Guidance for staff on student administration and support
The Examiner Appointments and Payments (EAP) system streamlines and automates examiner appointments and payments processes for undergraduate and taught graduate degrees.
The Examinations and Assessments (E&A) staff website (previously known as the E&A handbook) provides information and guidance on examiner appointments and payments processes.
Support and information for users is available from the tabs below.
For system help, please contact the Student Systems Support Centre using the details on the right-hand side of this page.
Please send any examiner appointments and payments process or policy queries to the central Examinations and Assessments team at email@example.com.
For guidance on getting access to the EAP Portal and a summary of EAP roles please see the Getting Access to EAP page.
Transactional data will be held in the system for no longer than 6 years. Data about individuals will be removed from the system after they become inactive for six years or no longer require access to the system.
Appointments training sessions for Exam Board Administrators (EBAs) were provided over summer 2019.
Payments training for EBAs will be held during February and March, at 13 Banbury Road. Choose a date and time, and book your place.
Please note that attendance at Appointments training is a pre-requisite for Payments training.
This issue affects: EBAs, SNOs
System area: Nominations
EAP Portal is not currently displaying accurate confirmed appointment status. Some unconfirmed appointments are highlighted in green whilst some confirmed appointments are not highlighted in green.
We are currently working on a fix and will informed you once this has been resolved. In the meantime, please refer to the below table to determine whether an appointment has a confirmed appointment status, i.e. permitting the examiners/assessors to carry out their examining duties.
Note: RTW status of dash (-) indicates missing Right to Work Information and EBA should therefore arrange for RTW check to be completed and recorded in CoreHR.
This issue affects: EBAs, SNOsSystem area: Nominations
Users are receiving a large volume of automatic email notifications during the nominations process. This is because a notification is triggered each time a nomination is confirmed (approved and with the Right to Work check completed).
We are looking at how we improve the balance between keeping users notified about the status of their Boards and payments, and creating too much email traffic. For the moment, please be assured that the volume decreases when all Exam Boards are confirmed. The Central Examinations and Assessments team will review EAP notifications in early Trinity Term 2020.
Workaround: You can create an Outlook mailbox rule that will filter automated notifications to another folder. Please see the document EAP Redirecting Emails in Outlook for guidance.
This issue affects: EBAsSystem area: Nominations
When you have selected a person's name through the nominee look-up function, the list of matching names may reappear. This is because the system is still searching for matches in the background.Workaround: Click the person’s name again and continue.
This issue affects: EBAsSystem area: Nominate to Multiple Boards
Using the 'Nominate to Multiple Boards' functionality may lead to the nominee exceeding their Terms of Office on one or more Boards. This will result in nominations not being created, but you might not always receive an appropriate warning message. In some cases the message will erroneously display as 'Nominations created'.Note: this will not occur with Assessors as terms of office do not apply to Assessors.Workaround: After nominating using this function, check that the nominee appears in all Exam Boards.
This issue affects: EBAs, SNOsSystem area: Overall
Before Appointments go-live, the project team asked your Information Custodian/s to review and confirm - or notify us of any changes to - the proposed department setup of available Exam Boards, and the list of Exam Board Administrators and Senior Nominating Officers. When you first use the system, please check:
1) that we have set up your area correctly
2) that you have access to all the Standing Orders you should have access to
3) that all the Exam Boards you require access to are present and accurate
Please contact the central Examinations and Assessments team if anything is missing or inaccurate.
Note: as an EBA you will be able to see the full list of Exam Boards within your department. This is because access is granted at department level. Your Information Custodian approved the level of access for all users within your department before the system went live, and this includes the Exam Boards to which you have access.
Although you can see the full list of Exam Boards in your department, you must manage only those for which you are responsible as agreed with your department or line manager. This includes managing or responding only to notifications or queries sent to you relating to the Exam Boards for which you are responsible. Please ignore those relating to Exam Boards which do not fall within your role, unless you are covering for an absent colleague by prior arrangement.
This will only appear in UG exam boards and it indicates that a casual appointment record needs to be created for the examiner/assessor before their Right to Work status can be accurately reflected in EAP and their payments can be processed. To create a casual appointment record, please contact your departmental HRIS user (or HRIS Data Centre for Humanities). Full guidance on how to create a casual appointment is available from Finance website.
This indicates that the examiner/assessor does not currently have the relevant information required in order for their payments to be processed.
PG exam board: The EBA should remind the examiner/assessor to complete the online bank details information form and submit it to Finance via the secure portal, so that the required Supplier ID can be generated.
UG exam board: The EBA should check whether the examiner/assessor has a valid/active appointment in CoreHR via their departmental HRIS user (or HRIS Data Centre for Humanities). If not, a casual appointment record will need to be created or re-activated in CoreHR, as per the casual payment process. If, however, a valid/active appointment already exists in CoreHR, please contact Student Systems Support Centre .
Try refreshing the page by pressing F5. This should update the status of the nominations or payment transactions being approved.
It means that there are one or more outstanding actions for the Exam Board. To see what action(s) you need to take, log into the EAP Portal.
Because EBAs are no longer able to remove Board members in the Portal after they have confirmed their Exam Board, you will need to log a request with the central E&A team. For details and guidance, please see Section 3.3 of the User Manual and E&A Staff website.
Refresh the page by pressing F5.
Refresh the screen using the browser refresh button or by pressing F5 on your keyboard. Once it’s refreshed, make the necessary changes to the next Standing Order and click the ‘save standing order’ button. Repeat these steps each time you want to make subsequent Standing Order changes.
Contact the E&A Team to reinstate the nomination that has been accidentally/incorrectly removed so the individual can continue serving within the existing terms of office.
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