basis, the External Examiner will be given an allowance of £20 per night to cover other expenses including their evening meal which may therefore be taken at a location of their choice. Please note that the University will not reimburse for the consumption of alcohol.

b) The in-house hospitality needs of all External Examiners must be

determined at least two weeks in advance. c) Hospitality may be provided either within the University or colleagues

may take their External Examiners out for a meal. In either case the University's commitment will be to cover the cost of External Examiners‟ meals only to a maximum of £20 per head (charged to the Academic Quality and Standards Unit budget). The University will no longer meet the cost of catering for any internal colleague who accompanies an External Examiner (or group of Examiners) for any meal, whether on or off campus.

3.2 Boards of Examiners

The University will pay for all meals for External Examiners during Boards of

Examiners. However, please observe the following:- a) Where the meal is taken either outside or within the University, you yourself

should pay the bill – retaining all receipts and vouchers. You should then claim a refund on the standard expenses claim form and submit it to us (together with all receipts and vouchers) for authorization and payment. We reiterate the University's provision of up to £20 per External Examiner, but will no longer meet the cost of catering for internal colleagues accompanying them, on or off campus, at the time of Boards of Examiners meetings.

b) Please note the Academic Quality and Standards Unit will organise and pay

for all refreshments to be taken during the course of Boards of Examiners meetings. However

i) If the board is likely to take less than two hours in working hours,

only cold water will be provided to be available before the Board begins.

ii) If the Board is likely to take longer than two hours, cold water and insulated jugs of hot water, together with tea bags, coffee sachets, sugar and milk, will be provided before the Board begins. Members may help themselves at the start of the meeting, and/or during any „natural break‟.

iii) In the unlikely eventuality that a Board of Examiners should extend over lunch, then it will break formally and either the Chair, Programme Co-ordinator or Head of Department will escort any

38

External Examiners to Holts or the Dining Room, where the External‟s choice of meal will be paid for by the accompanying internal colleague, reimbursed later through the AQSU budget. Academic Registry and/or Academic Quality and Standards Unit Officers will remain in the room to guarantee the security of the documentation left behind during the break.

4. Internal Examiners' Expenses The Academic Quality and Standards Unit budget will not cover Internal Examiners‟

expenses incurred in dealing with their External Examiners such as, for example, travelling to meet them off campus. These measures will apply, also, to the engagement of External Examiners for Research candidates.

5. Preparation of Examination Papers and Moderation of Assessment There are guidelines covering the preparation of examination papers and moderation of

assessment which will be incorporated into the general guidelines for External Examiners and should be followed by module co-ordinators and tutors.

5.1 Preparation of Examination Papers

All examination papers (both seen and unseen) for both first-sits and resits should be sent to the Assessment Office by the module co-ordinator. The papers will be prepared by the Assessment Office to ensure consistency in rubric and house-style; they will be sent to the module co-ordinator for proofing and when 'final' versions are ready the Assessment Office will forward them to the appropriate External Examiner for comment (unless the module or External Examiner is new, the Examination office will not send Year 1 papers). External Examiners will also be asked to complete a short proforma to enable a formal record to be kept of External Examiner involvement in the approval of every examination paper. Should the External Examiner require any changes to be made, the Assessment Office will return the paper(s) to the module co-ordinator. In order for this process to take place, two draft examination papers (for both first-sits and resits) need to be with the Assessment Office eight weeks before the scheduled date for the examination.

5.2 Materials From Each Module to be sent to External Examiners by the Programme

/Department (Following Internal Marking)

The following materials from each module should be sent to External Examiners:-

a) A representative cross-section of the assessed work (generally 15% for small groups and up to 10% for larger groups), to include a selection of pieces of work where the mark falls on the borderline between classification bandings. To this should be added all remaining work in the first-class and fail categories;

b) A complete marks sheet for the whole cohort, indicating which work has

been selected for moderation by the External Examiner;

39

c) A brief note, if appropriate, on the rationale for the sample chosen, if it varies from the usual range (such a note may highlight relevant problems and issues, i.e. high or low level of marks for the module);

d) A copy of the module outline, details of the assessment(s), plus any

instructions / guidelines given to the students;

e) The relevant marking criteria for the specific assessment concerned;

f) Any written guidance given to staff on the marking process and associated procedures;

g) Details of second marking and / or moderating relating to the

assessment.

Notes:

i) For work which cannot be sent, arrangements should be made for the

External Examiner to moderate the work at University of Chichester.

ii) Where External Examiners request a departure from the above guidelines, this should be approved by the Executive Dean

6. Mailing of Materials Faculty or Departmental Administrative Officers are responsible for mailing materials to

External Examiners. Would you please ensure that all packages are packed up and labelled as early as possible. Packages need to be secure and mailed in the most cost-effective manner.

