All about your appointment at the University, including information on the fee structure for payments, expenses and other information to fulfil your role during your tenure.
Eligibility to work checks
It is a Home Office requirement that we confirm the eligibility to work in the UK of all nominated external examiners (regardless of nationality) before we are able to issue them with a letter of appointment. Checking passports is the usual means by which we establish eligibility, and we usually ask nominees to send or bring in their passports so that we can carry out a face to face check (either virtually or in person). However, other documents may be accepted, and the Home Office guidance on right to work checks (published April 2022) is a useful reference document.
Letter of appointment
Your letter of appointment sets out the terms of your contract with the University, and provides contact information for the Faculty staff with whom you will liaise in carrying out your duties as an external examiner. They should contact you soon after your appointment to provide you with full details about the programme/s you will be examining, but please let us know if you encounter any difficulty with communications.
Along with your appointment letter, you will also be sent two other forms which you are asked to complete and return to us as soon as possible:
- an acceptance form, and
- a new starter checklist
We ask you to return the acceptance form to indicate your acceptance of the appointment offered. On receipt of your completed acceptance form, we will send you a Brookes staff number and password, which will enable you to access any online programme information which is only available to Brookes staff and students. Once you have received your staff number and password you will be instructed to visit the University’s HR portal: ‘CoreHR’. Here you will need to enter your bank details so that we can pay your external examining fee. It is very important that you update CoreHR with any changes to your bank details and/or residential address. You will receive a prompt to do this, if needed, shortly before you are due to attend examination committees and submit your annual report.
Period of office
External examiners are appointed for a maximum period of four years, although this may in practice be slightly longer to allow for the production of annual reports to cover four successive cohorts of students (taking into account the dates of examination committee meetings).
An extension, of a maximum of one year, to an examiner’s period of office will only be granted in exceptional circumstances, for example, if a programme is due to terminate within the next year or so, and the existing examiner has agreed to see out the final cohort of students, for continuity.
Resignation/termination of office
If you should wish to resign your post, for any reason, before the end of your term of office, we would be very grateful if you would notify the External Examiners Administrator in writing (by email to email@example.com ) as soon as possible, so we can ask the programme team to secure a new examiner prior to the next assessment period. Other than in exceptional circumstances, we would ask you to give notice before the start of the semester in which your annual report for that year is due.
Because of the importance of the external examiner system in enabling the University to assure the academic standards of its awards, Oxford Brookes reserves the right to terminate your contract if you are unable to fulfil the minimum duties of your role (as set out in 'The External Examiner's Role' section ).
We collect a certain amount of personal information in order to process nominations and fees/expenses payments. The University processes all personal data in accordance with the Data Protection Act, and will not use this information for any other than the stated purposes. Download the University’s privacy notice for affiliate staff.