External Examining

External examining is an integral part of the University's quality assurance and enhancement processes.The University is committed to ensuring independent and appropriately qualified external scrutiny of its awards and our processes and procedures are closely aligned with the precepts of the UK Quality Code for Higher Education, Chapter B7: External Examining.

Acting as External Examiner

The principal role of every External Examiner at Roehampton is to sustain the academic integrity of the University's approved awards by testing the robustness of the assessment processes, ascertaining that students are treated fairly within these processes, and by reporting on them systematically and objectively.

Handbook for External Examiners (includes specific duties, processes and procedures as well as useful links)

Working with External Examiners

The primary contact for External Examiners throughout their tenure will be the programme teams who are responsible for setting examinations board dates and moderation timelines in liaison with their Externals. These arrangements are overseen by the Programme Conveners and supported by the Department Administrators as outlined in the guidelines document below:

Working with External Examiners

Nominating New External Examiners

New External Examiners are nominated by the Programme Board and are approved by the Deputy Provost, acting with the delegated authority of the Learning, Teaching and Quality Committee.

External Examiner nomination form

The Programme Convener must ensure that the proposed candidate meets the University suitability criteria for the role and seek approval from the Head of Department/Director of School (or a nominated officer) in the first instance. 

Candidates for the External Examiner confirm their suitability for the role by completing the Eligibility form.

Moderation Activities 

Moderation of assessment is a process in two stages - internal and external - by which the University assures itself that any work undertaken by students is set and assessed in a consistent and fair manner, to ensure the parity of standards and that the level of student achievement reflects the required academic standards comparable to other programmes at the University and nationally.

External moderation is conducted through a representative sample and follows the internal moderating process in line with the University's assessment procedures. Identifying the timelines for external moderation for each assessment cycle forms part of setting the annual examination schedule which is devised by the Programme Convener, supported by the Department Administrator, in liaison with the External Examiner.

Examinations Boards

The University operates a two-tier board system where the first stage of the process is the Programme Examinations Board and the second, final stage of conferment is the Awards and Progression Board where the marks are fully ratified. Within this structure, external examiners act as members of the Programme Examinations Board which oversees the assessment on a programme(s) or and the modules under its purview and is responsible for determining the final outcome of assessment, confirming the outcomes of mitigating circumstances applications and the recommendations for terminating student registration.

Examinations board structure (diagram)

Annual Report and Response

External Examiners report on the findings of their moderation annually, typically following the main examinations board - May/June for UG programmes and September/October for PG programmes. Formal responses to the reports are provided by the Programme Conveners in accordance with the University guidance.

External Examiner annual report template
Response to External Examiner report form

Claiming Fees and Expenses

The fee for external examining services is normally processed on the submission of the annual report. To receive payment, External Examiners complete the fee claim form and send it to the Academic Office:

External Examiner fees claim form
External Examiner fees claim form guidance

The reimbursement of travel and subsistence expenses is processed independently from the fees and claimed through a separate expenses claim form. Please note that expenses claims need to be accompanied by appropriate receipts (for electronic delivery scanned copies are acceptable) and should be in line with the University guidelines and allowances.

Academic Policies

Contextual Information