I would be grateful if you would please ensure that your plans for dealing with your External Examiners this year fit in with the arrangements outlined in this paper. Please do contact me, however, if you should have any queries. Rachael Clausen Academic Quality and Standards Unit X 6074

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UNIVERSITY OF CHICHESTER APPLICATION FOR ACCOMMODATION

FOR AN EXTERNAL EXAMINER

PLEASE COMPLETE EITHER SECTION 1 OR SECTION 2. SECTION1 - Requesting HOTEL accommodation To be completed by an External Examiner, or by an appropriate member of University of Chichester staff. 1.1 Name of External Examiner:…………………………………………………………………………………… 1.2 Hotel accommodation on a bed and breakfast basis is required for the night(s) of: ………………………………………………………………………….………………………………………………… 1.3 Please select the hotel of your choice from the list below and note the campus you are visiting. Please book accommodation for me at this hotel: - ……………………………………………………………………………………………………………………………. I am visiting: Bishop Otter Campus, Chichester/Bognor Regis Campus (please delete as appropriate)

ACCOMMODATION IN CHICHESTER

Premier Inn, Chichester - offering a guarantee of a

goodnight's sleep or your money back. Free parking available with restaurant on site, close to train station, spacious rooms with en suite facilities, internet access extra, Premier Inns in other locations may be booked by the University. Visit www.premierinn.com Jubilee House Bed & Breakfast, Chichester - recently

opened and offering excellent accommodation within 5 minutes walk of our Bishop Otter Campus. Free internet access, 2 double rooms with en suite facilities decorated to a high standard, awarded maximum 5 rating for food hygiene inspection. Visit www.jubileehousechichester.co.uk for further information. The Ship Hotel, North Street, Chichester – A Grade II listed

building retaining much of its Georgian and Regency interior, located in the city centre. Within walking distance of the train station and our Bishop Otter Campus. The hotel offers en suite facilities, restaurant, bar and car park. www.theshiphotel.net Trents, 50 South Street, Chichester – A wine bar with

restaurant and five beautifully renovated en-suite bedrooms in the city centre. No private parking but there is a pay and display car park directly behind which is free between the hours of 5pm and 9am. Close to the train station. PLEASE NOTE: Can be noisy in the evenings in and around Trents due to popular bars and restaurants nearby. www.thesussexpub.co.uk The Vestry, Southgate, Chichester – An English Country Inn

with 11 beautifully furnished en-suite bedrooms, large dining area and bar. Very close to train station and a 15 minute walk to Bishop Otter campus. No private parking. PLEASE NOTE: Can be noisy in the evenings in and around The Vestry due to events held there and the popular bars and restaurants nearby. www.the-vestry.com

ACCOMMODATION IN BOGNOR REGIS

Margee's Bed & Breakfast, Felpham, Bognor Regis -

(May 2010)Your hosts Marge and Gerald welcome you to their recently opened bed and breakfast offering quality accommodation which has been awarded 4 stars. All rooms are modern and of a high standard with en-suite facilities and internet access, very close to Bognor Regis Golf Club, Felpham village, University of Chichester Bognor Regis Campus and Bognor town centre and train station. Off-road parking available in this quiet residential road. Although evening meals are not catered for there are pubs and restaurants nearby. Visit www.margeesfelpham.co.uk for further information. Best Western Beachcroft Hotel, Felpham, Bognor Regis – a warm and friendly hotel situated on the seafront

at the end of a quiet cul-de-sac in Felpham. Some rooms have a sea view and all are en suite. It has an indoor heated pool and Beauty Treatment Spa, restaurant, bar and car park. A short walk to our Bognor Regis Campus and about a mile to the town centre. www.beachcroft-hotel.co.uk The Aldwick, Bognor Regis - an English Tourist Board 4*

approved accommodation A small and friendly family-run bed and breakfast close to the sea. Presently the owners serve evening meals only at weekends, however a sandwich or toasty can be provided upon request or meals taken at local pubs or a takeaway delivered to the hotel. A car is useful as it is approximately 10 minutes to our Bognor Regis Campus and about a mile from the railway station, there is ample parking. Wi-Fi available and all 8 rooms have en suite facilities, recently refurbished, 2 with Jacuzzis. www.thealdwickroomsandrestaurant.co.uk

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ACCOMMODATION IN CHICHESTER Chichester Park Hotel, Westhampnett, Chichester – A large

hotel with 77 en suite rooms located on the outskirts of Chichester, a short taxi ride to Bishop Otter Campus and city centre. Indoor leisure pool, bath spa and sauna, restaurant, bar, car park. www.chichesterparkhotel.com Old Chapel Forge, Lagness (central to Bognor Regis and Bishop Otter Campuses) –The accommodation has been

awarded a Four Star rating from the AA for high standards in service, cleanliness, food quality, and furnishings. They have been awarded a Gold Award from the Green Tourism Business scheme. Dinner is not catered for but they do have

a full list of recommended restaurants and can offer a cold supper tray service by prior arrangement (at least 24hrs notice). Also you may need a car as this property is located in the countryside, however they do offer a free pick-up service from either Bognor Regis or Chichester railway stations. www.oldchapelforge.co.uk

