Submisson queries / completing the form

14. I am never quite sure what tenure dates to put on the EE1 form?
15. As the course was only recently approved, I am unable to meet the 6 month deadline: will this affect the EEAPs decision?
16. A delay in proposing a replacement external examiner means that the course will have been running for a few weeks, what start date for the tenure should I use?
17. I am a member of SASQC – as part of the committee papers to consider in advance, I have received a nomination for a new external examiner, but I don’t think there’s enough information to make a decision. What should I do?

14. I am never quite sure what tenure dates to put on the EE1 form? Can you help?

If your course operates to 'standard' term dates – then the start date would be 1 September and the end date would be 31 December four years and three months later, so for example 1 September 2008 to 31 December 2012. The extra three months provides a hand-over period for the outgoing / incoming external examiners. If your course year begins in January then the tenure dates would be 1 January to 30 April four years and three months later. If your course has multiple intakes during the year, then choose one of the intake dates as the start.

15. It was not possible to submit form EE1 to the EEAP six months before the start of the tenure, because the course was only recently approved. Will this affect the EEAP decision?

No – of course ideally courses would be approved well in advance of their start date, but the EEAP recognises this is not always possible. It would be best to mention the date of the approval (event or SQMSC / VSSC meeting) within the rationale section of the form – so the EEAP can understand the timing of the submission, or to submit the form at the same time as the validation.

16. I was delayed in securing a proposed replacement external examiner for my course, and by the time of the EEAP meeting (following SASQC / VSSC approval) the course will have been running for a few weeks, what start date for the tenure should I use?

The start of tenure should be backdated to the start of the course year, and it should end four years and three months later. In such cases the request is for retrospective approval and this needs to be acknowledged within the rationale section of form EE1.

17. I am a member of SASQC / VSSC – as part of the committee papers to consider in advance, I have received a nomination for a new external examiner, but I don't think there’s enough information to make a decision. What should I do?

It is really important that you raise any questions or doubts you have about a nomination. If there is time before the meeting, alert the secretary of SASQC / VSSC – it may be possible to secure clarifications in advance. If following discussion at SASQC / VSSC you still feel more information is needed – ask that either the decision is deferred pending receipt of further information and further consideration, or that the nomination is approved, subject to the receipt of the additional information by a certain date.