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BOARD OF EXAMINATIONS EXAMINERS GUIDE CONTENTS Introduction Checklist of what Powered By Docstoc
					                              BOARD OF EXAMINATIONS
                              EXAMINERS’ GUIDE 2008/9


      Checklist of what to do on appointment
      Letter of Appointment
      Useful documentation
      Attendance at meetings

Roles and Responsibilities
      Of Examiners
      Of Chairmen of Examiners

Preparation for Written Examinations
      Setting and Preparing Examination Question Papers and Marking Schemes
      Lists of Candidates
      Classing Criteria
      Corrections to Examination Question Papers
      Arrangements for Practical Examinations
      Candidates with Disabilities and Practical Examinations

Assessment and Examinations under Special Conditions
     Marking and Dyslexia
     Deferment of deadline for dissertations, theses and extended essays or projects

Conduct of Written examinations
     Announcement of corrections
     Withdrawal of an Examiner

Arrangements after the Examination
      Examination Scripts
      Extenuating Circumstances and Examination Allowances
      Examination Warnings
      Final Examiners’ Meeting
      MIT Exchange Scheme

After the Final Examiners’ Meeting

      Publication of Class Lists
      Corrections to Class lists
      Amendments to Class lists
      Examination Review Procedure for Undergraduate Examinations
      Disclosure of Marks, Data Protection Act and Data Retention
      Payment of Examiners’ Fees and Expenses


This Guide is intended to be a helpful reference for Chairmen and their Examiners in
undertaking their duties. It is also intended to be a source of reference for those with
associated administrative responsibilities. A copy of the Guide and related procedural
documents     can      also     be     downloaded    from    the     Board’s    web-site:

It is unlikely that you will necessarily need to refer to all the information but individual
sections may be relevant to you at particular stages of the assessment process.

If you have any queries regarding the Guide or views on how it might better meet your needs
I should be happy to receive your suggestions.

Further information will be circulated to Chairman/Senior Examiners; Faculty and
Departmental Administrators in April.

Yours sincerely

Diane Rainsbury
Secretary to the Board of Examinations

Checklist of what to do on Appointment

For undergraduate examinations, Examiners and Assessors are nominated by the relevant
Faculty Board or other authority and formally appointed by the General Board via the
Education Committee.

Letter of Appointment

On appointment, you will receive a letter of appointment from the Board of Examinations, to
which you should respond. You should check that you have been appointed for the correct
examination and reply, confirming your acceptance. Any queries relating to your appointment
should be directed to the Faculty Office in the first instance.

Useful Documentation

The Chair of Examiners or Senior Examiner, where appropriate will call a meeting of all
Examiners to outline and discuss the local procedures and duties. The following information
should be provided at that meeting:

•      Contact details of relevant officers (e.g. Chair, Faculty Administrator, Examinations
•      The University Regulations for the examination;
•      Any published Form and Conduct Notice;
•      Examples of any examination papers (usually the previous year’s);
•      The marking and classing criteria agreed by the Faculty Board (or other authority);
•      The Faculty or Departmental Examinations Data Retention Policy.

All Examiners should ensure that they are aware of the details of the above by contacting the
office of the Faculty Board or other authority, if they are not routinely provided.

You should be aware of any potential conflicts of interest that may arise during the tenure of
your appointment (such as being a Director of Studies or supervisor in any area relating to
the examination), and inform the Chair or Senior Examiner.

Attendance at Meetings

You should attend all examiners’ meetings and this is particularly critical for the final meeting
at which the class list is agreed; examiners are required to attend and sign the class list. If
you cannot attend the final meeting, you must seek dispensation from the Education Section
to be absent. Such dispensation is only granted in exceptional circumstances. A form to
complete for such a request is available at

Roles and Responsibilities

Of Examiners

Examiners are collectively responsible for the following:

•     setting question papers and marking schemes;

•     notifying the Board of Examinations of any special requirements (such as data- books,
      graph paper or semi-log paper which will need to be placed on candidates’ desks);

•     attending examinations for the first 20 minutes to answer queries from candidates and
      being available by telephone for the remainder of their examination in case of a
      subsequent query;

•     marking formal examination papers and other forms of assessment in accordance
      with the relevant marking scheme or criteria agreed between the team of Examiners;

•     attending Examiners’ meetings;

•     determining the class list;

•     where required, interviewing candidates for the purpose of an oral examination or
      interview where agreed by the Chairman of Examiners;

•     reviewing candidates’ scripts as instructed by the Chairman of Examiners in relation
      to those cases submitted under the Examination Review Procedure.

