The University of Sheffield Academic and Learning Services
Guidance on the Management of Departmental Examination Boards
Introduction
The following guidelines have been developed to assist academic departments in managing
Examiners’ meetings or Boards at which decisions are taken concerning student assessment
outcomes. This document incorporates the existing documents: Guidance on the
Management of Departmental Examination Boards and the Statement of Procedures for
Anonymous Degree Classifications.
The guidance takes account of relevant aspects of the QAA Code of Practice for Higher
Education and the Office of the Independent Adjudicator’s Good Practice Framework for
Complaints and Appeals. In addition, these notes should be read within the context of
guidelines on other aspects of assessment practice, to be found within Learning and
Teaching Services (LeTS) webpages covering assessment and feedback processes and
policies: http://www.sheffield.ac.uk/lets/pp/assessment
1. Remit and Membership of Examination Boards
This information relates to all Examination Boards (i.e. those considering final award
recommendations as well as those considering progression matters for continuing students):
a) Responsibility for the implementation of grading schemes and for the moderation of
grades by External Examiners lies with the departmental staff acting as examiners, commonly
known as the Departmental Examination Board. A meeting of the Board must be convened
when there are substantive decisions to be taken concerning the outcome of assessment.
Decisions regarding final award recommendations which are taken outside the Examination
Board should be done so on an exceptional basis only and with approval of the External
Examiner.
b) The role of those attending a meeting of the Departmental Examination Board must be
clear. The role of any external examiners present should be in line with the Code of Practice
for External Examiners of Taught Courses of the University of Sheffield
http://www.shef.ac.uk/lets/pp/assessment/external .
A University statement of the duties of the Internal Examiners and criteria for eligibility to act
in this capacity is attached as Appendix 1.
c) Along with the External Examiners, the Board should comprise those internal examiners
relevant to the business being considered. This should normally include the leaders of all
contributing modules as well as Directors of Teaching and Year Tutors/Level Co-ordinators
or appropriate delegates. The Board should also normally include representatives from other
departments which contribute modules integral to specific degree programmes, for example,
core modules or dual degree programmes. An appropriate senior member of staff should
take the Chair.
d) In some cases, a Faculty Officer may also be invited to attend a meeting of a Departmental
Examination Board in an advisory role. Members of the department other than those
participating as internal examiners might also be in attendance (for example,
administrative/secretarial staff and postgraduate students involved in teaching and
assessment), although responsibility for determining the final examination or progression
outcomes must clearly reside with the Examiners.
e) In order for a meeting of a Departmental Examination Board to proceed, it must be
quorate. The general principle for determining the quorum is that normally all relevant
external examiners and internal examiners, as described in paragraph c above, should be
present, specifically unit leads. Absence should only with be the permission of the Chair of
the Board, in which case a written commentary should be submitted to include confirmation
of the unit outcomes, any comments on the overall standard of the cohort, what moderation
has been carried out, comments on specific individual student cases where relevant and any
areas of specific concern should be highlighted. It is acknowledged, however, that nonattendance at very short notice due to unforeseen circumstances would make it difficult to
comply with the requirement to submit a written commentary; in such instances it is
essential to ensure that the membership of the Examination Board is such that decisions on
awards and progression can be made fairly and consistently.
f) All recommendations made by the Departmental Examination Board must take account of
the University Regulations and Examination Conventions in order to ensure decisions are fair
and consistent. A record of discussion relating to borderline degree classifications and nonstandard (special) cases must be taken and formal record kept, in line with Section 6 below.
2. Extenuating Circumstances
a) Robust reporting of students’ extenuating circumstances is essential to ensure that
progression considerations and anonymous degree classifications operate fairly and
consistently. Students, academic departments and professional support services all play
important roles in ensuring that the Pre-Examination Board meetings are fully informed of all
students’ relevant adverse personal circumstances.
b) Students should be clearly informed that they have a responsibility to notify their
departments where extenuating circumstances, which could have a bearing on their
performance in assessments and examinations exists. Departments should encourage
students to submit evidence on an ongoing basis as and when the extenuating circumstances
apply so that appropriate support can be provided, if required, as soon as possible. Students
should be made aware of departmental procedure for submitting such information.
