1. External Examiners’ Induction
Quality Assurance Services

2. Welcome
Introduction
Roles and responsibilities of External Examiners/Advisers
The assessment cycle
Remit of Boards and Committees
Progression and Awards
Administration

3. Appointment
Examiners are proposed by the School, and approved by Quality Assurance Services on behalf of the University Academic Board
After approval, a letter and appropriate documents are sent from the Quality Assurance Services team
Thereafter, the School/College will communicate key dates to the Examiner and liaise regarding specific duties
Appointment:
Examiners are proposed by the Faculty, and approved by the External Examiner’s Sub Committee
Due to the nature of the appointment process, examiners are usually sought well before the date of appointment
After approval, a letter and appropriate documents are sent from the QAFP office
The initial appointment letter contains lots of important information, such as:
Dates of tenure (from and to)
The fee for your duties
Statement of Particulars (this your contract with the University)
P46 form, to enable us to apply the correct tax code
An insurance declaration and risk assessment form, these should be completed yearly
If appropriate, the most recent external examiner report for the course you will be examining
It is recommended that you keep your Appointment Letter safe for the duration of your tenure
An appointment letter is also sent when you have been allocated additional duties, an extension of your tenure, or an upgrade to chief examiner.
Thereafter, the will communicate key dates to the Examiner and liaise regarding specific duties
You will probably maintain an on-going relationship with the Course Leader and Course Administrator regarding specific duties such as moderating work and attending an exam board.

4. The Role of External Examiners
The primary role is to confirm that the awards made to students are comparable in standard with awards in UK higher education generally
A second important role is to ensure fairness and equity to students
The third role is to assist the University and the course team to maintain and enhance the quality of its courses
Quality Enhancement and the assurance of standards is attained through reports and feedback.
You may be asked to undertake additional duties by the school and this will be by negotiation and with your agreement.
You may also be re-allocated to other modules or subject areas by the school should the course structure change or the courses not recruit and if you are working within a large team of examiners and the roles of other examiners change.
You may also be asked to extend your tenure by one year to aid the consistency of assessment whilst a new examiner is recruited.

5. The Roles of Advisers & Mentors
Subject advisers
Appointed for their subject expertise and primarily confirm that the awards made to students are comparable in standard with awards in UK higher education generally
Mentors
Appointed for one year to support an inexperienced external examiner in ensuring that the proper processes of assessment take place
Practitioners
External Examiners who are Practitioners within their field rather than academics
Subject advisers are appointed to support the external examiner in specific areas such as languages where an examiner may not have a specific in depth knowledge of a particular language.
Quite often the outgoing external examiner will agree to undertake the role of Mentor to a new incoming examiner and this is regarded as good practice.
Both advisers and mentors are expected to submit an annual report however a mentor report would not be responded to as would an external or subject adviser report.

6. Rights and responsibilities of External Examiners (1)
No recommendation for the conferment of an award above the level of Certificate of Higher Education can be made without the written consent of the external
The external examiner must:
be able to judge each student impartially
confirm the standards for the awards are appropriate by referencing:
relevant national subject benchmark statements
framework for higher education qualifications
university approval documentation
any appropriate professional/statutory body requirements
compare the performance of students
Where you are responsible for an award which is delivered by one of our collaborative partners (not Further Education Partner College formerly RUN Regional University Network) then it is important to include any comments on any differences in the performance of students when compared to students studying the same award at Leeds Met. You must highlight within your report where you are commenting on the collaborative provision.

7. Rights and responsibilities of External Examiners (2)
The external examiner must:
be consulted about and agree to any major proposed changes to the approved assessment regulations
attend examiners meetings – have right of access to all assessed work
approve the form and content of proposed examination papers, coursework and other assessment that count towards the award
see a sample of the work of all students proposed for the highest available award and for failure
be consulted following an appeal hearing where the decision of the Board of Examiners is to be changed and an award made to the student or a higher classification awarded
Which will directly affect students currently on the Scheme or Course.
for example major changes might include:
title of the Scheme or Course and/or the award to which it leads
overall aims and learning outcomes
planned length and mode(s) of study
regulations for the admission of students
regulations for the assessment of students
the addition or deletion of module(s) where the effect of this will lead to an alteration in the overall aims and learning outcomes of a Scheme or Course
a significant addition to the resources required.
These are outlined in Section of the University’s Regulations
To ensure that the assessments are capable of measuring achievement of the intended learning outcomes, in such a way that external examiners will be able to judge whether they have fulfilled the objectives of the programme and reached the required standard.
In order to ensure that each student is fairly placed in relation to the rest of the cohort, external examiners have the right:
to see the work of a representative sample of students proposed for the highest available category of the award and for failure
to see samples of the work of students proposed for each category of award
of appropriate access to all assessed work where practicable
Examiners must attend Examination committees (subject committees/boards)
Any examination papers and coursework should be sent to the external examiner in a timely fashion in order that the examiner can feedback.