Of Chairmen of Examiners

Additionally, the Chairman is responsible for:

•     briefing new Examiners, External Examiners and Assessors on their remit and
      procedures to be followed;

•     convening meetings of the Examiners to devise question papers and marking

•     co-ordinating the business of Examiners and liaising with and submitting information
      required by the Board of Examinations (such as Special Stationery Requirements,
      confirming the final timetable and supplying script distribution details);

•     confirming the Examiners responsible for attending the first twenty minutes of each
      examination and those eligible to receive a fee;

•     forwarding the class list and marks for official University transcripts to the Student
      Administration and Records Section;

•     ensuring that Form C, the Claim for Payment of Examiners form is completed and
      submitted to the Board of Examinations for processing. NUTO Examiners and
      Assessors, and External Examiners and Assessors are entitled to payment;

•     considering and reporting on appeal cases submitted under Regulations 5 and 6 of
      the Examination Review Procedures;
•     resolving and ruling on any examination matter where there may be a difference of
      opinion amongst the Examiners.

There is additional guidance on the roles and responsibilities of External Examiners.


Prior to the examination

You should observe absolute confidentiality in the drafting of question papers. Word
processors and printers used for the preparation of question papers must be secure from
unauthorised access and if at all possible should not be connected to a network. Copies of
draft or final question papers and marking schemes should be stored in a secure, locked
filing cabinet and preferably in a room that is not accessed by students.

If you are also undertaking College supervisions you should act with appropriate
circumspection in the conduct of supervisions.


Please note that Cambridge marks examination scripts and submitted work anonymously.
To each Final List of Candidates the Board of Examinations allocates a spread of numbers
(4 numerical digits followed by an alphabetic check digit).            The CamSIS Student
Administration software allocates these numbers to the students in each list in a random
fashion. Candidates write their candidate number on their script; not their name or College.

Examiners receive their scripts in numerical order. Marks are transcribed into a numerical
mark book. The Class List is drawn up at the Final Meeting of Examiners anonymously.
Only when the Class List has been finalized can the candidate numbers be turned backed
into the names and Colleges of the students.

After the examination

You should not discuss any aspect of the examination with any candidate or with any other
person, other than in accordance with the regulations for the disclosure of examination
marks. The only authorised communication between Examiners and candidates is through
their Colleges, and is confined to the marks and related information. This principle should
also be observed in connection with any queries raised by students or their Tutors including
any issues relating to individual appeals.

Preparing for Written Examinations

Examination Question Papers and Marking Schemes

Question papers should comply with the relevant examination Regulations and the Form and
Conduct Notice (if published).

The Chairman convenes meetings of the Examiners to finalise the question papers and
marking schemes and to ensure their accuracy prior to final printing. External Examiners
should be invited to participate in the final approval of question papers although their detailed
involvement is likely to differ according to the Tripos and any relevant Faculty Board

The Chair is responsible for delivering ‘camera-ready’ versions of papers to the
Reprographics Centre by the required deadline. Where papers are produced entirely in
Departments the final versions must be delivered by hand to the Reprographics Centre
by no later than three weeks before commencement of the examination. Where papers
are produced by commercial printers you will need to comply with the timetable for the
production of original, revised and final copy.

You will receive further guidance on the production of examination question papers including
a specimen template from Lyn Davis around November for examinations taking place in the
main examination period. When devising question papers it is good practice to adopt a
sans-serif typeface (e.g. Arial) which is more accessible to those with certain disabilities.
Adjustments will be granted for those candidates requiring an enlarged typeface but it is
generally easier if a sans-serif font has been used from the outset.

List of Candidates

The Board of Examinations supplies Chairman/Senior Examiners, Faculty and Departmental
Administrators with copies of First and Final Lists of Candidates according to the annual
Table of Dates. Of particular importance within these lists are candidates suitably footnoted,
signifying the particular category of candidature that applies. This information is important in
relation to the drawing up of the Class List.

