The role of the External Examiner at the University of Portsmouth Collaborative Programmes THE...

The role of the External Examiner The role of the External Examiner

at the University of Portsmouthat the University of Portsmouth

Collaborative ProgrammesCollaborative Programmes

THE ASSESSMENT PROCESSTHE ASSESSMENT PROCESSAndy ReesAndy Rees

Academic RegistrarAcademic Registrar

VariationsVariations Collaborative Programmes will require either the Collaborative Programmes will require either the

exercise of these arrangements, including if exercise of these arrangements, including if necessary by “long distance” sampling, or an necessary by “long distance” sampling, or an agreement to operate under a different model as agreement to operate under a different model as defined in the University policy on Collaborative defined in the University policy on Collaborative Programmes.Programmes.

One of quality assurance in ensuring procedures and One of quality assurance in ensuring procedures and processes are in place that will assure appropriate processes are in place that will assure appropriate outcomes.outcomes.

External Examiners play that role by sampling and External Examiners play that role by sampling and commenting upon the evidence of the operation of those commenting upon the evidence of the operation of those procedures and processes in the expectation that the procedures and processes in the expectation that the University will act in response.University will act in response.

Role at the University of PortsmouthRole at the University of Portsmouth

Role at the University of PortsmouthRole at the University of Portsmouth External Examiners are expected to report, using their expert External Examiners are expected to report, using their expert

judgement, on the following:judgement, on the following:

• Whether standards are appropriate, by reference to benchmarks, Whether standards are appropriate, by reference to benchmarks, the qualification framework, programme specifications, and unit the qualification framework, programme specifications, and unit descriptions.descriptions.

• The comparability of student standards of achievement to those of The comparability of student standards of achievement to those of similar programmes or parts of programmes at other UK institutions similar programmes or parts of programmes at other UK institutions with which they are familiar.with which they are familiar.

• The extent to which the University’s processes for assessment, The extent to which the University’s processes for assessment, examination, and the determination of awards are sound and have examination, and the determination of awards are sound and have been fairly conducted.been fairly conducted.

What is the best way of describing What is the best way of describing the University of Portsmouth Assessment System?the University of Portsmouth Assessment System?

Two Tier:Two Tier:

• Curriculum consists of unitsCurriculum consists of units

• These units have a credit value and levelThese units have a credit value and level

• Rules for the aggregation of credit by value and level define Rules for the aggregation of credit by value and level define named qualifications.named qualifications.

• The Course Approval Process approves particular defined The Course Approval Process approves particular defined pathways that lead to these named qualifications.pathways that lead to these named qualifications.

University of Portsmouth Assessment SystemUniversity of Portsmouth Assessment System Academic Council appoints a Subject External Examiner to Academic Council appoints a Subject External Examiner to

a group of units for a period of 5 years. Academic Council a group of units for a period of 5 years. Academic Council may exceptionally approve an extension of appointment of may exceptionally approve an extension of appointment of up to two years.up to two years.

Normally, a unit is the responsibility of only one subject Normally, a unit is the responsibility of only one subject external examiner; a subject external examiner is external examiner; a subject external examiner is responsible for many units.responsible for many units.

University of Portsmouth Assessment SystemUniversity of Portsmouth Assessment System Academic Council approves the annual nomination of Academic Council approves the annual nomination of

Award External Examiner(s) for each named qualification, Award External Examiner(s) for each named qualification, drawn from the pool of Subject External Examiners for the drawn from the pool of Subject External Examiners for the units contributing to the named qualification.units contributing to the named qualification.

Each named qualification must have at least one Award Each named qualification must have at least one Award External Examiner; an Award External Examiner may be External Examiner; an Award External Examiner may be responsible for more than one named qualification at any responsible for more than one named qualification at any level.level.

University of Portsmouth Assessment SystemUniversity of Portsmouth Assessment System We believe the principal focus for the maintenance of academic We believe the principal focus for the maintenance of academic

standards is at the unit level.standards is at the unit level.

