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EXTERNAL EXAMINERNEW USER REGISTRATION
(Taught Provision)
Registering as an External Examiner
QUALITY AND ACADEMIC DEVELOPMENTBUSINESS SYSTEMS TEAM
INTRODUCTIONThe External Examiner nomination portal is an online system which will enable you to submit your initial application information electronically. This guidance will detail the process by which new External Examiners register with the University of Essex. A full External Examiner User Guide is additionally available, detailing how to submit claims for expenses and to check your payslips. Your appointment information will be held securely and will be accessible for you to simply make updates to your personal details.
THE PORTALThe nomination portal was launched in April 2018 alongside a new External Examiner Report Portal. The report portal is a separate online system which will enable you to input your annual report and to view the response that your Department has made to your feedback. This guidance details the appointment process, and the process for submitting expenses claims. Further guidance on the External Examiner Report Portal is available as a separate document.
CONTACT & HELP
If you have any questions or require further assistance, you can contact the Quality and Academic Development Team (QUAD) on the details below:
[email protected] 01206 87 4861
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FAQs
► Registering as a user:Your email address will default as your username.Your password must be a minimum length of 8 characters and contain both upper and lower case and at least 1 number.
► Completing the information:All mandatory fields must be complete before you can submit your information. These usually either indicated through the field highlighted in orange, or noted with a red asterisk.Attachments will be listed on the summary screen.Please set your primary address as your mailing address. This will be the address that any postal communication will be sent to.
► Why can’t I submit my information?Please check that all mandatory fields are completed. These are usually denoted by a red asterisk and you will not be able to submit details or proceed to the next page until they are completed. If you have any further problems, please contact the Quality and Academic Development Team at [email protected].
► How can I get a copy of the information I have submitted?Navigate to My information on the left hand menu. Select the nomination you have submitted your information for. Select the send email button to receive a PDF copy to your email address.
► Can I complete part of my information and return later?Yes, if you start entering some of your information as long as you press save and home or save and next the information you have completed with be retained. You can then log back in at a later date to complete the rest. To continue go to My information > In progress nominations > Update. You must complete and submit your information by the date indicated.
► How do I reset my password?Choose the forgotten password option. Enter your details and you will be emailed a reset password link.
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Who will be using the External Examiner online portals?External ExaminersExternal Examiners are part of University quality assurance processes. They provide an impartial view of the course and independent advice to ensure courses meet the academic standards and quality expected across the sector.
The online nomination and report portals allows External Examiners to: submit their initial application information electronically; easily edit and update their details; check their schedules of awards/modules; submit their yearly reports and expenses claims; and check their University of Essex payslips. Departmental Managers/Departmental Admin StaffThe Departmental Managers and their delegated administrative teams take responsibility for the initial nominations of External Examiner and managing their duties when in post. Using the online nomination portal, External Examiner nominations can now be fulfilled entirely electronically, with the ability to check which stage a nomination process has reached. Departmental Staff can use the portal to manage and update their External Examiners’ award/module allocations and request changes to their contracts.
Using the online report portal, Departmental staff can receive and store External Examiner reports, and draft Departmental responses, entirely electronically.
Heads of DepartmentHeads of Department will be able to use the nomination portal to approve or decline External Examiner nominations generated by their Departmental admin team. Nominations will be received electronically and the portal offers a simple way of storing and accessing the information needed to decide upon the suitability of an appointment.
The report portal offers a straightforward way for Heads of Department to monitor External Examiner reports and Departmental responses.
Deputy Deans (Education)Deputy Deans (Education) can electronically receive External Examiner nominations that have been authorised by a Head of Department. The portal will store the details of the nomination and the nominee, alongside additional comments or supplementary information supplied by the nominating Department.
The report portal allows Deputy Deans (Education) to access, and comment upon, the External Examiner reports and Departmental responses for all Departments in their faculty.
Pro-Vice Chancellor (Education)The Pro-Vice Chancellor (Education) takes overall responsibility for the External Examiner process. If a nomination is progressed to them, the Pro-Vice Chancellor (Education) can access the portals to check the details of a nomination and approve/reject as appropriate. The Pro-Vice Chancellor (Education) also has access to all External Examiner reports and Departmental responses stored in the report portal.
