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

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

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

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

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

Not Withstanding Regulations
Decisions made outside of regulations or programme requirements not due to Extenuating Circumstances have to be considered by the Progress and Award Board (PAB)
Remove the ART (ES02) until outcome from PAB is known. This will prevent the recommended decision being inadvertently released to the student

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

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

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

Released Data
Module Marks
Module Recommendations
Award information
Process where used


Online Results
Transcripts

Enter Supplementary marks in BIRMS


Degree certificates
Degree congregation souvenir programme
Progression information 

Online Registration
Appeal emails

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

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


Put robust case forward using NWR pro-forma by
17 June

ART removed from ES02 and record ‘locked’ before Release

Case considered by Progress and Award Board at meeting on 19 June

School notified of PAB outcome

Appropriate ART to be added to ES02 and
Released

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

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