The role of the External Examiner

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The role of the External Examiner at the
University of Portsmouth Collaborative
Programmes THE ASSESSMENT PROCESS Andy Rees
Academic Registrar

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Variations

• Collaborative Programmes will require either the
  exercise of these arrangements, including if
  necessary by long distance sampling, or an
  agreement to operate under a different model as
  defined in the University policy on Collaborative
  Programmes.

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Role at the University of Portsmouth

• One of quality assurance in ensuring procedures
  and processes are in place that will assure
  appropriate outcomes.
• External Examiners play that role by sampling and
  commenting upon the evidence of the operation of
  those procedures and processes in the expectation
  that the University will act in response.

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Role at the University of Portsmouth

• External Examiners are expected to report, using
  their expert judgement, on the following
• Whether standards are appropriate, by reference
  to benchmarks, the qualification framework,
  programme specifications, and unit descriptions.
• The comparability of student standards of
  achievement to those of similar programmes or
  parts of programmes at other UK institutions with
  which they are familiar.
• The extent to which the Universitys processes
  for assessment, examination, and the
  determination of awards are sound and have been
  fairly conducted.

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What is the best way of describing the
University of Portsmouth Assessment System?

• Two Tier
• Curriculum consists of units
• These units have a credit value and level
• Rules for the aggregation of credit by value and
  level define named qualifications.
• The Course Approval Process approves particular
  defined pathways that lead to these named
  qualifications.

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University of Portsmouth Assessment System

• Academic Council appoints a Subject External
  Examiner to a group of units for a period of 5
  years. Academic Council may exceptionally
  approve an extension of appointment of up to two
  years.
• Normally, a unit is the responsibility of only
  one subject external examiner a subject external
  examiner is responsible for many units.

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University of Portsmouth Assessment System

• Academic Council approves the annual nomination
  of Award External Examiner(s) for each named
  qualification, drawn from the pool of Subject
  External Examiners for the units contributing to
  the named qualification.
• Each named qualification must have at least one
  Award External Examiner an Award External
  Examiner may be responsible for more than one
  named qualification at any level.

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University of Portsmouth Assessment System

• We believe the principal focus for the
  maintenance of academic standards is at the unit
  level.
• Unit Assessment Boards meet twice a year.
• Unit Assessment Boards confirm marks and assign
  credit at the unit level, regardless of for which
  qualification the students studying those units
  are registered.
• The group of units for which a Unit Assessment
  Board is responsible may be larger than the group
  of units for which a Subject External Examiner is
  responsible.

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University of Portsmouth Assessment System

• There may be more than one Subject External
  Examiner associated with a Unit Assessment Board.
  
• Subject External Examiners are encouraged to
  attend the meeting(s) of Unit Assessment Board.
  If this is impracticable, the Subject External
  Examiner must make her or his views known to the
  Board ahead of the meeting.

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University of Portsmouth Assessment System

• Boards of Examiners meet at least once a year.
• Boards of Examiners recommend the award of
  qualifications and any classification, on
  consideration of the full student profile across
  all the units approved as making up the named
  qualification within parameters of discretion
  defined by the assessment regulations.

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University of Portsmouth Assessment System

• Boards of Examiners may not alter confirmed marks
• Award External Examiner must attend the meeting
  of the Board of Examiners (although an emergency
  procedure exists where prevented by last minute
  accident of some sort).

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Subject External Examiner Role

• Consultants and Advisers to Unit Assessment
  Boards
• Head of Department to inform Subject External
  Examiner of the Units they are responsible for
  and of any modifications to that list over time.
  Head will also cause to be sent the name and
  contact details for the Unit Co-ordinator of each
  unit so listed to the Subject External Examiner

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Subject External Examiner Role

• At the beginning of the session, the Unit
  Co-ordinator will send the Subject External
  Examiner
• The Unit Description for each unit each time it
  is delivered (ie. Each semester or each academic
  year). This must include the learning outcomes
  for the unit and the assessment strategy.
• A statement of how the assessment artefacts
  planned for this session will meet the strategy
  and allow the students to demonstrate they have
  met the learning outcomes.

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Subject External Examiner Role

• The Subject External Examiner may comment on
  these (Directly or through the Head of
  Department) but changes with immediate effect
  cannot be required.

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Subject External Examiner Role

• Before the Unit Assessment Board meets, the Unit
  co-ordinator shall send the Subject External
  Examiner
• The assessment artefacts used (ie. Each
  assessment item such as a coursework assignment
  or an examination paper.
• Marking schemes used for each artefact.
• A sample of the students work

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Subject External Examiner Role

• The size of the sample is to be decided by
  negotiation, but the Subject External Examiner
  may have access to any assessment she/he wishes.
  As a rule of thumb, it is suggested that not less
  than 20 of the total assessment diet for a unit
  is seen by the Subject External Examiner. The
  sample should include all work proposed for
  failure and all work proposed for a mark of 70
  or more, together with a cross-section of work
  from other grades.
• A cover sheet, on which the Subject External
  Examiner can make any comments on that particular
  assessment element, will accompany the sample of
  student work.

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Subject External Examiner Role

• This procedure should enable the Subject External
  Examiner to comment to the UAB and subsequently
  report to Academic Council on the appropriateness
  of the assessment and the standard of the
  students performance.
• The Subject External Examiner cannot require any
  individual mark to be changed.

