4. How long does it take to process a proposal for a new / replacement external examiner, or a request to add to existing
duties / extend a tenure and what happens?
The process takes time (and there may be delays /set backs along the way) so it is probably as well to start at least 18 months
before you want the arrangements to begin or 2 years before for niche courses. The process has a number of steps:
- Course Leaders (or Validated Centres) seek out new / replacement examiners or negotiate additional duties / extensions to
tenure with existing external examiners and draft the related forms (EE1 / EE2).
- School based courses:
- SASQCs consider the proposals (at this stage they may sign-off, reject or return forms for more information). Validated Centres
will have centre-specific arrangements in place for considering / signing-off proposals;
- Validated Centre courses:
- Validated Centres submit signed-off forms to the Validated Centres Officer within CADQ for preparation for the VSSC;
- VSSC considers the proposals (at this stage it may sign-off, reject, or return forms for more information);
- All courses:
- SASQC / VSSC submit signed-off proposals to the External Examiner Appointments Panel (EEAP). The EEAP asks for papers no later
than six months prior to the start of proposals. This means that for a September start forms should be submitted to the previous
March EEAP meeting at the latest, for a January start to the previous July EEAP meeting etc (at this stage it may approve,
approve with conditions, reject, or defer the decision subject to receipt of more information);
- A summary of the EEAP decisions is submitted to the Academic Standards and Quality Committee (ASQC) for ratification;
- After the ASQC meeting CADQ sends letters via email to *external examiners, with copies sent to School administrative contacts.
Guidance on the nomination process (pdf).
*with the exceptions of the LPC / BVC courses within NLS, where letters are sent out by the School, and Validated Centre Provision,
where letters are sent out by the Validated Centres Officer.
5. How do I know when the EEAP will consider my proposal for a new external examiner / for additional duties / for extension
to tenure?
Following consideration of your proposal at SASQC, you should be informed of the outcome of this and the date that it will
be considered at EEAP. Please contact your SASQC secretary or Julie Page (VSSC) for dates of meetings.
6. Will the EEAP consider forms submitted in the period between the deadline and the meeting?
It depends. If papers have already been circulated to EEAP members - then no. However, if papers have not been circulated
– then yes. If there is good reason why a paper(s) cannot be submitted on time, and it is important that it/they are considered
at the next EEAP meeting, please contact Nick Titmus . Usually, papers submitted after the deadline are carried forward to the next EEAP meeting.
7. Is it acceptable to submit hardcopy EE1 and EE2 forms to CADQ for photocopying for the EEAP?
No, forms are circulated electronically to EEAP members – so they need to be submitted electronically to CADQ by the deadline date. Please download the forms from the CADQ website.
8. Is it acceptable to submit appendices to the main EE1/EE2 forms to provide more information / or to save cutting and pasting
into the main documents?
No – Each EEAP meeting deals with a large quantity of forms. They are circulated electronically to EEAP members to print-out,
on the understanding that each proposal is self-contained. To help the EEAP members with the volume - please combine documents
into one before submitting them to CADQ.
