Guide to the UMP Mark-Up, SEC and MEC Processes

  • The principle behind our credit accumulation system is that the student is marked on a module regardless of their performance either in other individual modules or overall. It is the accumulation of these individual module marks that the MEC uses to determine the overall outcome of a student’s programme. This principle of independent assessment may be particularly important in the case of projects and dissertations and of synoptic or work-based study.

    The processes described in this section cover all the steps between the module leader’s assessment of students’ coursework and/or examination through to the distribution to students of their awards and/or module results.

    It is important to understand what needs to be done at each stage, what deadlines apply and what information must be logged at MEC.

    Download the guide (PDF) »

  • Module Leaders submit marksheets to Student Central via PIP by the published deadline. For detailed guidance, please see the Guide to Completing and Uploading UMP Marksheets (PDF).

    The uploaded marks are transferred to the student record system "eCSIS" (Electronic Course and Student and Information System) and "Mark-Up" papers are produced by Student Central. The "Mark-Up" process identifies problems and suggests appropriate examination committee letters.

    Who is involved in the "Mark-Up" process?
    The "Mark-Up" of the Pink Stage I booklets and the Grey Stage II Continuing Student booklet is done in a parallel process by Faculty staff including the Programme Lead and Subject Co-ordinators, at the same time as staff in Student Central.

    There is not a parallel process with the "Mark-Up" of the Gold graduating students. This is done solely by Student Central and passed to Faculty staff for consideration at the SEC.  

    What paperwork is involved in Part 1 "Mark-Up"?
    In order to do your "Mark-Up", you will be given a set of student records in faculty and subject order and a booklet which details all the available examination letters (PDF).

    Faculty staff use M9 (Stage II) and M11 (Stage I) forms to report back their recommendations to Student Central. An M9/M11 is an alphabetical list of all students by subject, and shows the exams letters suggested by eCSIS for each student. Please see the M9/M11 guidance for examples and guidance about completing the M9/M11 forms.

    The M9 and M11 forms are returned to Student Central and the information is processed. As a result of the returns, a "grid" of comments/queries is produced to highlight any outstanding student issues. This will be included in the SEC paperwork packs. Student Central then compile the paperwork required for SEC which Faculty staff should collect on the specified date from Student Central.

    Please keep copies of your M9/M11 forms, before returning the originals to Student Central.

    Subject Examination Committees (SEC)

    Subject Examination Committees are then held to consider the progress of students in Stage I and Stage II and to arrive at recommendations for the awards to be made at the MEC.

    What paperwork is included in the SEC pack?

    • Pink (Stage I), Grey (Stage II) and Gold (Graduating) examination booklet of recommendations (Joint honours are in alpha order and Single honours are by faculty and subject order within faculty).
    • Grid of questions and issues arising from "Mark-Up".
    • Alpha list of all student records of students who took modules in your subject area.
    • Alpha list of proposed subject changes for consideration by SEC.
    • List of all students who were given DD or DF grades in previous semester still to be resolved (this is sent electronically to Programme Leads and Subject Co-ordinators).
    • Colour coded M7 forms for reporting back to Student Central any action taken by SEC on students in any of the examination booklets and to report on students not included in the booklets. The students not included in the exam booklets are referred to as "tabled students" and appear on a separate list at MEC. Please refer to the M7 guidance PDF for further information.
    • A summary of all module results for the current semester/year.

    You should also take your own paper marksheets to SEC for approval and moderation.

    What happens at the SEC?

    At the SEC the members will:

    • discuss the students who are completing their studies and agree award.
    • discuss continuing students and agree any appropriate action – repeat study/extensions/exclusions etc.
    • consider subject change requests and record decisions.
    • consider important mark changes and record decisions on the M7 forms (see detailed M7 guidance PDF).
    • note any cases to be taken to MEC Sub-committee (please prepare an outline of the case in advance of MEC and contact secretary of MEC to book an appointment and provide case outline).
    • allocate mitigating circumstances grades where appropriate.

    How are Mitigating Circumstances decisions communicated to the SEC and how should these be recorded?

    Where an MCP agrees a claim for mitigating circumstances,  this decision (not the details of the situation) will be reported to the relevant SEC. Where it has been determined that a student has been affected by mitigating circumstances during relevant dates, the SEC must offer the student a resit or in relevant circumstances a retake. The necessary mitigating circumstances grades are recorded on the moderated marksheet (eg. DE,DC,DB, DR).

    What information is recorded in the SEC Minutes?

    • Decisions made at SEC are formally recorded in the minutes. SEC do not have to record every student's progress, exam letter or award. The exam books are the record and definitive copies are kept in Student Central.
    • Minutes must record all changes and additions to the information in the books and reasons for these
    • Record a summary of credit APL and APEL credit awards and exchange credit transfer awarded during previous semesters by the Programme Leads on behalf of the SEC.
    • Retain copies of completed forms (M7's and subject changes) to aid requests for review.
    • Record comments from your External Examiner/s.
    • Record issues relating to graduating students that remain unresolved and must be taken to MEC Sub-Committee.

    Once your SEC has taken place please return all M7's, moderated marksheets and subject change requests to Student Central by the deadline specified in the exam committee schedule.

    Student Central will then process all the recommendations from the M7's and input any mark changes noted on the moderated marksheets. Final grids for the MEC will then be produced highlighting any remaining issues to be raised at the MEC.

    Modular Examination Committee (MEC)

    What paperwork is required/circulated at the MEC?

    Please bring along copies of your booklets and moderated marksheets in case you need to refer to them if any queries arise.

    On arrival at the MEC, printed "grids" are available for each Stage (pink, grey and gold) which will update you and confirm or otherwise decisions agreed since you returned your M7's. It is important to check this against your booklet before the meeting formally begins.

    What is discussed at MEC?

    Tabled students and decisions of the Sub-Committee are discussed at MEC. In addition to this, only changes to the proposals in the books and on the grids need to be discussed. 

    Programme Leads/ Subject Co-ordinators should note all significant decisions which affect their subject students and append to SEC minutes after MEC so that you have a record and all staff are aware.

    What happens after the MEC?

    Student Central ensure that all MEC decisions are correctly implemented. There is a Chair's Action period following each MEC. Any students who have been given the exam letter "MX191MC" and wish to be awarded rather than taking their mitigating circumstances resit need to let Student Central know before the end of the Chairs Action period. Please note that in June the Chairs Action period is very short.

    What information is sent out to students following an examination committee?

    Results are released on a specified deadline after each examination committee. Students can access their results via PIP. Any examination letters can be viewed via the Record and Results tab on PIP.  Only M15, MX10 and MX110 letters are sent by post to the relevant students together with a copy of their student record. 

    Graduating students will receive a transcript which is posted to their correspondence address on PIP, approximately 3-4 weeks after the exam committee. Degree certificates are sent out separately within 3 months of the award date.

    Mark amendments

    If a Module Leader identifies that an error has been made in calculating or recording module marks then an M3 should be signed by the Module Leader and SEC Chair and submitted to Student Central. When such a change is approved the SEC Chair should consider whether this alters any SEC or MEC decision such as a requirement to withdraw or a change in classification and note this accordingly on the M3.

    Review and appeal

    Read the Academic Appeals Regulations for more information.