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Subject External Examiner Role

• The explicit agreement of the Subject External
  Examiner is required before a Unit Assessment
  Board may
• apply moderation to the range of marks within a
  unit
• set pass or other criteria at levels other than
  those specified in the approved unit descriptor

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Subject External Examiner Role

• The signature of the Subject External Examiner on
  a marksheet signifies general satisfaction with
  the effectiveness and adequacy of the
  relationship between the assessment strategy and
  the learning outcomes of the unit.
• It does not imply that the Subject External
  Examiner agrees with every individual mark.
• If the Subject External Examiner declines to
  endorse the marksheet, she or he should report
  the reasons why directly, and in confidence, to
  the Vice-Chancellor, as Chair of Academic Council.

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Subject External Examiner Role

• Subject External Examiners are encouraged to
  undertake discussions with students in order to
  gain an appreciation of the nature and quality of
  the student learning experience.
• Viva voce examinations are not possible unless
  specified in the unit description as a method of
  assessment for all students.
• The Subject External Examiner must submit a
  report, using the University pro-forma, to the
  Academic Registrar within 4 weeks of the date of
  the Unit Assessment Board.

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Award External Examiner Role

• The Award External Examiner acts as a member of
  the Board of Examiners, with a duty to report on
  key quality assurance aspects.
• Annually, the Head of Department shall ensure
  that the following is sent to the Award External
  Examiner, for each named qualification for which
  they are responsible, once their nomination has
  been approved by Academic Council

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Award External Examiner Role

• Programme Specification
• Programme Level Assessment Matrix
• Any programme specific assessment regulations

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Award External Examiner Role

• Before the Board of Examiners meets, the Award
  External Examiner(s) shall have the opportunity,
  in any of the units contributing to the named
  qualifications for which they are responsible, to
  examine
• The sample of students assessed work sent to the
  Subject External Examiner
• The cover sheet completed by the Subject External
  Examiner
• Any further sample of assessed work deemed
  appropriate by the Award External Examiner

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Award External Examiner Role

• The signature of the Award External Examiner on
  the Conferment List (UP6) for the named
  qualification relates to satisfaction with
• The equitable and fair consideration of each
  individual student profile against the assessment
  regulations, taking into account any properly
  presented extenuating circumstances.

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Award External Examiner Role

• The adequacy of the assessment process in
  allowing the programme level learning outcomes to
  be demonstrated.
• The standard of the named qualification in
  comparison to that of similar named
  qualifications elsewhere in the UK.
• It does not imply that the Award External
  Examiner agrees with every individual mark or
  classification.

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Award External Examiner Role

• If the Award External Examiner declines to
  endorse the Conferment List she or he should
  report the reasons why directly, and in
  confidence to the Vice-Chancellor, as Chair of
  Academic Council.
• Award External Examiners are encouraged to
  undertake discussions with students in order to
  gain an appreciation of the nature and quality of
  the student learning experience.

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Award External Examiner Role

• Viva voce examinations are not possible unless
  specified in the Unit Description or Programme
  Level Assessment Matrix as a method of assessment
  for all students.
• The Award External Examiner must submit a report,
  using the University pro-forma, to the Academic
  Registrar within 4 weeks of the date of the main
  Board of Examiners.

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Maintaining Standards

• The submission and consideration of the Annual
  Report Form by External Examiners is central to
  the maintenance of standards.
• The report form takes the form of a pro-forma
  requiring yes/no answers to a number of key
  quality assurance issues.

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Maintaining Standards

• This is supplemented by a free-form section the
  content and structure of which is at the
  discretion of the external examiner, although we
  do suggest a number of issues on which we would
  be grateful to receive feedback.
• External Examiners must submit their report(s)
  annually to the Academic Registrar together with
  the claim for any expenses (Form SAL6). The
  Academic Registrar will ensure copying of the
  report to the Associate Dean (Quality) and the
  Pro Vice-Chancellor (Academic).

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Maintaining Standards

• External Examiners must submit their report(s)
  within 4 weeks of the Unit Assessment Board
  (Subject External Examiners) or the main meeting
  of the Board of Examiners (Award External
  Examiner).
• The Head of Department must respond to the
  External Examiner with a copy to the Annual
  Subject Review of the Department.
• The Report Form allows the External Examiner to
  record whether they are satisfied or not with the
  response received to last years report.

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Maintaining Standards

• Additionally, on completion of their term of
  appointment, Academic Registry will ask External
  Examiners to submit a final report. This final
  report will summarise the general perception of
  the units and programmes for which she or he has
  been responsible, and draw attention to any
  particular issues that need addressing or
  recommendations for future development.

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Maintaining Standards

• The External Examiners Report is considered by
  the University to be a key quality assurance
  document. Therefore, external examiners who fail
  to submit reports, or who submit reports
  inadequate in either form or coverage, may have
  their agreement with the University of Portsmouth
  terminated.

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Payments and Agreements
Subject External Examiners

• A standard fee of 400 per annum, although
  additional fees will be paid for agreed
  additional duties (for example travel abroad,
  large numbers of units gt30 to examine)

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Payments and Agreements
Award External Examiners

• An additional fee of 100 per annum, regardless
  of the number of named qualifications for which
  the Award External Examiner has responsibility.

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Payments and Agreements

• Additionally, reimbursement for reasonable
  expenses incurred in connection with duties.
  Such reimbursement must be made in accordance
  with the Universitys Finance Regulations.
• Payment of fees will be made only on receipt of
  the annual report.
• All external examiners are asked, on appointment,
  to sign and return a written agreement that
  includes a termination procedure.

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Variations

• Professional Bodies may have additional
  requirements and expectations of External
  Examiners as a condition of accreditation. Where
  this is the case, and the professional body is
  recognised by the University, these additional
  duties and/or variations will be incorporated by
  Academic Registry into the written agreement.
  Such arrangements may also involve a different
  payment rate.