The form should be used by students to note the units or assessment for which the
extenuating circumstances may have adversely affected their performance. Students should
refer to the Extenuating Circumstances Form – Explanatory Notes before completing and
submitting the form, with any relevant accompanying documentary evidence, to their
department. An Extenuating Circumstances Form and Explanatory Notes are available from
the Student Services at, http://www.shef.ac.uk/ssid/forms
(c)Where a student has disclosed a disability and where details have been passed to the
Departmental Disability Liaison Officer by the Disability and Dyslexia Support Service, the
student will not be expected to submit further written evidence at subsequent assessment
and examination periods. On occasion, where any additional information concerning the
impact of the disability at a particular examination period needs to be considered by the
Examiners, the student should submit an Extenuating Circumstances Form but will not
normally be expected to submit further written evidence. A student will, however, be
expected to provide evidence to support other extenuating circumstances, not related to
their disability.
d) In each department a member of staff should be responsible for collecting all evidence of
extenuating circumstances which will be considered at the pre-Examination Board meeting.
This could be the Examinations Officer, Director of Teaching or their equivalent, or a
delegated secretary. Department should ensure that all staff report extenuating
circumstances to this central point of contact.
e) Departments should also ensure that all extenuating circumstances are reported to the
Taught Programmes Office (TPO) by copying the Extenuating Circumstances Form to TPO.
TPO then place a flag on the student record and notify all other departments involved in
teaching any affected units or assessments.
3. Pre-Examination Board Meetings
a) A small subset of the Departmental Examination Board membership should meet prior to
the full Examination Board to consider all students for who extenuating circumstances have
been reported. The membership of the Pre-Examination Board meeting should be
determined by individual academic departments. It would normally include, Examinations
Officers, Director of Teaching or their equivalent, Level Tutors and External Examiners,
where appropriate.
b) The Pre-Examination Board should consider all available evidence of adverse personal and
medical circumstances that may have affected students’ unit and assessment outcomes. It is
expected that that the Pre-Examination Board will consider students by name.
c) The meeting should identify those students for whom there are mitigating circumstances
which could have a bearing on their degree classification or progression to the next level of
study.
d) The Pre-Examination Board meeting should be aware of any unit grades that have already
been adjusted to take account of the extenuating circumstances, to avoid any unintentional
‘double counting’ of such circumstances.
e) Where such cases are identified the meeting should agree a recommendation for the
Departmental Examination Board, reporting on the nature and extent of the mitigation. It
will not normally be appropriate to include details of the adverse circumstances themselves.
f) Formal minutes of the Pre-Examination Board should be taken in line with Section 6 below.
4. Examination Boards Considering Award Recommendations
a) It is a requirement of Senate that all undergraduate and taught postgraduate degrees
shall be classified anonymously. Departments should ensure that records for existing
students are maintained in the appropriate format, in accordance with the guidance set out
in this document, to enable anonymous classifications to take place.
b) Candidates should be identified by registration number.
c) The recommendations from the Pre-Examination Board meeting on extenuating
circumstances will from part of the results data presented to the Examiners. In all other
respects, this Examination Board should operate according to standard procedures, set out
in this document.
5. Data and Documentation
a) A full list of relevant examination results should be available for consideration by the
examiners. Consideration should be given to the use of multiple copies for ease of reference.
Care should be taken to ensure accuracy. Where spreadsheets are in use to assist with
grades calculation, systems (such as manual spot-checks) should be in place to ensure
accuracy. If penalties have been applied to grades (for example as a result of late submission)
this information should be available to the examiners.
b) For final year students this list needs to be anonymised. If penalties have been applied to
grades (for example as a result of late submission) this information should be available to the
examiners.
c) Where decisions are being made on progression (for continuing students) or award
recommendation (for final year students), it is important that a full list of relevant candidates
is available, including complete result profiles for every student. Where programmes are
credit-based, clear credit accumulation totals must also be included.
d) During discussion it may be necessary to refer to University Regulations (such as those
relating to degree classification), Faculty Conventions and documents containing
departmental assessment procedures (such as course handbooks, marking schemes, etc).
The relevant publications should be readily available in case of any query. If it is necessary to
seek advice from the Faculty, this may be obtained via the Student Services Department.
e) Results data may be presented to the Examiners in various formats, and within a range of
different reports. The following is likely to constitute a ‘core’ information set in most
circumstances:
 Listings of marks obtained by candidates within each examination component (e.g.
formal examination), presented by component of a unit, by marker and/or by student.

