Getting help with EAP

The Examiner Appointments and Payments (EAP) system is an online tool for the administration of examiner appointments and payments processes for undergraduate and taught graduate degrees.

The Examinations and Assessments (E&A) staff website provides information and guidance on examiner appointments and payments processes, including references to relevant policies and regulations.

Support and information for users is available from the tabs below.

OVERVIEW

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 examiners@admin.ox.ac.uk.  

 

 

ACCESS AND DATA

Access

For guidance on getting access to the EAP Portal and a summary of EAP roles please see the Getting Access to EAP page.

Data Retention

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.

USER MANUALS
User Document Name Version Date
Exam Board Administrator

Manual

8.1

28 Apr 2020
  Roadshow Supporting Document 2.0 November 2019
Senior Nominating Officer

Manual

5.0

29 Nov 2019
  Roadshow Supporting Document 2.0 November 2019
Chair of Examiners

Manual

3.0

29 Nov 2019
  Roadshow Supporting Document 2.0 November 2019
Financial Countersignatory Manual 2.0 29 Nov 2019
  Roadshow Supporting Document 2.0 November 2019
Proctor Quick Reference Guide 4.0 29 Nov 2019
Information Custodian Quick Reference Guide 1.0 05 Nov 2019
All Revised Right to Work Processes - Apr 2019
  Reports manual 1.0 29 Nov 2019

 

TRAINING

Appointments training sessions for Exam Board Administrators (EBAs) were provided over summer 2019. 

Examiner Appointments & Payments (Payment Module) eLearning for Exam Board Administrators available. Enrol here.

 

 

 

 

KNOWN ISSUES

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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 inform 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.

Approval Status RTW Status Confirmed appointment status
Approved No No
Approved Pending Yes
Approved OK Yes
Approved - No

 

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, SNOs
System 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: EBAs
System 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: EBAs
System 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, SNOs
System 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 issue affects: EBAs
System area: Nominations
When you are creating nominations and the session times out, the system will show an error message that is blank rather than specifying that the error is the fact that the system timed out.
Workaround: If the system times out and you get a blank ‘error message’, log out and log back in again.
This issue affects: Chairs
System area: Nominations
The ‘Approve all Nominations’ button does not disappear when the Chair has approved all nominations.
Please be aware of this, and ignore the button if you have approved all your nominations. To show unapproved nominations, use the filter. If none appear, all nominations are approved. Note that although the button will remain, the Chair will not receive notifications if there are no nominations awaiting approval
This issue affects: EBAs
System area: Nominations
When a nomination is automatically approved, the subject of the email notification of this incorrectly reads ‘Nomination approved by the Proctors’.
Please be aware of this.
This issue affects: EBAs and SNOs
System area: Nominations
The system currently sends notifications alerting all EBAs and SNOs who jointly administer the Exam Board of any outstanding actions with the Exam board instead of sending to only the EBAs and SNOs of the department for which there are outstanding actions.
Please be aware of this; you may ignore the notification if you are confident that you have completed all of the outstanding actions for which you are responsible. We are currently investigating how we can make the necessary changes to ensure only those who have outstanding actions will receive this notification in the future.
This issue affects: SNOs and Chairs
System area: Nominations
The notifications sent to SNOs informing them that there are Standing Orders requiring their approval, as well as to SNOs and Chairs informing them that there are nominations that require their approval, do not currently state which Exam Board’s nominations require approval.
We are in the process of investigating how we can ensure that the notifications are specific in the future.
Workaround: Please use the filter function so that Exam boards show only ‘unapproved’ nominations rather than all nominations.
This issue affects: EBAs
System area: Nominations
Workaround: You may choose to remove all assessors before you confirm the rolled-over Board compositions and only appoint assessors after confirming the rolled-over Exam Board.
Note: We are looking at how we can improve this functionality for next academic year.

This issue affects:  Financial Countersignatories (FCS), Information Custodians (IC)
System area: Payment approvals
Workaround: This issue only occurs where a user holds multiple roles within EAP and neither the FCS nor the IC roles are the first recorded. The issue can be worked around by amending the order of the roles in the system. Please report the issue to SSSC who can action the workaround for you.

FAQs

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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 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.

Systems availability

All student systems available!

Please see the Systems Availability page for details of the status of each system. For scheduled downtime please see the Notices page for more information.

COVID19 SERVICE UPDATE - Please see the Notices page for further information.

 

Contact us


student.systems@admin.ox.ac.uk
01865 (2)84848

Opening Hours: 
08:30 - 17:00 Mon - Fri
(excl. BHs & fixed closure days)

Gibson Building, Ground Floor
Radcliffe Observatory Quarter
Woodstock Road
Oxford OX2 6GG