Classing Criteria

Examiners are responsible for compiling their mark schemes and determining their
classification method in conjunction with any guidance provided by the relevant Faculty
Board. Such guidance and any subsequent revisions must be issued by no later than the
end of the Full Michaelmas Term preceding the examination. You should consult the relevant
Faculty Guidelines, where they exist at the earliest possible opportunity. The General Board
expect marking schemes and classing criteria to be published or otherwise made available to

Corrections to printed examination papers

Any corrections that may be required to printed examination papers should be notified to
Nigel Reynolds of the Reprographics Section, the Old Schools, within one week of the
completion of the examination concerned for incorporating in the bound volume of papers
which are deposited with the College Libraries.

Arrangements for Practical Examinations

The Board of Examinations has responsibility for authorising adjustments to written practical
examinations for candidates with special needs. It is the responsibility of the Chair of
Examiners to authorise adjustments to other types of practical examinations taking
appropriate advice as necessary. However, departments may seek advice from the
Secretary of the Board and the Disability Resource Centre on the appropriateness of the
type of adjustments being requested.

If you intend to set questions involving the use of radioactive materials you should consult
the relevant Departmental Radiation Officer. A practical examination that might involve a
potential risk to health or safety should be discussed with the University Safety Office
(33301) and appropriate departmental Safety Officer.

The detailed arrangements relating to candidates requiring adjustments to ‘wet’ and other
forms of non written practical examination(s) require the approval of the Chairman of
Examiners. The detailed arrangements should be discussed and agreed between the
Department and the candidate’s Director of Studies.

Adjustments might include:

•     altering the height and layout of laboratory benches or making signage or information
      accessible by enlarged print or translation into Braille;

•     the use of specialist equipment or modifying existing equipment;

•     adjustments to the labelling and use of operating equipment

•     making arrangements for students to be accompanied by a reader or interpreter.

Further advice can also be obtained from the Disability Resource Centre.

A standardised system of allowances applies to MVST candidates requiring extra time on the
basis of a Specific Learning Difficulty in their wet practical examinations and the Department
will be notified of the candidates concerned.

Assessment and Examinations under special conditions

Marking and Specific Learning Difficulties

Examiners are required to mark all work in exactly the same way and in accordance with
their agreed marking scheme. Examiners are not asked to judge how well a candidate might
have performed had circumstances been different. Instead, the Board of Examinations is
responsible for arranging appropriate adjustments to ensure fairness to all candidates. This
takes place without reference to the Board of Examiners.

The only exception to this policy relates to candidates with a Specific Learning Difficulty such
as dyslexia. Examiners will receive information relating to those candidates who have been
professionally diagnosed with dyslexia. In such instances, the University’s policy is to
request that minor errors of grammar are not penalised but that in all other respects
Examiners should mark the work normally. (NOTE: This is not done in the case of language
papers where correct grammar and spelling are essential elements of the test).


The University has well-established procedures for authorising adjustments for candidates
with an illness or disability to take their examinations under special conditions approved by
the Board of Examinations. There is a wide range of possible adjustments including the

•      allowing extra time;
•      providing examination question papers in an accessible or alternative format as
       required by the nature of the disability such as Braille, large print or the use of colour
•      using an amanuensis or word-processor.

Deferment of deadline for dissertations, theses and extended essays or projects.

You should note the deadlines for any assignments submitted outside the written
examination and ensure that candidates know where to submit their work. Arrangements
should be made to record the receipt of each candidate’s work.

The Chair will be notified and consulted about applications for extending submission dates.
Extensions are only permitted where there is proven good cause such as illness or other
extenuating circumstances.

In the absence of an extension, the Examiners should not accept any dissertation,
thesis, essay or other form of assessment submitted after the deadline.

All applications for extensions to submission dates, and any queries on this matter should be
addressed to Diane Rainsbury, Secretary of the Board of Examinations.

Conduct of Written Examinations

Examiners’ Attendance in Examination Rooms

The Chairman or Senior Examiner is responsible for ensuring that an Examiner of the
relevant paper is in attendance promptly at the beginning of each session of the examination
and at each centre where the paper is held. You should notify the Examinations Officer (Mr
Dixon), of the Examiners who will be in attendance at the start of each examination. You will
receive a duty list by separate letter (Form B) which will be sent in a separate April

The Examiner attending should be suitably dressed and wearing a gown (a hood may also
be worn).

