Code of Practice on Assessment and Examination for MB BS

Hull York Medical School Code of Practice on Assessment and Examination for MB BS Approval Process: Committee HYMS Board of Studies 11 th March 2015 HYMS Joint Senate Committee 30 th April 2015 To be implemented from: 3 rd August 2015 Outcome/Date of approval (Academic year 2015/16) Next due for review: Responsibility to update: Annual review each summer term Associate Dean for Assessment Publication: Location Date HYMS website 3 rd August 2015 K:drive 3 rd August 2015 To obtain this Code of Practice in an alternative format contact Governance@hyms.ac.uk For the academic year 2015/16 reference to the Academic Progress Committee should be replaced by Case Management Group as the governance of the school reflects agreed and approved new structures. HYMS Code of Practice on Assessment and Examination for MB BS 2015 Page 1 of 13

Contents: Definition of terms 1. Introduction. 4 2. Academic Integrity and Conduct.4 3. Formative Assessment. 4 4. Components of Summative Assessment.5 5. Record of Achievement (RoA). 5 6. Scholarship and Special Interest Programme (SSIP)....... 6 7. Phase III elective & Assistantship..7 8. End of Year Summative Assessments..7 9. Assessment Grades..8 10. Criteria for Progression.....9 11. Reassessment of End of Year Summative Assessments.10 12. Recognition of High Achievement..10 13. Award of MB BS Degree. 11 14. Exit Awards... 11 15. Mitigating Circumstances.12 16. Leave of Absence.12 17. Role of External Examiners.13 18. Academic and Fitness to Practice Appeals.13 HYMS Code of Practice on Assessment and Examination for MB BS 2015 Page 2 of 13

Definition of terms The following terms may be used by HYMS to describe the assessment and examination process: Failure to progress occurs when a student does not meet the criteria for progression. This will result when a student has failed one or more unit of assessment, including reassessments, and therefore gained insufficient grades to progress to the next stage or the award of the qualification. Suspension may occur when academic misconduct of a student or other serious inappropriate professional behaviour has taken place, or a student poses a risk to patients or colleagues. Termination of studies occurs when, following due process including appeal if requested, academic misconduct of a student or other serious inappropriate professional behaviour has taken place, or a student has been found to be suffering from a disability, illness, or other health impairment which poses a longterm risk to patients or colleagues. HYMS Code of Practice on Assessment and Examination for MB BS 2015 Page 3 of 13

1. Introduction 1.1. This Code of Practice describes the conduct of student assessments for the Hull York Medical School (HYMS) MB BS. Details of implementation of assessments within the curriculum are outlined in the relevant phase handbooks and related guidance for students which should be read in conjunction with this Code of Practice. 1.2. Where a report is received by the Academic Progress Committee during the programme, that gives rise to concerns with regards to a student, that report will be forwarded to the Board of Examiners. In the case of serious concern about the health or conduct of a student, reports will be forwarded to the Fitness to Practise Committee. (See HYMS Academic Committees Terms of Reference and HYMS Code of Practise on Fitness to Practice Medicine). 2. Academic Integrity and Conduct 2.1. All assessments will be subject to the HYMS Code of Practice on Academic Integrity and Conduct. Students must not, in relation to assessed work at any stage of their programme, cheat, collude, fabricate, personate or plagiarise. 2.2. In accordance with the HYMS Code of Practice on Academic Integrity and Conduct, the Board of Examiners will take account of any breach of the requirements in determining eligibility for progression. 3. Formative Assessment 3.1. Both formative and summative assessment will be conducted throughout the MB BS programme. The terms and the details of each are explained in the relevant student phase handbooks. Notwithstanding any formative intent, assessments that highlight serious issues of attendance, illness, inappropriate behaviour or neglect of academic obligations will be brought to the attention of the appropriate committee(s). 3.2. Students will receive formative feedback from tutors at regular intervals throughout the programme. Students will be responsible for providing evidence of these meetings to the Student Support Office as appropriate. 3.3. Students will maintain documentation of their learning experiences as specified in the relevant Handbook and Record of Achievement. 3.4. Sample questions from past papers will be made available during each block or rotation in a similar format to the questions in the summative examination papers. These are provided as a formative exercise to provide practice and feedback and must be completed by all students. 3.5. Students not engaging with the formative opportunities offered by the School will be reported to the HYMS Academic Progress Committee (APC). The APC HYMS Code of Practice on Assessment and Examination for MB BS 2015 Page 4 of 13

