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Examination Data Retention Policy

The Faculty Board of Biology has produced the following statement in response to the University Guidelines issued by the General Board (http://www.admin.cam.ac.uk/offices/education/local/retention.html).

This guidance applies to examinations taken in the following University Examinations:

Medical and Veterinary Sciences Tripos, Part(s) IA and IB

Natural Sciences Part II Biological and Biomedical Sciences

 

The following data are retained at the Faculty of Biology Office:

Faculty of Biology
School of Biological Sciences
17 Mill Lane
Cambridge CB2 1RX

 

Routinely   available data:

Data

Retention   period

Accessible   through:

Final Mark   Book

 

Indefinitely

 

College DoS   or Tutor

Marks per   paper

 

Indefinitely

 

CamSIS

 

 

The marks contained in the final mark book and routinely released are those that the Faculty Board and/or Degree Committee have determined as being meaningful or helpful as indicators of examination performance.

 

Data   available on request (where available):

Data

 

Retention   period

 

Accessible   through:

 

Interim   marks held by Examiners

 

1 month from   publication of class list

 

Faculty   Contact

Examiners’ comments

1 month   from publication of class list

Faculty   Contact

Marks for   individual

questions

1 month   from publication of class list

Faculty   Contact

 

At the end of the retention period, data are either destroyed or anonymised and used for statistical analysis.

The Faculty Board recommend that Examiners follow the guidance issued by the Education Committee regarding writing on scripts. This advice is based on two principles: objectivity of marking (where double marking is used) and the administrative complications of retaining and disseminating comments on scripts to students if requested to do so under the Data Protection Act 1998. Examiners are recommended to document their marks and comments separately from scripts, but where they think it sensible and prudent for marks and comments to be made on scripts, Examiners should take due care that this data can be retrieved easily if a request is made. It is the responsibility of the Examiners, or the relevant department, to ensure that there are resources and procedures in place to deal with any such requests as they arise.

 

Examination scripts themselves are retained for six months but are not released to students.

Please request data in writing from the Faculty contact:

 

Dr Chad Pillinger
Faculty of Biology
School of Biological Sciences
17 Mill Lane
Cambridge CB2 1RX

e-mail: cp316@cam.ac.uk

 

Release of data under this policy does not constitute a subject access request under the Data Protection Act 1998. Requests for access to all other personal data should be directed to the University Data Protection Officer –
e-mail: data.protection@admin.cam.ac.uk

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