Announcements of Corrections

If there is an error in the question paper the Examiner should:

(i)     announce the correction to all the candidates in the main examination room and
        arrange for the announcement to be made in any other rooms where candidates are
        sitting the examination (for example the University Centre or Titan Suite);
(ii)    ensure that the correction to the question paper is faxed to all the Colleges which
        have a student sitting that paper in College. The Examination Supervisor will have a
        list of these students and Colleges. A fax form for this purpose can be found in the
        Invigilator’s folder;
(iii)   a copy of the corrected question paper must be annotated and signed by the
        Examiner and returned to the Supervisor or Invigilator who will pass it to the
        Reprographics Centre to incorporate in the bound volumes of question papers;
(iv)    any errors in the question papers requiring correction during the examination
        should be reported to the Secretary of the Board of Examinations who, if the error is
        sufficiently major, will be responsible for determining any additional corrective action
        that may be necessary as a consequence.

Withdrawal of an Examiner or Assessor

If an Examiner or Assessor becomes ill and the examination cannot be completed without a
replacement, please contact the Education Section of the Examinations Officer, Michael
Dixon on 32315.


If it is necessary to report an unusual incident during the examination period please
telephone the Examinations Office. Telephones will be serviced during the examination
period Saturday 8.30 a.m.- 6.00 p.m., except between 1.45 p.m. - 2.15 p.m. on Saturdays:

              Mr Dixon      Exam Office            64995 or 34488
                            Peas Hill Office       32315

Any critical incidents that may affect the integrity of the examination should be reported to
the Secretary of the Board, Diane Rainsbury on (7) 66548.

Procedure for Dealing with Suspected Unfair Practice (including suspected cheating
or plagiarism)

The use of unfair means is treated with the utmost seriousness by the University. In most
instances, where a candidate(s) is/are suspected of unfair means the Invigilator will have
reported the matter. Where an Examiner suspects cheating the Examiner should take no
action themselves but should mark the script(s) on the basis of the work presented and
report the matter to the Chairman.

The Chairman must report all cases of suspected unfair practice, including suspected
plagiarism, to the Senior Proctor and the Secretary of the Board of Examinations. The Senior
Proctor is responsible for determining how to proceed which might involve referring the
evidence to the University Advocate with a view to bringing the case before the Court of
Discipline. All cases of suspected plagiarism should be reported to the Chair of Examiners
and Secretary of the Board of Examinations in accordance with the guidance note on
Plagiarism (

Where a candidate is suspected of unfair means and is subject to further investigation the
Examiners should mark the candidate’s work as presented and arrange to class the
candidate on the basis of the work submitted. In no circumstances should a candidate’s
name be omitted from the class list.

Interviews and vivas (but excluding suspected cheating or plagiarism)

Examiners may require a candidate to attend an interview to clarify an aspect of the
candidate’s work and may be used for the following types of assessment:

•     a dissertation;
•     a thesis;
•     an essay submitted in substitution for or in addition to a written paper;
•     a project report;
•     a laboratory notebook.

Some examples of the circumstances in which Examiners may wish to seek clarification are
listed below:

•     to ensure that the work is complete and that sections have not been omitted in error;
•     to enable the candidate to decipher an illegible passage when it would be excessive
      to require the whole assignment to be typed or rewritten legibly;
•     to determine which written paper is being substituted where there is any doubt;

In summoning a candidate for interview you are advised to do so via the relevant Senior
Tutor. In certain subjects, it may be customary to conduct a viva for all candidates or in
particular circumstances such as borderline candidates or sampling. If this is the case, no
specific authorisation is required although the Board would normally expect candidates to
have been made aware of such practice.

Arrangements after the Examination

Examination Scripts

How you will receive your Scripts

You should receive your scripts by the internal examination messenger within a day of the
examination in question (Saturdays and Bank Holiday Monday can interfere with script
delivery). You may arrange to collect your scripts from the Examination Room by prior
arrangement with the Examinations Officer or the Examination Room Supervisor, or from the
Examination Office.

Candidates taking examinations under special conditions, usually in College

You will receive the scripts of candidates who have taken their examinations under special
conditions later than the main batch (the first markers will be advised of these scripts). All
scripts taken under special conditions must be marked in exactly the same way as scripts
written under normal examination conditions except for those with a Specific Learning
Difficulty such as dyslexia-see marking and Specific Learning Difficulty.

