OCNLR arrangements for final external moderation and the AVA awards board Summer 2010

1. OCNLR arrangements for final external moderation and the AVA awards board Summer 2010

2. Dates for awards boards All dates have been agreed with centres: • first centre board – 28 June • last centre board – 21 July • three two-Diploma centres at OCNLR – 22 July • five single-Diploma centres at OCNLR – 23 July

3. Completion of assessment and IM All assessed portfolios must contain: • a completed contents page • a unit summary sheet for each unit All assessment & internal moderation must be completed before final external moderation

4. Incomplete portfolios Any portfolios not completed, assessed and internally moderated before the final external moderation visit will not be eligible for consideration by the awards board - unless extenuating circumstances have been advised to and agreed by the Lead Access Moderator

5. Preparing for final external moderation For the final visit all of the following must be available: • all completed portfolios (including contents pages) • a full list of the portfolios being presented • a completed copy of the Pre-RAC document(s) • any requests for special consideration – fully documented

6. Final external moderation visit Lead and Subject Specialist Moderators will: • check that portfolios are present for all listed learners • sample assessed work from selected portfolios • check the Pre-RAC(s) against sampled portfolios • consider any requests for special consideration by the board Credit will not be signed off at final external moderation

7. Preparation for the awards board Pre-RACs must be completed or updated, ensuring that: • level 3 units show a grade (P/M/D) or ‘no grade’ (NG) • level 3 units for inclusion in the Diploma are identified • recommendations for the Diploma are clearly identified Pre-RACs should be completed using a centrally stored electronic document – not emailed to individual tutors

8. Submitting Pre-RACs to OCNLR Pre-RACs will need to be uploaded to the OCNLR website at least three days before the date of the awards board The Lead Moderator will check that the uploaded Pre-RACs are consistent with the records taken at final moderation of portfolios present and work sampled If any Pre-RAC has not been uploaded within the specified timescale, that Diploma will not be considered by the awards board

9. Convening the awards board • The AVA will provide a standard agenda • Minutes will be taken by the Secretary to the board • The Lead Moderator is responsible for confirming • assessment judgments • The Chair is responsible for ensuring that due • process is followed • The board receives no information about offers for • progression received by learners

10. The business of the awards board The main business of the awards board will be to consider the recommendations made by the centre for the award of credits, grades and Access to HE Diplomas and, where appropriate, to confirm the award of these. The board also makes decisions about referrals, special cases (including extenuating circumstances), aegrotat and posthumous awards and cases of academic misconduct.

11. Confirmation of RACs Before consideration of each Diploma begins, the Lead Access Moderator will confirm that there are no discrepancies between the uploaded Pre-RAC and the records taken at final external moderation. If any discrepancies have been identified the pre-RAC will be amended accordingly. At this point the pre-RAC becomes the final RAC for consideration by the awards board.

12. Identification of any special cases • The Lead Moderator will also confirm if any of the following are to be presented to the awards board: • referrals (following unsuccessful resubmission) • requests for consideration of extenuating circumstances • proposals for aegrotat or posthumous awards • cases of academic misconduct • If any of the above are to be presented, the learners concerned will be dealt with individually at the end of the board’s consideration of the Diploma in question.

13. Learners meeting the RoC • For learners who are presented as having met the rules of combination, the board will check that: • the units achieved meet the rules of combination for the Diploma • credits achieved at Level 3 are specified as Pass, Merit, Distinction or Not Graded • the 60 credits to be included in the Diploma are clearly indicated

14. Learners not meeting the RoC • For learners who are presented as having achieved a number of credits and associated grades but not having met the rules of combination for the Diploma: • the board will check that no more than 60 credits achieved at • Level 3 are specified as Pass, Merit or Distinction

15. Consideration of referrals • Any requests for referral must be accompanied by the appropriate documentation, completed and signed. • For each of learner it will be agreed: • whether or not a further resubmission will be allowed • what should be resubmitted and within what timescale. • Where a further resubmission is allowed, provisional credit and grade profiles will be noted; where it is not, credit and grades profiles will be confirmed.

16. Consideration of special cases • Any requests for special case consideration must also be accompanied by the appropriate documentation, completed and signed. • Special cases for consideration may include: • requests for consideration of extenuating circumstances in cases that fall outside the centre’s normal processes in this area • proposals for aegrotat or posthumous awards • cases of academic misconduct that have affected a learner’s achievement

17. Awards board decisions For each Access to HE Diploma the final electronic RAC – with any agreed amendments – will be saved in the AVA’s electronic file by the Secretary to the board. The printed front sheet of the RAC, including the list of learners and claim for credits (and Diplomas where applicable) – with any agreed amendments – will be signed by the course leader (or other representative) and the Quality Assurance Contact or Access Co-ordinator on behalf of the centre and by the Lead Moderator on behalf of the AVA and handed to the Secretary to the board.