Special Extern - Research Degree

The responsibilities of a Special Extern Examiner are outlined in the Theses in Graduate Research Programmes Policy. 

Upon receipt of the research thesis, a Special Extern Examiner:

• Writes a preliminary (individual) thesis report, after the initial examination of the thesis.
• Formulates, as a member of the examination committee, the joint thesis report with the Internal Examiner and Chair.

The University can reimburse an Extern Examiner for their fee once their report has been submitted.

FAQs:

Who is eligible to receive Extern Examiner payments?
Special Extern Examiners who have been appointed by the ACCE to examine a thesis for a PhD, Research Masters, MD, or other Doctoral degrees. 

How does a Special Extern Examiner claim their fee?

a) If the Extern Examiner attends for an on-site visit? 

In order for you to be paid for your on-site visit you must complete the following steps:

1. 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.
2. 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
3. Your School/Unit Contact will then submit a claim form to HR on your behalf
4. 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, do they need to complete the PPS number field on the online set up form?

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.

b) If the Extern Examiner completes their work remotely?
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. 

You can submit a claim online to UCD Finance at Workday Financials. This will be reviewed and approved by the relevant Head of School before payment is made. The link is also available from the Extern Examiner Services Portal on UCD Infohub. Any questions regarding Workday should be sent to: (opens in a new window)finance.systems@ucd.ie

Further guidance can be found on the UCD Human Resources Website 

Visit to UCD 
We look forward to your visit to the University and details below are provided to ensure you are fully aware of all travel requirements and information regarding expenses.  You are asked to read through the information below carefully when preparing for your visit to the University. 

Travel from overseas
If visiting the University from overseas in order to fulfil your function of Extern Examiner, you must ensure to comply with Immigration requirements where relevant.  Important information for those travelling from overseas is available on the UCD Human Resources Website .  Your contact in the School will also advise on these requirements when your visit is being organised.  At this point, a formal letter will be issued to you and this provides all the required information for Immigration Authorities on your arrival to Ireland.

General Expenses Information
The University can reimburse an Extern Examiner for Accommodation, Travel and Incidental Expenses. Expenses cannot be reimbursed without the submission of receipts for expenses incurred.  Please note itemised receipts are required along with credit card receipts where payment is made by card. UCD will reimburse only the Extern Examiner and cannot make payment to hotels, travel agencies or other bodies. 

Extern Examiners can make their own travel arrangements and pay upfront for accommodation and travel expenses, which can later be claimed by submitting the correct documentation and receipts. Alternatively, you can liaise with your administrative contact in the School who may be able to support you with this process. 

You can submit an Expenses Claim online to UCD Finance at Workday Financials. This will be reviewed and approved by the relevant Head of School before payment is made. The link is also available from the Extern Examiner Services Portal on UCD Infohub. Any questions regarding Workday should be sent to: (opens in a new window)finance.systems@ucd.ie

Accommodation

When you visit UCD, the vouched cost of reasonable hotel accommodation (up to a limit of €195 per night) will be reimbursed on submission of vouched receipts. 

Length of stay should not exceed:

• 1-2 nights for an EU visitor.
• 1-3 nights for a non-EU visitor. 

If a longer stay is necessary or the rate for accommodation is high, prior approval to cover additional costs is required from the relevant Head of School.

Travel 
Travel expenses are paid by UCD to cover your visit to the University on submission of receipts. It is requested that the most economical form of transport to UCD is used, which may include flights (economy class only), parking and taxis. Public transport should be used where possible. Gratuities are not to be charged to UCD. Mileage can be paid in accordance with current UCD rates. Flights should be booked as far as possible in advance in order to obtain the most competitive rate. 

It is advisable that all Extern Examiners have their own travel insurance. 

Incidentals (where applicable)
UCD covers incidental expenses on the submission of receipts up to the daily subsistence rate of €42.99. Gratuities are not to be charged to UCD. 

FAQs

How do I claim expenses as an Extern Examiner?
You can submit an Expenses Claim online to UCD Finance at Workday Financials. This will be reviewed and approved by the relevant Head of School before payment is made. The link is also available from the Extern Examiner Services Portal on UCD Infohub. Any questions regarding Workday should be sent to: (opens in a new window)finance.systems@ucd.ie

Instructions for Setting Up Your UCD Connect Account as an Extern Examiner

Privacy Statement for Extern Examiners

UCD Guide to Module Academic Levels

Example of a UCD Module Descriptor

Theses in Graduate Research Programmes Policy

Guidelines for Preparation, Submission, Examination and Dissemination of Research Degree Theses

 Extern Examiner access to UCD systems: 

eThesis FAQs (for Special Extern Examiners):

Q: I am an Extern Examiner and I cannot access the eThesis Exam system?

A: You must use a UCD Connect username and password to log in to the eThesis Exam system. When you are appointed as an Extern Examiner, you will receive an email with instructions and 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.

Q: I am unable to see the student listed in My Exam Committee Tasks, who do I contact?

A: Please contact ethesis@ucd.ie for technical support

For further information please contact (opens in a new window)externexaminer@ucd.ie or +353 1 716 1600.

For payment queries please contact your School Administration contact.