Summer exam board period, support and training

Progression & Award support and resources 

There are a variety of resources available to colleagues undertaking the Portico Progression & Award tasks in advance of their exam board meeting, as well as guidance on how to run the board meetings and the regulations that underpin them. Please visit our Exam Board Support webpages where you will find comprehensive information on all of the Exam Board processes, in particular: 

Mark Entry Guidance 

Accurate and complete mark entry is essential in ensuring the correct progression and award outcomes are calculated for your students. Please review the guidance and training materials before completing mark entry for your modules.   

• Staff can refresh their knowledge on the correct grades to use by viewing the dedicated mark entry training recordings. 

• A reminder of the Extenuating Circumstances and Delayed Assessment Permits report is available on Portico.  

• A reminder there is a mark entry dashboard available in the Module results entry task on Portico to assist in keeping track of how many marks have been entered and calculated. 

• The mark entry reports have been enhanced to enable you to download marksheets for a variety of criteria. The marksheets can then be used to bulk upload marks directly into Portico. 

Progression, Award and Classification Regulations 

Here you will find the main regulations relating to progression, award and classifications. 

Training materials 

This section covers end to end training on running the Portico Progression & Award tasks and includes both written guidance and video walkthroughs as well as links to previous training recordings and presentations. 

Preparing for Exam Boards – Data Checks 

To avoid missing or incorrect data when processing progression and awards results, it is important to carry out data checks.  The module and enrolment information on a student’s record drives the progression and award process and determines a student’s outcome. If there are errors in this data or elements are missing, the calculated outcome will be incorrect. 

Please review the guidance on our Exam Board Support web pages, particularly the information on the checks you can undertake now prior to your boards, to ensure the data for your students is accurate. 

The Exam Board Data Checker report should be used at the earliest opportunity to identify any issues with the following: 

• Students missing from the report 

• Incorrect number of taken credits in current year or total credits taken 

• Missing or incorrect APL credits (where applicable) 

• Modules marked as non-condonable or modules missing non-condonable status 

These issues should be reported via your Faculty Query Log on your Faculty Teams site.  
 
Once mark entry is completed, the report should also be used to identify any issues with: 

• Total credits awarded 

• Progression Outcome, Qualification & Classification (once progression calculation has been run) 

• Modules with incorrect or missing marks for current year of study 

Exam Board Training sessions 

Further information on Exam Board training, aimed at all colleagues involved in exam boards and the related Portico processes, will be provided in May.  

Portico Mark Entry support will be provided via a drop in Q&A session on Wednesday 20th May at 2pm for those colleagues new to the process or in need of a refresher (please join using this link). We ask that colleagues view the mark entry recordings first and come prepared with their questions for the drop in Q&A session. 

If you need support with the Moodle Transfer Wizard or WISEflow Assessment UCL, please review the guidance for these processes separately. 

Requesting support 

If you would like bespoke support for a particular programme or board or have new starters undertaking these processes for the first time, please get in touch with your Student Lifecyle Manager to discuss the appropriate training: 

Sandra Erickson: SLASH (Laws, Arts & Humanities and Social & Historical Sciences) 
Kathryn Ball: BEAMS (Bartlett (Built Environment), Engineering Sciences, Mathematical & Physical Sciences) 
Sharon Young: SLMS/IOE (IOE, Population Health Sciences) 
Cara Hackleton : SLMS/IOE (Brain Sciences, Life Sciences, Medical Sciences) 

Please use the Faculty Query logs for any issues that the team need to review and action. 

Contact email for further information: sls.staffquery@ucl.ac.uk