External Examiners

Welcome to the University of Salford's resources for External Examiners.  If you have any queries not covered by the information below, please email ExternalExaminers@salford.ac.uk.  Information for staff can be found here on the Staff Hub.  

Introductory Information

Welcome from the Pro Vice-Chancellor (Student Experience)

Sam Grogan

Our External Examiners play a crucial role in helping us to assure the appropriateness of the standards of our awards, the quality of assessment opportunities afforded to students and the soundness and fairness of our assessment processes. We also welcome your independent and insightful perspective on the standard of our students' performance compared with those on similar programmes in other UK universities. Your role contributes to the academic integrity of our institution.

We value your contribution in assuring the quality of vital elements of our students' experience, enabling us to ensure that high quality teaching, learning and assessment are developed and maintained.

We aim to establish clear and effective dialogue with External Examiners, to provide you with all necessary information, and to draw on your informed view to enhance assessment for our students. These resources form part of this dialogue. Here you will find information about the External Examiner system at Salford, but perhaps more importantly, you will also find the names and contact details of colleagues whom you can approach directly should you need help.

On behalf of the University, I would like to take this opportunity to thank you for acting as an External Examiner for the University of Salford. My colleagues and I look forward to working with you and we hope that you will find these resources useful.

Best wishes,

Dr Sam Grogan
Pro-Vice Chancellor (Student Experience)

Your Role

The functions of an external examiner are:

  • to verify that academic standards are appropriate for the award, or part thereof, which s/he has been appointed to examine;
  • to ensure national comparability of academic standards;
  • to ensure that the assessment process is rigorous, fair and fairly operated, in line with the University’s policies and regulations.

The University expects external examiners:

  • to become familiar with the University’s policies, procedures, programme and/or module specifications, procedures and functions of Module and Programme Boards of Examiners and assessment schedule, as provided by the University;
  • to comment and give advice at all levels on programme and/or module content, coherence, currency, balance, structure and assessment procedures;
  • to provide feedback on assessment briefs/exam papers through the verification process before they are issued to students and to monitor the availability of any necessary marking schemes and model answers;
  • to moderate samples of student work and check that the University’s moderation process is followed;
  • to attend ephemeral assessments as necessary;
  • to assist in assuring equivalence of standards and examining procedures between the University and its affiliated institutions for the University's awards;
  • be prepared to offer comment (where appropriate) on new or revised articulation agreements with partner institutions;
  • to attend relevant Module/Programme Boards;
  • to sign the record of awards from the Programme Board meeting(s) attended to endorse the assessment outcomes and signal that assessment processes have been carried out in accordance with the University’s policies and regulations;
  • to submit a written report annually by the published deadline;
  • to ensure that the assessment process is rigorous, fair and fairly operated, in line with the University’s policies and regulations.

Please note that the role of an external examiner does not permit:

  • negotiating changes to individual student marks.

Induction

The University of Salford holds an Annual External Examiners Induction Event.  The event is to guide new External Examiners on their role as an External Examiner for the University of Salford.  Current External Examiners who have not previously attended an Induction are also welcome to attend.

The next External Examiners Induction Event is scheduled be held on 28 October 2020.  

Due to Covid 19 issues, the induction will be delivered as a Webinar.

To book a place please click on this link:

https://www.eventbrite.co.uk/e/university-of-salford-external-examiners-induction-event-october-2020-tickets-99693664434

Online Training

There are 2 training courses available online on Blackboard at the link below.  You will need to log in with your IT associate account that begins with the letters aaa.  If you find that your password has expired please contact our IT department on 0161 295 2444.  

https://blackboard.salford.ac.uk/webapps/blackboard/content/listContentEditable.jsp?content_id=_3473776_1&course_id=_63408_1

  • External Examiner Induction – for new External Examiners
  • Annual Update – briefing for existing External Examiners

Travelling to the University

Information on travelling to the University can be found here.

Your Feedback

Feedback

Your feedback is extremely important to the University. Each year you will be asked to provide feedback in a variety of ways which includes:

  • feedback on draft assessment briefs (this is known as verification)
  • feedback on the marking process (this is known as moderation)
  • completion of an annual report

Annual Report

Upon receipt, your annual report will be considered by the relevant School and you will receive a response highlighting any actions which the School, College or University may need to take as a result of your feedback.  The Quality and Enhancement Office produces an annual overview of all reports received by the University.

Serious Concerns

Should you have serious concerns about the academic standards or quality of provision, these concerns may be raised directly with the Vice-Chancellor of the University via the Quality and Enhancement Manager, Quality and Enhancement Office - a.l.cooke@salford.ac.uk.

In addition, any concerns regarding serious systemic or procedural problems may be raised with the Quality Assurance Agency.   Further information can be found at: http://www.qaa.ac.uk/complaints/concerns/pages/default.aspx

Right to Work

Right to Work - External Examiners and Advisors

Your appointment as External Examiner or External Advisor for the University of Salford is subject to the University receiving evidence of your right to work in the UK.  This evidence must be received prior to your appointment.