may use this information when making recommendations concerning additional attempts at assessments. 3.6. Formative assessment by year 3.6.1. In Year 1 (Phase 1), formative assessment will include an Objective Structured Clinical Examination (OSCE), an anatomy spotter examination, written papers and online tests. 3.6.2. In Year 2 (Phase 1), formative assessment will include an Assessment of Clinical Consultation Skills (ACCS), written papers and online tests. 3.6.3. In Years 3, 4 (Phase II) and 5 (Phase III), formative assessment will include an Objective Structured Long Examination Record (OSLER) of a minimum of one patient per rotation, and online tests. 4. Components of summative assessments 4.1. In Phase 1 (Years 1 & 2) and Phase II (Years 3 & 4) summative assessment will consist of the following components: 4.1.1. Attendance and performance; 4.1.2. Completion of all Record of Achievement (RoA) requirements; 4.1.3. Written summative papers; 4.1.4. A clinical practical assessment; 4.1.5. Demonstration of the required competence in clinical procedural skills; 4.1.6. Scholarship and Special Interest Programme (SSIP). 4.2. In Phase III (Year 5) assessment will consist of the following components: 4.2.1. Attendance and performance; 4.2.2. Completion of all Record of Achievement (RoA) requirements; 4.2.3. Written summative papers; 4.2.4. A clinical practical assessment; 4.2.5. Demonstration of the required competence in clinical procedural skills; 4.2.6. The Elective report; 4.2.7. A portfolio assessment during the Assistantship. 5. Record of Achievement (RoA) 5.1. Attendance will form an integral part of the assessment process and will be certified by tutors and administrative staff. Clinical placements are regarded as full time. 5.2. Performance in clinical placements will be subject to continuous assessment, conducted by tutors. Satisfactory completion of all Record of Achievement (RoA) elements, including attendance, performance and clinical skills appropriate to each year of study, will be required to allow a student to proceed within the programme and to enter the end of year summative assessments. HYMS Code of Practice on Assessment and Examination for MB BS 2015 Page 5 of 13

5.3. Candidates are permitted to enter each end of year summative assessment only if they have fulfilled all other requirements of the programme, including satisfactory attendance, professional behaviour, and diligence in academic performance as evidenced in the RoA to the satisfaction of the HYMS Board of Examiners. 5.4. In addition to the summative assessments, the Professionalism theme is also assessed by satisfactory engagement with all components of the course and will be subject to continuous assessment. The instrument of continuous assessment will be the RoA. It is the responsibility of the student to ensure timely submission of the appropriate documentation for the RoA and to maintain a full record of all documentation that can be produced on demand. 6. Scholarship and Special Interest Programme (SSIP) 6.1. The Scholarship and Special Interest Programme (SSIP) runs throughout Phase I and Phase II. Further details of the organisation of the programmes can be found in the relevant Phase Handbook and SSIP Handbook. 6.2. Phase 1 Students will be required to complete one SSIP in each year of Phase 1. Each SSIP will be summatively assessed in three stages (one per term). 6.3. Phase II Students will be required to complete two SSIPs in Year 3 and three SSIPs/SSCs* in Year 4, each of which will be summatively assessed. *Student Selected Components (SSCs) will continue to be used in Year 4 until full implementation of the curriculum review recommendations has taken place, and will be graded in the same manner as SSIPs. 6.4. Students will be awarded a grade, as defined in section 9, on the basis of: 6.4.1. Process e.g. effort and organisation in the course of the work, appropriate use of resources. 6.4.2. Outcome e.g. evidence of learning through demonstration of new knowledge, understanding, skills, as specified by the learning outcomes of individual components of the SSIP. 6.5. Students must achieve at least a Pass in the required number of SSIPs in order to progress to the next academic year. 6.6. If the submitted work, e.g. written, oral or poster presentation, is judged by two examiners to be a Fail (Phase I) or Serious Fail (Phase II) the student will be required to undertake one final piece of prescribed work during the re-sit period within a timescale specified by HYMS. 6.7. If the submitted work, e.g. written, oral or poster presentation, is judged by two examiners to be a Borderline Fail (Phase I) or Fail (Phase II), additional time will be HYMS Code of Practice on Assessment and Examination for MB BS 2015 Page 6 of 13

