Extern Examiners for Taught Programmes

The formal process for your appointment as an Extern Examiner for a UCD Taught Programme follows these key stages:

1. Nomination

The process begins with the relevant UCD School or Programme formally nominating you for the role.

2. Formal Approval

Your nomination is then formally reviewed and approved by the Academic Council Committee on Examinations (ACCE). Appointments are typically for a fixed term of four years.

3. Confirmation of Appointment and Essential Information

Once approved, UCD Assessment will send you a formal confirmation email. This comprehensive email will contain critical links and information to help you begin your role, including:

• UCD Academic Policies and Regulations

• Extern Examiners for Taught Programmes Policy
• Privacy Statement for Extern Examiners
• UCD Regulations
• Guidelines for Extern Examiners for Taught Programmes
• UCD Guide to Module Academic Levels
• (opens in a new window)Example of a UCD Module Descriptor

• Instructions for setting up UCD IT access

• Instructions for Setting Up Your UCD Connect Account as an Extern Examiner
• Guide For Extern Examiners for Taught Programmes How to get access to UCD systems
• Brightspace Quick Guide for Extern Examiners

• Details on how to claim fees and expenses

  4. Subject / Programme-Specific Induction

The relevant UCD School will arrange an induction or briefing. This session will provide essential context, covering:

• Specific subject/programme-level expectations.
• The exact scope of your responsibilities within the school’s structure.

Access to UCD systems is essential for your role, allowing you to review programme documents, regulations, and access samples of student work.

Your UCD Connect Account

Your official UCD Connect username and password will be your single login for all necessary UCD systems.

1. Account Details: You will receive the necessary information to activate your account in two parts:

• The formal appointment email from UCD Assessment.
• A separate email from the IT Helpdesk, which includes a simple, step-by-step guide on activating your new UCD Connect account linked to your Extern Examiner ID.

2. Activation: Please follow the guide completely, including (opens in a new window)Multi-Factor Authentication (MFA) which is a required security step.

Important Note: Your use of any UCD IT system is strictly governed by the Acceptable Use Policy.

Need Assistance?

More information:

UCD Connect Account Set up

(opens in a new window)Multi-Factor Authentication (MFA)

(opens in a new window)Device Health

Should you encounter any issues during the activation process or with accessing UCD systems, please contact the IT Helpdesk directly IThelpdesk@ucd.ie / +353 1 716 2700

This phase represents the core of your role, where your expertise is utilised to ensure that academic quality, standards and marking consistency within the programme are appropriate, fair, and comparable to national and international norms.

Your primary duties include but are not limited to:

• Review Curricula and Learning Outcomes: Examine the curricula and intended learning outcomes for associated modules/programmes.
• Review Module Content: Assess the content of modules to ensure their appropriateness and enhance overall quality.
• Review Assessment : Check examination papers and/or continuous assessment items for appropriateness, consistency, and alignment with intended learning outcomes.
• Review Assessment Practices: Evaluate the overall assessment strategies and feedback practices.
• Engage with Students: Meet with a representative group of students to gauge the student experience and assess student quality.
• Review Grade Distributions: Examine the grade distributions for modules.
• Recommend Enhancements: Suggest improvements to teaching, learning, assessment, and feedback practices.

Relevant material, reports, and documentation can be shared with you either remotely or in person. All shared materials must be provided securely and strictly in accordance with GDPR (General Data Protection Regulation) requirements.

It is strongly recommended that Extern Examiners visit University College Dublin at least once per year during their term of appointment.

Please coordinate directly with the relevant UCD School to arrange a suitable date for your visit. The nature, schedule, and format of meetings and all interactions should be mutually agreed upon between you and your primary contact within the UCD School/Programme.

Further Information

For a full, detailed outline of your responsibilities, please consult the Extern Examiner Policy document or liaise directly with your relevant UCD School/Programme.

The Annual Report serves as the crucial, formal mechanism for providing independent feedback and driving quality enhancement across the university.

• Completion: The formal Annual Report form is accessible and must be completed via the Extern Examiner Portal.
• Content Focus: Your commentary should address key areas, including:
  • Academic standards and consistency of marking.
  • Overall programme quality and structure.
  • Suggestions for improvements.
  • Highlights of observed best practice.
• Submission & Review: All Extern Examiners must submit their annual report online via the UCD online submission system. Your report must be a minimum of 500 words with all sections fully completed. Reports are due by September 30th. For 18-month programmes, the deadline is March 31st. The university will formally review your feedback and may issue a response detailing any follow-up actions taken.

Claiming Fees

Your fee is typically processed once your Annual Report has been submitted.

Claim Annual Fee - if you travelled to Ireland: Your fee is processed through the UCD payroll system. You will receive an email with a link to a UCD HR online setup form to complete your mandatory setup as an hourly-paid employee. In order for you to be paid for your on-site visit you must complete the following steps:

• You will receive an email from your School/Unit contact with a link to a UCD HR online set up form in order to complete your set up on the HR & Payroll systems.
• Once you have completed step 1, you and your School/Unit Contact will receive an email from UCD HR confirming your fee claim can now be processed.
• Your School/Unit Contact will then submit a claim form to HR on your behalf.
• Fees claimed will be paid directly into your bank account in the following payroll period.
• This policy applies to Irish residents/non-residents alike.

• If the Extern Examiner attends for an on-site visit and they do not have an Irish PPS number - The PPS number field on the online set up form is a mandatory field and will only accept a valid PPS Number, but where the individual does not have an Irish PPS number you should enter “0000”. Extern Examiners with an Irish PPS number are required to enter their PPS number when completing the online setup form. If you already have a valid PPS Number recorded on your UCD Profile, it will be pre-populated on the form and cannot be updated.