UK Visas and Immigration (UKVI) regulations require that all organisations obtain proof of the right to work in the UK for every individual who carries out work for them.  The UKVI’s definition of “work” is broad and includes the activities that External Examiners and External  Advisors carry out.  Therefore, we request that you provide this evidence to ensure compliance with the legal requirements and that our records are up-to-date.  We thank you in advance for your cooperation with these steps.

The Home Office has a prescribed list of documents it deems as acceptable for proving an individual’s right to work in the country.   In line with the Home Office Right to Work Checklist we need you to show us your original documents as applicable to your circumstances. (Please note that an expired British or EEA/Swiss passport is acceptable, providing it corresponds with the name on your application).

If you have time limited leave  to remain in the UK, there will be additional steps in order to ensure that the activities that you would be doing at Salford are in line with your rights – to be advised by the QEO.

If you have changed your name, including following marriage, you will need to provide additional supporting documentation as proof of change of name.

We must see the original evidence of right to work (we cannot accept certified copies) therefore you have two options as set out below.

Option A - If it is practicable for you to visit the University prior to your appointment.

Bring the necessary papers/documents to the Quality and Enhancement Office (QEO), Ground Floor Reception, Crescent House (Monday - Friday between 10:00 am and 4.00pm). QEO staff will process your documentation within approximately 15 minutes. See below for the full address.

Option B - If it is not practicable for you to visit the University prior to your appointment.

We will arrange to carry out a review of your right to work via live video connection such as Collaborate Ultra on Blackboard.  The steps are as follows:

  1. Arrange a right to work review at a time to suit you  via your QEO contact’s  phone number or through emailing  QEO@salford.ac.uk
  2. Send your original right to work documents via secure delivery E.g. Royal Mail Special Delivery Guaranteed by 1pm to:

    RTW
    Quality and Enhancement Office
    G06, Crescent House
    University of Salford
    The Crescent
    Salford
    M5 4WT

    Make sure you include details of the address that you require your documents to be returned to, otherwise we will return them to the address in the passport or other evidence provided.  Documents should arrive at our office no later than 48 hours before the planned video link.  You will be able to claim reasonable courier costs as expenses from the University of Salford (on proof of evidence).

  3. The video link will be carried out by a member of QEO staff and the right to work checklist completed.  Your documents will be return to you via secure courier with within three working days of the video.  

Please note that we do not accept certified copies as evidence of right to work.

If you do not provide your right to work documents in accordance with the above procedure, the University will be unable to confirm your appointment as External Examiner or External Advisor and will not be able to set you up on our systems and/or make any payment to you in relation to the role.

For more information see the FAQs below or email:

Right to Work - Information for Staff

Information for staff can be found on the Human Resources section of the Staff Hub.

https://testlivesalfordac.sharepoint.com/sites/HumanResources/SitePages/UKVI.aspx

Resources, Forms and Honorarium (Fees)

Resources for External Examiners

The resources in this section are thought to be helpful to those colleagues who are new to the role of External Examiner and provide information about the University's academic regulations, policies, procedures and IT systems. If there is any other information which you believe would be helpful to you as an External Examiner, please don't hesitate to email ExternalExaminers@salford.ac.uk.

Regulations, Policies and Procedures

    IT Systems

    Forms for External Examiners

    Annual Report Form

    Your Annual Report should be submitted via an online form that can be found here.  The form is secure to you, so you will need to use your University of Salford Associate account to log on. If you can’t remember your user name, please email ExternalExaminers@salford.ac.uk or call 0161 295 4123..

    If you have password issues, please call the University’s Digital IT Service Desk 0161 295 2444 (8am- 5pm).  

    You can edit and revise your report as needed and when you are satisfied, click ‘Confirm Completion and Submit’ to send us the final version.

    We strongly encourage you to complete this online form straight after attending the last Exam Board. This is because if the issues are fresh in your mind you will be able to provide the level of detailed feedback that helps us make improvements to our programmes.

    The final deadline for submitting your report is 14 August.

    If you need any further guidance please contact the Quality and Enhancement Office (QEO) - email ExternalExaminers@salford.ac.uk or call 0161 295 4123.

     

    Fees

    Please note External Examiners for Taught Programmes do not need to submit a Fee Claim Form as their fees are calculated from the information in the online Annual Report.

    FAQs

    Expenses

    Where can I get an expenses claim form ?

    You can print one from the forms section above.

    The expense claim should be:

    • Sent to us by post with the original receipts

    OR

    • Scan the expenses claim form and also the receipts and send to us by email

    Please remember to sign (hand-sign or electronic signature) your expenses claim form.

     

    What are the limits for the amounts that can be claimed for ?

    Hotel Accommodation: £95 per night

    Breakfast: £6

    Lunch: £10

    Dinner: £20

    Standard Class Train Travel

    We cannot reimburse for alcoholic drinks.

     

    Can you recommend a hotel for me to stay in ?

    You are free to book any hotel that you wish up to our limit of £95 per night. There are a wide range of hotels in Manchester City Centre (1.5 miles way) and close to the University of Salford there are:

    Premier Inn - Salford Central or Manchester Arena

    Ainscow

    Trevilles – Salford, Cross Lane (directly opposite Salford Crescent Train Station and the university buildings Allerton and Mary Seacole, but please note that this is a budget hotel).

