University of Salford
Quality and Enhancement Office
Guidance to Facilitate Meetings between External Examiners and Students
External examiners are strongly advised to meet with students during their term of office to assist them in making decisions about the quality of academic standards and the student learning experience (section 3.2.5 External Examining for Taught Programmes Policy). Meeting with students, either in small groups or individually, provides External Examiners with first hand opportunities to evaluate the student experience and to understand how programmes operate. Meetings may not be needed on an annual basis but should be arranged at least once during the External Examiner’s term of office. If a programme undergoes significant change during an External Examiner’s term of office, additional meetings are recommended. Many programme teams currently schedule annual meetings between students and External Examiners.
External Examiners have advised through their annual reports that they value opportunities to meet with students and often provide more detailed commentary in their annual overview report if meetings have taken place. In addition, providing opportunities for students to meet with External Examiners may help to emphasise to students that assessment is conducted in a fair and rigorous manner.
It is recognised that programmes operate in different ways and programme teams need to put appropriate arrangements in place for their particular programme. The purpose of this document is to offer guidance on options to facilitate meetings.
Programme teams should be aware that the University’s Academic Regulations for Taught Programmes do not permit the use of a viva voce by an External Examiner, either as a means of monitoring standards, or for determining whether a higher classification or change in assessment mark should be recommended for an individual student.
External Examiners may have their own preferences for when and how to meet with students and programme teams should facilitate arrangements which suit all parties.
The following approaches are currently used by programme teams in different Schools to facilitate meetings:
- External Examiners meet with students over lunch during the induction event;
- External Examiners attend assessments which can be observed such as OSCEs, performances, presentations and oral examinations which provide opportunities for external moderation as well as meeting students;
- External Examiners are invited to meet with students during studio time where students are undertaking project work, offering opportunities to have informal discussions with students as well as see work in progress;
- External Examiners are invited to attend meetings with students whilst they are at the University to attend Exam Boards where discussions may focus on a specific assessment such as a final year research project or focus on a student’s view of their programme including support and learning opportunities, highlights of the degree programme or what they think could be improved;
- External Examiners are invited to present a research seminar to which students are invited, again providing opportunities to meet students;
- External Examiners are invited to attend student conference days where students are presenting research findings;
- Where programmes do not involve face to face delivery, or where delivery takes place at partner institutions, face to face meetings between students and External Examiners may not be practical, in such instances, meetings or opportunities for discussion can be arranged in other ways through media such as Collaborate, Skype or discussions forums.
Whatever option works best for a programme, the following guidance should be observed:
- Students need to be aware of the purpose of the meeting and the role of the External Examiner and also that discussions will not result in changes to their assessment or degree outcomes;
- Where possible, students should meet with the External Examiner without members of the programme team in attendance;
- Sufficient notice of meeting dates should be given to ensure that all parties can attend.
Issued October 2016