Guidance for staff on student administration and support
Information relating to the Coronavirus pandemic
For the most up-to-date advice and guidance about policies and processes relating to Examinations and Assessments, please refer to the following webpages:
Advice for student-facing staff: https://academic.admin.ox.ac.uk/coronavirus
Advice for students: https://www.ox.ac.uk/students/coronavirus-advice
The Examinations and Assessments Framework (EAF) has been updated to reflect changes implemented due to the impact of the Coronavirus pandemic.
Please refer to the relevant section of this page to find further information relating to exam board meeting dates and attendance, as well as reports and form that must be completed by examiners and assessors for each examination.
Departments must record exam board meeting dates in eVision at the start of each academic year. This is normally within 10 days of the examiners nomination deadline (i.e. 10 November).
Until exam board dates are confirmed the following crucial activity cannot take place:
Please enter your exam board dates in eVision. For full guidance on how to do this, please refer to the Quick Reference Guide. If you do not have access to the exam board meeting dates screen in eVision, please contact your Information Custodian to request access to Exam Board Date Collection Process-depts (DEPT_EBD).
Full guidance on attendance at exam board meetings can be found in Section 4 of the Examinations and Assessments Framework.
In the outmost exceptional circumstances and when sufficient effort has been made to reschedule the meeting, the Proctors may consider granting permission for any member of the exam board to either attend the meeting remotely by Voice over Internet Protocol (VoIP- a method of communication via the internet, which includes services such as Sky and Webex) or to be exempt from attending the meeting.
Information on how to apply for the Proctors permission can also be found in Section 4 of the Examinations and Assessments Framework.
All of the following criteria apply to all locations connected by VoIP. The parties in each location must ensure that the criteria are met at that location. Overall responsibility for ensuring that the criteria are met lies with the Chair of Examiners. Requests for clarification of, or exemption from, any of the criteria below should be sent expeditiously to firstname.lastname@example.org
As part of the University’s quality assurance processes, departments must ensure that examiners prepare relevant reports on the examination, as listed below, using the approved templates. Further guidance can be found in the Examinations and Assessments Framework.
In compliance with the Data Protection Regulations, departments must also ensure that all examiners and assessors (including externals) complete the Retention of Records Declaration Form upon completing their examining duties for each examination.
Each Exam Board must complete a report on the examination following the relevant exam board meetings using the Report on Examinations template.
All External Examiners must complete a report on each examination for which they act as the arbiter of standards after the final exam board meeting. Further guidance and a template of the report is available from the External Examiners webpage.
Exam Administration and Services: email@example.com
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