Illegible scripts

If a script proves indecipherable, please contact Mrs Lyn Davis at the Old Schools (Ext.
32296), and she will try to arrange for it to be transcribed by the candidate’s College. Please
bear in mind that it may take some considerable time to return them and that the Board will
not authorise all scripts of an individual candidate to be transcribed.

Retention of scripts

Scripts are normally retained for six months after the examination in case they are needed
as evidence in any challenge of a result. However, you should consult any additional
guidance of your faculty. The scripts and other materials of any candidate must be retained,
until you are informed otherwise by the Board of Examinations. Additionally, your Chairman
or Senior Examiner will require you to return the scripts of any candidate who submitted
representations under Regulation 6 of the Examination Review Procedure on completion of
this process. All such scripts will be returned to the Examinations Office for secure storage in
case there is a further, final appeal.

In the meantime, you should inform the Examinations Officer whether you intend to deposit
scripts with the Board of Examinations or with your Department. The scripts should be
disposed of in accordance with the Faculty Board’s Examinations Data Retention Policy.
The Board is able to arrange for disposal of scripts: such scripts should be placed in labelled
boxes, or in examination script envelopes tied into bundles or boxed; please do not return
them in plastic waste sacks, or in large boxes which are difficult to handle and could cause
injury to the person who has to lift and carry them.

Extenuating Circumstances and Examination Allowances

The University has a well-established procedure for considering medical and other
extenuating circumstances. Examiners are not empowered to consider extenuating
circumstances of candidates and must mark the work as presented. Such cases are
referred to the University’s Applications Committee.

In undertaking its work, the Applications Committee considers the medical or other
supporting evidence submitted on behalf of candidates including supervision reports together
with details of their previous and current examination performance. It considers all cases,
irrespective of subject, thereby promoting consistency of practice. The Committee also
includes two medical advisers, both of whom are professionally qualified and are the only
members authorised to evaluate the medical evidence.

The Applications Committee may grant one of the following allowances:

(i)     where a candidate has failed an examination, to award the candidate unclassified
        honours in that examination;
(ii)    where the candidate has received a class which is demonstrably lower than
        justified by the candidate’s academic record, to declare the candidate to have
        deserved honours.       This declaration supersedes any class awarded by the
(iii)   to authorise the Chairman, after he/she has consulted at least two other Examiners, to
        move the candidate’s name to a higher class if the Examiners are satisfied that the
        candidate has performed at the standard of the higher class in all but a relatively small
        part of the examination. Note: the responsibility for deciding whether to improve a
        candidate’s class resides with the Examiners.
(iv)    to allow an Ordinary examination.

Examination Warnings

Examination Warnings are issued to warn the examiners of a candidate who has taken an
examination with a disability or illness where as a consequence there is a risk of failure. The
warning system is used to prevent the examiners from failing a candidate or granting an
allowance towards the Ordinary degree where it is clear the Applications Committee will be
considering their case.

However, there are certain circumstances where the Examiners are empowered to consider
the results of candidates for whom a warning has been issued. Further information is
included in the Guidance Note on Examination Warnings and Allowances.

Final Examiners’ meeting

Examiners must be present at the final meeting unless special dispensation has been
authorised by the Education Section and are only given in exceptional extenuating
circumstances. If an Examiner is absent you should continue with the proceedings and
record their absence of late arrival in the minutes of the meeting. The name of any Examiner
not present at the meeting should be excluded from the class list.

The Examiners’ meeting must be conducted in accordance with its agreed procedures. It
should therefore only consider those matters it is empowered to deal with. Prior to the
meeting the Chairman should ensure that all marks have been transposed correctly into the
mark book and he/she has received the following information:

•       a list of Examination Warnings;
•       any representations relating to the conduct of the examination for consideration at the
•       relevant Faculty/Departmental guidelines relating to the presentation of marks and
        mark books and the conduct of the meeting.

The Chairman is responsible for making arrangements to record the proceedings of the
meeting. The record should:

(i)     record attendance of all Examiners, noting any absences;
(ii)    state the arrangements for marking and classing with reference to agreed criteria;
(iii)   note any exceptions and the reasons;
(iv)    indicate discussion of marginal candidates;
(v)     record attendance, dispensations for absences;
(vi)    record the decisions relating to any representations relating to the conduct of the
        examination. A brief note explaining the reasons for the decision should be included;
(vii)   confirmation of the mark and class list.

