Handing-Over Notes for Deans of Faculties

6.0  Other Reponsibilities (page 1)

6.1  Extensions of Higher Degree Time Limit

AU standing orders place the responsibility on departments to forward to the Deans of Faculty and Dean of Postgraduate Studies a proforma signed by the supervisor and head of department, and to make a strong and reasoned case, supported by appropriate medical or other evidence, for the extension of time limit. The Deans of Faculty and Dean of Postgraduate Studies will consider all such requests jointly and report extensions to the Faculties as well as the Research Degrees Board. (See the Criteria for Extensions and Application Form).

6.2  External Examiners

The Deans approve nominations for new external examiners’ appointments, submitted through a form available from the Deans’ Office, which administers the appointments, payments and reports of external examiners on taught schemes. (Nominations of research degree externals are considered by the Dean of Postgraduate Studies and forwarded to the Deans for consideration, but administered through the Academic Office.) The Deans check that the proposed examiners meet the requirements of the University Code of Practice. Once approved, the examiners are sent an official offer of the appointment and the guidelines on the rôle of external examiners. They are invited to a briefing day. The reports of external examiners are submitted to the Deans’ Office and departments copy their responses to the deans for consideration by the Faculties. The Deans then present the main issues raised at Faculty to the Academic Affairs Committee.

The Deans also work closely with the Faculty External Examiners who attend Faculty Examination Boards to oversee the award of undergraduate degrees, certificates and Diplomas, and, from 2004-05, Master’s results.

6.3  Aberystwyth Postgraduate Studentship Competition

Originating in 1995, there are 12 awards for doctoral research students (4 to each Faculty) agreed by the Deans in a meeting held around April of each year. Students submit applications by the start of March and departments then produce priority lists of their own candidates. Each of the Deans then considers the applications within his/her  own Faculty, consulting with the Faculty Research promoter, Deputy Dean and/or other appropriate colleagues before the final Faculty lists are confirmed in a meeting of the three Deans and the Dean of Postgraduate Studies who can offer further advice if needed. (See the regulations and criteria for the awards).

From 2008-09, there are also two awards per Faculty for international students, the AIPRS awards. These are awarded using the same process and criteria as the APRS awards and are worth the difference between home and overseas tuition fees. 

6.4  Examination Boards and Appeals

The Deans chair the Faculty Examination Boards for Part 1 students, Part 2 non-finalists and Finalists, and for taught postgraduate results. (See para 4.1-4-3 of the Academic Regulation on Academic Progress).  At Part One level, the Faculty Examining Boards determine whether students are allowed to progress to Part Two of their degrees and confirm whether and when students are allowed to resit failed modules. At Part Two non-finalists’ Boards the decisions are whether to allow progress to the next year of study and whether and when to allow resits of failed modules. At the Finalists’ Exam Board the Faculty confirms the classes of degrees and whether and when resits may be taken. For taught postgraduates, resit indicators, progression issues, distinctions and final awards are confirmed. (See the Guidelines on the Conduct of Faculty Examination Boards).

6.4.1

Special Cases Committee

Special Cases Committee: Prior to each set of Faculty Exam boards, a Special Cases meeting is held, comprising the Deans, Faculty Secretaries and Academic Office staff to agree where possible joint approaches on general issues and to discuss medical and other evidence of special circumstances presented by departments on students’ behalf. This meeting provides a forum for the Deans to discuss approaches to particularly difficult student cases and to promote consistency in the conduct of the Faculty Examining Boards.

6.4.2

Appeals Against Examination Results

As chairs of the Faculty Examination Boards, the Deans must approve any changes to the marks presented or decisions on progress taken by the Boards.

6.4.2.1

Departments which wish to recommend changes to marks or resit indictators (resulting from errors in calculating marks, late receipt of medical evidence etc) must present changes of mark forms to the Deans for approval.

6.4.2.2

The Deans (or their nominees) are members of in the Academic Progress Committee which meets shortly after examining boards to consider appeals against decisions to deny progress to the next year study.

6.4.2.3

Where students seek verification of their degree results, the Academic Office will obtain comment from the relevant department(s) and ask the Dean to approve either the original decision should stand or any change proposed by the department(s). If the original result stands the student may appeal. See the University Verification and Appeals Procedure