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Guidelines For The Completion of Form EE1A – Application For Approval of An External Examiner For A Taught Programme – New Appointments Form EE1A should be used for the proposal of NEW external examiner appointments for both Undergraduate and Postgraduate programmes. Nominations for a number of awards/courses can be made on the same form BUT applications for Undergraduate and Postgraduate provision should be made separately. Form EE1A should also be used for nominations of internal appointments to Collaborative and/or Franchised provision (‘Internal’ External Examiners). All parts of the form should be completed as fully as possible. It should be noted that the form has a number of tick boxes which require completion, further details may then be requested. The CV of nominees may be submitted in support of the application, BUT on no account should this be substituted for completion of the form. Applications which refer to ‘See CV’ will be returned to the Faculty for fuller completion. Please read these notes carefully before completing the form. If you require any further advice or information, or an electronic copy of this form, please contact Julie Aldridge in the Quality Improvement Service on ext 5811 or via email at j.c.aldridge@staffs.ac.uk. Completed forms should be returned to: Sam Baker Quality Improvement Service Cadman Building College Road Stoke on Trent SUMMARY DETAILS Please state clearly in capital letters at the top of the form the Name of the proposed examiner, their Institution/Employer and the Field within the Faculty to which they are to be appointed. PART I DETAILS OF PROPOSED EXAMINER Part I of the form contains information about the proposed external examiner.

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1. Personal Details. Categories for information are identified on the form. It is important to complete these sections as fully as possible.

Present Post
The examiner may opt to have their home address as the address for correspondence but their present place of work and position held must be indicated. If an examiner is due to retire during the term of appointment, the Faculty is requested to indicate on the form how the examiner would keep abreast of both subject development and UK Quality Framework issues. 2. Qualifications. The academic/professional qualifications of the proposed examiner should be appropriate to the programme being examined. Examiners may be appointed from outside higher education, particularly foe vocational or professional awards. These appointments would have to be as part of a team which included examiners with HE experience. Section a) Higher Education qualifications – Please give details stating the Institution attended and qualifications gained with dates. Section b) Professional Memberships or qualifications – Please give details of professional body, dates and status of membership and qualifications gained with dates (if appropriate). 3. Employment. Details of the External Examiner’s employment history, starting with the most recent post and giving details of post(s) held and dates. 4. Current/Previous Associations with Staffordshire University. To ensure impartiality the examiner should not have had any close involvement with the University during the last five years. Please indicate any current or previous association between the proposed External Examiner and Staffordshire University, particularly within the last five years. Disqualified categories are specified in the University Regulations as: 5.2.1.g i) ii) iii) 5.2..1.h i) ii) iii) iv) v) a member of staff, a governor, a student, or a near relative of a member of staff in relation to the course; an examiner on a cognate course in the institution; involved as an external examiner for the course when it was approved by an external validating body. personally related to a student on that programme of study; personally associated with the sponsorship of students; required to assess colleagues who are recruited as students to the programme of study; in a position to influence the future employment of students on the programme of study; likely to be involved with student placements or training in the examiner’s organisation.

In addition, associations which would prohibit the appointment of an examiner include:

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Current collaboration on academic research; and Reciprocal External Examining arrangements. You should also mention any other associations, e.g. involvement in Review and Validation panels for the University, although these would not necessarily preclude appointment. 5. Current External Examiner Appointments. Details of any other current external examining appointments that the proposed examiner holds, with a University or any other Institution or Awarding body. For each external examiner appointment elsewhere please state the name of the Institution, the course/programme title, the level, and dates of appointment. To prevent the overloading of examiners, the nominee should normally hold no more than 2 concurrent substantive external examiner appointments, including the one at Staffordshire University. Examiners with more than one other appointment will not automatically be disqualified from appointment, but a judgement will be made on the combined loading that the examiner will be undertaking at all the Institutions for which they examine. It is important therefore, to provide as much information as possible on the workload of the external examiner both at Staffordshire University (see section 12 below) and other Institutions.

6. External Examiner Experience.
Please state the external examining experience of the nominee during the last five years. This should include details of the Institution, course/programme titles, whether Undergraduate or Postgraduate and dates of appointment. If the nominee has no experience of external examining, please state ‘None’. An examiner is expected to have experience and expertise in assessment at the appropriate level. Lack of experience will not prohibit an examiner from being appointed, but details of internal examining experience or other relevant experience should be noted. In such cases however, an existing experienced examiner may well be requested to mentor the new appointee.

