Template for Minutes of Board of Examiners’ Meetings

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

  • 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.

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.
Where relevant, refer to the context of the Covid-19 pandemic, the No Detriment policy and Assessment Support Measures. (For awards made in 2021-22, the No Detriment policy will still be relevant for a small number of students – graduating integrated masters students and part-time students whose period of study included 2019-20.)

Note any measures in relation to the relevant programmes/courses including:
  • Impacted teaching: issues relating to the move to on-line delivery, any changes to course delivery such as labs, fieldtrips, and when any alternative arrangements were put in place and how these were approved (e.g. note if course changes in 2021-22 were approved under the blanket arrangements for temporary changes made in response to the Covid-19 pandemic.)
  • Alternative formats of assessment adopted due to the Covid-19 pandemic, e.g. on-line open exams.
Industrial action: Note any impacts on teaching and assessment arising from industrial action, and any consequences for determining course results and awards outcomes.
Good Cause claims:
  • list of candidates considered;
  • outcome of dicussions on these cases.
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 outcome for each student.
  • Any special decisions approved by or to be referred to the Clerk of Senate e.g. cases of irregular curriculum.
  • 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. From 2021-22, Exam Board classification has been abolished and amended regulations regarding classification eligibility apply.