     

    Why have I only received X number of pounds when I submitted a claim for expenses of XX number of pounds?

    We do not reimburse for alcohol, newspapers etc. so this may have been deducted from the claim. There are also maximum amounts that can be claimed for items (e.g. hotel accommodation, meals etc). The maximum amounts payable are listed on the expenses claim form.

     

    I usually stay with a friend and take him/her a gift for putting me up and this means that I am out of pocket - can I claim any kind of expenses?

    No.  HMRC rules do not allow reimbursement for this type of expense.

     

    Why was I not paid as soon as I submitted my expenses claim?

    You may have just missed the deadline for receipt of claims, which is the 10th of the month. You will therefore receive your expenses payment at the end of the following month.

     

    Is there a deadline for submission of expense claims?

    Yes, expense claims for expenses incurred in the academic year 2019-20 must be submitted by the deadline of 30th September 2020.

    Annual External Examiners Reports

    Where can I get a copy of the Annual External Examiners Report pro-forma ?

    This report form is available in the forms section above.

     

    What is the deadline for submitting the annual report ?

    The deadline is 10 August 2020.

    Honorarium (Fees)

    Why have I not received payment of my honorarium ?

    Payment of the honorarium is dependent on all 3 of the following:

    1. Submission of an Annual Report on the standard report pro forma to the Quality and Enhancement Office
    2. Supporting documentation from the school having been received by the Quality and Enhancement Office
    3. An appropriate check of your right to work in the UK having been carried out and the Quality and Enhancement Office holding this documentation

     

    I have changed my bank account - what should I do?

    You should complete a new Bank Authority Form, which can be found in the Forms section above, and send it to us as soon as possible.

     

    I have paid too much tax - what should I do?

    You should contact the Salaries and Wages section of the Finance Department.

     

    I have only received X number of pounds as an honorarium but was expecting XX number of pounds. Why is there a difference?

    We calculate the honorarium according to the information given to us by the school that you are an external examiner for (i.e. the modules, credit-rating of the modules and how many students are on the modules). If you e-mail your query to ExternalExaminers@salford.ac.uk, we can ask the school to double-check the information that they have given to us.

    Applying to be an External Examiner

    What paperwork do I need to submit to apply to be an external examiner?

    You need to complete an External Examiner Application Form, which is available in the forms section above, and send it to your school contact.  If you do not have a school contact, please send this to the School Operations Manager.

     

    Why do I need to provide proof that I have the right to work in the UK? 

    The UK Visas and Immigration (UKVI) requires that all organisations obtain proof of the right to work in the UK for every individual who carries out work for them. Therefore we request that you provide this evidence to ensure compliance with legal requirements.

    This check needs to be carried out before your appointment and we are required to see your original evidence in your presence.

    Right to Work

    I have already received my appointment as an External Examiner or External Advisor.  Do I still need to show Salford my original documents?

    Yes, if you have been asked to go through Option A or Option B it is because, following a recent review, we are carrying out RTW checks and ensuring that we have seen original documents. We thank you in anticipation of your cooperation with this. We cannot not pay fees or expenses until this check has been carried out.

     

    Do you accept certified copies of evidence?

    We do not accept certified copies as evidence of right to work. For people on time limited leave to remain in the UK, we require certification from their employer’s HR department that the activities in Salford are in line with the Certificate of Sponsorship. However this is an additional stage to the right to work process that applies only to people with time limited leave to remain.

     

    How do I send the documents to you?

    You should use specialist secure delivery courier that is convenient to you E.g. Royal Mail Special Delivery Guaranteed by 1pm. You employer may be able to help you with this. You will be able to claim reasonable courier costs as expenses from the University of Salford (on proof of evidence).

     

    I need my passport for a planned trip abroad and not able to send it to you.  What should I do?

    We can turn around the right to work checks within a few days as set out above in Option B. However, if this still a problem please review the Home Office Right To Work Checklist for the prescribed list of accepted documents as there may be other evidence such as birth certificate and national insurance that you can send instead of your passport.

     

    Why is Salford asking for this evidence whilst other HEIs aren't?

    UKVI guidance is quite clear about when right to work checks are required and how they should be carried out. We are complying with the regulations to ensure that we protect our UKVI Sponsor Licence to enable the recruitment of both international students and international staff.

     

    Can I bring my documents on my first visit to Salford?

    Unfortunately no as we need to see your documents prior to confirmation of your appointment or before you undertake any activities on behalf of Salford.

    General

    Who should I contact if I am having IT issues?

    If you experience difficulties in accessing the University's IT systems, it may be because you need to reset your password. Passwords need to be reset at least once in a 12 month period.  To reset your password please contact our IT Service Desk on Tel: 0161 295 2444 or via email ITS-ServiceDesk@salford.ac.uk

    Should you experience difficulties in accessing the programme Blackboard site, please contact the Programme Leader/Programme Administrator in the first instance so that they can ensure that you are enrolled on the relevant areas in the Blackboard site. 

    If you still have any issues please contact QEO via e-mail externalexaminers@salford.ac.uk