ACCOMMODATION IN BOGNOR REGIS Old Chapel Forge, Lagness (central to Bognor Regis and Bishop Otter Campuses) –The accommodation has

been awarded a Four Star rating from the AA for high standards in service, cleanliness, food quality, and furnishings. They have been awarded a Gold Award from the Green Tourism Business scheme. Dinner is not

catered for but they do have a full list of recommended restaurants and can offer a cold supper tray service by prior arrangement (at least 24hrs notice). Also you may need a car as this property is located in the countryside, however they do offer a free pick-up service from either Bognor Regis or Chichester railway stations. www.oldchapelforge.co.uk

Please note that, if this section of the form is being completed by an External Examiner, it should be signed and dated here:- SIGNATURE OF EXTERNAL EXAMINER:………………………………………………………………………....... DATE:………………………………………………………………………………………………………………………

UNIVERSITY OF CHICHESTER APLLICATION FOR ACCOMMODATION FOR AN EXTERNAL EXAMINER

SECTION 2 - Requesting PRIVATE accommodation arrangements To be completed by a member of staff who has agreed to offer accommodation to an External Examiner. Name of Member of Staff: …………………………………………………………………………………………. Name of External Examiner: …………………………………………………………………………………….... Private accommodation offered for the nights of: ……………………………………………………………

NAME OF PROGRAMME CO-ORDINATOR/INTERNAL EXAMINER/ASSESSMENT CO-ORDINATOR: ………………………………………………………………………………………………………………… SIGNATURE OF PROGRAMME CO-ORDINATOR/INTERNAL EXAMINER/ASSESSMENT CO-ORDINATOR: ………………..………………………………………………………………………………………………

DATE: …………………………………………………………………………………………… Please return this form to the Academic Quality and Standards Unit, University of Chichester, College Lane, Chichester, West Sussex, PO19 6PE as soon as possible and at least two weeks before the date of the accommodation is required.

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Appendix 3.9

Guidance on the Internal Moderation of all forms of Assessment Introduction Following the assessment cycle in 2003-04 External Examiners made a recommendation that the University develop guidance regarding the internal moderation of student assessment. The following guidance covers all assessed work on programmes leading to a University of Chichester award, and therefore includes all undergraduate and postgraduate, including all collaborative provision. Any divergence from this standard guidance should be agreed by the Head of Department and communicated in writing to the Faculty Quality Committee and External Examiner.

Moderation of students‟ work 1. Moderation is the means by which the standards of assessments and marks

awarded are verified and agreed. There is both internal moderation (done by University staff or staff in partner organisations) and external moderation (done on a sampling basis by the University‟s External Examiners of work at Level 2 and above2). See point 7 below for sample size.

2. Responsibility for marking and grading work and agreeing standards rests

with the internal examiners (module tutors). Where internal examiners fail to reach agreement, another internal examiner should be called upon. External Examiners are not called upon to be third markers or to resolve a lack of agreement between internal markers, their role is one of the moderation and calibration of standards.

3. All work should be able to be moderated both by an internal and external

examiner, although the process may be different depending on the nature of the assessment e.g. the internal moderator may be present for a student presentation or to view an exhibition / performance / installation (which forms part of the assessment), although the external examiner may moderate based on digital or other images of the assessment work and any accompanying written submission.

4. Wherever possible all student assessment should be marked anonymously.

Where this is not possible (for professional, artistic or other reasons) students should be made aware that this is the case.

2 See „External Examining at University of Chichester‟ September 2011 (2.3.2, page 13) regarding

the nature of the sample to be sent to External Examiners.

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5. Feedback should be given on all assessment. It should be developmental

and encouraging in tone and explain clearly the extent to which the assessment criteria have been met. Where criteria have not been met, the comments should be supportive and enable the student to meet the criteria. Comments should focus on what is presented and avoid assumptions e.g. „a lot of effort has been taken‟ or „little effort seems to have been taken‟.

6. Internal Examiners (module tutors) are strongly advised to word-process

their comments in order to ensure that they are legible. Additional comments may be made on students‟ work to assist the identification of specific points e.g. regarding literacy.

7. A sample of the work (for each module, at every level) covering the full

range of student performance should be moderated firstly by internal examiners and subsequently by external examiners. The standard sample size is as follows:

No. of students on module Standard sample size

Up to 19 5

20 – 49 10

50 – 79 15

80 – 109 20

110 – 129 25

130 – 150 30

For module groups sizes at the upper end of each band (e.g. 49) this means that approximately 20% of the module assessment is being moderated. Module coordinators may increase or decrease the sample size with the agreement of their head of department or programme coordinator. The reason for the variance from the standard sample must be communicated to the External Examiner when the sample is sent. The sample should be double-marked.

8. External Examiners expect to see an evidence trail of the University‟s

internal moderation process and it is also helpful for students to see when their work has been directly part of the process. The second „marker‟ should therefore add their own comments onto the work and/ or onto the comment sheet, add their grade onto the comment sheet and countersign it. Importantly, this also makes it clear to students that their work has been part of the moderation process. Where there is a discrepancy between the grades the first and second markers need to come to an agreed grade which is also entered onto the comment sheet. The agreed grade is the one which should be entered onto the CAMS sheet.

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9. For Level 3 Dissertations / Independent Projects (or their equivalent) all work should be blind double-marked. The internal moderation process will lead to an agreed mark however students will receive two sets of comments.