Quality and Academic DevelopmentThe Quality and Academic Development team will continue to oversee the External Examiners for undergraduate and postgraduate (taught) provision. More information about the team can be found on the website.
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GLOSSARY OF TERMS
Terminology in iTrent University of Essex TerminologyRequisition Nomination
Performance reviewer Person completing/ approving change request
Start Date Start date of nomination
Applicant External Examiner
Application closing date Date External Examiner details are needed by
Recruiting Manager Person starting nomination
Requisition Administrator Head of Department
Lifecycle Identifies the provision of the appointment
Workflow Group Faculty name
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Table of Contents
1. New user registration...............................................................................................................7
2. Right to Work documents.....................................................................................................13
3. Generation of University of Essex computer account.................................................16
4. End of appointment.................................................................................................................18
Useful links......................................................................................................................................19
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1. New user registration
What you will need to hand before beginning new user registration:
The Department to have formally nominated you as an External Examiner Up to date contact details Right to Work documents (if applicable)
You can change your contact details at any point to ensure they are kept up to date. If you do not have Right to Work documents to hand, you can proceed with new user registration, save your progress, and return with the documents at a later point. However, you will need to upload Right to Work documents in order to complete new user registration.
The process is started by the relevant Department who are required to submit a nomination request for you to become an External Examiner at the University of Essex. The new Portal will support nominations via the system and initiate an account creation for you as an External Examiner. You will receive an email confirming your nomination and prompting you begin the online submission of your details.
You will initially need to register as a user. This will then enable you to proceed with completing your account registration and create a password to log in to the system. Please make a note of your log in details as you may need to return to the form at a later date to complete some sections, such as to upload Right to Work documents if you do not have these to hand.
Once a nomination has been approved by the University through the staff record management system, iTrent, you will receive a confirmation email. This e-mail will include a web link to the relevant part of the University of Essex’s HR system: HR Organiser. Details of this process are available in in the full External Examiner User Guide.
Once you are ready to begin, this section will now guide you through new user registration.
Already an approved External Examiner?If you are an existing External Examiner, you will not need to complete the full new user registration. The details you provided before will populated in the new system. Please log into the new Portal using the details provided in your e-mail from the QUAD Team and check that your details are correct and up to date. You can find out how to make changes to your details, view payslips and submit claims for expenses in the full External Examiner User Guide.
If you have any questions at all, you can contact the QUAD Team at:
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1. New user registration cont..You will have received an automated e-mail confirming your nomination as an External Examiner. When you click on the web link in this e-mail, you will see the below screen.
Please review the information and if correct click Submit. If the information is not correct, please contact: [email protected]
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After clicking Submit you will be taken through to the screen below:
Please note that the red asterisks denote compulsory fields. You will need to complete all sections of the registration form. Please use your home institution e-mail where possible. Once complete, click Submit where you will move through to your nomination summary as below:Next, select the link to Your Details to continue with registration.
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You will move through to the Your Details section where you are required to complete some more detailed information. The screen shots across the next few pages show the fields that will need to be completed.
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Once you have completed and checked your details, you can either view them as a summary, or click Save and Next to proceed to the next stage of registration.
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2. Right to Work documents
When you have completed your details, you will need to upload your CV and Right to Work documentation. Your Right to Work document should be a copy of a document confirming Right to Work in line with the Immigration, Asylum and Nationality Act 2006 (Prevention of Illegal Working regulations), such as a UK/EEA passport. It will need to have been:
Verified and signed by your home institution or employer
Dated by your home institution
Stamped with Departmental or institutional stamp
If you hold a Right to Work document from outside the EEA, please follow the steps outlined above. Once you have submitted your document, a member of the Quality and Academic Development Team will then be in contact with you additional steps before the finalisation of your appointment.
If you are from outside of the EEA, and are working outside of the EEA, standard Right to Work checks as outlined here may not be applicable. In this isntance, please contact the Quality and Academic Development Team directly to discuss the exact requirements applicable to you.
More information on providing valid Right to Work documents can be found on our website.
