S:\MedSch_UMSC_MSA_Year3\1920 MBBS 7 Year 3 (IBSc) Sep 19.docx

Authors: Blathnaid Mahoney & Gaynor Jones Version: Aug 2019

UCL Medical School Year 3 – iBSc Programme Management

IBSc PROGRAMME MANAGEMENT ................................................................................................ 1

Background .............................................................................................................................. 1

Principles .................................................................................................................................. 1

REGULATORY AND POLICY REQUIREMENTS FOR STUDENTS ............................................................. 2

ALLOCATION AND APPLICATION PROCESSES................................................................................... 2

Processes and timing ................................................................................................................. 2

Entry requirements for external students from other UK Medical Schools ..................................... 3

Entry requirements for external students from overseas Medical Schools ...................................... 3

Entry requirements for MSc programmes .................................................................................... 3

CONTRACTS, FUNDING AND CLINICAL NEGLIGENCE INDEMNITY FOR CLINICAL iBSc SUPERVISORS ..... 4

Background .............................................................................................................................. 4

Research Passports and Honorary Contracts ............................................................................... 4

COMMISSIONING AND INTRODUCTION OF NEW IBSC PROGRAMMES .............................................. 4

Year 3/ iBSc Teaching and Review Committee ........................................................................... 4

Stages for approving new programmes ...................................................................................... 6

Criteria for commissioning and approval of new programmes ...................................................... 6

Aims and Objectives of UCL MBBS Year 3 .................................................................................... 6

Year 3/IBSc Staff Student Consultative Committee ...................................................................... 7

DISCIPLINARY AND FITNESS TO PRACTISE PROCEDURES .................................................................. 7

EXAMINATIONS AND PROGRESSION .............................................................................................. 7

Year 3/iBSc Progression Board ................................................................................................... 7

Awards and Prizes ..................................................................................................................... 7

Assessments and Feedback ........................................................................................................ 7

Marking and moderation ........................................................................................................... 7

Extenuating Circumstances ........................................................................................................ 8

Degree Award Classification and Progression .............................................................................. 8

Re-admission to the MBBS and liaison with the Medical School .................................................... 9

Summary of Scheme of Award ................................................................................................... 9

QUALITY ASSURANCE .................................................................................................................. 12

PROGRAMME MANAGEMENT STRUCTURES ................................................................................. 12

RESPONSIBILITIES OF IBSC PROGRAMME LEADS ........................................................................... 13

ANNUAL TIMELINE FOR COMMISSIONING, INTERNAL ALLOCATION PROCESS AND EXTERNAL APPLICATION PROCESS ............................................................................................................... 13 For organisational charts see: http://www.ucl.ac.uk/medicalschool/staff-students/committees

Drawing on Faculty Tutor submission ‘Revised Arrangements for IBSc’s at UCL’ approved by Education Committee in May 2017

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IBSc PROGRAMME MANAGEMENT Background

UCL has a 6 year MBBS programme in which Year 3 is a compulsory BSc which is integrated into the programme. The majority of UK Medical Schools offer a 5 year MBBS programme with an optional intercalated BSc degree. The IBSc is attractive to students as it provides an additional point for their Foundation Programme applications and is given by many students as their reason for choosing to come to UCL. Until September 2016, IBSc programmes were open to UCL MBBS students only and for these students the IBSc degree is awarded on the basis of marks achieved in Years 1, 2 and 3 in the ratio 1:1:6. In September 2017, at the request of SLMS, IBSc programmes were opened up to external applicants for whom an intercalated degree is awarded on the basis of marks achieved in Year 3 only. For internal students entering Year 1 of the MBBS in and after this date, an integrated degree is awarded on the basis of credits achieved in Year 1 and Year 2 with the degree classification based on marks achieved in Year 3 only. An undertaking to ensure that no UCL student is disadvantaged and that all UCL students are placed on IBSc’s of their choice underpins the approval of this decision by UCL’s Education Committee. Responsibility for programme management and development including UCL approval of new modules and new programmes, and for the recruitment, admission, teaching, support and issuing of awards for external students on UCL IBSc programmes is the responsibility of the home Department/Faculty. Responsibility for coordinating the allocation of internal students to IBSc programmes, for confirming that IBSc’s fulfil the requirements of Year 3 of the MBBS programme, and for commissioning programmes is with the Medical School. Principles 1.1 UCL’s primary obligation is to provide appropriate integrated BSc’s for all UCL MBBS students on the basis

that these students have already been accepted onto a 6 year programme at UCL which includes an Integrated

BSc.

1.2 UCL MBBS students take priority in terms of being allocated to iBSc courses and external places can only be

offered after all UCL applicants are accommodated on the basis that this is a compulsory component of the

UCL MBBS programme without which students cannot progress to Year 4 of the MBBS.

