Data Protection - Staff Handbook
22. FAQs - Examinations
22.1 Q: Is the University under any obligation to allow students to see their examination scripts?
A: No. Examination scripts are exempt from the subject access provisions (Schedule 7 paragraph 9). All other data associated with exams however, including ‘raw’ exam marks, examiners’ comments and exam board minutes, is covered by ‘amended’ subject access provisions (Schedule 7 paragraph 8).
22.2 Q: Are students allowed to see comments on their examination scripts?
A: Yes. The comments of both internal and external examiners are covered by the subject access provisions and it is important that examiners are made aware of this before marking scripts. Ideally, remarks should be made on a separate sheet so that they can be easily detached and given to a student without the whole script. If this is not the case, either the remarks should be copied or the student be allowed to see the whole script.
22.3 Q: Are Boards of Examiners and Progress Committees covered by the access provisions?
A: Yes. The written proceedings of Boards of Examiners and Progress Committees are covered by the subject access provisions. In meeting a subject access request, the avoidance of third party disclosures is particularly important.
22.4 Q: Should students be informed of any automated decision–taking?
A: Yes but see paragraph 12.13 above.
22.5 Q: Can examination results be posted?
A: Yes and No. This is a difficult area as public display of examination results, for example posting pass lists on a notice board, constitutes disclosure to a third party. However, the Information Commissioner accepts that this is a long-standing practice and may be continued, although any student who objects is entitled to have their name removed from such lists. In practice, therefore, students should be informed of the means whereby their examination results will be made available to them and, if this involves public disclosure, given the opportunity to object and ask for an alternative means of notification to be used.
22.6 Q: Can the University withhold exam results from debtors?
A: No. The University cannot withhold examination results from students who are in debt to the University. However the written form in which such information is communicated to the debtor is entirely up to the University.