10. As moderation is based on sampling, suggested changes to grades within

the sample should be seen within the broader context of what this means for the rest of the assessment work not in the sample. Markers should review how they are applying the assessment criteria and calibrate their marking in order to be consistent and equitable across the whole module.

11. The sample sent to the External Examiner should be accompanied by

information which describes the internal moderation process. The sample for the External may include some work which has been part of the internal moderation process.

12. Level 1 work does not need to be sent to the External Examiner, except

where a programme is new, in which case the External Examiner would continue to see Level 1 until the first programme cohort has completed the programme. (A new External Examiner may request to see some Level 1 work in order to orient him/herself with the work of the students on the programme, but this is not a requirement3)

13. Student work should be made available for return or collection as soon as

possible after the internal and external moderation process has been completed. Academic Management Team has agreed that programmes should aim to have assessed work available for student collection three weeks after the assessment point. Programmes should include in their published assessment schedule when students can expect to be able to collect the marker‟s comments, the provisional grade (i.e. one which has not been to the final Board of Examiners) and collect their work (as appropriate). When posting student grades on noticeboards care should be taken to ensure that only the student ID number is used.

14. Students should be reminded that all grades (even semester 1 grades

which have appeared on transcripts) remain provisional until after the end of the programme‟s main summer board.

Student query of a grade Querying of a grade can only occur prior to the Board of Examiners for the student‟s programme. Beyond that point the student‟s only redress is to consider whether they have grounds for appeal. However, it should be noted that appeals cannot be made over academic judgements.

2 See the extract from „External Examining at University of Chichester‟ September 2011 (2.2.3,

page 12) regarding newly appointed External Examiners.

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Stage One 1. Students who query their grade should in the first instance be encouraged

to review their work in the light of the assessment criteria and the marker‟s comments. The student should also be made aware of the rigorous internal and external moderation processes of which their work has formed a part (whether it was second marked or not). If they still feel there is a mismatch they should be encouraged to meet with the marker in order to develop a better understanding of their performance as it relates to the assessment criteria.

2. If in reviewing the student‟s work and the grade awarded in relation to the

assessment criteria the marker feels that he/she has overlooked or mis-read / misinterpreted some element of the work which would have an impact on the grade, he/she could recommend a change of grade to the module coordinator (if the marks have not already been considered by the Board of Examiners).

Stage Two 3. If Stage One doesn‟t resolve the query then the marker can refer the issue

on to the Module Coordinator or Head of Department (if the student has already seen the Module Coordinator as part of Stage One). At this stage the Module Coordinator or Head of Department may either confirm the grade or, if they felt an error had been made in the marking process, arrange for the work to be re-marked by a second (or third marker, if it has already been subject to second marking). A revised mark would then be submitted to the Board of Examiners via the Assessment Office. The revised mark may be higher or lower than the original mark.

4. It is hoped that by the end of this stage the student will have had their

queries addressed in a satisfactory manner and has either come to accept the original grade or accepted a new grade as result of a re-marking process. Under the Regulations there are no grounds for an appeal based on academic judgement, and therefore any student who remains particularly aggrieved about a grade would have no further scope for redress within the University. It should be noted also that students aggrieved by a grade would not be eligible to take their case to the Independent Adjudicator for Higher Education, whose remit does not cover matters of academic judgement.

SG 18/02/05

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Definitions

Moderation / Double-Marking: the process by which a second person grades work which has already been commented on and graded by the first marker. The second „marker‟ does this whilst being able to see the comments and any grades given by the first marker. The second „marker‟ should add their own comments onto the work and/ or the comment sheet, add their grade onto the comment sheet and countersign it. Where there is a discrepancy between the grades the first and second markers need to come to an agreed grade which is also entered onto the comment sheet. There is no requirement for the second „marker‟ to write a separate comment sheet, as long as there is space to add any additional comments onto the first marker‟s comment sheet. The agreed grade is the one which should be entered onto the CAMS sheet.

Anonymous marking: all examinations and assessment wherever it is possible are marked without the marker being aware of the identity of the student.

Double-marking: see Moderation

Blind double-marking: the internal moderator (second marker) grades the work (be that an exam, presentation, performance, artefact) without having seen either the grades or comment sheets.

Re-marking: when the marker, module coordinator or Head of Department agrees that work which has already been part of a moderation process should be marked again by another internal member of staff.

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Appendix 3.10

EXAMINATIONS : REGULATIONS AND GUIDANCE Contents

Page(s)

1. Conduct of Examinations – Guidance for Candidates

48

2. Conduct of Examinations – Guidance for Invigilators 49

3. Examination Notice for Invigilators to read to Candidates at the start of Examinations

52

4. Administration and Conduct of Seen Examinations 53

5. Special Arrangements in Examinations 55-59

a) Support for Students with Additional Needs:- 55

Flowchart clarifying process relating to formal examinations 55

Guidelines for Operation of Reader 56

Guidance for Invigilator and Candidates using Computers 57

The Support of an Amanuensis in an Examination 58-59

b) Examination Support for Students whose First Language is not English

60

Use of Dictionaries 61

48

Conduct of Examinations – Guidance for Candidates

1. Normally all candidates should be present in the examination room prior to the

time specified for the start of the examination. Candidates may enter the examination room at any point up to half way through. If candidates enter late they will finish at the same time as other students taking the examination. No candidate may leave the examination room during the first 30 minutes or during the last 15 minutes, save in exceptional circumstances and with the approval of the invigilator.

