EDUCATION SUPPORT UNIT

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Responsibilities of the Academic Registry in the Examinations Process

The Academic Registry is responsible for many of the processes associated with written examinations held in the official University examination periods.  In practice these duties are delegated to staff in the Examinations Office. They include:

• Timetables: The preparation of examination timetables for written papers held in the main University examination periods.
• Examination papers: Printing and secure storage of examination question papers received from schools for the official University examination periods.
• Appointment of invigilators: Receipt of nominations for academic invigilation of centrally managed examinations and administration of the rota for academic invigilators. Appointment of PhD students as invigilators for centrally managed examinations. Training is offered for all invigilators and delivered by Examinations Office staff.
• Provision of and servicing of centrally managed examination halls: The Examinations Office will book rooms for centrally managed examinations and supply of answer books and other stationery on request.
• Notification of venue: The Examinations Office will notify students of their examination room for centrally managed examinations.
• Attendance at start and end of examination sessions: The Examinations Office will appoint a member of staff to attend at the beginning and end of each examination session to distribute papers and stationery, and to ensure sufficient invigilators are present. They will also ensure that invigilators make the appropriate announcements with regard to completion of the front cover of examination script booklets and the times during which students may leave the examination hall. At the end of the examination, Examinations Office staff will attend to ensure that scripts are collected and counted and sent to the school by the approved processes.
• Production of examination paperwork for centrally managed examinations:The Examinations Office will produce an attendance list with both name and student number for each examination together with a seating plan, and lists showing the candidate numbers of each student. Absentees will be noted on both the attendance list, which will be returned to the school examination organiser with the scripts.
• Certificates: The Examinations Office is responsible for producing all certificates following successful completion of a programme.
• Verification of awards and replacement certificates:The Examinations Office will provide verification of awards and will also provide replacement certificates in exceptional cases, where the original has been lost.
• Past examination papers:  The Examinations Office provides examinations papers to the University library to enable copies to be made available to students.
• Locally managed examinations: For those degree examinations organised entirely at school level. In such cases, school examination organisers are responsible for ensuring anonymity for each examination and for notifying students of their examination timetable, examination venue and of reminding them of the procedures for anonymous marking.

22 May 2009