Production & Delivery of Examination Papers

Production & Delivery of Examination Papers

All staff must be aware that the management of assessment processes is a quality assurance issue and non-compliance with the procedures is not an option. Deliberate or persistent failure to comply with these procedures may be considered a disciplinary matter.

General Principles

The Dean has overall responsibility for assessment arrangements within their Faculty. The UMF Manager and Administrative Support Manager [or equivalent] have been identified as having planning and operational responsibility within Schools.

With respect to formal examinations, Schools will prepare their own schedule, which will reflect local examination requirements. The schedule will be published and available at the beginning of each semester and should include deadlines for the production of papers [plus solutions, mark weightings, marking schemes etc], scrutiny by Programme Team, consideration by the External Examiner, submission of amended papers etc.

The schedule should include key dates for the completion of particular tasks and the provision of relevant information such as:

  • Confirmation of modules to be examined, duration of examinations, specific location requirements [laboratories etc], format of assessment - EDPAC sheets, seen papers, open book examinations etc.
  • Submission of draft papers, plus solutions, mark weightings, marking schemes etc.
  • Internal & external scrutiny/formal approval final deadlines for amendments.

The schedule will include a final completion date of at least one working week before the start of the assessment period, with appropriate variations for seen papers. That is, all papers will be printed, returned, checked and signed off as being in an acceptable form for the examination at least one week before assessments are due to begin.

All staff concerned (both internal and external examiners) should be aware of the timetable and that it must be adhered to.

Programme Leaders * are responsible for, and should have ready access to, the assessment requirements for the programmes for which they are responsible. The record should indicate the assessment requirements for each module, the module leader, and the internal or external moderator.
[* Programme Leader or other, as defined by Director of School]

Students must be provided with the local information they need - publication dates for seen papers and arrangements for collection, any additional materials they are permitted to take into the examination, planned dates for vivas etc.

Responsibility for drafting, publicising and monitoring the schedule lies with UMF Managers and ASM. The local schedule must fit within the more general University schedule of assessment events. [Module Registration, publication of the University timetable for formal examinations etc]

Referral papers [unless level 3] must be submitted at the same time as the main paper.

The approved University rubric must be used for all examination papers and should indicate other materials (if any) which students are permitted to bring into the examination other than normal writing and drawing implements and a calculator [Only those materials as specified in the rubric may be permitted in the examination. [See Appendix A, UMF Regs].

Security and Printing

A log should be kept of the progress and whereabouts of each paper, at each stage in the process. [Schools may adapt attached logging sheets and stationery requirement requests to suit local requirements].

Draft papers, whether disk or hard copy should be stored in secure conditions.

Each paper, when finally agreed, must be authorised by the examiner or by his/her nominee as correct and ready for printing (normally the person who sets the paper or the assessment officer will authorise the final proof).

Where examination papers are to be printed locally, documented security procedures must be available. This should include checking the number of copies being printed, disposal of spoils etc.

Wherever possible, Schools should make use of the electronic transmission of examination papers to the Print Room. This is a secure procedure and Schools should refer to the 'User Guide for the Digital Transmission of Jobs to the Document Production Centre' available on CWIS.

Papers printed in the Print Room will be secured with special security tape. Schools will need to sign for delivery. The Postal Service staff are instructed not to deliver examination(s)papers unless signed for.

For those Schools where examination papers may be issued by an external body, but which contribute to JMU awards, appropriate local guidance should also be available. This should include confirmation of the arrival of the papers, secure storage and issue and any special instructions by the external body etc.

Papers should only be issued to authorised staff and each set of papers must be signed for.

Ensure that the relevant examiner checks accurate reproduction on return from printers - pages in correct order, answers not attached etc. Record this on logging sheet. These sheets should be used to record that checks and amendments have been made and that the examiner has approved and signed for each stage of the process.

At least 1 week in advance of the examination the assessment officer for the examination concerned must check that the papers are correct (not only that the master is correct and complete but should also confirm that the printed copies are correct and complete and that there are sufficient papers for candidates). He/she must sign to indicate that this final check has been made. The assessment officer may delegate this task to another appropriate member of staff e.g. person who set the paper but must ensure that the check is made.

Page last modified 20 September 2005.

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