You should also refer to the General Board’s good practice guidelines for the conduct and
recording of examiners’ meetings.

Borrowed Papers

Certain Tripos examinations borrow papers from another examination. These candidates are
classed by the Examiners of the parent Tripos, taking into account information provided by
the Chair of Examiners of the other Tripos.

It is particularly important that such information including the mark profile of the candidate is
provided in time for the Examiners’ meeting. The Chair of Examiners responsible for classing
the candidate(s) should send you the date of the Examiners’ meeting and secure contact
details for receiving results. The Chair should also inform you of any candidates for whom he
has received a Warning including those relating to a Specific Learning Difficulty.

Those candidates who are not entered for your own Tripos but taking borrowed papers will
be included in the footnote identifying their Tripos. These students should not be classed or
their marks included in your final markbook. You should send to the Chair of the borrowing
Tripos the agreed final mark of each candidate together with an explanation of any codes or
relevant examining conventions, including marking scheme and classing criteria. Please also
provide a suitable contact for queries and be aware that discussion at either Examiners’
meetings may require further liaison. Also be aware that in the event of an appeal
representations may also be referred to you for comment and consideration.

The Cambridge – MIT student exchange

The exchange between Cambridge and the Massachusetts Institute of Technology allows
Cambridge undergraduate students in certain agreed subjects to study at MIT for an
academic year, and MIT students to study in Cambridge. The academic work undertaken by
students is assessed at the host university and students obtain appropriate credit back at
their home institution.

MIT Students in Cambridge

You should receive the names of candidates from MIT with the list of candidates for your
examination; they will be tagged with an appropriate footnote and will be entered as “not for
honours”. Please note that MIT candidates may take an irregular combination or
number of papers.

You should record the marks obtained by MIT exchange students in Cambridge in the
College mark book, regardless of whether the student has sat the same number of
examination papers as a Tripos student. This will enable the International Education Office,
as administrators of the exchange, to report the student’s marks back to MIT.

In a very few cases, it may have been agreed by the Faculty that an MIT exchange student
may answer fewer questions on a paper than the rubric requires for Tripos students. In such
a case, you are asked to notify the International Education Office, so that the marks reported
back to MIT are known to be, for example, out of a possible 80 rather than out of a possible

MIT exchange students’ names should not appear in class lists since they are not
candidates for honours. Instead, the students’ names should appear on the separate list of
candidates not included in the class list.

Cambridge Students at MIT

There is no action that Chairs of Examiners must take in respect of Cambridge students who
have spent the year at MIT. Responsibility for certifying students’ performance at MIT lies
with the Chair of Faculty Board. The following description is for background information only.

Cambridge students participating in the exchange will be taking courses at MIT which have
been deemed, by the Cambridge Faculty or Department concerned, to be sufficient to
replace a Part of the relevant Cambridge Tripos.

The sole requirement for the transfer of credit from MIT to Cambridge is that the student
should be certified to have ‘studied diligently’ while at MIT (this requirement is enshrined in
the relevant Tripos regulations). In general, the receipt of an MIT transcript will be sufficient
evidence as to whether a student has ‘studied diligently’ at MIT, and it is the responsibility of
Chairs of Faculty Boards- not Chairs of Examiners- to certify diligent study. The International
Education Officer at Cambridge will receive grade transcripts from MIT in April (the MIT
semester ends earlier than Cambridge Easter Term).

These will be passed to:

•      the Tutorial Offices of the students’ colleges
•      the relevant Chairs of Faculty Boards or equivalent, as in the table below.

After distributing the transcripts as above, the Chair of the Faculty Board or equivalent
should submit their certified list to Student Administration and Records who will arrange for
the list to be posted at the Senate House and published in the Reporter. The students will
thus be allowed the Examination and will be of standing to proceed to their next year in

                   “diligent study” to be certified by
  Tripos           Chair of Examiners             Chair of Faculty Board or equivalent
  Chemical         Part I Chemical Engineering Chemical Engineering Syndicate
  Economics        Part IB Economics            Faculty Board of Economics
  Engineering      Part IIA Engineering         Faculty Board of Engineering
  Maths            Part IB Mathematics          Faculty Board of Mathematics
  MVST             Part II MVST                 Faculty Board of Biology
  NST              Part II NST                  NST Committee of Management

