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SCHOOL OF NURSING & MIDWIFERY
POLICY ON RETENTION OF ASSESSED WORK
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DRAFT for submission to School Board 12.10.2005
Author: J Jenkins; version 7; 01.07.2005
Page 1 of 5
1. INTRODUCTION
1.1 Individual School’s within the University are required, as a minimum, to retain
assessed work and records of assessed work as follows:
a) A record of marking, which evidences the breakdown of marks by components
and sub components where appropriate.
b) Records of verification and moderation processes and the guidance provided for
External Examiners.
c) A record of all feedback sheets.
d) Retain all assessments for the period of time allowed for the submission of an
academic appeal (i.e. a minimum of one month).
e) Retain all assessments in cases where unfair means is in the process of
investigation.
f) Retain samples of assessed work that have been internally and externally
moderated on a 5 (five) year rolling basis for audit and review purposes.
g) The sample to be retained should be equal to the square root of the total number
of students within a cohort. The sample should be applied to each component of
assessment of each module
h) The sample should reflect
The whole mark range.
Examples of work from all markers in modules where more than one marker
contributes to the module assessment.
The full range of programmes to which the module is delivered.
At least one sample which represents the academic life cycle of a student.
1.2 This policy aims to communicate the processes involved in complying with the
Institutional Policy in keeping with the Freedom of Information Act 2000.
1.3 The policy will be for all staff and students.
2. RATIONALE FOR THE POLICY
2.1 The retention of assessed work is seen as an essential part of the academic and
administrative assessment process.
2.2 The Quality Assurance Agency (2001) Code of Practice for Assessment of Students
identifies that the assessment processes must be explicit, valid and reliable, and that
mechanisms must be in place with regard to “conduct of assessment, marking and
grading, and recording, documentation and publication of assessment decisions”
and that there are “procedures for the retention of assessed work for a defined
period of time”.
2.3 This policy will provide staff and students with the procedures relating to the
retention of assessed work.
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DRAFT for submission to School Board 12.10.2005
Author: J Jenkins; version 7; 01.07.2005
Page 1 of 5
3. PROCEDURES
3.1 Record of Marking (Including breakdown of marks)
a) Individual markers and cross markers (when required) record the mark or
grade on a mark sheet for each piece of assessed work. This includes a
breakdown of marks as appropriate. If the assessed work requires cross
marking the marker and cross marker MUST agree a mark and this is written
on the mark sheet only.
b) At moderation, the agreed mark is recorded on the individual feedback sheet
and on the module mark sheet. This may include a component breakdown if
appropriate, e.g. seminar and essay marks. A moderation report is completed
at the moderation meeting, by the moderators / module / programme leader.
c) The interim marks are then recorded on the ARC student record system by the
Examinations Office.
d) A report is available for a Pre Examination Board for Programme and Module
Leaders to view.
e) A report listing the results is presented to the appropriate Examination Board
and the results ratified.
f) The ratified marks are then recorded on Banner student record system by the
Examinations Office.
g) Electronic and paper records of the Board of Examiners decisions are kept in
the Examinations Office.
3.2 Retaining records of feedback
a) Individual markers / cross markers complete an appropriate feedback sheet for
each piece of assessed work.
b) Feedback sheets are separated within the Examinations Office and one copy
remains within School of Nursing & Midwifery, Examinations Office, in a cohort
file and the copy is retained in the assessment that will be returned to the
student.
3.3 Samples of assessed work
a) Samples of assessed work are retained, within the School of Nursing &
Midwifery, for the whole length of the programme plus a further 3 years
following the final module. Copies of No1’s and sample of annotated scripts
will be kept.
b) The assessed work is catalogued according to the Examination Board dates,
assessment and cohort level, which is stored securely within the Examination
Office for 6 weeks following submission of assignments and 6 weeks following
Examination Board for examination scripts. Storage after 6 weeks to be
outsourced. At present the scripts will be kept and reviewed.
D:\Docstoc\Working\pdf\6c68bd70-f25d-449a-b716-dfc75955b365.doc
DRAFT for submission to School Board 12.10.2005
Author: J Jenkins; version 7; 01.07.2005
Page 2 of 5
c) The moderation reports are sent to Externals Examiners by the Examinations
Office staff, with the samples of assessed work which includes all referrals and
a sample of all other bands to include all markers.
d) The appropriate module handbooks, assessment guidelines, marking criteria
and grade descriptors are forwarded to the External Examiners by the
Examinations Office.
e) Assessed work is returned to students in line with the “Policy on provision of
feedback on assessed work”.
3.4 Assessed work in cases of suspected plagiarism and alleged unfair means
a) All assessed work where plagiarism is suspected or any other alleged unfair
means will be retained securely for a period of 6 years following the plagiarism
investigation.
b) All of the feedback sheets, relating to plagiarism, will be retained within the
School of Nursing & Midwifery for 3 years and 6 months following the
plagiarism investigation and then will be stored securely and kept for a further
3 years.
c) A copy of the report by the Investigating Officer and final report from the
Discipline Committee is also retained by the Examinations Office for 6 years.
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DRAFT for submission to School Board 12.10.2005
Author: J Jenkins; version 7; 01.07.2005
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CRITERIA FOR RETENTION OF SCRIPTS
SCRIPTS SENT TO EXTERNAL EXAMINERS
All scripts 40% and below
The sample to cover all programmes, modules, bands and mark
CRITERIA FOR RETENTION OF LONGITUDINAL SCRIPTS
Pre Reg Diploma and Degree cohorts – 2 from Child and Mental Health Branch and 4 from
Adult Branch within each cohort to demonstrate differences*
Age
Gender
Ethnicity
Disability
Academic Profile
Seconded
Classification (not known till end of programme – will need to recall scripts from
student)
* Need to identify student when commence at Registration via Banner report. All their
assessed work is kept within the Examination Office in a named student box file and not
stored off Campus. If student leaves then a replacement is required to fit the criteria.
Post Qualifying – 2 students from each Diploma and Degree programme or extended
module (Preparation for Mentorship, Extended and Supplementary Nurse Prescribing
and Developing Clinical Skills) per September student intake to cover*
Age
Gender
Ethnicity
Disability
Academic Profile
Seconded / self funded
Classification (not known till end of programme – will need to recall scripts from
student)
* Need to identify student when commence at Registration via Banner report. All their
assessed work is kept within the Examination Office in a named student box file and not
stored off Campus. If student leaves then a replacement is required to fit the criteria.
Enrolled Nurse Conversion Programme - 2 Students from each cohort or sufficient to
meet the cohort requirements.
Return to Practice Programme - 2 students from each cohort or sufficient to meet the
cohort requirements.
D:\Docstoc\Working\pdf\6c68bd70-f25d-449a-b716-dfc75955b365.doc
DRAFT for submission to School Board 12.10.2005
Author: J Jenkins; version 7; 01.07.2005
Page 4 of 5