given to the student to remediate and re-submit their original submission within the timescale specified by HYMS, for re-assessment. 6.8. Following re-submission and re-assessment of the remediated work, by two examiners, a grade of Pass or Fail will be awarded in Phase 1 and a grade of Pass or Serious Fail will be awarded in Phase II. 6.9. If the re-submitted and re-assessed work is awarded a grade of Fail (Phase 1) or Serious Fail (Phase II), agreed by two examiners, the student will be required to undertake one final piece of prescribed work during the re-sit period. 6.10. This work submitted during the re-sit period should be of the same format as the original assessment (i.e. written, oral or poster presentation). Note that this will be a new piece of work, NOT a further re-submission of the original work. 6.11. If this final piece of work is judged by two examiners to be a Borderline Fail (Phase I) or Fail (Phase II), the student will have their studies terminated, subject to the usual routes of appeal. 7. Phase III Elective Report and Portfolio of Assessment for the Assistanship 7.1. Students will be required to complete a report on their Elective experience and a portfolio from their Assistantship. Each will be summatively assessed. 7.2. Students must achieve at least a Pass grade in the Elective Report in order to sit the end of year summative assessments. 7.3. If the submitted work is awarded a grade of Fail or Serious Fail, additional time will be given to the student to remediate and re-submit their original submission within the timescale specified by HYMS, for re-assessment. 7.4. If the second submission is judged by two examiners to be a Fail or Serious Fail the student will normally have their studies terminated, subject to the usual routes of appeal. 7.5. Completion of the Student Assistantship is a requirement of the General Medical Council (Tomorrow s Doctors 2009; Clinical placements for Medical students 2011). In order to graduate, HYMS needs to be satisfied that a student has fully engaged with and participated in the Assistantship and completed all requirements of the Portfolio of Assessment, as set out in the Phase III handbook. Any lack of engagement will be referred to the Board of Examiners to determine whether graduation should be delayed. 7.6. Full details of the Portfolio of Assessment for the Assistantship can be found in the Phase III Handbook. 8. End of Year Summative Assessment HYMS Code of Practice on Assessment and Examination for MB BS 2015 Page 7 of 13

8.1. End of year summative assessment of students will be by a series of integrated examinations using methods which represent current best practice in respect of equity, validity, and reliability. 8.2. End of year summative assessments will be blueprinted to the curriculum of the appropriate year; however, material covered in earlier years may also be assessed. 8.3. Written papers will comprise multiple choice questions, extended matching questions, and/or modified essay questions. Any individual paper may contain more than one format. 8.4. In Years 3, 4 and 5, the clinical and practical assessments will be two-part sequential examinations. All students should expect to take both parts of the examination. Students who have demonstrated full clinical competence in the first part will not be required to undertake the second part. All students will sit the first part. Students will be required sit the second part if: 8.4.1. The student has not demonstrated full clinical competence to the examiners based on performance in the first part. 8.4.2. They are repeating the year. 8.4.3. The MB BS Board of Examiners has recommended that students should sit the full examination because of any other academic concerns as documented by the Academic Progress Committee and reported to the Board of Examiners. 8.5. NB: The second part of the examination is not a re-sit; it is a further opportunity for the student to demonstrate the required level of competence. 9. Assessment Grades Each student will be awarded a grade in each unit of assessment. These grades will be: Phase I: Excellent: Pass: Borderline Fail: Fail: The student has demonstrated attainment at a very high standard in the learning outcomes tested by the assessment(s) concerned. The student has demonstrated attainment at or above the required standard in learning outcomes tested by the assessment concerned. The student has not demonstrated attainment to the required standard in the learning outcomes tested by the assessment concerned. The student has performed at a level well below that required for progression. HYMS Code of Practice on Assessment and Examination for MB BS 2015 Page 8 of 13