• Unit Assessment Boards meet twice a year.Unit Assessment Boards meet twice a year.

• Unit Assessment Boards confirm marks and assign credit at the Unit Assessment Boards confirm marks and assign credit at the unit level, regardless of for which qualification the students studying unit level, regardless of for which qualification the students studying those units are registered.those units are registered.

• The group of units for which a Unit Assessment Board is The group of units for which a Unit Assessment Board is responsible may be larger than the group of units for which a responsible may be larger than the group of units for which a Subject External Examiner is responsible.Subject External Examiner is responsible.

• There may be more than one Subject External Examiner There may be more than one Subject External Examiner associated with a Unit Assessment Board. associated with a Unit Assessment Board.

• Subject External Examiners are encouraged to attend Subject External Examiners are encouraged to attend the meeting(s) of Unit Assessment Board. If this is the meeting(s) of Unit Assessment Board. If this is impracticable, the Subject External Examiner must impracticable, the Subject External Examiner must make her or his views known to the Board ahead of the make her or his views known to the Board ahead of the meeting.meeting.

University of Portsmouth Assessment SystemUniversity of Portsmouth Assessment System

Boards of Examiners meet at least once a year.Boards of Examiners meet at least once a year.

Boards of Examiners recommend the award of Boards of Examiners recommend the award of qualifications and any classification, on consideration of the qualifications and any classification, on consideration of the full student profile across all the units approved as making full student profile across all the units approved as making up the named qualification within parameters of discretion up the named qualification within parameters of discretion

defined by the assessment regulationsdefined by the assessment regulations..


Boards of Examiners may not alter confirmed marksBoards of Examiners may not alter confirmed marks

Award External Examiner must attend the meeting of the Award External Examiner must attend the meeting of the Board of Examiners (although an emergency procedure Board of Examiners (although an emergency procedure exists where prevented by last minute accident of some exists where prevented by last minute accident of some sort).sort).


Consultants and Advisers to Unit Assessment BoardsConsultants and Advisers to Unit Assessment Boards

Head of Department to inform Subject External Head of Department to inform Subject External Examiner of the Units they are responsible for and of Examiner of the Units they are responsible for and of any modifications to that list over time. Head will also any modifications to that list over time. Head will also cause to be sent the name and contact details for the cause to be sent the name and contact details for the Unit Co-ordinator of each unit so listed to the Subject Unit Co-ordinator of each unit so listed to the Subject External ExaminerExternal Examiner

Subject External Examiner RoleSubject External Examiner Role

Subject External Examiner RoleSubject External Examiner Role At the beginning of the session, the Unit Co-ordinator will send At the beginning of the session, the Unit Co-ordinator will send

the Subject External Examiner:the Subject External Examiner:

• The Unit Description for each unit each time it is The Unit Description for each unit each time it is delivered (ie. Each semester or each academic delivered (ie. Each semester or each academic year). This must include the learning outcomes for year). This must include the learning outcomes for the unit and the assessment strategy.the unit and the assessment strategy.

• A statement of how the assessment artefacts A statement of how the assessment artefacts planned for this session will meet the strategy and planned for this session will meet the strategy and allow the students to demonstrate they have met allow the students to demonstrate they have met the learning outcomes.the learning outcomes.


The Subject External Examiner may comment on The Subject External Examiner may comment on these (Directly or through the Head of Department) these (Directly or through the Head of Department) but changes with immediate effect cannot be but changes with immediate effect cannot be required.required.

Subject External Examiner RoleSubject External Examiner Role Before the Unit Assessment Board meets, the Unit co-ordinator Before the Unit Assessment Board meets, the Unit co-ordinator

shall send the Subject External Examiner:shall send the Subject External Examiner:

• The assessment artefacts used (ie. Each The assessment artefacts used (ie. Each assessment item such as a coursework assessment item such as a coursework assignment or an examination paper.assignment or an examination paper.