2. Candidates must bring their University issued ID card to each examination

and place it on the desk next to their name card. Wherever possible the University will operate a policy of anonymous marking. Where this is not possible (for professional, artistic or other reasons) students will be made aware that this is the case.

3. Candidates must not bring electronic devices such as, mobile phones, pagers or

other systems for personal communication into the examination room. In addition, candidates must surrender any notes, notebooks, briefcases, handbags, books or other items which may be of use to them in the examination unless specifically exempted in the rubric of the examination paper. These items should be either left outside the examination room or left with the invigilator if the student requests.

4. Candidates may use calculators in examinations unless excluded by the rubric of

the examination paper, but if these are programmable calculators any prior programming or stored data must be withdrawn. An invigilator will establish that such is the case.

5. Candidates are recommended to use ink for written examinations (though diagrams may be in pencil) for clarity and permanence. 6. The invigilator will have the right to demand the cessation of activities which interfere with or cause a disturbance to other candidates. 7. Smoking is not allowed in the examination room. 8. Candidates may request to be allowed to leave the room for a short period of

time. Such permission will be granted subject to arrangements made by the invigilator.

9. Candidates who fail to present themselves for an examination and who do not

submit an evidenced claim for mitigation to the Academic Quality and Standards Unit will be deemed to have failed that assessment. Full details regarding arrangements of the submission of evidence of mitigating circumstances can be found in the Academic Regulations paragraph 11.4

49

Conduct of Examinations - Guidance for Invigilators

1. The Assessment Office arranges the dates, times and locations of examinations

during the main assessment periods at the end of each semester and at other agreed times. This information will be publicised to students via Portia.

2. Module Tutors are responsible for arranging invigilation for their own examinations.

Each first invigilator should be assisted by a person who can answer any queries which may arise concerning the content of the paper. This second person may be present as a second invigilator throughout the examination or must be immediately accessible if needed. There must at all times be a second invigilator. The Assessment Office arranges invigilation for all additional arrangements examinations.

3. The two invigilators will be responsible for the proper supervision of the candidates

during the examination and will ensure that examination regulations are observed. N.B. Invigilators should not talk to one another during the examinations or

pass notes to candidates. 4. The first invigilator should be present in the examination room at least fifteen

minutes before the examination is due to commence and must ensure the proper seating of candidates and the distribution of examination stationery. Examination desks will have been labelled in advance by Academic Registry. The invigilator should ensure that official notices requesting - Silence, Examination in Progress - are appropriately located in circulation areas adjacent to the examination room.

5. Candidates must surrender any notes, notebooks, mobile phones and portable

electronic equipment, briefcases, handbags or books which may be of use to them in the examination, unless specifically exempted in the rubric of the examination paper. These items should be left outside the examination room or left with an invigilator if the candidate so requests.

6. Candidates must bring their University issued ID card to each examination

and place it on the desk next to their name card. Wherever possible the University will operate a policy of anonymous marking. Where this is not possible (for professional, artistic or other reasons) students will be made aware that this is the case.

7. Candidates may use calculators in examinations unless excluded by the rubric of

the examinations paper, but if these are programmable calculators any prior programming or stored data must be withdrawn. An invigilator will establish that such is the case.

8. Invigilators must ensure that candidates fulfil the examination requirements for

identifying themselves on their Assessment Record Cover Sheet and examination answer booklets.

9. Candidates may enter the examination room up to half way through. If candidates

enter late they will finish at the same time as the other students taking the examination. No candidate may leave the examination room during the first 30

50

minutes or during the last 15 minutes. 10. The invigilator will have the right to demand the cessation of activities which

interfere with or cause a disturbance to other candidates. 11. A clock should be prominently displayed in the examination room. (This will be

available from Academic Registry if required.) 12. Smoking is not allowed in the examination room. 13. Candidates may leave the room for a short period of time. The second invigilator

should see that the candidate does not have access to books or notes outside the room unless this is allowed in the rubric of the examination paper and that he or she does not communicate with any other person.

14. If any candidate is suspected of cheating, the invigilator who makes the discovery

should allow the candidate to continue with the examination but should remove any material, which it is considered the candidate is using for cheating, including any used examination answer booklets, on which should be recorded the date, time (of discovery) and invigilator‟s signature. A fresh answer booklet should be given to the student so that they may continue. The invigilator should then write and append a report to the examination answer booklets and make a formal report to the Deputy Dean who will arrange for an investigation to be conducted under the Regulations for Academic Malpractice.

15. Invigilators may allow candidates extra time if they consider that there is a very

good reason for it. A note of the time allowed and the circumstances must be made.