Phases II and III: Excellent: Pass: Fail: Serious Fail: The student has demonstrated attainment at a very high standard in the learning outcomes tested by the assessment(s) concerned. The student has demonstrated attainment at or above the required standard in learning outcomes tested by the assessment concerned. The student has not demonstrated attainment to the required standard in the learning outcomes tested by the assessment concerned. The student has performed at a level well below that required for progression. 10. Criteria for Progression 10.1. To progress within the MB BS programme, a student must have satisfied the requirements of the Board of Examiners which will make recommendations to the HYMS Board of Studies. The requirements are: 10.1.1. All components outlined in section 4 for each Phase/Year; 10.1.2. Achievement of at least a Pass in all SSIP/SSCs 10.1.3. Achievement of grades in end of year summative assessments as outlined in section 10.3 10.1.4. Be in good standing with the Fitness to Practise Committee. 10.2. The Board of Examiners will agree the marks that must be obtained in each assessment for the candidate to be regarded as Excellent, Pass, Borderline Fail, Fail, or Serious Fail. These marking thresholds will be determined using explicit, transparent, robust and systematic methods using data collected from the informed judgments of assessors with reference to required levels of competence. 10.3. Criteria for progression and the need for students to re-sit an assessment are shown in the following tables: Phase 1: Result by unit of assessment Year 1, 2 Pass in all units of assessment Borderline Fail in 1 unit Borderline Fail in 2 units Fail in 1 unit Progress Progress Resit the 2 units Resit the 1 unit HYMS Code of Practice on Assessment and Examination for MB BS 2015 Page 9 of 13

Any other combination of Borderline Fail and/or Fail Resit all the Borderline Fail and/or Fail units Phase II and III: Result by unit of assessment Year 3, 4*, 5 Pass in all units of assessment Fail or Serious Fail in any unit of assessment Progress Resit that unit of assessment * From 2016/17 students in Year 4 who fail to meet the criteria for progression will be required to repeat the full year of study including all formative and summative assessments. 11. Re-assessment of end of year summative assessments 11.1. A student whose performance is insufficient to meet the criteria for progression will be required to re-sit units of assessment as outlined in section 10.3. 11.2. Any student who fails to satisfy the Board of Examiners within a single academic year, but has mitigating circumstances accepted and approved by the Board of Studies, shall be offered the opportunity to register and repeat that year of the programme in the following academic year. No previous results may be carried forward. The student will be required to fulfil all summative requirements, including satisfactory performance in their RoA and SSIP (with the exception of repeating the Elective Report) and all summative assessments, and attain the criteria for progression. If the attempt has been granted as an exceptional third sit, there is normally no reassessment allowed in the case of failure to achieve the required standards. 11.3. From 2016/17: a student in Year 4 who fails to meet the criteria for progression at the first attempt will be required to repeat the full year of study including all formative and summative assessments. 11.4. From 2016/17: Students with mitigating circumstances accepted for the Year 4 assessments may be allowed a new first attempt at the assessments, normally within the Elective period. 11.5. Progression throughout the MB BS is always based on the latest result from each assessment i.e. in the case of re-sit, the re-sit result always stands even if the mark/grade is lower than the original attempt. 12. Recognition of High Achievement 12.1. Students may be graded Excellent in: HYMS Code of Practice on Assessment and Examination for MB BS 2015 Page 10 of 13

12.1.1. Each of the end of year summative assessments throughout the programme; 12.1.2. Each element of the SSIP Programme. 12.1.3. The Elective Report 12.2. The Board of Examiners will recommend the mark thresholds for the award of an excellent grade for each assessment. The criteria for the award of Merit or Distinction in each Phase of the MB BS programme and the overall award of the MB BS degree with Honours is outlined in the document Criteria for Degree of MB BS with Honours 12.3. To ensure that students who have mitigating circumstances considered and approved during their studies have equal chance for Honours, these students will be offered an opportunity of a new first sit attempt at all units of assessment for which mitigating circumstances were accepted regardless of their awarded grade(s). If the opportunity is accepted, the second result(s) will stand as the mark for the first attempt, even if the mark is lower than the original attempt. 13. Award of MB BS Degree 13.1. To achieve the award of the MB BS Degree a student must have satisfied the requirements of the Board of Examiners.The requirements are: 13.1.1. A satisfactory level of attendance and performance within the course; 13.1.2. Completion of all RoA requirements; 13.1.3. Achievement of at least the minimum required outcome in each of the end of year summative assessments; 13.1.4. Completion of the Elective report (minimum Pass grade); 13.1.5. Demonstration of the required competence in clinical procedural skills; 13.1.6. Completion of all SSIPs (minimum Pass grade); 13.1.7. Completion of the assistantship period including the portfolio of assessment (Pass grade); 13.1.8. Be in good standing with the Fitness to Practise Committee. 14. Exit Awards 14.1. Students not satisfying the criteria for progression will normally have their MB BS Programme terminated. 14.2. Students not satisfying the criteria for progression or leaving the MB BS Programme early may be eligible for one of the following exit awards. Students will be awarded the highest exit award for which the criteria have been achieved. Certificate in Higher Education HYMS Code of Practice on Assessment and Examination for MB BS 2015 Page 11 of 13

