Statement on variations to rules of assessment

Policy on variations to the Rules of Assessment 

The University's Rules of Assessment are the rules, principles and frameworks which the University uses to calculate student progression and final results.

Variations to the Rules are exceptional and would normally only be considered in the following circumstances:

• professional, statutory or regulatory body (PSRB) requirements – where there is a clear rationale to vary our standard rules of assessment in order to satisfy a verifiable PSRB requirement
• where the rules of assessment do not accommodate a programme or provision at a partner institution – where there is a need to create a rule to accommodate a specific mode/programme of study or provision at a partner institution that is not covered by the current rules and where it is agreed that a standard rule should not be applied/created
• in order to meet course or module level learning outcomes – this should be very unusual as designating a module as core and ensuring there is a breadth of learning and assessment methods over the length of the course should be enough to enable course designers to ensure that essential knowledge, understanding and skill outcomes would be demonstrated by any successful student
• progress to a study abroad or placement year – this should be very unusual so that additional barriers to undertaking a study abroad or placement year are not created, and only where there is a clear rationale that the particular nature of the study abroad/placement year requires additional specific progression criteria to be met as part of the course requirements

Approval process for the University of Essex

Proposals for a variation to the rules of assessment must be discussed with the Faculty Dean, the Assessment Team, and Quality and Academic Development.

There are two approval routes:

• to apply an existing variation to new Course approval route. The Quality and Academic Development Team will liaise with the Assessment Team to determine if the variation can be applied or if the request needs to be considered by the Rules of Assessment Advisory Group. The Faculty Dean may also determine that a request needs to be considered by the Rules of Assessment Advisory Group for possible submission to Education Committee and Senate
• more significant variations and variations for existing courses would be considered by the Rules of Assessment Advisory Group prior to submission for approval by Education Committee and Senate

Approval process for partner institutions

• For new partners, where an institutional-level variation for the partner’s provision is proposed, this should be considered and approved as part of the institutional validation.
• For existing partners and provision, proposals for a variation to the Rules of Assessment for University partners should be discussed with the Dean of Partnerships and the Partnerships team. The Dean of Partnerships will consult the Assessment Team and refer the proposal to the Rules of Assessment Advisory Group prior to submission for approval by Education Committee and Senate.
• Approved variations should be reviewed annually by the Deputy Dean (Partnerships).  All variations are also subject to monitoring by the Rules of Assessment Advisory Group.

Administrative changes to published Rules of Assessment

If the Rules of Assessment Advisory Group determine a requested change to the Rules of Assessment is administrative in nature, committee approval is not required. However, the administrative changes will need to be reported to Education Committee for inclusion in its Annual Policy Review Assurance Report. Below is a list of what can be determined as an administrative change:

• Improvements in formatting
• Re-ordering of existing approved paragraphs to enhance flow and understanding
• Corrections to grammar or spelling
• Updates to hyperlinks
• Updates to terminology – may include changes to role titles, team names, organisational units
• Updates that are triggered by approved changes to other policies or provision in circumstances where previous text simply needs to be replaced. These could include a change in title of activity, approved change to the title of a programme of study, or reference to a system or organisational process

Reviewing approved variations

Approved variations should be reviewed as part of the annual update of all courses and modules. All variations are also subject to monitoring by the Rules of Assessment Advisory Group.

Where previously approved variations are considered no longer necessary or in line with an institutional approach to the Rules of Assessment, Rules of Assessment Advisory Group will make recommendation to Education Committee for Senate approval for variations to be removed. Departments/School/Partnership will be consulted in advance of such requests.

Timeframes for consideration and approval of requests for variations to the Rules of Assessment

• Timeframes for consideration and approval of requests for variations to the Rules of Assessment will be scheduled to support the development of new, and review of existing provision for Essex and Partner courses and published in advance of the start of each academic year
• Re-ordering of existing approved paragraphs to enhance flow and understanding
• All request for variations must meet the published timeframes as set out by the Rules of Assessment Advisory Group
• Requests for in-year approvals must be exceptional and will normally only be considered in the following circumstances:
  • To meet the approved timescales for the introduction of a new partner course;
  • To comply with a PSRB requirement that could not have reasonably been determined in the usual timeframes, such as following a compliance or validation visit
• In such circumstances, the Rules of Assessment Advisory Group must be notified in advance and a schedule for consideration and approval agreed

Late papers will not be considered