The exam preparation process is outlined below. With the simplified exam templates, setter responsibility for corrections allows a tighter timescale for completion (addressing issues raised by staff on early deadlines); setter responsibility removes also an additional link where unintended errors can appear.
This simplification should improve accuracy and efficiency. Bear in mind that the quality of our exams and the avoidance of errors is of the highest importance; moreover with online exams, remember that all students have access to their scripts.
Stage 1, preparation (TFs not required unless their paper):
Exam setters to prepare questions and solutions, have these reviewed by second marker and together with the module leader they prepare a draft of complete paper for exam scripts meeting. If they are not on time for the scripts meeting, they must have a good reason and explain to the exams officer why. The Exam Officer will either tell them to present at next meeting or if there is not another scheduled report to HoD and arrange extraordinary meeting.
Stage 2 , Exam script meeting: (as before, setter, reviewer, chaired by exams officer. TFs not required unless their paper)
Rubric, paper and confirmation of data sheet will be checked. Questions checked, mark breakdown checked etc as previously. Individual question setters to note any changes required. Referee will also note required changes. (It is expected that meetings will be recorded, in case of communication drop out and so setters to check they did not miss anything - to be agreed).
Stage 3, Assembly of approved paper (module leader)
Setters will make required edits to their question after the Scripts Meeting. Referee will liaise with setter to check required changes. and Module leader will assemble a complete paper, incorporating rubric and ensuring required data sheet is present. Source files (latex/word) and complete PDFs to be uploaded to relevant exam folders UGO created on SharePoint. UGO / Ravinder to provide previous rubrics.
Stage 4. Quality control (TF)
Designated TF for paper will check the assembled paper, rubric and data sheet before sending to the external examiners. Minor errors should as incomplete mark breakdown, missing solution to a problem, illegible solution will be passed back to module leader to arrange correction. Major issues or delays to be communicated by TF to Exams Officer. Only minor edits to assembled paper such as re-pagination to be done by TF.
Stage 5. Liaison with external examiners and production (UGO Ravinder, Exam officer, setter, TF)
UGO to email the exam papers to the external examiners, upload the comments to the SharePoint and notify setters when the comments come back;
Setters to make changes according to the comments and upload the final paper to the relevant exam folders UGO created on SharePoint;
TF to check responses to the external examiners and the final paper quality;
TF to confirm on SharePoint if the final paper is checked and fine.
