Examiner appointments and payments

OVERVIEW

Each year, departments are responsible for appointing an exam board for each University examination and, subsequently, for requesting that payments are made to examiners via the Examiner Appointments and Payments (EAP) portal.

The composition of each exam board is determined by its associated standing order. At a minimum, each exam board must consist of:

  • a Chair of Examiners
  • an Internal Examiners
  • an External Examiners (an exception is with first Public Examinations (prelims) whereby no External Examiner is required)

Assessors may also be optionally appointed to assist an exam board, for example with the marking and setting of examinations.

Full guidance relating to examiner appointments is available from the Regulations for the Conduct of University Examinations and the Policy and Guidance for Examiners and others involved in University Examinations.

Full guidance relating to the EAP portal, including how to gain access and user manuals, is available from the EAP webpage. Any queries relating to the EAP portal should be directed to the Student Systems Support Centre at student.systems@admin.ox.ac.uk or 01865 (2)84848.

 

STANDING ORDERS

The structure of exam boards is governed by their standing orders. A standing order outlines the minimum number of Internal and External examiners who must be appointed to the exam board, as well as the terms of office (i.e. lengths of each appointment) of its Chair of Examiners, Internal Examiners and External Examiners.

Further guidance on standing orders is available from Part 2 of the Regulations for the Conduct of University Examinations.

Further information on terms of office is available from the Regulations for the Conduct of University Examinations:

  • Chair of Examiners - see Part 5 of the regulations
  • Internal Examiners - see Part 4 of the regulations
  • External Examiners - see Part 6 of the regulations

Amending and approving Standing Orders

Senior Nominating Officers (SNOs) are responsible for confirming the accuracy of standing orders and any required amendment prior to the start of each academic year, and in advance of exam boards being appointed.

An exam board can only be appointed once any amendment made to its standing order has been approved by the SNO and the central Examinations and Assessments Team. If no amendment has been made, the approved standing order from the previous academic year will remain in place without the need for any additional approval.

Exam Board Administrators (EBAs) can view and amend standing orders via the EAP Portal.

SNOs can view standing orders and approve any amendments entered by the EBAs via the EAP Portal.

Full guidance relating to the EAP portal, including how to gain access and user manuals, is available from the EAP webpage. Any queries relating to the EAP portal should be directed to the Student Systems Support Centre at student.systems@admin.ox.ac.uk or 01865 (2)84848.

 

APPOINTMENTS

Departments are responsible for appointing Chairs of Examiners, Internal Examiners and External Examiners, as well as optional Assessors, for each University examination in each academic year, via the EAP Portal.

The Examinations and Assessments Team will notify departments that they can start appointing Exam Boards for the upcoming academic year towards the end of each Trinity Term.

All appointments are for one term of office only - the duration (number of years) of each appointment is governed by the term of office stated in the Exam Board's standing order. Appointments that are within their terms of office will be automatically rolled over in the EAP Portal to the subsequent academic year's Exam Board.

Examiners and Assessors must not carry out any examination duties until their appointments have been confirmed. An appointment is confirmed once it has met the following two conditions:

  1. Received the necessary academic approvals, from either Chair of Examiners or Senior Nominating Officers and, if required, from the Proctors
  2. Confirmed valid Right to Work (RtW) status - see RtW section below for further information.

The EAP Portal manages the appointments approval process and provides information on appointment statuses, including confirmed appointments. Further information about the EAP Portal, including user manuals, is available from the EAP Webpage.

Full guidance relating to the appointments of Chairs of Examiners, Internal and External Examiners, and Assessors, the terms of office for their appointments, as well as their roles and responsibilities is available from the Regulations for the Conduct of University Examinations and the Policy and Guidance for Examiners and others involved in University Examinations.

Specific information relating to the appointments of Chair of Examiners, Internal and External Examiners and Assessors, as well as appointments of new examiners and assessors, and Right to Work, is available from the relevant sections below.

Expand All

A Chair of Examiners must be appointed to all exam boards by 1st October of each academic year.