8. Rights and responsibilities of External Examiners (3)
The external examiner :
has the right to moderate the marks awarded by internal examiners
has the right to conduct a viva voce examination of any candidate
must attend the meetings of the relevant examination committee / board of examiners
must report to the university on the effectiveness of the student assessment
Please see Regulations
External Examiners must be associated with the conferment of awards.
Written consent is deemed to be given when the results sheet is signed by the External Examiner and the Chair at the end of the Board of Examiners, and this also indicates that the external examiner is satisfied that the conduct of the Board of Examiners and/or Examination Committee has been in accordance with the regulations of the University.

9. Disagreements Matters of principle
Disagreements between external examiner(s) and Boards of Examiners
Disagreements between external examiners
External Examiners have the opportunity to raise serious matters of concern directly with the Vice-Chancellor
Examiners may also contact the QAA directly via their “Concerns Scheme” where they have serious concern relating to systemic failings with the academic standards of a programme or programmes and have exhausted all published applicable internal procedures (
Where an External Examiner expresses disagreement as a matter of principle the Board may accept this as final and if they cannot agree to disagree the matter must then be referred to the Academic Board of the university for resolution .
Disagreements between external examiners (where a team is appointed) and with Boards of Examiners are very rare but again will be referred to the Academic Board.
Where a disagreement involves just one or a few students all others’ marks should be signed off by the External to assure clarity of decisions made.

10. The Assessment Cycle (1)
Assessments approved by External Examiner(s)
Coursework and deadlines
Late submission penalties, (excludes Bank Hols / weekends or other days when the university is considered closed)
Full Time - 5% (from the mark achieved by the student) per day, Part Time - 5% per 2 days
Mark of 0 if more than 10 days late (f/t) 11 days late (p/t)
See regulation for further information
Written examinations
Invigilators’ reports
Marking and Internal Moderation
Academic Integrity Boards
Mitigation Panels

11. The Assessment Cycle(2)
Examination Committees (Ratify module marks)
Board of Examiners pre-meeting (internal)
Board of Examiners (determine progression and awards)
Results-on-line (within 5 working days of the Board of Examiners)
Re-assessment (no Examination Committee required)
Reconvened Board of Examiners
Appeal panels

12. Academic Integrity Board: Remit for Proven or Admitted Cases
Requirement to undertake the assessment again at next available opportunity (only if eligible for a reassessment opportunity), normally a different piece of assessment
Each case considered on the basis of:
the gravity of the case
the circumstances of the case
the level at which the offence took place
whether the offence was a repeat offence
Penalty imposed by AIB:
Full Range of marks, cap at 40%, cap at 30% (minimum threshold pass mark)
or fail level and required to withdraw
There is provision for a directed learning opportunity
Penalty implemented by Board of Examiners

13. Mitigation Panel: Remit of Fit to Sit policy
Student requests mitigation in writing with evidence
Mitigation at the point of assessment:
5 to10 days extension, decided by designated academic
reported to Mitigation Panel
Mitigation Panel: established at school level
Determines: assessments affected and category of seriousness:
A : very serious, range of options open to Board of Examiners
B : sufficient to warrant deferral
Rejected
Fit to sit means that if a student undertakes an assessment they declare themselves fit to take that assessment and that any claim for extenuating circumstances in relation to that assessment will not, normally, be considered.
Students can submit requests for consideration of extenuating circumstances in respect of :
Inability to submit assessed coursework on the required date
Inability to sit an examination or other scheduled assessment on the required date

14. Examination Committee: Remit
Determine the standard of student module assessment outcomes
Consider amendment of cohort’s marks as appropriate (not individual students)
Record credit where the student is not presented for progression or award
For example part time, postgraduate, etc.
Note cases of academic integrity and mitigation (is it spent [MS]?)
Determine student progression (level 4 only)
Results-on-line – within 5 working days

15. Board of Examiners: Remit
Reviews student profiles
Considers mitigation outcomes - Category A only
Implements outcomes of Academic Integrity Boards
Determines the outcomes of re-assessment (where relevant)
Determines student progression
Determines student awards

16. Reassessment Opportunity for re-assessment is given once only
Any failed module (mark of < 40% or NS) can be reassessed
Each failed component within a failed module will be reassessed
It is the Student’s decision whether to take re-assessment opportunities unless there is a professional body requirement
Maximum mark 40% for reassessed component

17. Undergraduate Progression and Award
Students must:
study modules worth 120 credit points at the level (20 credit modules)
must submit work for every component of assessment
achieve an average across the whole level of 40% or more
pass (achieve 40% in) modules worth at least 100 credit points
meet any Professional, Statutory or Regulatory Body (PSRB) requirements including determined prerequisites
Students may:
fail one module but must achieve no less than 30%

18. Determination of Classification of Honours
The average mark calculated from :
the best 100 credit points at level 5 weighted at 25%
and
the best 100 credit points at level 6 weighted at 75%

19. Achievement of Masters
Students must:
study modules worth 180 credit points
must submit work for every component of assessment
achieve an average across the whole level of 40% or more
pass (achieve 40% in) modules worth at least 160 credit points
meet any Professional, Statutory or Regulatory Body (PSRB) requirements including any determined prerequisites
Students may:
fail one 20 credit module but must achieve no less than 30%
dependant on specific course regulations be awarded:
Merit for average between 60% to 69%
Distinction for average 70% or over

