What information does the School send to Subject Extern Examiners?
The School sends information on the subject(s) and associated modules under examination, including any relevant materials such as Module Descriptors and the Programme Outcomes of Programmes in which subjects or modules are involved.
How should Subject Extern Examiners visits be organised?
Visits to the University and meetings with staff and students should be organised in-person where possible. Relevant material, reports and documentation can be shared remotely or in-person between staff in UCD and the Subject Extern Examiner. In all cases, material, reports and documentation should be provided securely and in accordance with the GDPR. The nature and schedule of meetings and all interactions should be agreed between the Subject Extern Examiner and contact in the School. Please contact (opens in a new window)externexaminer@ucd.ie
How do Subject Extern Examiners submit their annual report?
All Subject Extern Examiners are required to submit an annual report online using the InfoHub Extern Examiner system. Once their appointment has been approved by the ACCE the Extern Examiner will receive an email with instructions on how to access the online system.
Are Subject Extern Examiner reports available to view by the School?
Access to Subject Extern Examiner reports on the InfoHub Extern Examiner system is available to Heads of Schools and Head of Subjects (if approved by the Head of School).
Who can view and submit the school responses to Subject Extern Examiner reports?
The Head of School can respond to the Subject Extern Examiner reports for the school, in advance of the Registrar's review of the reports. Alternatively the Head of School can nominate a Head of Subject to review and respond to the Subject Extern Examiner reports for the school. Each Head of Subject with the Head of School approval can request access through the Extern Examiner system access form available on the UCD Assessment website.
How to view and submit school responses to Subject Extern Examiner reports is explained in Guidelines for UCD Staff-Subject Extern Examiners.
When are School responses to Subject Extern Examiner reports due?
School responses to Subject Extern reports are due by 1 November. For 18-month programmes, the deadline is 1 May.
What happens after a school has submitted a school response to a Subject Extern Examiner report?
The content of each report is reviewed by the Registrar of the University and feeds into future planning, quality reviews and curriculum planning.
Should Extern Examiners sign off in InfoHub on the work they have completed?
The sign off function in InfoHub is only for UCD staff. If a School wishes to note that the Extern has reviewed their modules in line with the Extern Policy then the Module Co-ordinator or School can capture this information in their respective observations field in either the My Module Grades or School Summary screens in InfoHub.
Can I submit a new nomination for an Extern Examiner who has previously acted as an Extern Examiner in UCD?
The ACCE operates a three year appointment criterion whereby once an Extern Examiner has completed their duties, a three year time lapse is required before they can be re-appointed as either a Subject or Special Extern Examiner in UCD.
Re-employment of Retired Staff
Please note that requests for approval to re-engage retired staff on an hourly paid or fee paid bas
The Employment Control Framework states that the re-employment of retired s
What happens if an Extern Examiner becomes ill and is unable to carry out their duties?
Should an Extern Examiner not be able to fulfil their term of appointment, Assessment should be contacted immediately as it is necessary that the Extern Examiner's appointment is withdrawn within the system in order to meet GDPR requirements.
The process for nominating a replacement follows the normal appointment procedure and an explanation for the replacement nomination should be included. In emergency situations, a School may submit the nomination and an explanation for retrospective approval at the next available Academic Council Committee on Examinations (ACCE).
When are the Academic Council Committee on Examinations (ACCE) meeting dates? The ACCE meeting dates are published on the UCD Assessment website. All nominations must be submitted by the submission deadlines outlined.
How do Extern Examiners receive payment?
Information regarding Fees and Expenses is available on the UCD Assessment website.
Nomination of Extern Examiners:
Q: Our School will be nominating a new Subject Extern soon, what UCD IT access do I need?
A: UCD School Administrative staff can request the necessary UCD Administration staff access to the Extern Examiner system by completing the Extern Examiner system access (opens in a new window)form available on the Assessment website.
Q: We need to submit a new Extern Examiner nomination. Can you walk me through the steps?
A: The nomination process is explained in the Guide For UCD Staff How to nominate Subject Extern Examiners and the relevant (opens in a new window)video.
There is also a (opens in a new window)video on how to create or update an Extern Examiner profile.
Q: I'm entering an External Examiner nomination and don't seem to be able to find a particular University.
A: Email (opens in a new window)externexaminer@ucd.ie for assistance.
Q: I can't seem to find an Extern Examiner's UCD email address on the system
A: Click on the ‘Extern Examiner Directory’ to check if the Extern Examiner has been set up on InfoHub. If the Extern Examiner has created a UCD Connect account they will have a UCD email address visible on the Extern Examiner profile screen.
Issues accessing Extern annual reports/uploading school responses to Extern annual reports:
Q: As Head of Subject how do I get access to review and respond to Extern Examiner reports?
A: All Heads of Schools have access to review and respond to Extern Examiner reports. The Head of School may also nominate a Head of Subject to view and respond to the Subject Extern Examiner reports for the school. Each Head of Subject with the Head of School approval can request Head of Subject access to review and respond to Extern Examiner reports through the Extern Examiner system access (opens in a new window)form available on the Assessment website. The process of reviewing and responding to Extern Examiner reports is explained in the How Head of Schools view and submit responses to the Subject Extern Examiner reports document and (opens in a new window)video on the Assessment website.
Q: The Extern Examiner has submitted their report to the portal but it is not yet available for the Head of School to view.
A: Check that you have selected the correct academic year from the ‘Select Academic Year’ drop down box in the Subject Extern Examiner Reports for my Area screen. Guidelines For UCD Staff: How Heads of Schools respond to Subject Extern Examiner Reports are available on the Assessment website.
Q: Our Extern Examiner has submitted his 2021/22 Extern examiner report under 2022/23 by mistake. Can this be fixed?
A: Email (opens in a new window)externexaminer@ucd.ie for assistance.
eThesis FAQs (For staff):
Q: What if the Special Extern Examiner cannot access the system?
A: The Extern Examiner will have received their login details in an email (it could be in their spam folder). Their username is their assigned ‘V’ number. The default password is the last six digits of that V number. If the Extern Examiner cannot locate their login email, please direct them to email externexaminer@ucd.ie who will reissue the login details to them.