All appointments of Chairs of Examiners require approval from Senior Nominating Officers (SNOs).

Appointments also require approval from the Proctors if the nominated individuals do not meet at least one of the following two criteria:

  1. Have full faculty membership
  2. Have previously been appointed as either Chair of Examiners or Internal Examiner

Appointments that require approval from the Proctors must be submitted with a Chair supporting information form.

Chairs of Examiners may be reappointed to serve additional terms of office with approval from SNOs.

For joint school examinations where the Chair of Examiners is appointed on a rotating basis between the departments which jointly manage the exam board, the departments must agree on a process for ensuring that the Chair of Examiners for any particular academic year is appointed by the correct department.

Regulations relating to the appointment of Chair of Examiners is available from Part 5 of the Regulations for the Conduct of University Examinations.

A minimum of one Internal Examiner must be appointed to all exam boards by 1 November of each academic year. The total number of Internal Examiners that must be appointed is governed by the standing order.

All appointments of Internal Examiners require approval from Senior Nominating Officers (SNOs).

Appointments will only require approval from the Proctors if the individuals being appointed do not meet at least one of the following two criteria:

  1. Have full faculty membership
  2. Have previously been appointed as either Chair of Examiners or Internal Examiner

All appointments that require approval from the Proctors must be submitted with an Internal supporting information form.

Internal Examiners can be reappointed to serve one additional term of office with approval from SNOs.

For regulations relating to the appointment of Chair of Examiners, please see Part 3 of the Regulations for the Conduct of University Examinations.

External Examiners must be appointed by 1 November of each academic year.

With the exception of First Public Examinations (prelims), a minimum of one External Examiner must be appointed to all Exam Boards to act as an arbiter of standards. The total number of External Examiners that must be appointed to an exam board is governed by its standing order.

Note: See External Assessors section below for appointing External Examiner as provider of subject/academic expertise. External Examiners must not act as both arbiter of standards and as provider of subject/academic expertise without advance permission from the Proctors.

All appointments of External Examiners require approval from Senior Nominating Officers (SNOs) and from the Proctors, and must be submitted with a CV and External supporting information form.

External Examiners can only be appointed for one term of office, of either three or four years. After serving one term of office, they cannot be reappointed for at least five years.  

Extension on External Examiners term of office

The Proctors may grant permission for an External Examiner’s term of office to be extended beyond that stated in the standing order by one additional year. Such permissions will only be granted where there is sufficient justification of exceptional circumstances and must be sought well in advance of the start of the academic year.

To appoint External Examiner for a one year extension, you simply nominate the external examiner via the EAP Portal as normal. The appointment must however be submitted with a document outlining the exceptional circumstances along with sufficient justifications as to why an extension would be appropriate (as ‘Other Files’) in addition to CV and External supporting information form.

The system will automatically recognise this reappointment as a one year extension and will not roll over the appointment to subsequent academic year. It will also disallow the same External Examiner from being reappointed again for at least five years.

For regulations relating to the appointment of External Examiners, Please see Part 6 of the Regulations for the Conduct of University Examinations and Annex J of the Policy and Guidance for Examiners and others involved in University Examinations

Exam Boards may, at their discretion, choose to appoint Assessors to assist them with their duties, for example with setting exam questions and marking scripts.

Unlike Examiners (Chairs, Internals and Externals), Assessors are not, strictly speaking, official members of the exam board. They should not therefore take part in the decisions made by the exam board regarding final results/classifications/awards at exam board meetings.

External Assessors

External Assessors are optional External Examiners appointed by Exam Boards to assist them solely as a provider of subject/academic expertise.

Note: External Assessors must not carry out the role of arbiter of standards. See External Examiner section above for appointing External Examiner as arbiter of standards.

All appointments of External Assessors require approval from the Senior Nominating Officers and from the Proctors, and must be submitted with a CV and External supporting information form.

The term of office for External Assessors is always four years. External Assessors can be reappointed to the role. Each reappointment will require a new nomination being submitted via the EAP Portal, with up-to-date CV and External supporting information form, for approval by the Senior Nominating Officer and the Proctors.

