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Submitting written external examiner reports

The key role for an external examiner is completion of a written report which should not only celebrate the positive aspects of programmes, but also give specific recommendations for actions. It is essential that reports contain clear information on academic standards and advise on good practice, innovation and areas for enhancement.

These written reports should be submitted annually at the end of the academic year and at the end of their period of office, within one month after the main assessment board(usually in the summer). Fees are paid on receipt of a report when accompanied by a claim form which must be completed even if examiners have not incurred any expenses.

Please refer to the guide to external examining at DMU for further details on producing and submitting written reports, along with additional information about how reports are processed and action that arises from their receipt, as well as what happens to reports of a serious nature.

For more information, please contact Louise Newell.

Key points to note when submitting written reports

External examiners are required to submit written reports to the Director of Student and Academic Services annually and at the end of their periods of office, using the correct annual report proforma (available below). Each report should be emailed directly to qaenquiries@dmu.ac.uk.

Please refer to the opening section of the report proforma for the key points to note when completing the written report.

Go the guidance and forms for external examining section.

How reports are processed

On behalf of the Director of Student and Academic Services receipt of each report is logged by the Quality Officer (External Examiners/Awarding Bodies) who is responsible for the administration of external examiner records within DAQ.

Most reports will be circulated within three working days of receipt of the report. Reports linked to collaborative partners will be circulated to the Principal, quality contact, and HE co-ordinator.

Reports of a serious nature

When an issue of serious concern is noted in an external examiner report the
Pro Vice-Chancellor (Academic) and Head of Academic Quality will ensure that an appropriate response is received from the faculty.

If an external examiner has serious concerns about issues related to standards within the institution, and has exhausted all internal procedures including a confidential report to the Vice-Chancellor, they should access the independent mechanism for addressing concerns about standards and quality in higher education managed by the Quality Assurance Agency (QAA).

Action arising from external examiner reports

The above guide includes details on how external examiners reports are dealt with, including how issues are addressed by Pro Vice-Chancellor/Deans, programme management boards, and at institutional level. 

Findings from external examiner reports 

The Quality Officer (External Examiners/Awarding Bodies) provides the Academic Quality Committee (AQC) with an overview report which highlights areas for improvement and strengths across all faculties and subject areas to enable key issues to be monitored at university level from year to year. Copies of this report can be obtained from DAQ.

Each faculty also produces an annual overview report following consideration of their external examiners’ reports.

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