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. Complete a UCD HR online set up form in order to be 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, but where the individual does not have an Irish PPS number any series of dummy numbers e.g. 0000 can be entered (Extern Examiners with an Irish PPS number are required to enter their PPS number when completing the online setup form).

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.

You should send your Extern Examiner Fee Claim Form to the relevant Head of School as they will need to be signed and approved by the Head of School first. The School will then email your completed form to UCD Finance at (opens in a new window)nonstaffpayments@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 and credit card receipts are not accepted. If sending via email to the relevant School, scanned receipts should be legible. 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. 

Once the School has approved your fee and expenses your documentation will be forwarded by the School to UCD Finance at (opens in a new window)nonstaffpayments@ucd.ie. All claims should be received within 3 months of completing work for UCD. 

Expense claims are processed with electronic payment transfer to the bank account of the Extern Examiner within 1 week of UCD Finance receiving all completed documentation from the School. Incomplete forms will be returned to the School for correction. 

Accommodation

When you visit UCD, the cost of reasonable hotel accommodation (approx €168 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 €39.08. Gratuities are not to be charged to UCD. 

FAQs

How do I claim expenses as an Extern Examiner?
You should send your Extern Examiner Expense Claim Form along with all receipts to the relevant Head of School as they will need to be signed and approved by the Head of School first. The school will then email completed forms along with all receipts to UCD Finance at (opens in a new window)nonstaffpayments@ucd.ie

How do I calculate the correct Exchange rate?
Exchange rates must be calculated on the first date of travel or the date work has been completed. (opens in a new window)Oanda.com is the website used by UCD to calculate exchange rates. Expenses should be quoted in the currency in which the expense was incurred.

How long before I will be reimbursed?
Expense claims are processed with electronic payment transfer to the bank account of the Extern Examiner within 1 week of UCD Finance receiving all completed documentation from the School. Incomplete forms will be returned to the School for correction.

Privacy Statement for Extern Examiners

UCD Grading Guide for Academic Staff

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 will have received your login details in an email (it could be in your spam folder). Your username is your assigned ‘V’ number. The default password is the last six digits of that V number. If you cannot locate your login email please contact externexaminer@ucd.ie who will reissue the login details to you.

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.