Contact for queries: Tao- Tao Chang, International Education Office, Fitzwilliam House.
Telephone: (3)39712, Fax: (7)65148, Email:

After the Final Examiners’ Meeting

Class Lists and Markbooks

The Chairman is responsible for compiling the final Class List and supporting information
that is submitted to Student Administration and Records to produce the formal class list
posted outside the Senate House, and information required for the production of transcripts.
Further information is given in the Guidance Note on drawing up the class list and mark book
(A separate circulation in April). This process is separate to the production of markbooks for
Colleges. Often, these marks will be more detailed than those required for University
transcripts. The Chairman should arrange for College markbooks to be circulated to
Colleges, with a copy provided to the Board of Examinations.

Publication of Class Lists

Student Administration and Records will arrange for the formal class list to be published at
the Senate House and communicated to the Colleges.

The Registrary may omit names from the class list (on an application under the Data
Protection Act) so it is important that only the class list produced by Student Administration
and Records is disseminated. Please ensure that class lists are not posted until you
have received confirmation from Student Administration and Records.

Class lists cannot be posted outside the Senate House before 9.30 am or after 4.30 pm, and
lists are not posted on a Sunday.

Further detailed information on the production of Class Lists and provision of marks for
university   transcripts   can   be    found   on    the   Student   Records    website

Corrections to Class Lists

Examiners should contact the Secretary of the Board of Examinations if they become aware
of any errors in the Class List. Prior to publication in the Reporter, all that is usually
necessary is to submit a corrected list to the Student Records and Administration Section
and to forward the relevant changes to the marks recorded in the Grade Roster. The
Chairman of Examiners will be notified of any corrections prior to reissuing the class list.

If the Class List has already been published in the Reporter this constitutes an amendment
requiring the publication of a Notice in the subsequent edition of the Reporter.

Amendments to Class Lists

Any change to a student’s class constitutes an amendment to the class list approved by the
Examiners. Amendments are only made in the following circumstances:

•     as a consequence of the Examinations Review Procedure where the Chairman and
      two other Examiners have agreed to raise the student’s class;
•     as a consequence of a recommendation by the Applications Committee authorising
      the Chairman of examiners to raise a student’s class;
•     as a consequence of an error in calculating or recording marks when classing a

The Secretary of the Board of Examinations is responsible for seeking authorisation from the
Vice-Chancellor to change a student’s class following a recommendation from the Chairman
of Examiners.

Examination Review Procedure for Undergraduate Examinations

There is a formal appeals procedure for all Tripos and Diploma examinations which is
administered by the Board of Examinations (stages i and ii) and the Deputy Academic
Secretary (stage iii).

The stages in the procedure are as follows:

(i)     representations received prior to signing the class list, Regulation 5;
(ii)    representations received within one month of signing the class list, Regulation 6;
(iii)   representations relating to the response from the Chairman of Examiners,
        Regulation 7.

Disclosure of Marks, Data Protection Act and Data Retention

The Data Protection Act 1998 entitles individuals to gain access to information recorded
about them including details of their examination performance.

The Education Committee recommends that students should receive any data that is likely to
be helpful in explaining students’ examination performance and that this data should be
released routinely. The Faculty Board or comparable authority is responsible for determining
the nature and format of the marks and other information regarding examination
performance that may be disclosed to students. Each Faculty has a formal Examinations
Data Retention Policy which provides guidelines on the range of examination data routinely
retained, the duration of the retention period and the named contact for submitting data
requests. You should also familiarise yourself with your Faculty Board’s Examination Data
Retention Policy.

Further information is included in the General Board Guidance on Examination Data and
scripts; please refer to

Payment of Examiners’ Fees and Expenses

All External Examiners are paid fees and expenses including the cost of overnight
accommodation where appropriate. Some internal Examiners and assessors are also
eligible to receive fees for undertaking their duties. The Examinations Office is responsible
for paying such fees to Examiners in accordance with the rate of payment specified in
Statutes and Ordinances (Page 228-230). Chairmen of Examiners or Seniors are
responsible for completing and returning the Claim Form C (circulated in April) so that these
payments can proceed. External Examiners payments are dependent on the receipt of their

Chairmen/Senior Examiners may delegate the duty of completing and submitting the Claim
Form C to a Faculty/Departmental Administrator.


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