Drafts, then decisions
How AI drafts are approved
Oxonia saves people time by drafting. It never makes an official decision on its own. Here is how approval works in each product.
The rule
Anything that becomes an official record, such as marks, minutes and policies, waits for a named person to approve it. The approver is a real person with the right role, chosen by the university. The approval is recorded.
Exam marks in Oxonia Mark
- The lecturer drafts the rubric, calibrates it on sample scripts and approves it before marking starts.
- Each answer is marked against the rubric. Each mark quotes the exact words that earned it, with a confidence score.
- Uncertain, illegible, borderline and flagged scripts go to the review queue.
- A named examiner approves every script. Nothing is released until they do.
- External examiners sample blind. Appeals and re-marks are tracked.
See Oxonia Teach.
Minutes in Oxonia Senate
Minutes are drafted from the meeting transcript in the university's house style. The secretary edits, approves and e-signs them. Only then do they become the record. Resolutions and actions registers are kept from the approved minutes.
Policies in Oxonia Policy
Policies are drafted clause by clause from the regulator's requirements. They are approved through Senate, in the way the university already approves policy. Staff requests for new AI tools go through risk and data checks before approval.
Returns and records in Oxonia Nexus
Regulator returns are filled in automatically from records already in the system, then checked, then signed by the Vice-Chancellor. The self-study for accreditation is drafted from the university's own records for the quality office to review.
Other drafts
- Oxonia Office. Memos and circulars are drafted, then approved, then sent.
- Oxonia Research. Grant bid sections can be drafted with help, and the bid is routed for internal sign-off.
- Oxonia Library. Librarians check digitised text before publishing it to the catalogue.
- Oxonia Compass. Results, returns, spending and policies waiting for approval sit in one approvals inbox for leaders.
What does not need approval
Some AI help is for learning, not for the record. Study packs, quizzes and tutorial conversations help students learn and are not official records. Even so, they cite their sources so students can check them. Tutorial reports quote the tutorial itself. See Citations and sources, AI principles and Audit logs.
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