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
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, and also to provide the bank details you wish us to use when paying your fees and expenses. We will hold this information only for as long as you are appointed as an external examiner for Brookes, and will ask you to confirm these details from time to time, but please let us know as soon as possible if your payment details change; for example, if you change banks.
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.
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 firstname.lastname@example.org) 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 role of the external examiner' section).
Key contacts: Academic Policy & Quality Office
Samina Bashir - External Examiners Administrator
(for general enquiries about your appointment)
Simon Waine - APR Division Administrator
(for enquiries about payment of fees and expenses)
Liz Turner - Deputy Director (Academic Policy & Regulations)
(for enquiries about institutional issues)
You can also contact these members of the APQO through the email@example.com email address. Please notify us as soon as possible if any of your personal details change, for example, changes of contact information or payment details, etc.