1.3 All iBSc courses offered by UCL fulfil the aims and objectives of Year 3 of the MBBS and can be taken after

completion of 2 years of the UCL MBBS, on the basis that it would be discordant for UCL to offer courses not

deemed suitable for its own students or not open to them, and it would be a source of dissatisfaction amongst

UCL MBBS students if courses were offered to external students and which they could not take.

1.4 All UCL MBBS students are provided with an undergraduate dissertation/substantive research project which

fulfil the aims and objectives of Year 3 of the MBBS programme, on the basis that this is a requirement for

satisfactory completion of the MBBS, e.g., an original laboratory based research project for laboratory based

subjects (or where laboratory projects are prioritised for students with high attainment, MBBS students should

receive equal consideration for these projects alongside other the students undertaking the course).

1.5 Each iBSc programme is able to provide all core and optional modules for their degree award, on the basis

that some modules offered by other programmes may not accept external students (e.g. where they do not

meet the entry requirements of the module) and also on the basis that modules offered by other programmes

may have capped numbers. iBSc programmes including modules with capped places must make this explicit

to UCL medical students at the start of the allocation process.

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REGULATORY AND POLICY REQUIREMENTS FOR STUDENTS

All non-graduate entrants to the UCL MBBS programme and graduate entrants with non-UK degrees are required to undertake an iBSc at UCL after successful completion of Year 2, as set out in the Student Guide at admission and MBBS Programme Summary.

Any student who wishes to take their iBSc outside UCL must seek exemption from the above requirement from the Divisional Tutor who has discretion to grant permission where the preferred iBSc is not offered at UCL. Where permission is granted, the student may not apply for an iBSc through the internal iBSc allocation process, however help will be given in identifying an iBSc place if the external application is unsuccessful.

Successful completion of the Integrated BSc year (Year 3) is a requirement for progression to Year 4.

Any student who has concerns about their ability to complete their iBSc should take advice first from their iBSc programme lead and then from a Medical Student Support Tutor or the MBBS Divisional Tutor.

Students who interrupt their studies during their iBSc year must return to complete the iBSc year before entering Year 4 of the MBBS programme. Students are normally expected to return to the same iBSc, but may seek advice from the Divisional Tutor should they wish to enter a different programme on their return.

UK graduates who would like to undertake either an iBSc or an MSc during Year 3 should seek advice from a Medical Student Support Tutor by December of Year 2.

The scheme of award for iBSc degrees is set out at: http://www.ucl.ac.uk/medicalschool/staff-students/assessments/year-3

ALLOCATION AND APPLICATION PROCESSES

Processes and timing The allocation process for internal students is undertaken first and then, following the completion of this, programmes are able to consider and confirm the acceptance of external students where places permit. 1. Courses confirm to the MBBS programme by the beginning of November the minimum and maximum

numbers of places they will be able to offer (accounting for the requirement that students undertaking

laboratory based subjects will undertake laboratory based projects) on their iBSc course for the next academic

year. Minimum numbers are binding for the next academic session.

2. The iBSc presentations and fair for internal students is held in December, with electronic presentations

released by the first Wednesday in December and the fair held on the second Wednesday in December. The

closure date for internal applications is in January. The allocation process is completed and programmes and

students notified of the allocations by the end of March.

3. The Medical School allocation process aims to match all UCL students to their highest possible preference.

iBSc programmes participate on the understanding that i) they may only reject UCL students if their

programme is oversubscribed (since all have already fulfilled the entrance requirements for iBSc degrees) in

which case the student defaults to their next highest available preference; and ii) that neither a programme

nor a student may seek to change their allocation should places become available after the publication of Year

2 examination results.

4. Following the placement of internal students, and assuming there are places still available, courses are able to

confirm acceptance of external students.

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5. UCL Admissions accepts applications from external students for the period 1st February until 31st March and

courses are able to make offers from 1st April. If a course fills all of its available places in the internal allocations

signed off by the Year 3 Lead and Faculty Tutors at a meeting of the iBSc Teaching and Review Committee at

the end of March, then it should not make any offers and should notify Admissions not to accept applications

from externals. If a course has unfilled places after the internal allocations plus external applications received

by 31st March have been placed, then it should notify Admissions that it wishes to continue to receive external

applications submitted UCL’s closing date. It is the responsibility of Admissions Tutors for the individual

courses to review applications and make offers to external applicants. As students are not permitted to be

registered at UCL and another HE institution at the same time, Admissions Tutors must ensure that students

provide confirmation that they have suspended their registrations at their home institutions for the proposed

period of study at UCL, and a general waiver is sought from the Vice-Provost for Education and Student Affairs

to permit the registration of these students at UCL.

6. Programmes may not withdraw after the internal allocation process has been completed where the minimum

numbers, set by the programme, have been met. Post allocation, the minimum numbers provided to the UCL

MBBS may only be adjusted for subsequent years.

