Student and Registry Services


Confirm staff on Board Data Hub task occupy only one role

20 April 2023

Please check the correct staff are assigned to Chair, Deputy and Admin roles and that each role is filled by a different person

Please check the allocation of roles per Board of Examiners on Portico and ensure that the right people are listed, and that one person is not listed under multiple roles. Please note that every Board requires all four positions to be filled (Chair, Deputy Chair, Admin 1, Admin 2).

A person must not be assigned to multiple roles as it disrupts the SITS database. So, for example, the same person cannot hold the positions of a Deputy Chair and Board Admin 2. 

To check your Board roles, in Portico go to the Board of Examiners Data Hub task (within Awards, Assessments and Achievements tab). Click into the relevant Board, and check on the people assigned to the roles of Chair, Deputy Chair, Admin 1, Admin 2. If anyone is listed under multiple roles please rectify this by removing them from the incorrect role and (where applicable) adding in the correct person. Details of how to do this are provided below.  

This role restriction relates to the Board Data Hub task and not exam board tasks relating to Awards and Progression which fall within the Student Records Team’s remit.  

***Reminder of process of changing Board roles:  

Chair changes:  

To change a Chair for the coming External Examining session, please complete and submit a Change of Chair form located within Chapter 4 of the Academic Manual. 

Deputy Chair changes via examiners@ucl.ac.uk

Please submit the Board code, Board title, name and UPI of your Deputy Chairs, so we can give the correct person access on Portico.  

Admin changes for Board Admin 1 and 2:  

DMs, ELOs and current Board Administrators can access the ‘Appoint administrator to board’ task through the Board of Examiners container on Portico within the Awards, Assessments and Achievements tab. Faculty colleagues who have access to the External Examining Portico tasks will also be able to use this function as required to make necessary changes.  

To access the actual Board of Examiners container where these tasks are based, please request this via ISD quoting your name and UPI – itservices@ucl.ac.uk

Contact details for further information: examiners@ucl.ac.uk