20. Contained Awards Undergraduate: Postgraduate:
Certificate of HE credits Level 4
Diploma of HE credits Level credits level 5
Bachelor Degree credits at Level 6
Postgraduate:
Postgraduate Certificate 60 credits at Level M
Postgraduate Diploma credits at Level M

21. Outcome of Board of Examiners
Decision codes
PA Pass Award
PP Pass Proceed
DE Deferred not allowed to proceed
DP Deferred – allowed to proceed to next level” – students can normally carry forward up to two modules to study alongside their next level (but not to improve marks).
FW Fail withdraw (little evidence of engagement largely due to NS)
CP Components Pending – unable to progress to next level
FR Failed – Complete: failed less than 50% of the level, required to repeat failed modules (NB: final level students are required to repeat all failed modules).
FL Failed – Repeat: failed more than 50% of the level, required to repeat whole level.

22. External Examiners’ Reports (1)
Need to include:
comments on the curriculum, learning/teaching methods and resourcing
the overall performance of the students in relation to their peers
the strengths and weaknesses of students
the structure, organisation, design and marking of all assessments
the quality of teaching as indicated by student performance
Where you are examining a franchised or joint collaborative delivery of an award you are specifically asked to comment on that delivery within the report template. We would expect that you would elucidate which delivery of the award you are referring to on the first page of the report and in Section k
External Examiners are required to report annually on the ways in which assessment has been conducted and on issues relating to assessment, this must include the above.
The report template is on our web site for download and should be completed within four weeks of the conclusion of the Board of Examiners to which it relates as failure to do so may lead to early cessation of your tenure as an external examiner.
An examiner’s fee will be withheld until submission of the required report. Where an examiner is also acting as a mentor then they should also submit a mentor report.
Should you respond with a no within the second page summary sheet of the report then the report is escalated to the DVC Academic and the Dean of School for a response and an action plan of how the issues of concern are to be addressed.

23. External Examiners’ Reports (2)
Should directly address the issues listed on the report form
Must not identify individual students or members of staff
Should be submitted electronically
Must contain meaningful commentary - can be rejected for being too short
Are read within faculties and within Quality Assurance Services
Form the basis for internal university reports
Will be anonymised and printed on our web pages

24. Negative Reports
Should an examiner provide a “no” in the second page summary of the report (see next slide) then a process of escalation of the report to the Dean of School and the Deputy Vice-Chancellor - with responsibility for quality assurance - takes place. QAS will monitor receipt of the school response and action plan and the confirmation from the examiner that the response and the action plan takes into consideration the issues raised.

25. Example of the report summary sheet

26. Response to External Examiner Reports
A written response is required from the course leader within 30 working days of their receipt of the report.
Where an examiner has raised particular issues of concern these will be addressed within the response and a proposed action plan will be included in order to address the issues or a reason given as to why the issues raised cannot or will not be addressed.
A response to the External Examiner Report must be made within 30 working days of receipt by the Course/Scheme Leader. The School Office will distribute the response and copy the report to the QAFP team.
An annual report on the contents of all the University’s External Examiners’ Reports is prepared by QAFP for the Academic Board. This report will include items of concern raised by examiners, good practice highlighted and any specific recommendations for improvement made by examiners.

27. ADMINISTRATION PROCESS
Quality Assurance Services will, before Easter, send you a link to our webpage where you will find:
Annual report templates and an expenses claim form to fill out when you have completed your examining duties – it is also important to ensure that you have filled in a personal details form with your bank details and returned this to us as we cannot pay you unless we have them
It is also important that we have sight of your eligibility to work in the UK – this is a requirement of UK Visas and Immigration
You are required to fill out a risk assessment and insurance declaration for EACH year of your tenure for any car journeys that you make during your duties if you fail to do so then your travel expenses will not be paid to you
All of the above documentation is available on our web pages

28. Fees and Expenses
A claim form should be submitted each year for all reasonable expenses incurred
Expenses can be claimed at any time during the year, but you must submit your annual report before your examining fee will be paid – failure to submit your annual report may result in your tenure being terminated
Receipts are required for ALL expenses claimed
Ensure that you sign and date the form and send it to the correct person within the School
For more information on expenses claims allowances, please refer to the guidance on our website
Reports must be submitted within four weeks of the Board of Examiners at which you attended.
Termination of tenure report is not submitted within good time.
Please ensure that you fill in both sides of the expenses claim form in order that we have your up to date bank details to enable us to pay you.

29. A claim form

30. QUESTIONS Any questions can be sent to our address:

31. Contact Details
Carol Blackall, Quality Assurance Services, Or
Should any of your contact details change these details should be passed on to Carol Blackall. Carol Blackall is the main contact for matters relating to External Examiners appointment. All contact relating to the award(s) you are examining should be between yourself and the course leader and the student administrator.
Fees are paid upon receipt of your External Examiner report and are paid via the payroll system on or around the 26th of the month.