The Role of the External Examiner

Introduction

The role of the External Examiner includes, amongst other duties, consideration of examination papers and assessment questions and review and moderation of items of assessment, including examination scripts, course assignments, projects or dissertations.  External Examiners are expected to submit a full and frank report to the University, summarising the standard of questions, the standard of the examination process, the conduct of the examination process and the quality of the students. 

Role, Duties and Responsibilities

Role, Duties and Responsibilities of External Examiners

All External Examiners shall be expected to:

  • Comment upon the standards of modules/awards and that modules/awards are comparable to all appropriate nationally recognised standards [Examiners are primarily directed to the Framework for Higher Education Qualifications and applicable subject benchmark statements (see www.qaa.ac.uk). Oversight may include modules which do not directly contribute to a student's classification results, but is nevertheless important in defining the academic standard];
  • Ensure that assessment methods are fair, that assessment is operated fairly and in accordance with University regulations [Examiners are directed to the Code of Practice for Assessment];
  • Review the assessment performance of students as a cohort;
  • Consider and approve all draft examination papers, all in-programme, practical and other assessments that contribute 50% or more of the assessment for a module;
  • Receive examination scripts/access to GradeMark, in-programme assessments, practical assignments, evidence related to oral examinations/presentations and project reports/dissertations upon which marks have been awarded (where the cohort size exceeds 10 students a sample of examination/assessment shall be submitted from all levels of performance). The purpose of this is to oversee that robust moderation of assessments has taken place; External Examiners must not be involved in marking student work;
  • Verify that the University's policy on moderation of marks has been applied and provide comment on the evidence provided;
  • Comment on the way in which feedback on assessments is being provided to students to promote learning;
  • Comment on any other opportunities provided to enhance the quality of the student's learning opportunities;
  • Comment on examples of good practice and innovation relating to learning, teaching and assessment;
  • Attend and make recommendations to Examining Boards relating to the awards of degrees, diplomas and certificates or the confirmation of results for stand-alone modules [Where there is a Reconvened Examination Board to reconsider for example the result of an appeal, then attendance is not required. The examiner should however be consulted about and make their views known on any proposed amendment to the classification];
  • Confirm, by signing pass lists of candidates that they have been satisfied with the assessment process and the standards achieved by the students;
  • Be consulted on curriculum development, including the introduction of new programmes of study and revisions to the existing programmes of study;
  • Make a full report on the assessment process to the University on an annual basis.

Immediately report any circumstances relating to allegations of unfair practice in writing to the Chair of the Examining Board concerned; External Examiners are not required to give approval to degree classifications or overall module marks where the decision has been deferred due to issues relating to unfair practice or an administrative error has occurred with respect to the recording of marks or calculation of result.

External Examiners shall have enough evidence to determine that internal marking and classifications are of an appropriate standing and are consistent.; They shall inspect a sufficient amount of work of the candidates to enable them to arrive at a judgement that can be applied to the assessment as a whole.

The Role of the Chief External Examiner

A Chief External Examiner may be appointed in situations where a large team of External Examiners has been appointed to consider a collection of related programmes and/or standalone modules. A Chief External Examiner may also be appointed if the team of External Examiners is made up of a significant number of non-academic examiners and/or those with limited experience as External Examiners.

The Chief External Examiner shall be expected to:

  1. Review a cross section of assessed work in order to ensure equity across modules and quality assure the programme as a whole;
  2. Identify areas of good practice or concern across the programme;
  3. Assess practice and provide comment on the quality assurance of all assessment practices;
  4. Liaise with other Chief External Examiners to gain an overview of the standards across the whole programme;
  5. Chief External Examiners for the MB BCh programme will be appointed to cover Phase 1 (Year 1 and Year 2) and Phase 2 (Year 3 and Year 4);
  6. Attend practical examinations (for MB BCh).

Powers of External Examiners

Oversight of the Moderation Process

The role of the External Examiner is to ensure that the University’s policy on moderation of marks has been robustly applied and NOT to second mark assessments.

Consequently the External Examiner may not expect or encourage an Examining Board to raise or lower marks for individual students if only a sample of work has been submitted to the External Examiner. The External Examiner may wish to see a larger sample from the assessment or a wider range of assessed work if there are any concerns about the marking and moderation process.