16. Invigilators should complete an attendance form to show the candidates who are

present at the examination and return to the exam office. 17. Invigilators should indicate on the appropriate form any candidate who leaves the

room during the course of an examination, and does not return. If the departure is due to illness, the candidate should be advised to seek medical certification.

18. If the fire alarm sounds during an examination please follow the normal evacuation

procedures. Once the all clear has been given and people are allowed back into the building restart the examination adding on the extra time. If the length of the delay and/or the time required for the examination makes the resumption of the examination unduly problematic, the examination can be cancelled and re-scheduled for a later date. The Board of Examiners will be informed of any instances when an examination has been disrupted by the fire alarm.

19. At the end of the examination candidates will not be permitted to leave their

examination desks until all answer booklets have been collected. If a candidate is permitted to leave early their answer booklet must be collected before the candidate leaves the room. Students must not remove any answer booklets, used or otherwise, from the examination room.

20. Invigilators will be responsible for the distribution of the completed answer booklets

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to the relevant first Markers, from whom a signature will be required on the appropriate form. When completed, the form should be returned to the assessment office.

If the first Marker is on the other site, the answer booklets concerned must be

lodged in the appropriate Faculty or Departmental Office for collection against a signature.

21. All examination answer booklets and unused stationery will be collected by

Academic Registry staff at the end of the examination. EMERGENCIES: (a) Medical: At BRC, telephone Student Health Adviser on 2122; At BOC, telephone The Nurse on 6111. (b) Others: At BRC, telephone Caretakers on 2147; At BOC, telephone Duty Caretakers on 6147. (c) Assessment Office on 6023, 6022 or 6255.

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Examination Notice for Invigilators to read to candidates at the start of examinations

“Please enter.

Candidates must surrender any notes, notebooks, mobile phones and portable electronic equipment, briefcases, handbags or books unless specifically exempted in the rubric of the examination paper. These items should be left either at the back or the front or outside the examination room.

Smoking is not allowed in the examination room.

All candidates should have their ID cards, a name card, examination paper, Assessment Record Cover Sheet and answer-booklets on their desks. Please ensure you fulfil the examination requirements for identifying yourselves on the Assessment Record Cover Sheet and examination answer booklets and append any examination numbers if these have been allocated. Candidates may use calculators in examinations unless excluded by the rubric of the examinations paper, but if these are programmable calculators any prior programming or stored data must be withdrawn. Silence must be maintained at all times and candidates must not communicate with each other. If you need to attract the attention of an invigilator please raise your hand and an invigilator will come to you. In the event of an emergency normal evacuation procedures will be followed. No candidates may leave the examination during the first 30 minutes or during the last 15 minutes. At the end of the examination all remaining candidates must remain seated until all examination scripts have been collected. You may now begin……”

53

Administration and conduct of seen examinations

1. Arrangements for the administration of seen examinations

1.1 Distribution of seen examination papers is usually one or two weeks prior to the examination taking place. Students are required to collect the paper and sign to confirm that they have collected it. One student may collect a paper for another student, but only when they bring a signed letter from the student giving them permission to do so. Details about where to collect the paper and the times during that day when students can pick the paper up will be communicated to the student via the Examinations Office.

1.2 In certain circumstances where for example the collection date for the

seen examination paper is a public holiday or it falls out of semester time a period longer than one week might be agreed by the Examinations Office.

2. Administration of the seen examination

2.1 The instruction notes on the paper will make it clear what materials or equipment are allowed into the examination, these instructions should be repeated on the paper used for the actual examination.

2.2 It is expected that materials and equipment will be kept to a minimum. If notes are allowed in they should be restricted to a set wordage and prescribed format (i.e. font size and not handwritten). Alternatively a „mind map‟ may be permitted. The purpose of these notes / „mind map‟ would be to enable the student to have some pointers / triggers regarding the key arguments / issues they identified as being useful in responding to the question paper. Any notes / „mind maps‟ that are allowed in must be left in the examination room with the answer paper.

3. What is expected from a student in a seen examination answer paper?

3.1 Seen examination answers are marked in accordance with the validated assessment criteria for the module and that mode of assessment in particular. Unlike coursework there is usually no word limit, the time allowed for the examination usually limits how much can be written. As seen examination answer papers are taken under examination conditions, a student‟s work is not marked according to their ability to quote sources using a particular style of referencing such as the Harvard style. Students are however expected to be able to draw upon evidence to support their arguments and this will likely mean that they will refer to authors and their work and ideas, whilst not necessarily having to quote precisely. There may be some quotations however which students may find are so useful that they feel it is worth memorising to reproduce in the examination.

3.2 The student will be expected to demonstrate an ability to communicate

clearly although minor errors or occasional slips in spelling and grammar may be tolerated given the pressured nature of writing under examination conditions.

54

4. Feedback on seen examinations

4.1 As with all assessment, students are entitled to feedback on their work, although given that examinations are usually taken within the last two weeks of the semester, this feedback will not be available to students until the assessment and moderation processes have been completed. Subject or programme staff should make it clear to students how and when their work will be available for collection.