• Marking schemes used for each artefact.Marking schemes used for each artefact.

• A sample of the students’ workA sample of the students’ work

Subject External Examiner RoleSubject External Examiner Role The size of the sample is to be decided by negotiation, but the Subject The size of the sample is to be decided by negotiation, but the Subject

External Examiner may have access to any assessment she/he External Examiner may have access to any assessment she/he wishes. As a rule of thumb, it is suggested that not less than 20% of wishes. As a rule of thumb, it is suggested that not less than 20% of the total assessment diet for a unit is seen by the Subject External the total assessment diet for a unit is seen by the Subject External Examiner. The sample should include all work proposed for failure and Examiner. The sample should include all work proposed for failure and all work proposed for a mark of 70% or more, together with a cross-all work proposed for a mark of 70% or more, together with a cross-section of work from other grades.section of work from other grades.

A cover sheet, on which the Subject External Examiner can make any A cover sheet, on which the Subject External Examiner can make any comments on that particular assessment element, will accompany the comments on that particular assessment element, will accompany the sample of student work.sample of student work.


• This procedure should enable the Subject External This procedure should enable the Subject External Examiner to comment to the UAB and subsequently Examiner to comment to the UAB and subsequently report to Academic Council on the appropriateness of report to Academic Council on the appropriateness of the assessment and the standard of the students’ the assessment and the standard of the students’ performance.performance.

• The Subject External Examiner cannot require any The Subject External Examiner cannot require any individual mark to be changed.individual mark to be changed.

Subject External Examiner RoleSubject External Examiner Role The explicit agreement of the Subject External The explicit agreement of the Subject External

Examiner is required before a Unit Assessment Board Examiner is required before a Unit Assessment Board may:may:

• apply moderation to the range of marks within a unitapply moderation to the range of marks within a unit

• set pass or other criteria at levels other than those set pass or other criteria at levels other than those specified in the approved unit descriptorspecified in the approved unit descriptor


• The signature of the Subject External Examiner on a marksheet The signature of the Subject External Examiner on a marksheet signifies general satisfaction with the effectiveness and adequacy signifies general satisfaction with the effectiveness and adequacy of the relationship between the assessment strategy and the of the relationship between the assessment strategy and the learning outcomes of the unit.learning outcomes of the unit.

• It does not imply that the Subject External Examiner agrees with It does not imply that the Subject External Examiner agrees with every individual mark.every individual mark.

• If the Subject External Examiner declines to endorse the If the Subject External Examiner declines to endorse the marksheet, she or he should report the reasons why directly, and in marksheet, she or he should report the reasons why directly, and in confidence, to the Vice-Chancellor, as Chair of Academic Council.confidence, to the Vice-Chancellor, as Chair of Academic Council.


• Subject External Examiners are encouraged to undertake Subject External Examiners are encouraged to undertake discussions with students in order to gain an appreciation of the discussions with students in order to gain an appreciation of the nature and quality of the student learning experience.nature and quality of the student learning experience.

• Viva voce examinations are not possible unless specified in the unit Viva voce examinations are not possible unless specified in the unit description as a method of assessment for all students.description as a method of assessment for all students.

• The Subject External Examiner must submit a report, using the The Subject External Examiner must submit a report, using the University pro-forma, to the Academic Registrar within 4 weeks of University pro-forma, to the Academic Registrar within 4 weeks of the date of the Unit Assessment Board.the date of the Unit Assessment Board.

Award External Examiner RoleAward External Examiner Role The Award External Examiner acts as a member of the The Award External Examiner acts as a member of the

Board of Examiners, with a duty to report on key quality Board of Examiners, with a duty to report on key quality assurance aspects.assurance aspects.