Entry requirements for external students from other UK Medical Schools For entry onto iBSc programmes at UCL, external students will need to be actively enrolled on an equivalent UK MBBS course and to have successfully completed the first two years of their course. External students who are registered as overseas at their UK Medical School will need to abide by UKV1 visa regulations, which will include

obtaining a new Tier 4 visa for the course of study at UCL. All courses, when advertising, should highlight that these courses are ideally suited and recommended for students who have completed the first two years of a 5 year medical programme, i.e., for those students who have not yet commenced undertaking clinical placements in earnest. However, it is at the discretion of individual courses if they wish to accept students where they have completed more than two years of MBBS training. These courses may wish to provide separate modules geared to students with clinical experience, but the baseline provision for all programmes must be suitable for students following two years of study. Entry requirements for external students from overseas Medical Schools UCL iBSc programmes are designed to lead on from the knowledge gained during years 1 and 2 of the MBBS course. Due to how things operate in the UK, e.g. with GMC oversight etc., the curriculum taught by all UK medical schools in years 1 and 2 have general areas of commonality. Based on this, it is considered that any UK medical student entering their 3rd year, should have the right baseline knowledge to successfully undertake a UCL iBSc. Medical education from country to country is extremely diverse, e.g., there isn’t parity of the curriculum and at what stage it is taught, some institutions operate 8 year programmes, some courses do not focus on Medicine during the first year (i.e. students undertake General Studies instead). So a student at an overseas institution coming into their 3rd year may well not have the same baseline knowledge as a UK student and therefore, were they to undertake an UCL iBSc course, they may struggle and not progress as they should. Therefore UCL only accepts students studying outside the UK onto iBSc courses from a small number of partner institutions with which UCL Medical School has an existing academic collaboration and has evidence that students have completed two years of high quality medical education equivalent to the first two years of the UCL MBBS programme. The home institution therefore needs to have a pre-existing articulation agreement in place with UCL for an application to be considered. Entry requirements for MSc programmes Intercalation from MBBS programmes into MSc programmes is only allowed for students who already have been awarded an appropriate undergraduate degree. Graduates who are undertaking the UCL MBBS course may therefore elect to undertake an MSc course in Year 3. MBBS regulations will reflect this accordingly.

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Intercalation from MBBS programmes into MSc programmes is not allowed for students who have not been awarded an undergraduate degree. Students who have completed 3 years of an MBBS programme but have not been awarded a degree are not eligible to enter any UCL MSc programme. Variation on these regulations requires case-by-case approval from the Vice Provost (Education).

CONTRACTS, FUNDING AND CLINICAL NEGLIGENCE INDEMNITY FOR CLINICAL iBSc SUPERVISORS

Background

MBBS clinical placements are governed by Learning Development Agreements (LDA) between Health Education England (HEE) and individual Trust providers and by Service Level Agreements (SLA) between the Medical School and each Trust providers and each Primary Care provider. Trust contracts include a requirement for Trusts, through their clinical negligence scheme, to provide indemnity for clinicians who teach and supervise medical students placed on approved clinical placements which are a required component of the MBBS programme. General Practitioners are responsible for arranging their own indemnity for teaching and supervising medical students. The LDA and SLA contracts trigger payment of medical UG tariff, which is calculated by the number of students and number of placement hours. Although the iBSc is a compulsory requirement for UCL medical students, the iBSc year is not covered by the MBBS LDA and SLA contracts as it is not a required part of UK medical UG training. Registration for the iBSc year is with the home iBSc department and students are registered as interrupting their MBBS programme of study. Therefore iBSc projects and clinical placements and indemnity for clinical supervisors are excluded from MBBS contracts. UCL insurance covers students for supervised placements which are a requirement of their programme of study. In the absence of a placement contract between the iBSc programme provider and the clinical placement provider, placement providers have no liability for iBSc students and students and their supervisors have no insurance cover for clinical contact. Service Level Agreement for iBSc projects and placements at UCLH An SLA between SLMS and UCLH is being developed and we hope will be in place at some point in 2019/20. Programmes who wish to be covered by this SLA must be named in the agreement and be able to fulfil the obligations therein, which include DBS and OH clearance equivalent to NHS pre-employment checks. DBS and OH checks undertaken by UCL medical students as a condition of their MBBS offer meet this requirement. DBS and OH checks for external iBSc students must be undertaken by UCL and completed as a condition of offer prior to commencing a project or placement. Programme Leads are responsible for ensuring that their programme(s) complies with the agreement. Research Passports and Honorary Contracts In the absence of an SLA between SLMS and clinical providers, It is the responsibility of each clinical iBSc programme to ensure that contracts are in place with each of their iBSc providers. Mechanisms are:

For research projects, programmes may arrange a research passport or an honorary contract with the Trust concerned

For placements, programmes should arrange honorary contracts for each of their students directly with each of their Trust providers and ensure that clinical negligence insurance is in place for educational supervisors and teachers.