55

Support for Students with Additional Needs: Procedures Relating To Formal Examinations [The procedures, set out below have been drafted with reference to the Code of Practice Section 3 (QAA, 2010) Disabled Students]

Step 1

Students with additional needs must ensure that a timely meeting is arranged with a Disability Adviser from the Disability and Academic Skills Service (DASS) to identify and discuss requirements. At this meeting a Student Additional Requirements Agreement

(SARA) form will be completed. ▼

Step 2 SARA form sent to Academic Registry by DASS

Deadline for receipt of SARA forms to guarantee additional arrangements, is 3 weeks prior to formal exam period (or formal exam if outside these). Disability Advisers will

make this clear to students. After this time, if it is not possible to make arrangements, students may have grounds for mitigating circumstances.

▼ Step 3

Academic Registry send original SARA form to relevant Academic Department for approval, signature and return to Academic Registry. Departmental office retains a copy on their

confidential file. ▼

Step 4 Concurrently with Step 3, Academic Registry update SITS with disability code and

requirements for examination purposes. Should any changes be required subsequently, student must contact DASS as soon as possible in order that, if necessary, a revised SARA

form can be sent to Academic Registry. ▼

Step 5 Original SARA form, fully completed, is filed within Academic Registry.

▼ Step 6

Main Examination timetable produced by Academic Registry. Timetable for students with additional needs produced.

▼ Step 7

Academic Registry send standard letter*, providing instructions for examinations. Students will also receive a copy of their SARA form. Copy of letter (student‟s name, number and course included) sent to the Head of Academic Department. Subsequently, letters will be

sent annually to students re-confirming examination arrangements. [* It is recognised that there may be a need to write bespoke letters or provide

information in an alternative format to some students in relation to examination arrangements because of their particular disability]

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Special Arrangements In Examinations GUIDELINES FOR OPERATION OF A READER

1. The use of a reader should neither give the student an unfair advantage nor should

it disadvantage the student. 2. Additional time should be permitted for the use of a reader. This will normally be

25% extra. However if a reader and an amanuensis are both used the time allocation will be as in the „Notes on the use of an Amanuensis‟.

3. A reader will normally be a responsible adult who is able to read accurately and at

a reasonable rate and who has a working knowledge of the subject and the terminology.

4. A reader is responsible to the Administrative Manager (Assessment), and the

person appointed to act as the reader must be acceptable to the Examination Officer. The student cannot nominate a reader.

5. A reader should not normally be one of the student‟s subject tutors, or have been

acting in the role of note-taker during the teaching of the module. On no account may a relative of the student be used as a reader.

6 A student should, wherever possible have adequate practice in the use of a

reader. 7. A student using a reader must be accommodated in such a way that no other

student is able to hear what is being read. 8. During the examination a reader:

must read accurately

must only read the rubrics and questions, not explain or clarify

must neither give factual help to the student nor offer any suggestions

must not advise the student regarding which questions to do, when to move on to the next question or the order in which the questions should be done

instructions given on the examination paper can only be repeated when the reader is specifically requested to do by the student

can read the responses when specifically requested to do by the student

must, if requested give the spelling of a word which occurs in the question paper – otherwise spellings must not be given

must not expect to read throughout the examination because the student will be expected to carry out some form of planning for each response. This will be conducted by the student on rough paper provided by the Assessment Office. Any rough workings will be collected in at the end of the examination

must accompany a student to the toilets if there are medical conditions which would require frequent visits.

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Special Arrangements in Examinations

GUIDANCE FOR INVIGILATOR AND CANDIDATES USING COMPUTERS

1. It is essential that candidates use the username and password provided by the Invigilator. Any candidate who logs into their own network account will be deemed to be in breach of the Academic Regulations and will be dealt with in accordance with paragraph [11.3] Academic Malpractice. The Conduct of Examinations regulations for Invigilators, paragraph 20, do not permit removal of completed assessments or answer booklets from the examination room or, in these circumstances, approved virtual location. (Please note that a USB key is not required to save work).

To save:

Select “save as” and you will automatically be saving to “my documents”. Ensure you do this before you start to type.

Please save the file as your surname and/or student number. Regularly save your work and save your work again before you close the

document. 2. The file will be accessed by the Assessment Office who will print the script, affix

dyslexia stickers (if applicable) and arrange collection by the module tutor. 3. After the end of the time allocated to the examination (including any additional time

allowed and/or time taken for rest/exercise breaks) the invigilator should ensure that candidates have:

a. Saved their work to the correct location. b. Recorded (typed) their unique student ID number at the top of each page. c. Not recorded their name on the worked answer booklet, other than on the top

sheet of the Assessment Record Cover Sheet.

4. All relevant examination materials will be included in the „examination pack‟

provided to the invigilator and this must be returned to the Assessment Office by the Invigilator, unless arrangements have been made, prior to the examination, for the Invigilator to give the „examination pack‟ direct to the Marker.

5. If for any reason the student has not used a computer, the Invigilator must record

this on the attendance sheet.

