Academic Manual

SRS Calendar

Frequently used forms

Attention: UCL is currently experiencing issues with our telephone system. Some staff memebers and teams are currently unavailable via the numbers listed. Please contact us using the emails listed on these pages if you experience difficulties contacting us via phone.

Programme Boards of Examiners

Menu

8.1 Programme Boards of Examiners

8.1.1

Structure

1. There will be a Board of Examiners for each taught programme or, in the case of Combined Studies degrees, group of taught programmes, leading to a qualification.
2. Each Faculty will have a separate Faculty Board of Examiners for undergraduate and for taught postgraduate programmes.
  Further guidance 
1. Where a ‘family’ of similar (usually for Masters) programmes exists, or where distinct programmes share a number of modules, they may come under one, overall Board of Examiners. 
2. When a new programme is introduced, Departments/Divisions should initially consider whether it can come under the jurisdiction of an existing Board (by adding to its membership if necessary) before creating a new Board. 
3. Stand-alone course units or modules which do not form part of any particular programme may require their own Board of Examiners but, where possible, such course units offered by the same department/division should be grouped under one Board.

8.1.2

Reporting Requirements

1. Each Board of Examiners will report in the first instance to the Faculty Board of Examiners.
2. In the case of Combined Studies programmes the Board of Examiners will report to the Faculty Board of Examiners for the Faculty in which the programme is registered.
3. In the case of multidisciplinary programmes the Board of Examiners will report to the Faculty Board of Examiners for the Faculty in which the programme is registered.
4. Each Faculty Board of Examiners will report to UCL Education Committee. 
5. Provision will be made exceptionally, subject to the approval of UCL Education Committee, for Boards of Examiners to be created in subject areas which do not lead to their own named award but which need to be examined by a Board with expertise in that subject area.
6. These Boards will be responsible to the Board(s) of Examiners for the named awards to which their subject area contributes. Any Board of Examiners of this type will report directly to the Faculty Board of Examiners of the Faculty in which it resides.
7. In the case of single department/division Faculties where there is a single Board of Examiners for undergraduate programmes, the undergraduate Faculty Board of Examiners and the Board of Examiners for undergraduate programmes within the Faculty will be one and the same and will report to UCL Education Committee.
8. In the case of single department/division Faculties where there are more than one Board of Examiners for taught postgraduate programmes, a Faculty Board of Examiners will be set up for taught postgraduate programmes.

8.3.1

Voting Rights

1. Boards of Examiners, whether in single subjects or in Combined Studies, will include one Internal Examiner for each main subject area covered and one External Examiner for each main subject area covered except in those instances where the Chair of the Board considers it appropriate for an examiner, whether Internal or External, to be appointed to examine across more than one subject area.
2. The minimum number of examiners appointed to each Board of Examiners, provided that the foregoing conditions are fulfilled, is two Internal Examiners in addition to the Chair, the Deputy Chair, and one External Examiner.
3. Exceptionally, where the number of students to be examined is three or less, and the subject to be examined is very specialised, the minimum number of examiners appointed will be four: the Chair, the Deputy Chair, one Internal Examiner and one External Examiner.
4. Other Faculties involved with the delivery and examination of a programme will be entitled to be represented by the appropriate Faculty Tutor/Sub-Dean or nominee.
5. A Board of Examiners will include, as a non-voting member, the Faculty Tutor/Sub-Dean or the Faculty Tutor/Sub-Dean's nominee. In the case of inter-Faculty Boards of Examiners in Combined Studies, the responsible Faculty will be represented by the appropriate Faculty Tutor/Sub-Dean or nominee.
  Further guidance
1. The role of the non-voting Faculty representative (who may be a member of either the academic or the administrative staff) is to ensure, as a member of UCL staff without responsibility for teaching the programme(s) concerned, that UCL regulations and procedures are followed at meetings making recommendations on progression and final awards and to advise on all matters to do with regulations and procedures.
2. If the Faculty representative (or their nominee) is unable to be present, they should be consulted on all points where there is uncertainty as to the interpretation of regulations or the correct procedure to be followed.
3. All Chairs of Boards of Examiners should notify their Faculty of the date of their final meeting in good time so that arrangements can be made for the Faculty Tutor or their nominee to be present.
4. Inter-Faculty Boards of Examiners in Combined Studies have the option of non-voting representatives from each of the Faculties involved.
5. For further information please see Annex 4.4.5 Guidelines on the Role of the Faculty Representative.