COMMISSIONING AND INTRODUCTION OF NEW IBSC PROGRAMMES

Year 3/ iBSc Teaching and Review Committee Terms of Reference

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The Year 3 (iBSc) Teaching and Review Committee is responsible for the evaluation and commissioning of iBSc programmes informed by quality assurance measures determined by the MBBS; for monitoring compliance with the MBBS aims and objectives for this year of the programme; for determining a unified scheme of award which fulfils MBBS research requirements; and for overseeing the allocation process and policy. Year 3 Teaching and Review Committee reports to MBBS Teaching Committee on matters relating to iBSc programmes and policy, and to MBBS Examination Board on matters relating to iBSc examination conduct and progression. Proposals for new programmes of study are first considered by the Year 3 Teaching and Review Committee before submission to UCL Education Committee by the host department following standard UCL procedures for approval of the programme. Additionally the Faculty Tutors have responsibility for advising the Medical School regarding issues of concern during the IBSc year that might impact on progression and medical school policies including fitness to practise, which are reported formally via this committee.

The Year 3/IBSc Lead is responsible for the overall management of iBSc programmes for UCL MBBS students within policies and strategies agreed within the MBBS. Programme Leads, Departmental and Faculty Tutors are responsible for course approval, implementation and quality assurance of iBSc programmes within their respective Faculties. In compliance with UCL regulations, each department has a Student Staff Consultative Committee (SSCC), and additionally the MBBS has an overall SSCC for Year 3 to take feedback on iBSc programmes across faculties. The membership of the overall SSCC includes the Faculty Tutors from each faculty which contributes IBSc programmes.

Commissioning of programmes

To receive and review quality assurance reports from contributing faculties and departments

To ensure that all iBSc programmes commissioned for UCL MBBS students, irrespective of faculty, comply with the aims and objectives of Year 3 of the MBBS programme and are appropriate for the award of the iBSc to UCL MBBS students

To consider proposals for the introduction of new IBSc programmes prior to submission of PIQs by faculties.

To commission places to match the number of UCL MBBS students progressing to an iBSc each year, including, in the event of new programmes being accepted, managing minimum numbers

To determine and oversee the allocation process

To receive an annual report on allocation statistics

The agenda for the meetings will include: o 1st meeting (Mid-September) – To receive details of programmes to be offered and new

programme proposals (if any) in time to meet deadline for submission of new programme documentation to PMAP AND to receive a report of students who have failed their Year 2 assessments and will be retaking in the Late Summer Assessment period and students known not be progressing to Year 3 (eg ineligible to resit, withdrawing, interrupting)

o 2nd meeting (Mid November) – To review policies; to receive ASER reports and EE reports, to receive confirmation that IBSc students are represented on departmental SSCCs and to receive verbal reports of any issues of concern, to receive the minutes from the overall Year 3 SSCC; to sign off and IBSc programmes to be offered in the current allocation round; to determine actions where programmes need improvements if commissioning is to continue in future rounds; to receive student number predictions for Year 3 the following session

o 3rd meeting (Mid-end March) – Receive and approve outcomes of internal MBBS allocation process before sending to programme leads

o 4th meeting (4th wk June/1st wk July) – Receive outcomes of external application process, the results of the Year 3 SEQ and minutes from the Year 3 SSCC, consider new programme proposals for the following round AND a report of students who have failed their Year 2 assessments and will be retaking in the Late Summer Assessment period or who are known not to be progressing (not eligible to continue, withdrawing or interrupting) or who have had issues during Year 3 which are subject to medical school policies, e.g. fitness to practise

Quality Assurance

The commissioning process will be informed by a review of: o ASERS from each programme o departmental summaries of external examiner comments and actions taken in response o the minutes of the overall Year 3 (iBSc) Student Staff Consultative Committee o feedback from the MBBS Year 3 survey

Membership

Chair: Year 3/IBSc Lead

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Head of MBBS Programme

Associate Head of MBBS Programme

Deputy Head of MBBS Programme

MBBS Divisional Tutor

Faculty Tutors (all faculties offering IBScs)

Head of MBBS Management

Head of MBBS Management (Years 1-3)

IBSc Tutors (by invitation as appropriate, and to present proposals for new programmes)

StAR’s from MBBS course: RUMS President, RUMS Vice President (Education), Year 3 StAR’s.

External Advisor to MBBS Course*, where appointed by the Medical School * The External Advisor is not required to be present for the Committee to be quorate. **Vice-Deans for Education can deputise in the absence of Faculty Tutors. Committee Secretary

Year 3/IBSc Co-ordinator

Stages for approving new programmes 1st Step: where an academic has an embryonic idea for a new iBSc course they should arrange to attend an iBSc Review Committee meeting to present and discuss the idea and their proposals for minimum and maximum numbers. 2nd Step: The PIQ1 form should be presented at the Committee for review and confirmation that the proposal fulfils the aims and objectives of Year of the MBBS programme and can be offered. 3rd Step: The PIQ1 form should then be reviewed and approved by the Faculty Teaching Committee of the home Faculty. 4th Step: The PIQ2 form should then be submitted to PMAP (following Faculty approval) for final approval to be granted. Criteria for commissioning and approval of new programmes Programmes must be capable of being taken on completion of Year 1 and Year 2 of the MBBS programme, must fulfil the aims and objectives of UCL MBBS Year 3, and must demonstrate compliance with quality assurance measures. Aims and Objectives of UCL MBBS Year 3

1. Must substantially enhance the key generic skills of independent learning, critical thinking, scholarly

writing and scientific method. 2. Must provide small group work or tutorial to facilitate the development of critical thinking and/or

critical appraisal skills. 3. Should provide students with exposure to other professionals and scientists and, where possible,

encourage joint working and learning to prepare them for the multidisciplinary nature of clinical practice and research.

