Checks in Advance of Exam Boards

During exam board periods, as you know, problems can arise where students’ records are not accurate. Progression may not calculate at all for a student, or it may calculate the incorrect outcome. Trying to resolve these all at once during one of the busiest times of the year can be very difficult, so it is best to identify these problems early and fix them proactively. 

Please check your students’ records to ensure that everything is in order. Students must: 

• Be fully registered on their modules – please ensure Teaching and Parent approval has been given and that intercollegiate placeholder modules have been amended to the correct intercollegiate module

  • You can use the Detailed by Student Report in Student Module Registration – Module registration reports to check this 

• Be registered for the correct modules they are actually attending

  • Use Summary by Student report 

• Be registered for the correct number of credits

  • Use Summary by Student report 

• Be registered for the correct levels of credits (e.g. not too many credits at lower levels / sufficient credits at higher levels)

  • Use Summary by Student report

• Be registered for the correct delivery (e.g. a PG student cannot be registered on an A6U / a UG student cannot be registered on an A7P)

  • Use Detailed by Student Report 

• Be registered for resit/deferral assessments where appropriate (e.g. modules being resat must have an open resit record (DA, EP, AB, or F grades, not NX, AZ or F1) or must have the module re-added to be taken with attendance this year

  • Use Module registration reports as above for checking students are registered for repeats/deferrals with tuition

  • Use Mark Entry reports/Exam board data checker for final checks on entered marks

  • Check Individual Student Overview for very complex records 

• Have been progressed at previous boards and not left waiting in the ‘Calculate progression and award (pre-board)’ section – please go in to your pre-boards, check for any stragglers and take them to a sub-board

  • Use Exam Board Data Checker 

Certain students are more likely to have errors on the records than others. It is particularly important to check the records of: 

• Students who have withdrawn – please ensure marks were entered for any assessments prior to the withdrawal, and NX entered for all assessments that took place after the withdrawal 

• Students who changed programme or route – please ensure their modules reflect the new studies and that modules from the previous study programme are not still lingering on the record 

• Students who are on interruption – the new system is not yet handling the modules quite correctly, so please ensure the correct marks are in (see below) 

• Students who have recently returned from interruption – please ensure the modules they are due to be taking in attendance are on the record, and ensure the assessments they are taking without attendance have open resit records (e.g. DA, EP, AB or F grades, not NX, AZ or F1). 

For students who interrupt, the way to handle the modules is as follows: 

• Where a student has fully completed a module component:

  • enter the mark(s) and grade(s).  This includes where students were still in attendance at the time of assessment but were just absent with no ECs – enter 0 AB in this case. 

• Where a student has attended all teaching and just needs to sit the assessment next year without attendance (often the case for Term 1 modules when they interrupt in Term 2):

  • enter mark of 0 DA (add a module minute) 

• Where a student has partially attended a module and still needs to attend some/all of the module when they resume studies

  • enter mark of 0 NX (add a module minute) 

• Where the student has not attended a module at all (e.g. Term 2 modules for a student that has interrupted in Term 1)

  • delete the module 

More information on how to ensure an interrupted student’s assessments are correct can be found in the Quick Guide “Resits and Deferrals – With and Without Tuition”.