Listings of overall module grades obtained, presented by module and by student.

When making decisions on progression or award recommendation, listings of grades
by programme will also be required.

Notes on special cases (see Section 3 above).

Statistical reports, including information such as the spread of marks awarded within
or spread of grades within a module, the average grade awarded, the median grade,
the standard deviation.
A range of reports covering the above information categories is available for
departmental use within the Sheffield UReports system (accessible via MUSE) at:
www.shef.ac.uk/cics/cis. The relevant uReports may be found within the ‘uReports
Catalogue > Students and Programmes > Student Records’ folder in the
uReports system.

f) All personal information relating to students must be handled and recorded in accordance
with the terms of the Data Protection Act (guidelines for staff dealing with personal
information are available to all Departments via the CiCS website). The Chair of the
meeting should inform members of the need for confidentiality at the start of the meeting
and any papers should be removed from the room at the end.
6. Record Keeping
A member of staff should act as Secretary and clear and comprehensive records should be
maintained. In particular the following points are emphasised:
a) Formal minutes must be taken for both the Pre-Examination Board and the main
Examination Board.
b) An attendance list of staff present at both Pre-Examination Board and the main
Examination Boards should be retained in an appropriate departmental file, for future
reference (e.g. for any subsequent academic appeals or complaints).
c) If individual marks/grades are changed during a meeting, care should be taken to clearly
minute and ensure that a definitive set of results is maintained by the Secretary. Any
changes must then be reflected on computerised records. These amendments must form
part of the formal minutes of the Examination Board. Reference should also be made to the
Code of Practice for External Examiners of Taught Courses of the University of Sheffield to
ensure that the remit of the External Examiners in such decisions is appropriate.
d) Where decisions are made on progression and award recommendation, an agreed
recommendation must be recorded in respect of every case, for onward transmission to the
Faculty (via the Student Services Department).
e) A record should be maintained of any written medical or other extenuating evidence
which has been presented to the meeting. This should be available for future reference as
necessary.
f) A summary record should be kept on how decisions have been reached in any nonstandard or 'problem' cases and including the particular reasoning behind a decision to
return a student as Not Assessed (NA). A record should be kept noting the student in
question, the agree recommendation and the reasoning behind the decision. Furthermore,
the outcome of any discussions relating to special cases should be recorded unambiguously,
in case of future queries or academic appeals.
g) Where a recommendation is being made which is contrary to Regulations, a Special
Regulation will need to be requested by the Faculty (via the Student Services Department)
and it is important to ensure that such recommendations are not communicated to students
until formal approval has been given. A deferred result (result code DE) should be recorded
in the interim.
h) Procedures relating to the publication of examination results are distributed to
departments each academic session by the Student Services Department.
7. Useful Information and Resources
Comprehensive guidance about all administrative aspects of examinations and assessment
processing can be found at www.shef.ac.uk/exams (N.B. these webpages are restricted to
staff use only – you simply need to enter your usual computer username and password to
access these pages).
The relevant publications, such as General Regulations of First Degrees/Higher Degrees,
Examination Conventions, should be readily available in case of any query. If it is necessary to
seek advice from the Faculty, this may be obtained via the Student Services Department.
Useful web resources are located in Appendix 2 and 3.
The University of Sheffield Student Services Department
Guidance on the Management of Departmental Examination Boards
Appendix 1: Statement on the role of Internal Examiner within the University of
Sheffield
Within the scope of this statement, the term ‘Internal Examiner’ is defined as a member of
academic staff with responsibility for ensuring that the examination process is conducted
with accuracy, consistency and fairness. This responsibility can be exercised at both the level
of the individual unit(s) and the level of the programme(s) to which the unit(s) contribute.
