Synchronous and Asynchronous Meeting Guidance

Appendix A: Types of meeting held under the 2024-25 University Regulations

Below, each type of meeting held under the 2024-25 University Regulations is listed, and the appropriateness of asynchronous meetings for each is outlined. It is on the basis of this list that the above recommendations are made.

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Boards of Examiners

There are five tasks in the Code of Assessment for which Boards of Examiners meet:

  1. Confirming, determining, and reporting the results of summative assessment, including recommending awards (§§16.4, 16.22, 16.24, 16.33, 16.37, 16.52-3, 16.56, 16.58, 16.64, 16.66, 16.76).
  2. Determining outcomes of Good Cause (§§16.10, 48).
  3. Referring cases of plagiarism by invoking the processes of the Code of Student Conduct (§16.67).
  4. Converting grades from study abroad and supplying grades for visiting students (§§16.79-80).
  5. Assessing progress for a Masters degree (Generic Regulations for PGT degrees §7 fn6, note that progress for UG and PGR is dealt with by specified committees and see below for these).

Where boards are undertaking task 1, that of determining the outcomes of summative assessment, these meetings must be held synchronously. The only exception is where certain Boards of Examiners for joint/combined honours are held via correspondence under Code §16.66b.

Where boards are undertaking task 2, on making decisions regarding Good Cause, then it is acceptable to hold these discussions asynchronously. Evidence of good practice of this type exists.

Where boards are undertaking task 3, on referring plagiarism, then it is acceptable to hold these discussions asynchronously. While formally the Board of Examiners refers plagiarism, it is already standard practice across the institution for this to be discussed by correspondence and referrals made by examiners.

Where boards are undertaking task 4, on converting/supplying grades, then where this takes place separately from task 1 it is acceptable for this to take place asynchronously. The same guidance in the Guide to the Code regarding joint/combined Honours exam boards would apply (that is, if there are no complex cases to discuss and no issues raised by e.g. External Examiners).

Where boards are undertaking task 5, on assessing PGT progress to dissertation, then where this takes place separately from task 1 it is acceptable for this to take place asynchronously.

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College/Senate Appeals Committees

Preliminary disposals (§27.5.7/§28.7.8) specify individuals who “may make a decision without a hearing”. As these deliberations are not formal meetings under the Regulations they can take place asynchronously. Note that the Appeals team are reviewing the issue of preliminary disposals, and if this regulation alters there will be consequent alterations to this guidance.

Hearings under §27.6-10/§28.8-12 are major and prescribed processes and so must not be held asynchronously.

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Fitness to Study Review Panel/School Fitness to Practise Committee/Senate Fitness to Practise Appeals Committee

Held under regulations §34.4/§36.7/§36.8, these meetings must not be held asynchronously.

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School Plagiarism Meetings/Meetings under the Code of Student Conduct

Held under regulations §32.9-13, §33.28-79, these meetings must not be held asynchronously except under provision §33.38 (which allows for matters to be dealt with in the absence of the Responding Student due to the student’s failure to attend a meeting) or Conduct Committee and Appeal meetings held under §33.41 (which allows in exceptional circumstances, for example where the Responding Student is overseas or unwell, or the parties are otherwise prevented from meeting physically, these meetings to take place online if agreed by the Convener, with the advice of the Head of Student Conduct).

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Interviews under the Code of Policy and Procedures for Investigating Allegations of Misconduct in Research

Incorporated into the Regulations under §38.1, meetings as part of this Code should not be held asynchronously.

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Boards of Study

Boards of Study are not defined in the Regulations but rather in the Academic Quality Framework. For clarity, it is suggested that both College Board of Studies and School Learning & Teaching Committees are considered permissible to be held asynchronously in the expectation that complex cases would be discussed synchronously.

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Other Committees/Meetings in the Regulations

For completeness, the following mentions are made of “committees” or “meetings” in the University Regulations:

  • External Examiners’ reports for a programme are to be considered by a “meeting” (Code §16.68): Permissible to be held asynchronously.
  • 16.68): Permissible to be held asynchronously.
  • College Progress Committees “or a sub-committee thereof” (Generic Undergraduate Regulations §11): Permissible to be held asynchronously again in the expectation that complex cases would be discussed synchronously and where interviewing/meeting with students must be synchronous. Most likely straightforward cases could be dealt with asynchronously and complex cases synchronously.
  • PhD oral examinations/vivas (PhD degree regulations §3 and elsewhere): Not permissible to be held asynchronously.
  • Higher Degrees Committees (e.g. applications to be admitted to PhD by published work or for multilingual assessment or research furth etc., PhD degree regulations passim): Permissible to be held asynchronously.
  • The Complaints Handling Procedure also describes some meetings and interviews, but the option of how to best interact with a complainant based on their preferences should be left to the discretion of the complaints team.

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