4. Needs to identify and articulate its links to UCL Partners academic themes1. 5. Must allow sufficient time for students to comply with the overall requirements of the MBBS programme

during the iBSc year (for example maintenance of the portfolio). 6. Must provide robust personal tutoring in line with UCL requirements. 7. Must consist of 120 credits with a compulsory non-condonable dissertation/substantive laboratory, field,

or literature based research project. The project must contribute between 30 and 45 credits. Where the project consists of literature based study this needs to be sufficiently robust to ensure students gain the appropriate competencies in data analysis and interpretation. 1 Either the programme’s links to the UCLP emerging research theme areas or the overall themes of: harnessing academia to effect health gain; improving the health of populations locally, nationally or globally; illness prevention or the role of primary care/novel service provision.

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Year 3/IBSc Staff Student Consultative Committee

The MBBS has an overall SSCC for Year 3 which monitors concerns from UCL MBBS students on iBSc programmes for QA and commissioning purposes and which reports to the Year 3 Review and Commissioning Committee. Each programme has its own SSCC which fulfils UCL governance and regulatory requirements and reports through iBSc departmental and faculty committee structures.

DISCIPLINARY AND FITNESS TO PRACTISE PROCEDURES

UCL disciplinary procedures apply to all iBSc students, whether internal or external. SLMS/UCL Fitness to Practise procedures apply to internal students only. If disciplinary issues arise relating to Fitness to Practise for external students, the issue and outcome shall be reported to the home institution for investigation under local Fitness to Practise policies.

EXAMINATIONS AND PROGRESSION

Departmental/Programme Exam Boards in home Faculties are responsible for examinations and degree awards for both internal and external students. A representative of the Medical School has the right to attend departmental Exam Boards i) to monitor consistency of awards made to UCL MBBS students and to report to the Year 3 Progression Board and ii) to be able to report on the conduct of the departmental Exam Boards to the iBSc Teaching and Review Committee as part of the commissioning process. For all external iBSc students, departmental Exam Boards are responsible for confirming the final awards to be made and for communicating results to home institutions. Year 3/iBSc Progression Board The MBBS Year 3 iBSc Progression Board convenes after the main assessment and late summer assessment periods to:

receive iBSc results and determine progression into Year 4

receive notification of candidates included in Dean’s Lists for entry into medical student records/transcripts

receive nominations for the HAB Simons laboratory-based project prize and Professor Jane Dacre non-laboratory-based project prize (one from each programme with a citation from the programme lead)

receive notification of departmental prize winners for entry into medical student records/transcripts

Awards and Prizes

iBSc’s students (be they internal or external) are considered for awards and prizes in the Faculty where the iBSc is being undertaken/awarded. These awards include Faculty Medals, Dean’s Lists, Jackson Lewis Scholarship (FMS). Departmental prizes are reported to the Year 3 Progression Panel to be entered into the medical student records/transcripts. Assessments and Feedback

It is a top priority for UCL and the Medical School to improve student feedback in relation to assessment and related feedback. On this basis, it is required that iBSc courses demonstrate compliance with UCL’s academic regulations and service standards for formative and summative assessment, and specifically: Marking and moderation

Marking scales must be transparent and clearly communicated to students in advance of the assessment.

and

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For every summative assessment, at least one of the following must be made available to students in advance

of the assessment:

o Grade Descriptors explaining the criteria and providing a detailed description of the qualities

representative of different mark classes/grades. Where appropriate, grade descriptors can be agreed

at departmental/divisional or programme level.

o A Marking Scheme explaining how the assessment is scored, i.e. how points are associated with

answers to the question set and attributed to parts of the assessment.

These must be published in the student handbook and websites as of the start of the academic session. Student feedback

Students receive appropriate and timely feedback on their work in order to enhance their learning experience

and maximise their academic performance.