On the advice and suggestion of the External Examiner to suggestions concerning the alteration of marks for the entire cohort, the Examining Board will consider the relevant approach to be undertaken (through arithmetic re-checking of marks, re-marking or rescaling or amendment of assessment/teaching approaches for future cohorts). Any adjustments should be reported to, endorsed and minuted fully by the College/School Examining Board.

For information about how disagreements are handled, see Disputes Involving the External Examiner

Volume of Assessed Work to be Scrutinised

All or a sample of assessments are made available to the External Examiner in order to check that assessment and moderation procedures have been adhered to. The volume of assessments sent to the External Examiner will depend on the following factors:

  • The number of students in the cohort;
  • Ensuring representative distribution of marks for the cohort, i.e. samples in each classification band, including fails and exceptional performance;
  • Whether this is the first cohort of a newly validated programme.

Sampling arrangements will therefore normally provide for External Examiners to see a representative sample of scripts or assessed work from each class (including FAIL, where appropriate).  A representative sample of approximately 10% of the total number of scripts or assessments for the module should be selected, but subject to a minimum of five scripts and a maximum of twenty scripts.  If the cohort is less than 10 students all work should be made available to the External Examiner.  However, a norm of 10 pieces of assessment per module is suggested.

In addition to actual assessments, the feedback provided on the work should also be available for scrutiny, along with evidence of the moderation process.

See the Postgraduate Taught Masters Degrees Regulations ‘Examination of the Dissertation’ for more information on sampling of dissertations.

The role of the External Examiner is to verify that the University’s policy on moderation of marks has been robustly applied and NOT to second mark assessments.

Oversight of the Assessment Process

The External Examiner shall review and approve all draft examination papers and topics for continuous assessment where these contribute at least 50% towards the module’s overall mark. The External Examiner can recommend the modification of questions if it is felt that these do not adequately assess the intended learning outcomes and/or reflect the relevant standard for the level of study.

Meeting with Students, Including Viva Voce Examinations

External Examiners may, but are not required to, meet with students on subjects or programmes that they are examining, e.g. to obtain general feedback on the quality of teaching, clarity of information, academic/personal support, etc.

Viva voce examinations shall not be permitted for the purpose of determining degree classifications for candidates pursuing initial degrees.

Involvement in Practical or Oral Assessments

Where the approved method of assessment for a particular module includes an oral or practical examination, External Examiners may be invited to observe such examinations.

Academic Misconduct

If following review of assessed work/examinations the External Examiner considers that a student has engaged in an academic misconduct assessment practice he/she must immediately report the circumstances in writing to the Chair of the Examining Board concerned.

The Chair of the Examining Board shall then invoke the University’s Academic Misconduct Procedures (found in the University’s Academic Guide).  

Participation and Attendance at Examining Boards

External Examiner(s) must be present at the subject-level College/School Examining Board at which the examination results in the subject(s) in which they have been involved are determined.

If an External Examiner, exceptionally, cannot attend a, Examining Board, he/she must be available for consultation by telephone, video network or other suitable means with the Chair of the Examining Board. The External Examiner must have all relevant documents necessary for the due performance of the business of the meeting.

If unable to attend, the External Examiner shall submit, in advance,  a written report on his/her findings to the Chair of the Examining Board which should be distributed to all members of the Board and considered in finalising module marks.

The External Examiner(s) shall not be required to attend Interim Examining Board meetings but may do so if he/she wishes. Consultation shall take place by correspondence or other appropriate means.

External Examiner(s) shall be available for consultation for the Progression and Award Board, at which credit is awarded, progression issues are determined and degrees are awarded. 

Signing Pass Lists

External Examiners must sign the pass list/results sheet to signify endorsement of the marks for the modules and that decisions have been made in accordance with award regulations.

Where unable to attend, the External Examiner must submit a statement to the Chair of the Examining Board which states that he/she agrees with the final marks awarded and standards achieved.

If the External Examiner is unwilling to sign then he/she shall submit, in writing, his/her rationale, with justification to the Pro Vice Chancellor (Academic). The Pro Vice Chancellor will investigate any issues which might mean that students’ marks would not otherwise be considered at the Award Board. The Pro Vice Chancellor shall have authority to sign the pass list in lieu of the External Examiner.

The signed pass list shall be forwarded to Academic Services for record keeping as part of the Progression and Award Board minutes.

Confidentiality and Security

Confidentiality and Security

Examiners are reminded that all draft assessment questions and student work submitted is confidential and that appropriate arrangements should be made to ensure its security.