Claim Annual Fee - if you did not travel to Ireland: If you have not visited UCD in your role as Extern Examiner and the role has been completed entirely on a remote basis from outside Ireland, your fee can be claimed without deduction of Irish taxes. Extern Examiner Fees for those who carry out the role of Extern Examiner completely remotely (excludes Irish Residents) continue to be paid through UCD Finance. The Extern Examiner Fee Claim Form (for External Examiner services provided from outside Ireland) is available on the Finance Office website.

Claiming Expenses (Accommodation, Travel, etc.)

Expenses for accommodation, travel, and incidentals are claimed separately from the fee. Extern Examiners with an active UCD Connect Account will automatically receive a (opens in a new window)Workday Account and should access Workday using their UCD Connect details, contacting their School/Unit Administrator if they lack an account or have access issues.

First-time login must be done via a laptop or PC through the UCD Connect Homepage or the Extern Examiners portal. To begin the expense reimbursement process, users need their UCD Connect/portal access, Workday access, bank account details (noting that changes to the default Ireland/EURO may require emailing finance.systems@ucd.ie), and the cost center code from their Administrator. Workday training is available via Zoom, and a navigation video/guide is provided after logging into Workday.

• Submission: Expenses are claimed online via Workday Financials. Access to Workday is automatically provisioned when your UCD Connect account is active.
• Documentation: Itemised receipts are mandatory for all vouched expenses (e.g., accommodation, travel). UCD will only reimburse the Extern Examiner directly, not third-party agencies.
• Limits: Reimbursement is subject to UCD's standard Travel and Subsistence Policy (e.g., reasonable hotel accommodation up to the daily limit).

Note on Assistance:

For guidance on the online setup forms (HR/Payroll), please contact UCD HR by emailing hrhelpdesk@ucd.ie

For questions regarding expense policy, reimbursement, or Workday, please contact UCD Finance by emailing finance.systems@ucd.ie

What are my role and responsibilities as an Extern Examiner within UCD?
The role and responsibilities of Extern Examiners are outlined in the Extern Examiners for Taught Programmes Policy. 

Am I required to visit UCD?
Extern Examiners are recommended to visit the University at least once per year during the period of appointment. Please contact the school directly to arrange the best time for you to visit and to ensure that you receive the appropriate documentation in advance of your visit.

How should 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 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 Extern Examiner and contact in the School.  

Who should be my main points of contact in the School?
Once your appointment has been approved, you will receive an email with the names of the Head of School/Unit, the Academic contact and the Administrative contact who will be your main points of contact in the School.

Where and how do I submit my annual report?
All Extern Examiners are required to submit an annual report online via the University’s online submission system. Once your appointment has been approved you will receive an email with instructions on how to access the UCD online system. Step-by-step instructions can be found in Guidelines for External Examiners for Taught Programmes.

What if I cannot log on to the University’s online system?
If you have any difficulties, please email externexaminer@ucd.ie or call us on +353 1 716 1600.

How do I access UCD Systems?

Please see our step-by-step guide on how to access UCD systems such as Brightspace and Infohub (School Grading Summary): Instructions for Setting Up Your UCD Connect Account as an Extern Examiner

How long should my annual report be?
Your report should be a minimum of 500 words with all sections completed.

When is the deadline for submission of my annual report?
Extern Examiner reports are due by 30 September. For 18-month programmes, the deadline is 31 March.

Who reads my annual report?
Your annual report is first of all reviewed within the School and then reviewed by the Office of the Registrar.

Extern Examiner access to UCD systems: 

Q: How do I set up my UCD Connect account?

A: When you are appointed as an Extern Examiner, you will receive an email with instructions and a link to activate your UCD Connect account. If you did not activate the account at the time of appointment, you can request your School administrative contact to resend the activation email. Further information is available in the Instructions for Setting Up Your UCD Connect Account as an Extern Examiner available on the Assessment website.

Q: I am an External Examiner for Taught Programmes. I cannot access Brightspace.

A: Once your UCD Connect Account has been set up, your School administrative contact will ensure that you receive access to the specific modules in Brightspace, which fall under the subject area you have been appointed to review. Please allow 24 hours from setting up your UCD Connect account to receive access to information in Brightspace.  Use your UCD Connect Username to access Brightspace.

Q: I am attempting to log in to UCD’s (opens in a new window)External Services Portal as an External Examiner for Taught Programmes to submit my annual report but the system will not accept my email address or password. 

A: You can log in via UCD's (opens in a new window)External Services Portal using your UCD Connect username to access the system to submit your annual report.

If you forget your UCD Connect username email externexaminer@ucd.ie 

Q: I have tried many times to access UCD connect using my UCD Connect username as instructed  and even in requesting a new password, it doesn’t work anymore.

A: Check you are entering the correct UCD Connect username. If you are unsure of your UCD Connect username email externexaminer@ucd.ie 

Q: I received a payment from UCD for Extern Examiner work but I cannot gain access to the ESS system to view my payslip.

A: The HR Helpdesk is the primary point of contact for all employment-related queries by email and telephone (Email hrhelpdesk@ucd.ie or telephone 353-1-716-4900). If you require further information regarding your payslip, please contact the UCD Payroll Office. 

Q: I cannot access the Exam Manager System to view the exams.

A: Use your UCD connect login to access the Exam Manager System. Email examlogistics@ucd.ie for queries or assistance with accessing the Exam Manager System.