The MBBS iBSc Review committee reserves the right not to commission iBSc’s which cannot demonstrate compliance with these regulations and service standards. Extenuating Circumstances

Applications for extenuating circumstances are managed within home iBSc departments and faculties. Outcomes which potentially affect progression back into the MBBS programme should be discussed with the MBBS Divisional Tutor and reported to the MBBS Year 3 Progression Board. Degree Award Classification and Progression

Programmes need to complete the steps in Portico for mark entry, degree classification and progression to UCL’s published deadlines and are also asked to send copies of their degree classification lists to the Medical School to calculate degree award statistics. Steps include:

o Prior to the Board of Examiners, ELO to: enter all module marks into Portico calculate the final module marks process the module marks prior to Board of Examiners

o After the deadline for Board of Examiners to meet:

Portico runs automatic progression calculations overnight to calculate degree classifications and progression codes including LSA entry

If any marks are missing, programmes can then re-run these calculations themselves

o By UCL’s end of June deadline: ELO agrees the interim results in Portico as agreed at the Board, which sends a prompt

to the Chair of the Board to confirm the results ELO is asked to send a copy of the degree classifications, including progression, faculty

medal winners, Dean’s list nominees and prize winners to the Medical School for inclusion in the Medical Student Academic Transcript (which is bespoke and the only place that these awards will appear for medical students)

Chairs of Exam Boards confirm the results in Portico Faculty Tutor signs off the results in Portico

o UCL recommends that departments don’t release provisional results but rather ask students to

wait until the marks are released in Portico at the beginning of

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o For LSA candidates, complete the same steps in Portico and alert the Medical School as soon as marks are available (as these students will already have started Year 4 of the MBBS programme without enrolment or the ability to access funding)

Re-admission to the MBBS and liaison with the Medical School

The Medical School remains responsible for re-admission to the MBBS programme which includes monitoring compliance with academic and fitness to practise requirements. Programmes are asked to monitor IBSc students carefully and to notify the Year 3 team immediately of students who:

wish to interrupt or withdraw from their IBSc or from the MBBS programme

fail to engage

are issued SORAs (these are sent to departments and not copied to the Medical School)

ask to defer examinations

fail to complete module requirements which potentially affect the award of the IBSc

fail examinations (main and LSA – asap!)

are involved in disciplinary issues or proceedings Summary of Scheme of Award

1. MBBS iBSc PROGRAMME REQUIREMENT The iBSc is a compulsory component of the 6 year MBBS programme for all students except for i) graduate entrants from UK universities and ii) graduate entrants with non-UK degrees who have been granted exemption by the Divisional Tutor. IBSc degrees are taken in Year 3 of the MBBD programme after satisfactory completion of the required programme of study and assessments for MBBS Years 1 and 2. Students must pass their iBSc to progress into Year 4 of the MBBS. 2. CREDITS AND CALCULATION OF AWARD FOR STUDENTS WHO ENTERED THE MBBS IN AND

AFTER SEPTEMBER 2017 2.1. Credits

MBBS Years 1 and 2 each contribute 120 credits but not marks to the iBSc degree award

In the iBSc year, students are required to take 120 level 6 credits including a dissertation/substantive laboratory, field, or literature based research project with a minimum value of 30 credits

All 120 credits count and are evenly weighted to calculate the classification

2.2 Condonement

Condonement applies to the iBSc, however the ‘maximum 60 credits across the whole programme’ rule does not apply.

Students should:

pass all non-condonable modules AND

achieve marks of 1.00% - 39.99% in a maximum of 30 credits in the IBSc year AND

achieve a year mean of 40.00%.

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Marks of 0.00% are reserved for No Attempt or Minimum Attempt at Assessment; students cannot be condoned if they have a mark of 0.00% for a module.

2.3 Borderline Marks

The following formula is applied to marks near the First border:

Final weighted mean of 69.50% is rounded automatically to 70% = First Class Honours.

Final weighted mean of 68.50% + module marks of at least 70.00% in at least 50% of the IBSc year credits = First Class Honours.

The same principles apply to the 2.1 and 2.2 borderlines (marks of 59.60 % will be rounded up automatically etc).

3. CREDITS AND CALCULATION OF AWARD FOR CANDIDATES WHO ENTERED THE MBBS

PROGRAMME PRIOR TO SEPTEMBER 2017 3.1 Credits and Contribution of Marks

Year 1, Year 2 and Year 3 each contribute 120 credits

In the IBSc year 3, students are required to take 120 level 6 credits including a dissertation/substantive laboratory, field, or literature based research project with a minimum value of 30 credits

Marks achieved in Years 1, 2 and 3 contribute to the iBSc degree classification in the ratio 1:1:6 (Year 1: Year 2: Year 3)

Marks achieved in Year 1 and Year 2 are scaled to UCL’s mark scheme for classified degrees

In Year 3, all 120 credits count and are evenly weighted

3.2 Year 1 and Year 2 Marks

The scaled marks for Year 1 and Year 2 are calculated after the resit examinations as set out in the MBBS Scheme of Award for these years. First sitting marks are used for the calculation except in documented cases of extenuating circumstances where the MBBS Sub-Board of Examiners has discretion to allow a subsequent mark to carry forward.