Annually, the Head of Department shall ensure that the Annually, the Head of Department shall ensure that the following is sent to the Award External Examiner, for following is sent to the Award External Examiner, for each named qualification for which they are responsible, each named qualification for which they are responsible, once their nomination has been approved by Academic once their nomination has been approved by Academic Council:Council:

Award External Examiner RoleAward External Examiner Role

• Programme SpecificationProgramme Specification

• Programme Level Assessment MatrixProgramme Level Assessment Matrix

• Any programme specific assessment regulationsAny programme specific assessment regulations

Award External Examiner RoleAward External Examiner Role Before the Board of Examiners meets, the Award External Before the Board of Examiners meets, the Award External

Examiner(s) shall have the opportunity, in any of the units contributing Examiner(s) shall have the opportunity, in any of the units contributing to the named qualifications for which they are responsible, to to the named qualifications for which they are responsible, to examine:examine:

• The sample of students’ assessed work sent to the Subject The sample of students’ assessed work sent to the Subject External ExaminerExternal Examiner

• The cover sheet completed by the Subject External ExaminerThe cover sheet completed by the Subject External Examiner

• Any further sample of assessed work deemed appropriate by the Any further sample of assessed work deemed appropriate by the Award External ExaminerAward External Examiner

Award External Examiner RoleAward External Examiner Role The signature of the Award External Examiner on the The signature of the Award External Examiner on the

Conferment List (UP6) for the named qualification relates Conferment List (UP6) for the named qualification relates to satisfaction with:to satisfaction with:

The equitable and fair consideration of each individual The equitable and fair consideration of each individual student profile against the assessment regulations, student profile against the assessment regulations, taking into account any properly presented taking into account any properly presented extenuating circumstances.extenuating circumstances.

Award External Examiner RoleAward External Examiner Role The adequacy of the assessment process in allowing the The adequacy of the assessment process in allowing the

programme level learning outcomes to be demonstrated.programme level learning outcomes to be demonstrated.

The standard of the named qualification in comparison The standard of the named qualification in comparison to that of similar named qualifications elsewhere in the to that of similar named qualifications elsewhere in the UK.UK.

It does not imply that the Award External Examiner It does not imply that the Award External Examiner agrees with every individual mark or classification.agrees with every individual mark or classification.

Award External Examiner RoleAward External Examiner Role If the Award External Examiner declines to endorse the If the Award External Examiner declines to endorse the

Conferment List she or he should report the reasons Conferment List she or he should report the reasons why directly, and in confidence to the Vice-Chancellor, why directly, and in confidence to the Vice-Chancellor, as Chair of Academic Council.as Chair of Academic Council.

Award External Examiners are encouraged to undertake Award External Examiners are encouraged to undertake discussions with students in order to gain an discussions with students in order to gain an appreciation of the nature and quality of the student appreciation of the nature and quality of the student learning experience.learning experience.

Award External Examiner RoleAward External Examiner Role Viva voce examinations are not possible unless specified Viva voce examinations are not possible unless specified

in the Unit Description or Programme Level Assessment in the Unit Description or Programme Level Assessment Matrix as a method of assessment for all students.Matrix as a method of assessment for all students.

The Award External Examiner must submit a report, The Award External Examiner must submit a report, using the University pro-forma, to the Academic Registrar using the University pro-forma, to the Academic Registrar within 4 weeks of the date of the main Board of within 4 weeks of the date of the main Board of Examiners.Examiners.

Maintaining StandardsMaintaining Standards The submission and consideration of the Annual Report The submission and consideration of the Annual Report

Form by External Examiners is central to the Form by External Examiners is central to the maintenance of standards.maintenance of standards.

The report form takes the form of a pro-forma requiring The report form takes the form of a pro-forma requiring yes/no answers to a number of key quality assurance yes/no answers to a number of key quality assurance issues.issues.

Maintaining StandardsMaintaining Standards This is supplemented by a free-form section the content This is supplemented by a free-form section the content

and structure of which is at the discretion of the external and structure of which is at the discretion of the external examiner, although we do suggest a number of issues on examiner, although we do suggest a number of issues on which we would be grateful to receive feedback.which we would be grateful to receive feedback.