7. Teaching and Other Relevant Experience
Please give details of any other experience from the last 5 years which you regard as relevant. This might include internal examining experience or other professional duties.

8. Research and related Scholarly/Professional Activity/Consultancy
Details (in brief) of research or publication activity undertaken during the last five years, with dates, or for non-academic nominees, details of any relevant Consultancy work. To include books written and articles in refereed or professional journals. If the most recent research/publication has been listed here then reference can be made to an examiner’s CV for a full research/publication history. The CV should be attached to the nomination form. PART II DETAILS OF PROGRAMME Part II of the form contains details of the Fields/Awards to which the examiner will be appointed. If any of the awards are Franchised or Collaborative arrangements, this must be indicated on the form in section 10. Awards that are or include Edexcel/BTEC courses must be noted in section 11.

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9. Details of Fields and/or Awards to which the External Examiner will be appointed
State the Field and ALL the award titles for which the external examiner will have responsibility.

10. Franchise/Collaborative Arrangements
If all or part of the Fields/Awards for which the examiner is to have responsibility is Franchised or part of a Collaborative arrangement, this must be stated. Please give details of the Award(s) against the name of the Franchise/Collaborative Institution.

11. Edexcel Programmes
The tick box needs to be completed to indicate whether an examiner is to have responsibility, in full or part, for an Edexcel (BTEC) course. If yes, please state the course details.

12. Modules to be Examined and Student Numbers.
The Faculty will note the assessments for which the examiner will have particular responsibility by noting the modules involved. Average or estimates of student numbers should be indicated against each module. It is important that the examiner and the University is clear as to what loading the examiner will be responsible for.

13. Proposed Period of Tenure
External Examiners for Undergraduate modular programmes are appointed for 4 years, running from 1 October to 30 September for a 4 year period. External Examiners for taught Postgraduate programmes are appointed for 1 October to 31 December for a 4 year period. Any variation to this must be supported by a rationale (Part III, section 20).

14. Examiner to be Replaced
Please note the Name, Position, Employer and Dates of Appointment for the out-going External Examiner. NB: the new examiner should not normally be from the same Institution as the outgoing external examiner. The new Examiner should take up appointment on retirement of the predecessor. Any gaps in the dates should be accompanied by a rationale (Part III, section 20) as to why the gap has occurred. If there was no predecessor, e.g. the appointment is to a new award or it is a new examiner post this should indicated in the tick boxes.

15. External Examiner Team
Details of the Name, Institution/Employer, Programme/Course and Period of tenure should be stated for all other proposed or approved external examiners for the Field/Award. Proposed examiners who are not yet approved by the University should be clearly marked with an asterisk(*). If the nominee is the sole examiner for the Field/Award, please state ‘sole examiner’ in this section.

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16. Award/Assessment Boards
For Undergraduate Modular Framework courses, please note all Award Boards and/or Assessment Boards that the examiner will be required to attend. The place of the examiner in the structure, e.g. Chief Examiner, should also be noted. For Taught Postgraduate and non-UMF programmes, please specify the Examination Board that the Examiner will be required to attend. PART III FACULTY SECTION Part III incorporates a questionnaire for completion by the Faculty. It is designed to alert both the Faculty and the University to any conditions which may disqualify the nominee from appointment as an external examiner. It is essential that the Faculty completes all parts of the questionnaire (sections 17-19). Section 20 gives the opportunity for a rationale to be made in support of the application. In particular, comments should be made on any variation to the standard period of tenure proposed, and to account for any gaps between a retiring examiner and the new appointment. Where applicable, reference should be made to any new appointment(s) proposed due to for example, expansion of the provision, increased student numbers, any proposed overlap with current Examiners appointed and so forth, to ensure that any one reading the form is clear re the proposed Examiners background and the rationale for appointment. PART IV AUTHORISATION The University will require evidence that the nomination has been considered at Faculty level, before being submitted to the University for consideration. Part IV should be signed and dated by the Faculty Director for Learning and Teaching, or nominee, the date of Faculty consideration noted and a copy or extract of the relevant Faculty minutes, or evidence of consideration by correspondence, should be attached to, and submitted with, the EE1A.

QIS/J:/EE1A Guidance Notes – Updated 23.09.08


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