Scripts and other examination submissions in the possession of examiners and assessors must be locked away, particularly before they have been marked.
Faculties and departments are permitted to retain scripts and submissions, rather than being required to store these in the Examination Schools, if they can provide suitable storage space. Scripts/submissions can still be stored in the Examination Schools script store if preferred, but will be destroyed six months after the publication of results.
Scripts and submissions sent to the Examination Schools should be packaged securely in boxes, clearly labelled with the name of the examination and the term and year, with the course code/paper numbers and in candidate number order. In the event of a student intermitting, or submitting an appeal or complaint, the department will be required to retrieve and retain the candidates’ work; therefore storage labelling and records should facilitate easy retrieval. Faculties and departments choosing to store scripts/submissions locally should follow similar procedures as appropriate. This also includes the secure electronic storage of summative assessments submitted online.
In the case of multi-part examinations, scripts/submissions sent to the Examination Schools will be retained until six months after results are released for the final part of the examination. If scripts and submissions are being sent to the Examination Schools script store, the Head of Examinations and Assessments should be informed of such cases and the scripts must be clearly marked (e.g. ‘TO BE RETAINED FOR PART II’). Faculties and departments storing their own scripts/submissions should retain scripts/submissions for multi-part examinations in the same way, including the secure electronic storage of summative assessments submitted online.
Faculties and departments are responsible for locating and storing all scripts and submissions for candidates who have (a) intermitted for a period of time having completed some summative assessment, or (b) made a complaint or appeal to the Proctors or who have received a completion of procedures letter following an application to Education Committee. The Proctors’ Office will notify the relevant faculty or department on receipt of a complaint or appeal, requesting that all of the papers completed by the candidate in that academic year should be located and retained by the faculty/department. Similarly, officers in Education Policy Support will notify the relevant faculty/department if a student has received a completion of procedures letter following an application to Education Committee.
Once the investigation of the complaint or appeal is complete, the Proctors’
Office will provide a date for destruction that is two years after the completion date of the investigation of the appeal or complaint or the predicted completion date of the student’s course, whichever is the longer.
Scripts retained as a result of this process must be stored within faculties/departments as there are no facilities at Examination Schools or the Proctors’ Office for long-term storage. Scripts must be stored securely and shredded when the date for destruction has passed.
Full guidance on retaining and storing scripts is available from the Exams and Assessments website at https://academic.web.ox.ac.uk/examinations#tab-1032876
After the release of the results for the examination, copies of theses that are required to be deposited at the Bodleian Library should be delivered to the Head of Examinations and Assessments, who will record them and arrange delivery. Where a board requires a candidate to make minor corrections to a thesis before deposit at the Bodleian Library, the candidate should submit the revised version to Examinations and Assessments and not directly to the Bodleian Library. Where theses are deposited with another library (e.g. in the department), chairs should make the necessary arrangements.