Template for Minutes of Board of Examiners’ Meetings

In producing Examination Board minutes, all Schools are asked to use the standard headings detailed below. Boards of Examiners are advised to adhere to the following:

  • observe confidentiality in relation to matters discussed at the Board;
  • refer to individual students by registration number only to preserve anonymity during discussion and in the minutes;
  • avoid including personal information other than as detailed in the template below (such as the final outcome for each student);
  • ensure that the minutes attribute all decisions to the Board, rather than referring to individual examiners.

Data Protection

Under Data Protection legislation universities are obliged to disclose to students, on request, extracts of any Examination Board minutes which refer to the student in question by any identifier from which the student could be identified e.g. registration number. In such disclosures, references to third parties by name, registration number or other identifiers must be removed from the minutes before they are made available to a data subject. Further information on responding to data requests is available from the Data Protection/Freedom of Information Office: https://www.gla.ac.uk/myglasgow/dpfoioffice/.

Standard Headings for Examination Board Minutes

Full Title of Examination Board.
Date of meeting.
List of those present identifying the Convener, the internal examiners, the Assessment Officer, the External Examiner(s) and the meeting clerk. Where an examiner is not present at the Board, the minute should acknowledge receipt of any written comments. In the event that the current marking and assessment boycott (MAB) has resulted in temporary changes to the Exam Board membership, the respective roles being performed by those attending should be recorded. (The names of those who have been temporarily replaced in those roles should not be indicated.)

A note should be made as to whether the Exam Board was conducted remotely or in person.
List of programmes and/or courses being examined.
Any notable changes to assessment in relation to the relevant programmes/courses during the session. E.g. a return to on-campus exams.
Where relevant, refer to the context of the Covid-19 pandemic, the No Detriment policy and Assessment Support Measures. (For awards made in 2022-23, the No Detriment policy will still be relevant for only a very small number of students – e.g. graduating integrated masters students whose studies were interrupted and part-time PGT students whose period of study included 2019-20.)

Industrial action: Note any impacts on teaching and assessment arising from industrial action, and any consequences for determining course results and awards outcomes. Note also any impact on marking and assessment arising from the MAB:

  • Special arrangements for marking and moderation (including for the UG/PGT dissertations and accreditation requirements).
  • Where marking is incomplete for graduating students, methodology where final degree classification cannot yet be defined, including use of lower and upper bounds on degree classifications.
  • Approach adopted for dealing with individual courses where marking is incomplete.
  • Short-term principles and actions around student progression that were adopted (where this is dealt with by the Exam Board rather than a separate progression committee).
Good Cause claims:
  • list of candidates considered;
  • outcome of claims.
Explanation of calculations used in determining results or, where percentage marking has been employed, a statement of the conversion scheme translating percentages to the Schedule A bands.
List of Results
  • This should include the final or provisional outcome for each student (e.g. upper bound/lower bound).
  • Any special decisions approved by or to be referred to the Clerk of Senate e.g. cases of irregular curriculum or any MAB-related cases which are being referred to the Clerk of Senate.
  • Record of who has authorised the final results lists (this does not require formal signature).

NOTE: Exam Boards were previously required to determine the outcome for candidates whose GPA placed them in a discretionary zone. Exam Board discretion was abolished in 2021-22 and amended regulations regarding classification eligibility apply.