The scaled mark is based on the aggregate mark using the following formula:

50 + (50 X B/100)

where 50 = the IBSc pass mark and where B = the percent of the candidate’s mark above the pass mark for the MBBS

Worked example:

If B = 20% then scaled mark for IBSc purposes = 50 + (50 X 20/100) = 50 + (50 X 0.2) = 60

Group 1 Pass - overall MBBS mark (MBBS1005/2005) scaled to a nominal 50% pass mark.

Group 2 Fail - scaled mark capped at 45 or 49

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o The mark for candidates who have failed either the written assessment or the practical assessment or both by a margin exceeding 2 SEM below the pass mark is capped at 45.

o The mark for all other candidates in Group 2 is capped at 49. o This result is reported for iBSc purposes as CP (Condoned Pass) for candidates who

pass the MBBS examinations at a second or subsequent attempt and are eligible to continue on the course.

o This result is reported for iBSc purposes as F (Fail) for candidates who fail the MBBS examinations at a second or subsequent attempt and are required to leave the course.

3.3 Year 3 Marks

Year 3 are calculated as follows:

Where component marks are converted to percentages, percentages must be rounded to 2 decimal places.

All summative component marks must be weighted and then averaged.

The weighted mean must be rounded to 2 decimal places

The overall mark for Year 3 is the credit-weighted mean of the marks for each module rounded to 2 decimal places

3.4 Classification of degree awards

The overall mark for the award of the degree is calculated using the scaled year 1 and year 2 marks and the average mark achieved in year 3, weighted in the ratio 1:1:6 and expressed to 2 decimal places.

The boundaries for degree classifications are set out in the table below and show the effect of rounding marks within 0.5 of a degree boundary for the purposes of classification.

3.5 Borderline marks

Candidates whose weighted average mark falls within 1% of the next classification boundary (after rounding to the nearest integer) may be considered for the higher classification. For a higher classification to be awarded for an iBSc:

The majority of credits (at least 50%) must fall in the higher classification

The mark for the project, with a significant research element, must fall in the higher class

First/1

70% - 100% (69.50% is rounded to 70)

Upper Second/2A

60% - 69% (59.50% is rounded to 60)

Lower Second/2B

50% - 59% (49.50% is rounded to 50)

Third/3 40% - 49% (39.50% is rounded to 40)

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3.6 How to calculate 1:1:6 Average Yr 1 = 1 Average Yr 2 = 1 Average iBSc = 6 How to work out the iBSc Average: The lowest denominator for the iBSc is a half unit Therefore: 0.5 =1 1.0 = 2 (2 x 0.5 units = 1) 1.5 = 3 (3 x 0.5 units = 1.5) Therefore if the student got: Subject A (0.5 UNIT) 64 Subject B (0.5 UNIT) 58 Subject C (1.0 UNIT) 69 Subject D (0.5 UNIT) 55 Project (1.5 UNIT) 67 The calculation would be: A = 64 B = 58 C= 69 +69 (Because 1.0 unit is twice the value of 0.5) D = 55 Project = 67+67+67 Total Sum is : 64+58+69+69+55+67+67+67 = 516 Then divide by all : 516 / 8 = 64.5 Final Average for iBSc = 64.5 (65) To Calculate the Award Average Yr 1 = 1 Average Yr 2 = 1 Average IBSC = 6 Yr 1 = 62 (1) Yr 2 = 65 (1) IBSC = 65 (6) Sum will look like 62+65+65+65+65+65+65+65 = 517 1 : 1 : 6

Final IBSC average : 387 / 8 = 64.6

QUALITY ASSURANCE iBSc programmes are covered by Faculty quality assurance processes including Student Evaluation Questionnaires (SEQs) and the ASER reports produced by departments in relation to their undergraduate courses annually and reported up through their Faculty Teaching Committee. The Year 3 Review and Commissioning Committee may request copies of SEQ Summaries, ASER reports and summaries of External Examiner recommendations as part of the commissioning process.

PROGRAMME MANAGEMENT STRUCTURES Each module should have a module organiser/lead and, if there are large numbers of students registered on that module, we recommend a deputy module organiser who can take over if the main person is absent for any reason.

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Each programme should have a programme leader (degree tutor) who looks after the whole degree: https://www.ucl.ac.uk/srs/academic-manual/policy-az/responsibilities/programme-leader

Each programme should have a Chair of the Board of Examiners and we recommend that this is not the same person as the programme leader. The reason for this is that if a student wants to complain about results/classification, they cannot approach the Chair of the BoE but can go to the programme leader or Head of Teaching/Departmental Tutor/Faculty Tutor in the first instance for advice. Departments should also have departmental tutors: https://www.ucl.ac.uk/srs/academic-manual/policy-az/responsibilities/departmental-tutors or Heads of Teaching (FLS).

RESPONSIBILITIES OF IBSC PROGRAMME LEADS

All programmes must attend the iBSc fair organised by the Medical School in order to promote their

programme.

