Guidance for staff on student administration and support
After the examination, scripts will be delivered according to instructions provided by the Chair of examiners. The next steps are as follows:
Students are allocated their candidate number once their University card forms are processed (the number is generated automatically by an overnight system process). Students can look up this number on Student Self Service once they enrol, or on their Individual Candidate Timetable, once they receive it. The candidate number will remain the same throughout a student’s studies at Oxford, unless it has to be changed due to a breach in confidentiality.
This text is taken from the Proctors' Information and Guidance for Examiners "An individual number is allocated to each candidate as part of the means of ensuring anonymity in Examinations. If there are any queries about candidate numbers Chairs should contact the Academic Records Office. Chairs should not attempt to change the numbering (even if there are gaps in the sequence as a result of withdrawals), as this could cause considerable confusion."
Please note that the Candidate Reports contain both the candidates' names and their candidate numbers. Candidate Reports will be sent to the Chair of Examiners and the relevant administrator(s) only. These reports should not be circulated to anyone else. Examiners should not be given access to any documentation that would reveal a student's identity (e.g. documents that contain both the candidate's name and number).
Information regarding the marking of scripts and adjudication can be found in Section 11 of the Policy and Guidance for examiners.
Please take note of these particular issues that may arise during marking:
Related pages: Examination papers
The Data Protection Act entitles an individual to make a subject access request in order to obtain a copy of any personal data held about them. Students may submit a subject access request via the online shop and obtain all personal data generated as part of the examination process. Due to a specific provision in the Data Protection Act, examination scripts are exempt from this general right of access, although a student is still entitled to any marks or comments recorded in the margins of a script. Under no circumstances should examiners, assessors, or administrative staff respond to direct requests for disclosure of information relating to the examination.
For further guidance refer to Section 11.12 of the Policy and Guidance for examiners.
The Data Protection Act requires that personal data should not be kept for longer than is necessary to meet the purpose for which it is being processed. Supervisory bodies should ensure that all examiners acting on their behalf are aware of the Proctorial requirements relating to the retention of records.
Proctors instructions for examiners with regards to the retention of records can be found in Policy and Guidance for examiners. A summary is given below, but you are advised to also read the relevant P&G section (11.13).
The nominated administrative officer should retain copies of all agreed marks, and any notes relating to them, for two years after the final meeting.
Outgoing chairs should keep records for the assistance of future chairs on matters such as special problems encountered and arrangements made with the Head of Examinations and Assessments. The records should take the form of a chair’s book, which can be passed on each year. It is very important that chairs transmit to their successors any medical certificates and ongoing permissions for candidates likely to be resitting the examination, or any element of it. Reports are available via SITS of all approved alternative arrangements. It is advisable to leave these materials with a member of the Faculty/Departmental administrative staff who will pass them on to future chairs.
For further guidance refer to Section 11.14 of the Policy and Guidance for examiners.
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 can retain scripts and submissions, rather than storing these in the Examination Schools, if they can provide suitable storage space. Scripts/submissions can still be stored in the Examination Schools 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.
For further guidance refer to Section 11.15 of the Policy and Guidance for examiners.
Related pages: Alternative examination arrangements, Examinations, Archiving and script retention
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