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Special Arrangements In Examinations THE SUPPORT OF AN AMANUENSIS IN AN EXAMINATION

The Amanuensis is a person with the role of SCRIBE, who writes down, types, or word processes, the dictated answers of a candidate to the questions posed on the examination paper. 1. Responsibility of Disability & Academic Skills Services:

to assess students identified as dyslexic and students with other categories of disability for this procedure and to ensure that this is the most appropriate method of assessing the student under examination / timed conditions

to ensure, when specifically requested by student and wherever possible, the student is provided with adequate practice in the use of an amanuensis before the examination.

2. Responsibility of Academic Registry for the student:

appoint the amanuensis for the examination, who is neither a relative nor normally a subject Tutor of the student. Ideally, the amanuensis will have a working knowledge of the subject and the terminology.

inform the student of the identity of the amanuensis prior to the examination

ensure the provision of suitable accommodation, such that no other student is able to hear what is being dictated during the examination

arrange the provision of additional time, normally 25% 3. Responsibility of the student during the examination:

decide the sequence in which the questions will be answered

decide the amount of time spent on the response to each question

spell names or expressions specific to the subject knowledge of the examination

record any planning or draft notes

direct the amanuensis regarding the layout of the responses considered (by the student) to be appropriate

decide whether to draw own diagrams/charts or to instruct the amanuensis

request the amanuensis to read out what has been recorded

after the end of the examination, to read what has been recorded (this may be a printout of work done on a computer) and to correct any spelling mistakes considered to have been made by the amanuensis.

4. Regulations applicable to the amanuensis: a. During the examination the amanuensis must

write down, type or word process answers exactly as they are dictated ie accurate records of the student‟s answers

write legibly, type or word process at a reasonable speed

record a correction requested by the student in writing, typing or word processing (or Braille) on the script

if requested by the student, read back what has been recorded

allow the student the time required to carry out planning for responses

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allow the student to undertake mind mapping exercises and rough working on paper to be collected in with the script at the end of the examination

record clearly the question number and the title, both on the appendix and in the text of the script, the appendix reference of any diagrams/charts drawn by the student

accompany the student to visit the toilet as required

b. During an examination the amanuensis must not

give factual help

offer any suggestions

give advice regarding which questions to answer

suggest when it is time to move on to the next question

give advice on the order in which the questions should be done

correct grammar, punctuation, or structure of essay

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Examination support for students whose first language is not English

Research suggests that non-English speaking students will take longer to process information in English regardless of the IELTS score required on admission. Support is offered for coursework and accordingly, 25% extra time and use of a translation dictionary is also allowed for unseen, timed assessments to give parity.

The Department of Applied Language Studies (ALS),tutors will be responsible for managing the process and providing Academic Registry with a list of eligible students, which will then be recorded in SITS and can be reported against. These students will be flagged on SONAR to indicate that additional information should be noted. New students will also be asked via the University‟s registration process whether their first language is English and if not, the possible need for support will be flagged. Subject areas should advise students to contact ALS staff if they require assistance so that their requirements can be assessed and formally recorded. With regard to the examination arrangements, these students will not be roomed separately from the main examination cohort. It is suggested that in an examination situation, these students could be grouped to one side, to minimise disruption. Invigilators should proactively spot check dictionaries to ensure they do not include any

concealed notes. (If an invigilator suspects a candidate of cheating action should be taken in accordance with paragraph 14 of the Conduction of Examinations – Guidance for Invigilators document). DEPARTMENT OF APPLIED LANGUAGE STUDIES: Sue Lavender Head of Applied Language Studies Email: s.lavender@chi.ac.uk Tel. (81)2164 Jane Smith Administrator for Applied Language Studies Email: j.f.smith@chi.ac.uk or/and ALS@chi.ac.uk (initial point of contact for UK DSR)

Tel: (81)2194 Michael Villeneuve Senior Lecturer MA TESOL Co-ordinator UK DSR Tutor Email: m.villeneuve@chi.ac.uk Tel: (81)2167

STUDENT SUPPORT SERVICES:

Maria O‟Riordan Counsellor and International Student Adviser Email: m.oriordan@chi.ac.uk Tel: (81)2146

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Students with additional requirements - Use of Dictionaries

Unless agreed with the Disability and Academic Skills Service (DASS), and recorded on a Student Additional Requirements Agreement (SARA) form, students will not be allowed the use of a dictionary in examinations unless they are a student whose first language is not English (see procedures in previous section). Similarly, spelling and grammar “checker” facilities on PC‟s, should not be used unless this has been specifically agreed with DASS and recorded on a SARA form.

The University does operate a differentiated marking policy (although there are some modules/programmes which are exempt from this), to ensure dyslexic students are not unduly penalised.

All written work, submitted by identified students with dyslexia, is eligible for differentiated marking only if it has attached a sticker issued by Academic Registry identifying the student as eligible for differentiated marking. Students are notified in writing of the process and detailed guidance for staff is available on Portia – My Courses. This includes the guidance that when allocating marks, discount the difficulties with spelling, grammar, punctuation and syntax, except where they form an explicit part of what is being assessed.

If you have any queries about this or would like to speak to a disability advisor please telephone 01243 812076 or email: disabilityacademicskills@chi.ac.uk