14.2.1. Students leaving the MB BS Programme who have achieved at least a Borderline Fail in all Year 1 summative assessments (all examinations and all SSIPs) will be eligible for a Certificate in Higher Education (CertHE). Diploma in Higher Education 14.2.2. Students leaving the MB BS Programme who have achieved at least a Borderline Fail in all Year 2 summative assessments (all examinations and all SSIPs) will be eligible for a Diploma in Higher Education (DipHE). Bachelor of Medical Science (Ordinary) 14.2.3. Students leaving the MB BS Programme who have achieved at least a Fail in all Year 3 summative assessments (all examinations and all SSIPs) will be eligible for a Bachelor of Medical Science (Ordinary). 14.2.4. Students leaving the MB BS Programme at the end of Year 4, who did not take summative assessments at the end of Year 3, but have achieved a minimum of a Fail grade in each Year 4 assessment (all examinations and all SSIPs) will be eligible for a Bachelor of Medical Science (Ordinary). 14.3. Where a student has not met the criteria for progression, the decision on their exit award will be based on the better of the original and reassessment marks, i.e. candidates meeting the requirements for the exit award after the first sit, shall not jeopardise that award by attempting a re-sit. 15. Mitigating Circumstances and Reasonable Adjustments 15.1. Where a student submits mitigating circumstances for a specific summative assessment, this will be considered by the Mitigating Circumstances Sub- Committee, who in turn report to the relevant Board of Examiners. If approval is given by the Sub-Committee, the Board of Examiners will permit the student to take the relevant assessment as a new first attempt at the next available sitting. For full details of submission requirements and deadlines see the HYMS Mitigating Circumstances Policy. Progression is not possible without satisfactory performance in all summative assessments. 15.2. Absence from a summative assessment must be supported by a Medical Certificate or other appropriate supporting documentation. (See HYMS Mitigating Circumstances Policy). Summative assessments must be retaken at the next scheduled opportunity. 15.3. Students requiring reasonable adjustments for assessments should consult the HYMS Policy on Student Welfare and Support and HYMS Policy on Disability and Reasonable Adjustments in Assessments HYMS Code of Practice on Assessment and Examination for MB BS 2015 Page 12 of 13

16. Leave of Absence 16.1. It is the responsibility of students to inform the Student Support Office when they are absent for any reason. Details of procedures to be followed for illness and other reasons for absence can be found in the HYMS Policy on Student Welfare and Support. 17. Role of External Examiners 17.1. The role of external examiners will be to: 17.1.1. Attend summative end of year assessments and Board of Examiners meetings. 17.1.2. Comment and give advice on programme content, balance and structure as reflected in the assessments. 17.1.3. Report on good practice they have identified. 17.1.4. Report on the standards of student performance in those programmes or parts of programmes which they have been appointed to examine, and on the comparability of the standards with those of similar programmes or parts of programmes in other UK higher education institutions. 17.1.5. Report on the extent to which processes for assessment, examination, and the determination of awards are sound and have been fairly conducted, with reference to HYMS procedures and Codes of Practice. One of the external examiners (designated Chief External Examiner) will have a term of office of such duration as to afford oversight of the whole MB BS programme, normally five years. 17.1.6. Advise the Board of Examiners on decision-making based on summative assessments including actions regarding suspected or proven cases of academic misconduct, as required. Normally, the Chief External Examiner will fulfil this role. 17.1.7. Submit a written report on an annual basis to the Vice-Chancellors including commentary and judgements on the validity, reliability and integrity of the assessment process and the standards of student attainment. 18. Academic and Fitness to Practise Appeals 18.1. For information about assessment appeals please see the relevant sections of the HYMS Code of Practice on Academic and Fitness to Practice Appeals: 18.1.1. Academic Judgement; 18.1.2. Grounds for Appeal; 18.1.3. Decision which may be appealed. HYMS Code of Practice on Assessment and Examination for MB BS 2015 Page 13 of 13