For regulations relating to the appointment of External Assessors, please see Part TBC of the Regulations for the Conduct of University Examinations.

Internal Assessors (Assessors)

All appointments of Assessors require approval from the Chair of Examiners.

Appointments will only require approval from the Proctors if the individuals being appointed do not meet at least one of the following two criteria:

  1. have full faculty membership
  2. have previously been appointed as either Chair of Examiners or Internal Examiner

All appointments that require approval from the Proctors must be submitted with an Internal supporting information form.

Once Assessors have been appointed to an Exam Board, their appointments will remain in place in the EAP Portal and be rolled over to the subsequent year’s Exam Board until they are removed by the Exam Board Administrators.

For regulations relating to the appointment of Assessors, Please see Part 7 of the Regulations for the Conduct of University Examinations

Postgraduate Research (PGR) Student Assessors

Appointments of Postgraduate Research (PGR) Student Assessors are for one term only (e.g. Michaelmas Term). They may continue to act as assessors in subsequent terms (e.g. Hillary and Trinity Terms), but must be reappointed for each subsequent term.

Each appointment and reappointment of PGR Student Assessors requires approval from the Chair of Examiners and from the Proctors, and must be submitted with an up-to-date PGR Assessors supporting information form.

PGR students should only be appointed as assessors on Postgraduate exam boards under exceptional circumstances, which must be clearly outlined in the supporting information form.

Further guidance on the appointment of PGR Student Assessors is available from Annex H of the Policy and Guidance for Examiners and others involved in University Examinations.

Note: This section is applicable for appointments of casual employees as Examiners or Assessors to Undergraduate Exam Boards only.

The EAP Portal provides information on the RtW status of each appointment. Please refer to the Exam Board Administrator User Manual for further information on RtW statuses.

Where an appointment has been indicated in the portal as missing valid RtW information, Exam Board Administrators (EBAs) must carry out a physical RtW check in advance of any examining work being carried out by the appointee. In exceptional cases, such as External Examiners who are remote to Oxford, RtW checks may be carried out upon first arrival in Oxford, which must be prior to attendance at final exam board meetings.

Departments are only required to carry out RtW checks on casual Examiners and Assessors who are appointed to Undergraduate Exam Boards.

All RtW information for Examiners and Assessors must be recorded in the University's central CoreHR system to be considered valid.

Examiners and Assessors must not carry out any examining work until their appointments have been confirmed in the EAP Portal. This means their appointments have received all of the necessary academic approvals, including from the Proctors if required, and there is valid RtW information against their appointments in CoreHR.

Recording missing RtW information for existing casual examiners and assessors with appointment records in CoreHR

After carrying out physical RtW checks, EBAs must liaise with either CoreHR users in their departments or HRIS Support Centre (depending on local arrangements) to ensure that the RtW information is accurately recorded against the existing appointment records in CoreHR. A physical copy of the RtW must also be retained.

The interface between CoreHR and EAP system will automatically transfer the RtW information and update then RtW status in the EAP Portal.
 
Recording RtW information for new casual Examiners or Assessors

Appointments of new Examiners or Assessors who do not already exist in EAP will require a new casual appointment record being created in CoreHR.

In these instances, the process for recording RtW is as follows:

  1. EBA creates a temporary record and submits the nomination in the EAP Portal. Further guidance on how to create temporary record is available from the Exam Board Administrator User Manual.
  2. Once the appointment has received all of the necessary academic approvals, including from the Proctors if required, the EBA will receive an automated notification. The notification contains links to HR data forms that will need to be completed with information relating to the Examiner or Assessor, including RtW and bank details information.
  3. EBA carries out the physical RtW check, retaining a physical copy of the RtW and completes the correct HR data form. Which data forms to use will depend on whether the form will be forwarded to Core HR users in the department or to HRIS Support Centre.
  4. EBA liaises with CoreHR users in the department or HRIS Support Centre to create a new casual appointment record in CoreHR based on the information in the HR data form.