In exercising this responsibility, an Internal Examiner is expected to undertake the following
duties and activities relating to the examination processes. In the case of units where a
number of staff might act collectively as examiners, it is recommended that one person
should assume a lead co-ordinating role.
a) Liaison with the External Examiner(s) to ensure that the requirements set out in the
University’s Code of Practice for External Examiners are met;
b) The setting of assessment activities and associated marking criteria/marking scheme as
outlined in the University’s Guidance on Internal Moderation of Summative Assessment
Tasks and Assessed Work;
c) Ensuring that the assessment of students is conducted in accordance with relevant
departmental and University procedures, for example, as concerns anonymous marking,
plagiarism and collusion and the application of penalties for late submission.
d) Ensuring that moderation of marking has been effectively conducted as outlined in the
University’s Guidance on Internal Moderation of Summative Assessment Tasks and Assessed
Work;
e) Participation in overall progression and award decisions through membership of a
Departmental Examination Board according to the criteria outlined in the University’s
Guidance on the Management of Departmental Examination Boards. This would also extend
to any associated pre-Examination Board meetings, for example, to consider extenuating
circumstances.
In order to fulfil the above duties, an Internal Examiner is expected to be familiar with the
relevant University Regulations and Faculty Conventions governing the examination process
and with associated guidance and policy statements relating to assessment which are
contained within the LeTS webpages covering assessment and feedback processes and
policies. They should also be fully conversant with the Department’s use of marking and
reporting scales and the appropriate method of degree classification; and to be able to apply
that knowledge within the context of a Departmental Examination Board.
In accordance with Regulation 59 of the General University Regulations, where teaching and
supervision for a programme of study is provided solely by the University of Sheffield, only
members of the University’s academic staff are eligible to undertake the role of Internal
Examiner. However, this need not exclude the involvement of postgraduate research
students or hourly-paid tutors in the assessment of students, provided that this does not
extend to the duties outlined above. In cases where programmes of study include teaching
and supervision provided by another institution, members of the academic staff of that
institution may act in the role of Internal Examiner.
The University of Sheffield Student Services Department
Guidance on the Management of Departmental Examination Boards
Appendix 2: Location of University Regulations, Examination Conventions, Policy
and Guidance documentation related to Assessment and Examinations
Document Title
General Regulations for:
- First Degrees
- Higher Degrees, Postgraduate Diplomas and
Postgraduate Certificates
- Examinations
Examination Conventions for:
- Modular Undergraduate Programmes
- Non-Modular Undergraduate Programmes
- Taught Postgraduate Programmes
Location
All linked from
www.sheffield.ac.uk/calendar
www.shef.ac.uk/ssid/exams/ugexams
www.shef.ac.uk/ssid/exams/ugconmed
www.shef.ac.uk/ssid/exams/pgexconv
Principles of Assessment
Download from
www.shef.ac.uk/lets/pp/assessment/intro
Guidance on Accessible Assessment
www.shef.ac.uk/lets/pp/assessment/accessible
Guidance on Viva Voce Examinations as a
secondary form of Assessment
www.shef.ac.uk/lets/pp/assessment/viva
Guidance for Depts on the Use of the Grade of
Zero and Definition of Completed Units
Download from
www.shef.ac.uk/lets/pp/assessment/marking
Revised Unified Penalties Policies on Student NonAttendance, Non-Participation in Group Work, Late
Submission and Special Dispensations
Download from
www.shef.ac.uk/lets/pp/assessment/marking
Guidance for the Anonymous Marking of Exams
Download from
www.shef.ac.uk/lets/pp/assessment/marking
Guidance for Depts on the Internal Moderation of
Summative Assessment Tasks and Assessed Work
Download from
www.shef.ac.uk/lets/pp/assessment/marking
Guidance for Staff on the Use of Unfair Means in
the Assessment Process
www.shef.ac.uk/lets/pp/assessment/unfair
Principles of Feedback
Download from
www.shef.ac.uk/lets/pp/assessment/feedback
Data Protection information regarding:
- Release of Examination/Assessment results
- Sharing Medical Notes
www.sheffield.ac.uk/cics/dataprotection/examinfo
www.sheffield.ac.uk/cics/dataprotection/medinfo
Guidance on Degree Classification Methodology
Download from
www.shef.ac.uk/ssid/exams/classification
Video tutorial of step-by-step guide on how to
calculate the degree classification for a 3-year
Bachelors degree
Download from
www.shef.ac.uk/ssid/exams/classification
Statement of procedures for Anonymous Degree
Classification
Download from
www.shef.ac.uk/lets/pp/assessment/marking
Guidance on the Management of Departmental
Examination Boards
Download from
www.shef.ac.uk/lets/pp/assessment/intro
Code of Practice for External Examiners
Download from
www.shef.ac.uk/lets/pp/assessment/external
Guidelines for the Retention of Assessed Work
www.shef.ac.uk/lets/pp/assessment/retain
Note also that separate information specifically aimed at students on assessment and
examinations is located on the SSiD website at www.shef.ac.uk/ssid/exams
The University of Sheffield Student Services Department
Guidance on the Management of Departmental Examination Boards
Appendix 3: Location of documentation for staff involved in administration and
processing of Assessment and Examinations information/data
Please note that access to information for staff below on www.shef.ac.uk/exams requires a
University username and password.
