Good practice principles for Chairs of Boards of Examiners

You will be expected to be the source of knowledge on the University’s regulations. So familiarise yourself with (and bookmark) UPR AS14 (sections D and E) and UPR AS12/AS13 (section 9), the relevant DMDs (Module Board), SCDs (Short Course Board) or Programme Specifications (Programme Boards). Also be aware of your responsibilities in UPR AS14, Appendix I.

Review paperwork at least 24 hours before the Board (wherever possible in the form of a ‘pre-Board’). Identify key documents and highlight key issues, missing marks etc. and anticipate outcomes and consequences. Make sure you are briefed on any tricky issues that the Board is likely to have to discuss, in order for you to make recommendations.

Both the Chair and the Clerk should arrive at least 10 minutes ahead of the start of the Board, to ensure that all paperwork is set out.

An experienced Clerk will be able to advise you on UH regulations and procedural matters before, during and after the meeting. Make the most of this valuable advice. It is also a joint responsibility of the Chair and the Clerk to ensure that the record of the Board is accurate, so if the Board meets in person, sit next to him/her and take time to support the Clerk in recording the outcomes of any difficult discussions.

Listen to what others have to say, as all Board members have been chosen because they have something to contribute. Don’t allow one or two people to dominate the meeting, as this will cut others out of the discussions.

There will be discussions on individual cases where members of the Board disagree. Above all, keep calm in such situations. Most of the time the University’s regulations (or module/programme-specific regulations) will provide the answer, but occasionally the discretion of the Board is required. You should strive for consensus on such discussions and use your casting vote sparingly, whilst reminding Board members of the outcomes of similar cases.

The outcomes of the Board are confidential. You will of course respect this, and remind others of the need to do the same.

The external examiner is encouraged to be a ‘critical friend’ to the Board, and you should aim to develop this relationship. Ensure the external is given sufficient time to review marked student work in advance of the Board, brief him/her beforehand (explain paperwork, explain jargons/abbreviations etc.) and invite their feedback at the meeting. However, it should be noted that the final responsibility for Board decisions rests with the Board, the external examiner does not have the power of veto.

Check amended spreadsheets with the Clerk. (NB. Use reprints from Quercus: if the reprinted Module Board sheets are correct then the results issued will also be correct.) Sign pass lists prepared by the Clerk (Clerk/SAM and Chair have joint responsibility, Chair MUST check).Then there are the transcripts, Chair’s actions, letters etc. Don’t underestimate the time this takes!

These are offered twice a year, in late January and mid-May, in advance of the Semester A and B examination boards.