Once the record is created in CoreHR with valid RtW information, the temporary record in EAP will automatically be replaced with the new record created in CoreHR, the RtW status will be updated and the appointment will be confirmed in the EAP Portal.

As with all new casual appointments, once the record has been created, CoreHR users in departments must also send the Equality and Diversity form to the new casual appointment holder to complete, and return to HRIS Data Services at monitoring@admin.ox.ac.uk. The form can be produced using the letter module in CoreHR or by downloading a non-core version of the form (Staff Starter Form) from the Equality and Diversity website.

Note: The Central Assessments and Examinations team will continue to liaise with the Accounts Payable team on creating records for new casual appointments to PG courses.

CHANGES TO EXAM BOARD

Departments may change the composition of exam boards providing that the changes do not contravene the minimum exam board composition outlined in the standing order.

Changes to exam boards include removing, replacing, or changing the role of appointed Examiners (Chairs, Internal and Examiners) or Assessors.

Depending on the status of the appointment, departments can either make the changes directly in the EAP Portal or by submitting a change request to the Central Examinations and Assessments Team. Please refer to the table below to determine which route to use. 

Change requests must be submitted via email by the Senior Nominating Officer (SNOs) to the Central Examinations and Assessments Team in advance of any subsequent examination activities, such as exam board meetings, for which the new composition will come into effect. The email must include the following information:

  • exam board name and four letter code
  • date of final exam board meeting
  • name and role of the examiner to be removed
  • name and role of the examiner who will be nominated as a replacement (if required)

The Central Examinations and Assessments Team will send a confirmation once the request has been fulfilled.

Change required Appointment Status*

Change route

Steps required*

Remove an Examiner/
Assessor

Draft

EAP Portal

 

Delete the appointment

 

Nominated

Approved

Change Request

Submit request via email

Replace an Examiner/
Assessor

Draft

 

EAP Portal

  1. Delete the existing appointment
  2. Confirm board composition (draft status only)
  3. Nominate the replacement Examiner/Assessor in EAP Portal

Nominated

Approved

 

Change Request

  1. Submit request via email
  2. Receive confirmation request has been fulfilled
  3. Nominate the replacement Examiner/Assessor in EAP Portal

Change role

Draft

EAP Portal

  1. Delete the existing appointment
  2. Confirm board composition (draft status only)
  3. Nominate the same individual to a different role

Nominated

 

Approved

Change Request

  1. Submit request via email
  2. Receive confirmation request has been fulfilled
  3. Check the correct role has been assigned in EAP Portal

*Please refer to the Exam Board Administrator User Manual for full guidance on appointment statuses and how to carry out the steps required in the EAP Portal.

PAYMENTS

Departments are responsible for ensuring that all Examiners and Assessors are promptly paid for any examining duties carried out in accordance with the published Schedule of Fees.

It is a legislative requirement that Examiners and Assessors are paid as soon as they have completed each assignment. For example, if an assessor is due to mark two sets of assignments for which the deadlines are one month apart, payments for marking the first set of assignment should be submitted as soon as the assessor completed the marking for that assignment, as opposed to after the marking for both assignments have been completed.  

All payment requests must be submitted to the University's Central Finance Team via the EAP Portal. Once the payment request has been submitted by an Exam Board Administrators to the EAP Portal, the Chair of Examiners and subsequently the Financial Countersignatory will receive system notifications requesting their approval. Once approved, the submitted payments will be sent automatically to Finance for processing ahead of the upcoming payroll deadline.

The deadlines by which approved payment requests must be received by the Finance team in order for payments to be reflected in a particular month's payroll are available from the Finance webpage.

Full guidance relating to the EAP portal, including how to gain access and user manuals, is available from the EAP webpage. Any queries relating to the EAP portal should be directed to the Student Systems Support Centre at student.systems@admin.ox.ac.uk or 01865 (2)84848.

Contact us


Exam Administration and Services: examiners@admin.ox.ac.uk
 

Student Registry
Examination Schools
75 – 81 High Street
Oxford
OX1 4BG
 

 
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