General Results Processing Information
Document Title
Full Examinations/Assessments Processing
Timetable
Location
www.shef.ac.uk/exams/keydates
UG results processing memos – Autumn, Spring
and Resits [from Taught Programmes Office]
Download from
www.shef.ac.uk/exams
PGT results processing memo [from Taught
Programmes Office]
Download from
www.shef.ac.uk/exams
Explanations of Module/Unit Outcome codes
www.shef.ac.uk/exams/post/results/processing/codes
Guidance on recording HEFCE Completion and
Non-Completion codes
www.shef.ac.uk/exams/post/results/processing/hefce
Examination Results Amendment Form
Download from
www.shef.ac.uk/exams/post/results/processing/amend
Using the Departmental Assessments System (DAS)
Document Title
Departmental Assessments System (DAS) – for
Results Processing
Departmental Assessments System:
- Assessments User Manual
- Online Mark Sheet User Manual
Location
www.sheffield.ac.uk/ssd/tpo/systems/das
Download from
www.sheffield.ac.uk/cics/cis
Using the Corporate Information System (CIS)
Document Title
Corporate Information Systems Training for:
- Navigating CIS student record system
- Creating upload files of results/awards
- Amending individual exam results
List of Dept staff with security access to:
- Amend assessment results in CIS
- Upload files of results onto CIS
Quick Hints and Tips on creating your results
Location
www.shef.ac.uk/ssd/support/training/cis
www.shef.ac.uk/exams/post/results/processing/cissecurity
www.shef.ac.uk/exams/post/results/processing/tips
upload file
Uploading Results/Awards data onto CIS
[i.e. module results, degree award
recommendations and year end progression
outcomes – UG/PGT]
www.shef.ac.uk/exams/post/results/processing/uploading
[please contact Taught Programmes Office]
How to load UG Award Recommendations
directly in CIS [alternative to uploading UG
degree award recommendations onto CIS]
www.shef.ac.uk/exams/post/results/processing/uploading
[please contact Taught Programmes Office]
How to Determine UG Degree Classifications
[cohort degree prediction reports using CIS
and CIES]
www.shef.ac.uk/exams/post/results/processing/degreepre
diction
Using uReports
Document Title
How to use uReports to produce a file of
Location
www.shef.ac.uk/exams/post/results/processing/downloading
[UG/PGT] module/resit results suitable for
uploading onto CIS
How to use uReports to produce a file of
www.shef.ac.uk/exams/post/results/processing/downloading
[UG/PGT] degree award recommendations
suitable for uploading onto CIS
Examination results/awards data reports
[using uReports]
www.shef.ac.uk/exams/post/results/reporting
Publication of UG Results
Document Title
Examination results official release dates
Location
www.shef.ac.uk/ssid/exams/results
Student access to online statements of
results and HEAR [Click on MyResults]
www.shef.ac.uk/ssid/exams/results
Examples of online statements of results
www.shef.ac.uk/exams/post/results/publication/examples
Other Information for Staff
Document Title
Academic Appeals [information for staff]
Location
www.shef.ac.uk/ssd/sca/academicappeal
Awards/Results Documentation for Students
www.shef.ac.uk/ssd/tpo/records/docs
Degree Congregations
www.shef.ac.uk/ssd/tpo/exams/congregations
Prizes
www.shef.ac.uk/ssd/tpo/exams/prizes
Special Award Recommendations
www.shef.ac.uk/ssd/tpo/records/cases/sar
Examination Papers
Document Title
Preparation of Examination Question Papers for
Formally Invigilated Examinations
Location
www.shef.ac.uk/exams/pre/preparingpapers
How to Request a Formally Invigilated
Examination outside the main Assessment
Periods
www.shef.ac.uk/exams/pre/requestexam/outsidemain