The Programme Lead must provide the Year 3 Administrator with selection criteria for accepting or

rejecting students onto their programme. This must be provided to the Year 3 Administrator by the time

of the iBSc fair, in the first week of December.

The programme must provide the Year 3 Administrator and Academic Lead with their minimum and

maximum student numbers are prior to the commencement of the allocation process.

The programme must indicate any requirements they have of the students i.e. grades in specific subjects

by the time of the iBSc fair, in the first week of December.

All applications must be reviewed and agreed by at least two people within the department.

Programmes must confirm their first and second preference applications to the Medical School/Year 3

Administrator by the indicated deadline.

Programmes must not contact or inform any students that they have been accepted onto their

programme, this is to be done by the Medical School.

Once all first preferences have been received, the programme must confirm their second preference

applications to the Medical School/Year 3 Administrator by the indicated deadline.

Unless a programme is unable to accept more students due to over subscription, the programmes are

expected to accept second and subsequent preferences and may not reject a UCL MBBS student, since

all have already fulfilled the entrance requirements for a UCL iBSc degree.

Programmes must only contact their students once the Medical School/Year 3 administrator has

provided the department with a full list of students.

Once the Medical School/Year 3 Administrator has informed the departments that the students have

been notified of their allocation, the department are able to contact their students. It is the sole

responsibility of the programme to contact their students to organise an induction.

Should a student fail Year 2 and therefore not progress to their iBSc year, reducing the programmes

number by one student, the programme must not attempt to remove another student from their

allocated programme.

Programmes are not entitled to have reserve lists in case one of their chosen students fails the year. This

is because this would require a student to be removed from their allocated programme, reducing the

number of students on another programme.

ANNUAL TIMELINE FOR COMMISSIONING, INTERNAL ALLOCATION PROCESS AND EXTERNAL APPLICATION PROCESS

Mid Sept MBBS Year 3 T&R Committee meets to review new programme proposals (if any) to meet PMAP

deadline (end September) for submission of papers for approval at PMAP meeting in October

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AND a report of students who have failed their Year 2 Late Summer Assessments and are ineligible to progress to their iBSc

End Sept Medical School to notify programmes leads of LSA results End Oct MBBS Year 3 T&R Committee meets to receive QA reports and student feedback, to receive

proposals for new, PMAP approved programmes to be introduced in this allocation round, and to determine which programmes will be commissioned / decommissioned for UCL students, and to receive student number predictions for Year 3 the following session

November Programme Leads forum to share knowledge and good practice November Medical School updates iBSc website with programmes to be offered and maximum number of

places available on each End November Absolute deadline for new programmes to be included in this allocation round (ie only

programmes presented and approved in principle at the T&R Committee for which PMAP approval has been granted later)

December 1st Wednesday - electronic presentations for UCL medical students released 2nd Wednesday - iBSc fair for internal students 3rd Wednesday - allocation process opens for UCL medical students:

submitted via Moodle

4 programmes to be listed in order of preference

personal statements to be submitted for the first 2 preferences

no exam results or deciles to be included (or provided to programme leads)

January 31st – allocation process closes to internal students

February 1st week – Medical School sends 1st and 2nd choice submissions from UCL medical students to

programme tutors for ranking

1st week – UCL Admissions opens the external medical student application period and forwards

applications to programme tutors for consideration

3rd week – programme tutors return ranked lists, agreed by at minimum 2 members of staff

March 1st week – Medical School matches all preferences up to the maximum number specified by each

programme

2nd week – Medical School sends unmatched applicants to 3rd and 4th preferences

3rd week – T&R Committee meets for the Year 3 Lead and Faculty Tutors to finalise the UCL medical student allocations 3rd week –Medical School sends UCL medical student allocations to programme tutors 4th week – Medical School sends allocations to UCL medical students

31st March - UCL Admissions closes the external medical student application period (except where advised by individual programme leads that they wish to continue to receive applications submitted after this deadline)

April 1st week – programme leads/UCL Admissions confirm offers to external medical students 4wk Jun or 1wk July MBBS Year 3 T&R Committee meets to receive the outcomes of the external application

round, the results of the Year 3 SEQ, the minutes from the Year 3 SSCC, the report from the overall examiner for Year 3, and to consider new programme proposals for the next round AND a report of Year 2 students who will be taking resits in the LSA period or are known not to be progressing to Year 3 AND issues during Year 3 which are subject to medical school policies, e.g.

fitness to practise End August Medical School notifies programme leads of internal students who are not progressing to Year 3

because of withdrawal or interruption of study and liaises with programme leads for internal students placed with their 3rd or 4th choice to see if a transfer to their 1st or 2nd preference is possible (no other students may transfer at this point)

Sept Post LSA, Medical School notifies programme leads and faculty tutors of students who have failed Y2 LSA and are not progressing to Year 3 and final notification of students who have withdrawn or interrupted.

October Project allocation by programmes, ensuring fair allocation to UCL MBBS students which fulfils UCL MBBS Year 3 requirements

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