8.1.4

Management and Administration

1. The minimum number of examiners permissible at any meeting of a Board of Examiners with power to take decisions affecting the final award, or decisions on end of year results which may affect progression, is either five members, or one fifth of the membership, including (in either case) the Chair (or, in the absence of the Chair, the Deputy Chair) whichever is the higher number.
2. Exceptionally, where the number of candidates to be examined is three or less, the minimum number of examiners may be three, including the Chair (or Deputy Chair).
3. Meetings at which recommendations for the final award are made will include for each main area covered at least one Internal and one External Examiner, who may in some instances represent more than one subject area examined by the Board.
4. If the above minimum number is not met or the Chair (or, in the absence of the Chair, the Deputy Chair) is not present, a Board of Examiners will not have power to take decisions affecting the final award or decisions on end of year results which may affect progression.
  Further guidance
1. In general, Boards must be constituted with Internal Members which form a manageable group representative of the examined programme(s) as a whole.
2. It is recognised that, although it is desirable that Internal Examiners attend all meetings of the Board of Examiners and a requirement that External Examiners attend meetings at which recommendations for an award are made, not all examiners may in practice be able to attend every meeting.
3. This regulation, therefore stipulates the minimum number of examiners permissible. Most Boards of Examiners will be considerably larger. Generally, the internal membership at the Board meeting should be representative of the examined programme(s) as a whole.
4. The Board of Examiners takes decisions on results which are part of the basis for deciding on progression. Actual decisions on whether students may progress to the next stage of the programme or not are taken by the Faculty Tutor on departmental/divisional advice.
5. Members of the academic staff of a College of the University of London or any other institution may be appointed as External Examiners for a UCL programme on which they have taught provided any students they taught have left the programme.
6. Individuals who are neither members of staff of UCL nor of the University of London (e.g. members of NHS staff or external lecturers on short-term contracts), may, in some cases, be appointed as Internal Examiners but only if they have been regularly involved in teaching on the programme examined by the Board to which they will be appointed.

8.1.5

Candidate Anonymity

1. Unseen written summative examinations must be assessed against candidate number.
2. With the exception of the situations outlined in item 8.1.4.4 above, all summative assessed coursework that constitutes more than 40% of a single module must be submitted and marked on an anonymous basis. 
3. All summative assessed marks achieved, progression decisions and awards considered by a Board of Examiners must be conducted on an anonymous basis.
4. In situations where anonymity cannot be preserved i.e. the assessment of clinical work, laboratory-based work, oral examinations, student presentations, group work, exhibitions etc., and where a department/division operates a mechanism of giving in-class feedback, assessment will be conducted by reference to students’ names.
  Further guidance
1. As coursework can be provided in a variety of formats, and because students benefit from feedback about their performance, up to 40% of assessment within a single module can be submitted by student name. 
2. Coursework greater than 40% in a single module can be assessed against candidate number, Student Re-assessment Number (SRN) downloaded from Portico, or other system of anonymity. 

8.1.6

Boards of Examiners’ Conflicts of Interest

1. Examiners, whether Internal, assistant Internal or External, who have a professional conflict of interest may not be appointed to a Board of Examiners.
2. External Examiners who have any current teaching or other collaborative activity with the staff or students examined by a Board of Examiners may not be appointed.
  Further guidance
1.  Professional connection in this context refers to, for example, business partnerships or collaboration on projects.
2.  If such an interest or connection exists, the examiner in question should not be appointed. If it is considered essential to appoint an examiner declaring such an interest or to continue the appointment of an examiner declaring such an interest after the examination process has begun, the appointment must be referred to the Chair of UCL Education Committee, or their nominee, for approval.
3.  If an examiner declaring such an interest is approved for appointment, he or she must not take part in any assessment (or, in the case of a declaration after the examination process has begun, any further assessment) of the student(s) to whom the declaration refers and should not be present during any specific discussion of the student(s) in question at a Board of Examiners meeting.
4. Examiners should also declare any interest in the future research supervision of a student. Such an interest will not debar an examiner from the assessment of that student but should be declared when that student’s results are being discussed in the Board of Examiners meeting.

8.1.7

Information for Boards of Examiners

1. Boards of Examiners should have the following information:
  i) The recommendations of the Faculty/Departmental Extenuating Circumstances Panel;
  ii) Results profiles for continuing and finalist students;
  iii) The scheme of award for the degree;
  iv) Information on absences from examinations, which will have been input by Assessment and Student Records;
  v) Examination scripts, according to normal practices;
  vi) Other regulatory information, such as rules for referred and deferred assessment, and Special and Aegrotat Provisions.