TO NOTE: Whilst we request verified copies for the purpose of approving nominations, we must see the original copies of your Right to Work documents upon your first, or next, visit to a University of Essex campus for first-hand visual verification. Payment of fees cannot be made until a member of University staff has carried out this document check, so please ensure you bring these with you.
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Once you have valid Right to Work documentation, the next screen allows you to upload these documents as attachments.
When you have completed this section, click Summary and you will return to the Nomination summary screen, as illustrated below:
Once you are happy that all sections and documents are complete, uploaded and correct, click Submit. This button will only be active once all mandatory fields in the Your details screens have been filled out. The relevant Department will then receive an automated e-mail notification informing them that your appointment details have been completed.
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Your details and Right to Work documents will be reviewed and once approved, the QUAD Team will send you an appointment letter with an acceptance form. You will need to sign the acceptance form and return this via e-mail to: [email protected]. This is the end of new user registration; your registration is complete and you are successfully appointed as an External Examiner.
You can access further information in the full External Examiner User Guide, including how to make changes and updates to your details, how to view your payslips and how to submit a claim for expenses. Guidance on the submission of your annual External Examiner report through our Report Portal can be accessed through the External Examiner Report Portal Guide.
TO NOTE:
You will be able to claim expenses through Agresso Unit4Web by submitting details of the claim and uploading the accompanying receipt. Guidance on this process is available in the full External Examiner User Guide document.
Your fee will be processed after you have submitted your annual report to QUAD through the new Report Portal. Further guidance on using the Report Portal is available in a separate document. The QUAD Team will process your report and share it as appropriate with the Department. You will be able to access the Report Portal and view the written response to your feedback from the Department.
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3. Your Generation of University of Essex computer account
Your appointing Department may require for you to have access to additional University of Essex IT services and will contact you with information regarding the specifics of these requirements.
If your Department has requested access to Department specific IT services, the following steps will need to be followed
A member of the Quality and Academic Development team will e-mail you your Personal Identifier, or PRID. This will be your own unique University reference number - it takes the form of 5 letters - always in capitals - followed by 5 numbers, e.g. SMITH12345.
Follow the link below and click on the second optionscroll down to: Register an external email address and passphrase. Enter your external e-mail address and create a passphrase. Input all other details, including the PRID previously sent to you and click Register.
https://www1.essex.ac.uk/it/getaccount/
Having done so, your registered e-mail address will receive an email containing a web link. Please click on this link in order to activate your
external e-mail address.
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Having activated your external e-mail address, please then revisit this site and click Obtain your University login and password via previously registered email address and passphrase:
https://www1.essex.ac.uk/it/getaccount/
Log-in using your external email address and passphrase – the site will then inform you of your Essex log-in and your initial password.
Finally, having obtained your log-in and password, please ensure that you visit the following link to our online sign-up page in order to sign up to our rules and regulations – until you have done so, your account will be inactive.
https://www.essex.ac.uk/it/signup/
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4. End of appointment
The month before the end of your appointment, the QUAD Team will send you an email informing you that your term of appointment will be shortly coming to an end.
We recommend that you log into HR Organiser and download your payslips for your records (see External Examiner User Guide for guidance on this process) as these will not be retained in the system past the end date of your contract.
If you need to make changes to your contract, please discuss this further directly with the Department who will advise accordingly and submit a contract change request to QUAD if required. Changes to contracts require approval and this process is managed through the portal, updating all parties throughout.
If you need to end your appointment as an External Examiner earlier than your scheduled contract end date, please contact the QUAD Team at [email protected] to discuss this process in further details.
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Useful links
► Academic Standards and Quality
Information on the role of External Examiners.
www.essex.ac.uk/quality/external_examiners/default.asp
Nomination and Appointment
https://www1.essex.ac.uk/quality /external_examiners/nomination_procedure.asp
► Who can I contact for help?
If you have any questions or require further assistance, you can contact the Quality and Academic Development Team (QUAD) on the details below:
[email protected] 01206 87 4861
Document review informationDocument Owner Quality and Academic DevelopmentDocument Author Chelsey Smith, Luke Nash, Sarah SmithDocument last reviewed by Chelsey SmithDate last reviewed by 10/04/2018Review frequency Annually
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