External Examiners must submit their report(s) annually External Examiners must submit their report(s) annually to the Academic Registrar together with the claim for any to the Academic Registrar together with the claim for any expenses (Form SAL6). The Academic Registrar will expenses (Form SAL6). The Academic Registrar will ensure copying of the report to the Associate Dean ensure copying of the report to the Associate Dean (Quality) and the Pro Vice-Chancellor (Academic). (Quality) and the Pro Vice-Chancellor (Academic).

Maintaining StandardsMaintaining Standards External Examiners must submit their report(s) within 4 External Examiners must submit their report(s) within 4

weeks of the Unit Assessment Board (Subject External weeks of the Unit Assessment Board (Subject External Examiners) or the main meeting of the Board of Examiners) or the main meeting of the Board of Examiners (Award External Examiner).Examiners (Award External Examiner).

The Head of Department must respond to the External The Head of Department must respond to the External Examiner with a copy to the Annual Subject Review of the Examiner with a copy to the Annual Subject Review of the Department.Department.

The Report Form allows the External Examiner to record The Report Form allows the External Examiner to record whether they are satisfied or not with the response whether they are satisfied or not with the response received to last year’s report.received to last year’s report.

Maintaining StandardsMaintaining Standards Additionally, on completion of their term of appointment, Additionally, on completion of their term of appointment,

Academic Registry will ask External Examiners to submit Academic Registry will ask External Examiners to submit a final report. This final report will summarise the general a final report. This final report will summarise the general perception of the units and programmes for which she or perception of the units and programmes for which she or he has been responsible, and draw attention to any he has been responsible, and draw attention to any particular issues that need addressing or particular issues that need addressing or recommendations for future development.recommendations for future development.

Maintaining StandardsMaintaining Standards The External Examiner’s Report is considered by the The External Examiner’s Report is considered by the

University to be a key quality assurance document. University to be a key quality assurance document. Therefore, external examiners who fail to submit reports, Therefore, external examiners who fail to submit reports, or who submit reports inadequate in either form or or who submit reports inadequate in either form or coverage, may have their agreement with the University coverage, may have their agreement with the University of Portsmouth terminated.of Portsmouth terminated.

Payments and AgreementsPayments and Agreements

Subject External Examiners:

A standard fee of £400 per annum, although A standard fee of £400 per annum, although additional fees will be paid for agreed additional additional fees will be paid for agreed additional duties (for example travel abroad, large numbers of duties (for example travel abroad, large numbers of units >30 to examine)units >30 to examine)

Payments and AgreementsPayments and Agreements

Award External Examiners:

An additional fee of £100 per annum, regardless of An additional fee of £100 per annum, regardless of the number of named qualifications for which the the number of named qualifications for which the Award External Examiner has responsibility.Award External Examiner has responsibility.

Payments and AgreementsPayments and Agreements Additionally, reimbursement for reasonable expenses Additionally, reimbursement for reasonable expenses

incurred in connection with duties. Such reimbursement incurred in connection with duties. Such reimbursement must be made in accordance with the University’s Finance must be made in accordance with the University’s Finance Regulations.Regulations.

Payment of fees will be made only on receipt of the annual Payment of fees will be made only on receipt of the annual report.report.

All external examiners are asked, on appointment, to sign All external examiners are asked, on appointment, to sign and return a written agreement that includes a termination and return a written agreement that includes a termination procedure.procedure.

VariationsVariations

Professional Bodies may have additional requirements Professional Bodies may have additional requirements and expectations of External Examiners as a condition of and expectations of External Examiners as a condition of accreditation. Where this is the case, and the professional accreditation. Where this is the case, and the professional body is recognised by the University, these additional body is recognised by the University, these additional duties and/or variations will be incorporated by Academic duties and/or variations will be incorporated by Academic Registry into the written agreement. Such arrangements Registry into the written agreement. Such arrangements may also involve a different payment rate. may also involve a different payment rate.

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